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User’s Guide

K Apple Computer, Inc.
© 2006 Apple Computer, Inc. All rights reserved.
Under the copyright laws, this manual may not be
copied, in whole or in part, without the written consent
of Apple. Your rights to the software are governed by
the accompanying software license agreement.
The Apple logo is a trademark of Apple Computer, Inc.,
registered in the U.S. and other countries. Use of the
“keyboard” Apple logo (Option-Shift-K) for commercial
purposes without the prior written consent of Apple
may constitute trademark infringement and unfair
competition in violation of federal and state laws.
Every effort has been made to ensure that the
information in this manual is accurate. Apple is not
responsible for printing or clerical errors.
Apple
1 Infinite Loop
Cupertino, CA 95014-2084
408-996-1010
www.apple.com

Apple, the Apple logo, AppleWorks, ColorSync, iMovie,
iPhoto, iTunes, Mac, Mac OS, Quartz, and QuickTime are
trademarks of Apple Computer, Inc., registered in the
U.S. and other countries.
Finder, iWork, Pages, and Safari are trademarks of Apple
Computer, Inc.
AppleCare is a service mark of Apple Computer, Inc.,
registered in the U.S. and other countries.
Adobe and Acrobat are trademarks or registered
trademarks of Adobe Systems Incorporated in the U.S.
and/or other countries.
Other company and product names mentioned herein
are trademarks of their respective companies. Mention
of third-party products is for informational purposes
only and constitutes neither an endorsement nor a
recommendation. Apple assumes no responsibility
with regard to the performance or use of these
products.
019-0531
01/2006

Contents

7
7
15
18
18

Preface: Welcome to Pages
Pages Features at a Glance
What’s New in Pages
How to Use Menus
Resources for Learning More

20
20
22
27
28
29
29
30
31
33

Chapter 1: Overview of Pages
Using Pages Templates
Changing the Document’s Onscreen Appearance
The Styles Drawer
The Font Panel
The Colors Window
The Inspector Window
The Toolbar
Moving Around Within a Document
Shortcuts

34
34
36
38
42
46

Chapter 2: Creating a Document Using the Pages Templates
Step 1: Think About Your Document’s Design Requirements
Step 2: Create a New Document
Step 3: Add Text
Step 4: Add Graphics and Other Media
Step 5: Edit Your Document

Step 6: Save and Share Your Document

59
61

Chapter 3: Formatting a Document’s Layout and Table of Contents
Setting Page Orientation and Size

61
62
64
66
67
72
75
76

Setting Page Margins
Creating Columns
Varying Column and Page Layouts
Creating a Document With Left- and Right-Facing Pages
Adding Headers, Footers, Page Numbers, Footnotes, and Endnotes
Varying Document Formatting Using Section Breaks
Adding a Repeated Background Image
Using a Table of Contents

79
79
87
88
92
96
99

Chapter 4: Formatting Text and Paragraphs
Formatting Text Size and Appearance
Using Automatic Text Substitution
Setting Text Alignment, Spacing, and Color
Setting Tab Stops to Align Text
Creating Bulleted or Numbered Lists and Outlines
Creating Callouts, Sidebars, and Highlighted Text

105
107
108
109
110
111
114
117

Chapter 5: Working With Styles
Applying Styles
Importing Styles From Another Pages Document
Understanding Style Overrides
Finding and Replacing Styles
Modifying and Creating New Paragraph Styles
Modifying and Creating New Character Styles
Modifying and Creating New List Styles

123
123
125

Chapter 6: Working With Graphics and Other Media
Working With Graphics
Adding Fixed and Inline Objects

127
128
131
133

Using PDF Files as Graphics
Cropping (Masking) Images
Using the Media Browser
Resizing, Moving, and Layering Text or Graphics Objects

Contents

136
139
141

Wrapping Text Around an Object
Including Sound and Movies
Adding Hyperlinks and Bookmarks

145
145
150
152

Chapter 7: Changing Object Properties
Using Color and Image Fills
Adjusting Images
Changing Line Style

153
154
155
156
158

Adding Shadows
Adjusting Opacity
Changing the Orientation
Adjusting Size and Position of Objects
Drawing and Editing Shapes

164
165
167
170
177
178
180
182
183

Chapter 8: Creating Tables
Adding a Table
Using Table Cells and Borders
Formatting Tables
Adding Images or Background Colors
Formatting Numbers
Sorting Cells
Autofilling
Using Formulas

198
198
201
204
206

Chapter 9: Creating Charts
About Charts
Adding a Chart
Editing Chart Data
Formatting Charts

217

Using 3D Charts

219
219

Chapter 10: Personalizing Documents With Address Book Data
Understanding Address Book Fields

Contents

220
222

Using Address Book Fields
Defining Your Own Address Book Fields

224
224
231

Chapter 11: Printing and Exporting Your Document to Other Formats
Printing Your Document
Exporting to Other Document Formats

234
235
237
240
243

Chapter 12: Designing Your Own Document Templates
Step 1: Setting Up the Document
Step 2: Defining Styles
Step 3: Creating Placeholder Text and Graphics
Step 4: Saving a Custom Template

244

Index

Contents

Preface

Welcome to Pages

Pages is a streamlined, yet powerful wordprocessing application you use to easily create
great-looking documents, from a letter, flyer, or
poster to a monthly newsletter or three-panel
brochure. This preface provides an overview of the
features of Pages and a list of resources for learning
to use it.
Pages makes it easy to compose and design a variety of documents on your
computer. With the Pages tools, you can easily change the layout and look of any
document as you work. Present your data using any of the tables or charts built right
into Pages. Incorporate a multitude of text and graphics types—you can even include
movies and hyperlinks.
And when you’re ready to share your Pages document, it can be exported to several
different file types, including HTML, PDF, and Microsoft Word.

Pages Features at a Glance
Use Pages templates, styles, and layout capabilities to create compelling documents
and enjoy doing it.

Media-Rich Templates
Using the templates that come with Pages, it’s easy to create professional-looking
documents. You can even create your own templates to suit your specific needs.
Use the toolbar buttons
to format pages and text
as you type.

Add graphics with
drag-and-drop ease.

Insert text callouts, tables,
and other formatted
elements on the fly.

Insert multiple-column
layouts.

Preface Welcome to Pages

Each template includes building blocks (known as sections) that help you build a full
document. Choose from a selection of layouts, professionally designed for maximum
visual impact. All the template components—text, images, tables, charts, and more—
are coordinated to ensure that your documents reflect a precise and professional
image.

Pages comes with a large assortment of templates: newsletters, journals, flyers and
posters, invitations, stationery, resumes, business and creative templates, and
templates to use for education and marketing documents.
You can also use the designs and elements in these templates to enhance your
documents by copying and pasting bullets, chart styles, and background images. Or
you can create your own templates and share them with your colleagues.

Preface Welcome to Pages

Styles Done Right
Just type into the templates and predefined, coordinated styles are automatically used
to format paragraphs, characters, and numbered or bulleted lists. You can also select
different styles, or create your own.
Use the Styles menu to apply
consistent text formatting in
your document.

Bring in photos from
iPhoto using the
Media Browser.

Preface Welcome to Pages

Powerful Word Processing
Pages provides multiple-column layouts that flow from page to page as you type. It’s
simple to set up a table of contents, footnotes, headers, footers, page numbers, and
more for professional and academic reports.
Create a table of contents
that’s updated as you
add content.

Style the TOC the
way you want to.

Create bulleted and
numbered lists.

Other word-processing features that save time include spelling corrections as you
type, navigation using page thumbnails, importing and copying from Microsoft Word
and AppleWorks, and finding all occurrences of a word or phrase in a document.

Preface Welcome to Pages

Easy-to-Use Media Tools
Find items you’ve stored in your iPhoto or iTunes Library, or in your Movies folder, and
drag them right to a document.
Choose iPhoto, iTunes, or
Movies.
Select the album where
your picture is located.

Drag a thumbnail to the
document window.

Search for a file by name.

When you add images, you can adjust brightness, contrast, exposure, saturation, hue,
sharpness, and more right within Pages.

Preface Welcome to Pages

Custom Shapes and Masks
Crop images by using masks of different shapes. Choose from the many predrawn
shapes included with Pages, or create your own custom shape to use as a mask.
Masking lets you reveal only the part of an image you want to show in a document,
without altering the original file.

Create a custom mask to
frame part of a photo.

Position the mask over
the image, and then
optionally edit the mask.
Here, it’s rotated and
resized.

The original image is
framed by the mask.

Preface Welcome to Pages

Realistic 3D Charts
Show off two-dimensional data in 3D-rendered bar, line, area, and pie charts. Choose
realistic wood-grain, metal, and other life-like textures. Apply different lighting styles
to create interesting shadows.

Tables With Calculations and Row Sorting
Automate calculations in any cell in a table using arithmetic formulas and values from
other cells.
This table, used in the
Invoice template, uses
formulas to automatically
update cost when
quantity or unit price
changes.

Sort cells in ascending or descending, numerical or alphabetical, order. Format
numbers using currency formatting and dates with international standards.

Preface Welcome to Pages

Documents Personalized With Address Book Data
Many Pages templates contain Address Book fields, which provide an automatic way
to insert names, phone numbers, addresses—any data you’ve defined for contacts in
Address Book—into a document. This capability lets you create a document, such as a
letter or a contract, and reuse it for different individuals.

Your My Card data from
Address Book is inserted
automatically.

Drag an Address Book
contact to the field to
personalize it.

What’s New in Pages
With the enhancements to Pages in iWork ‘06, you can:
Â Create documents using over 20 new templates.
Some of the templates take advantage of new features, such as masking with
shapes and inserting your Address Book contact information as soon as you create a
letter.
There are templates that help you create posters, flyers, an education scrapbook,
storyboards, and newsletters. New business templates feature technical reports,
proposals, meeting notes, brochures, even an expense report and invoice that
automatically calculate costs.

Preface Welcome to Pages

Â Personalize documents using Address Book data.
You can quickly insert names, phone numbers, addresses—any data defined for
contacts in Address Book—into a document. This feature, often referred to as mail
merge, offers an easy way to reuse documents, such as letters and contracts, for
multiple individuals.
Â Use tables to calculate and sort values, and display formatted numbers in cells.
You can add a formula to a table cell to derive and display a value based on
numbers in other cells.
Row and column address tabs guide you as you create and edit formulas. Create
formulas using a single click, or use the powerful Formula Editor to customize your
formulas.
You can sort some or all of the rows in a table, in ascending or descending order,
numerically or alphabetically.
Number formats let you tailor the way numbers are displayed in table cells. For
example, you can apply a number format to cells that hold monetary values so that
numbers are displayed with a currency symbol (such as $, £, or ¥) in front of them.
Â Customize shapes and images to maximize their impact.
Use shapes to mask images (displaying them in polygons, circles, and more) or to
create other interesting effects in a document.
Pages comes with many predrawn shapes, but you can use the shape editing tools
to create your own custom shapes. These tools also make it easy to experiment with
varying the contours and segments of any shape.
You can improve the quality of an image or create interesting effects by adjusting
brightness, contrast, sharpness, and more.
Â Display data in 3D charts and scatter charts.
Almost all charts can be rendered as 3D charts. Now you can display your data in 3D
bar charts, 3D pie charts, and more, using 3D controls that give you precise control
over angles and lighting effects.
Scatter charts can be used to show scientific and research data.

Preface Welcome to Pages

Â Associate comments with text, images, and other objects in your document.
Comments are an electronic way to “write in the margin” of a document.
Comments let you make annotations that relate to particular parts of a document
without actually changing the body of the document. They’re useful for making
notes to yourself, asking questions of reviewers, conveying editorial suggestions,
and so on.
Â Navigate through and manage parts of a document using page thumbnails.
You can view miniature versions (thumbnails) of all the pages in a document,
displayed along the side of the document. The thumbnail view offers a quick way to
go to a specific page and to work with sections in the document. (A section is a
group of one or more pages that have the same layout, numbering, and other
document attributes. A chapter is an example of a section.)
Â Use automatic text correction.
Automatic text correction lets you fix typos as you work, or automatically replace
text you type with other text.
You can have Pages automatically change quotes into smart quotes, correct
common spelling mistakes (replace “teh” with “the”), change (c) to ©, and so on. You
can also make sure that sentences start with a capital letter, and that email and web
addresses you type automatically become hyperlinks for Mail or Safari.
Â List all occurrences of a word or phrase in a document at once.
You can generate a list of all occurrences of a specific word or phrase in your
document. If you select an occurrence in the list, the page containing the matching
text is displayed in the main viewing area. To edit the text, just press Return.
Â Add endnotes to a document.
Instead of using footnotes, which are printed at the bottom of a page, you can use
endnotes. Place endnotes at the end of your document, or at the end of each
section in your document.

Preface Welcome to Pages

How to Use Menus
To complete many of the tasks in this book (and in Pages Help), you use menu
commands. The instructions look like this:
m Choose View > Zoom > Actual Size.
The first term after Choose is the menu you click; the next term is the item you choose
from that menu, and so on, as shown below.

Resources for Learning More
To get the most from Pages, consult these resources:

User’s Guide
The chapters in this full-color PDF document describe the features of Pages and
provide easy-to-follow instructions for using Pages.
Chapter 1 of the guide describes the tools available in Pages, and Chapter 2 shows
you a step-by-step workflow for creating a document. Remaining chapters provide
detailed instructions for formatting text, working with styles, creating tables, and so
on.

Preface Welcome to Pages

Onscreen Help
To access help from within Pages, choose Help > Pages Help. You can browse through
the table of contents to find a specific topic, or enter a question in the search field to
find an answer about how to accomplish a specific task.
You can add the Help button to the Pages toolbar to make Pages Help available in a
single click. To learn about customizing the toolbar, see “The Toolbar” on page 30.
Help tags are also available for many onscreen items. To see a help tag, let the pointer
rest over an item for a few seconds.

To display a help tag, rest
the pointer over an item.

Pages Tour
For an onscreen demonstration of what you can do with Pages, view the tour.
To see the onscreen tour:
m Choose Help > iWork Tour, and then follow the onscreen instructions.

Web Resources
You can access additional information about Pages on the web.
To access web-based information about Pages:
1 Choose Help > Pages Help.
2 Click a link in the “On the Web” section at the bottom of the main help access page to
view hot tips, product news, technical articles, and more.

Technical Support
A variety of support options are available to Pages users. For more information, see
the AppleCare Software Service and Support Guide that comes with your Pages
documentation or visit www.apple.com/support/pages/ on the web.

Preface Welcome to Pages

Overview of Pages

This chapter introduces you to the windows and
tools you’ll use in Pages.
When you create a Pages document, you must first select a template to start from.
Pick the one that best fits your purpose and design goals. If you want to start from a
plain document, without a lot of preformatting, use the Blank template.
You can drag or place objects on a page, including imported graphics, movies, and
sound, or text boxes, charts, tables, and shapes that you create within Pages. New
pages are added automatically as you type into your document. You can also add preformatted pages, before or after existing pages, by selecting from those available in
each template. For more information about this, see “Expanding Your Document” on
page 37.
In Pages templates, pages contain text and image placeholders, which demonstrate
the look of the finished document. You can replace the placeholder text with your
own text by just typing. You can replace placeholder images by dragging an image to
the placeholder. For more information about working with placeholder text and
images, see “Step 3: Add Text” on page 38, and “Step 6: Save and Share Your
Document” on page 56.

Using Pages Templates
When you first open the Pages application, the Template Chooser presents a variety of
document types from which to choose. Select the template you want to use, and then
click Choose.
A new template contains placeholder text, placeholder images, and other items,
which represent elements of the finished document.

Address Book fields let you
personalize documents with
Address Book data.
Customize the toolbar to
include the tools you use
most often.

Image placeholders indicate
the size and placement of
graphics in a document
template.

Placeholder text indicates
where you can type new
text, and how your text will
look on the page.

The Page View control lets you
zoom in or out so you can see
your document larger or
smaller on the screen.

Placeholder Text
If you click placeholder text, the entire text area is selected. When you begin typing,
the placeholder text disappears and is replaced by what you type.

Image Placeholders
Similar to placeholder text, image placeholders indicate the size and placement of
graphics in a template. Drag your own image to a placeholder to replace it.

Chapter 1 Overview of Pages

Address Book Fields
Address Book fields let you easily insert names, phone numbers, addresses—any data
you’ve defined for contacts in Address Book—into Pages documents. This capability
lets you reuse a document, such as a letter or contract, for multiple people by
inserting person-specific data into Address Book fields in the document.

Master Objects
Some graphics, such as watermarks or logos, appear on every page. These objects are
called “master objects.” If you cannot select an object in a template, it’s probably a
master object. To learn more, see “Adding a Repeated Background Image” on page 75.

The Blank Document Template
If you want to create a document but not use a template that’s designed for a specific
purpose, you can create a blank document by using the Blank template. Select Blank
in the Template Chooser, click Choose, and just begin typing.

Changing the Document’s Onscreen Appearance
As you work on your document, you may want to zoom in or out to get a better view
of what you are doing, or use other techniques for viewing your document.

Zoom Levels
To zoom in or out of the document, do one of the following:
Â Choose View > Zoom > [zoom level].
Â Click the Page View control in the bottom-left corner of the window, and choose a
magnification level from the pop-up menu.

Chapter 1 Overview of Pages

You can set the zoom level used when you open a document by choosing Pages >
Preferences, clicking General, and choosing a zoom level from the Default Zoom popup menu.

Document Page Views
To choose a way to view document pages in the Pages window:
1 Click the Page View control in the bottom-left corner of the window.
2 Choose one of the page view options:
Â One Up presents the pages above and below each other.
Â Two Up presents two pages side-by-side on the screen.
Â Fit Width scales the document to the width of the window. You can stretch the
Pages window to fill your screen, or make it short or narrow.
Â Fit Page causes a single document page to fill the window.

Layout View
In layout view you can see the outlines of the different text areas of your document,
including headers, footers, fixed text boxes, column widths, and the document body—
the main area of text in the document. With layout view turned on, document rulers
and alignment guides become visible. See “Rulers and Alignment Guides” on page 26.
To see layout view:
m Click View in the toolbar and choose Show Layout (or choose View > Show Layout).
When you type in the document body, the text automatically flows onto the next
page. Other text areas, such as text boxes, do not expand; they remain a fixed size and
width.
In the following example, you can see the page layout includes two columns at the
top, two layout breaks, and then three columns, an inline image, and the footer area.

Chapter 1 Overview of Pages

Two text columns

Layout break

Three text columns

Footers

An inline image

A layout is part of a document in which you have defined layout margins and
columns. As the example above illustrates, you can have multiple layouts on a single
page. A layout break ends one layout and starts a new one with a different number of
columns. See “Varying Column and Page Layouts” on page 64 for details.
The example above shows an inline image. An inline image is an image placed so that
it’s anchored to text. An inline image moves with the text around it. There’s a second
kind of image—a fixed image. A fixed image stays where you place it on a page. Text
flows around a fixed image as you type. To learn how to place images so that they’re
inline or fixed, see “Adding Images, Movies, and Sound Files Elsewhere in Your
Document” on page 42.

Chapter 1 Overview of Pages

Formatting Characters (Invisibles)
As you work in a Pages document, you may want to see the marks that indicate
character spaces, paragraph breaks, section breaks, or other types of invisible
elements so that you can check the formatting of your document. In Pages, these
formatting marks are called invisibles.
To see invisibles:
m Click View in the toolbar and choose Show Invisibles (or choose View > Show
Invisibles).
The table below shows what each formatting character represents.
Invisible characters
Space
Non-breaking space (Option-Space bar)
Tab
Line break (Shift-Return)
Paragraph break (Return)

Page break

Column break (page 64)

Layout break (page 65)

Section break (page 72)

Anchor point (for inline objects with text wrapping)

Chapter 1 Overview of Pages

To change the color of invisibles so that they stand out:
m Choose Pages > Preferences, click General, click the Invisibles color box, and then
select a color.

Rulers and Alignment Guides
As you move fixed graphics and other objects around in a document, alignment
guides automatically appear to help you position the object on the page. You can also
use the document rulers or create static alignment guides that remain on the page to
mark the positions of different objects. To learn how to customize the behavior of
alignment guides, see “Alignment Guides” on page 45.
Rulers help you set
margins and tabs where
you want them.

Blue icons on the top ruler
indicate text indents and
tab settings. Drag them to
reset the position of text.
Gray rectangles below
the rulers indicate
column margins. Drag
them to change the
column gutter widths.

Alignment guides help you
precisely position objects on
the page. (Here the
alignment guides are blue.)

You can also use rulers to help place objects precisely on a page, and you can use the
horizontal ruler to set tab stops, page margins, and column widths. For more
information about tab stops, page margins, and columns, see “Setting Tab Stops to
Align Text” on page 92, “Setting Page Margins” on page 61, and “Creating Columns” on
page 62. You can change units of measure that appear on the rulers to inches,
centimeters, points, or picas in Pages preferences.
You can also turn on rulers without the other layout elements.

Chapter 1 Overview of Pages

To make rulers visible without other layout elements:
m Click View in the toolbar and choose Show Rulers (or choose View > Show Rulers or
press Command-R).
To change the ruler values:
m Choose Pages > Preferences, click General, and choose a unit of measure from the
Ruler Units pop-up menu.

The Styles Drawer
As you create a document, you may want to use a certain text style for every chapter
title, heading, bulleted list, and body text paragraph. Each template comes with a
library of preset styles that you can choose from. The Styles drawer lists and provides a
preview of all the text styles in the template you are using, so you can create,
customize, and manage them easily.

Chapter 1 Overview of Pages

Select a paragraph style
to apply it to selected
paragraphs or the
paragraph that contains
the cursor.

Select a character style to
apply it to selected text
or the word that contains
the cursor.

Select a list style to apply
it to selected paragraph
text or the paragraph
that contains the cursor.
Click to show and hide list and
character styles in the drawer.
Press and hold, and then
choose an option to
create a new style.

To open the Styles drawer:
m Click View in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer).

The Font Panel
Pages uses the Mac OS X Font panel, so you can use any of the fonts on your
computer in your documents.
To open the Font panel:
m Click Fonts in the toolbar (or choose Format > Font > Show Fonts).

Chapter 1 Overview of Pages

Use the Font panel to select fonts, font sizes, and other font formatting features,
including text shadows and strikethrough. For more detailed information about using
the Font panel and changing the look of text, see Chapter 4, “Formatting Text and
Paragraphs.”

The Colors Window
You use the Mac OS X Colors window to choose colors for text, drawn objects, or
shadows.
To open the Colors window:
m Click Colors in the toolbar (or choose View > Show Colors).
For more information about using the Colors window to set the color of lines, text,
and shapes, see “Using Color and Image Fills” on page 145.

The Inspector Window
The Inspector window puts formatting tools at your fingertips as you work. You can
format most elements of your document using the ten panes of the Inspector
window, including document layout, text appearance, size and positioning of
graphics, and much more.
Open multiple Inspector windows to make working with your document easier. For
example, if you have a Graphic Inspector window and a Text Inspector window open,
you’ll have all the text and image formatting options at your fingertips as you work.
To open an Inspector window:
m Click Inspector in the toolbar (or choose View > Show Inspector).
The buttons at the top of the
Inspector window open the ten
Inspectors: Document, Layout,
Wrap, Text, Graphic, Metrics, Table,
Chart, Link, and QuickTime.

Chapter 1 Overview of Pages

Click one of the buttons at the top to display its Inspector. Hover the pointer over a
button to display its name. Clicking the fourth button from the left, for example,
displays the Text Inspector. You can have several Inspector windows open at the same
time.
To open another Inspector window:
m Press the Option key while clicking an Inspector button (or choose View > New
Inspector).

The Toolbar
The Pages toolbar gives you one-click access to many of the actions you’ll use when
creating documents in Pages. As you work in Pages and get to know which
commands you use most often, you can add, remove, and rearrange toolbar buttons
to suit your working style.
The default set of toolbar buttons is shown below.
Show thumbnails, comments,
the Styles drawer, rulers,
invisibles, and more.

Add text boxes, shapes,
tables, and charts.

Add pre-formatted pages
to your document.

Add a comment for
selected text or object.

Apply styles to text
and lists.
Create column layouts
on the fly.

Open the Inspector window,
Media Browser, Adjust Image
window, Colors window, and
Font panel.

To customize the toolbar:
1 Choose View > Customize Toolbar.
2 Perform one or more of the following actions:
Â To add an item to the toolbar, drag its icon to the toolbar at the top.
Â To remove an item from the toolbar, drag it out of the toolbar.

Chapter 1 Overview of Pages

Â To rearrange items in the toolbar, drag them.
Â To make the toolbar icons smaller, select Use Small Size.
Â To display only icons or only text, choose an option from the Show pop-up menu.
If you frequently reconfigure the toolbar, you can add the Customize button to it.
Note: You can restore the default set of toolbar buttons by dragging the default set to
the toolbar. To learn what a button in the Customize dialog does, drag it to the toolbar
and then hold the pointer over it until a help tag appears.

Moving Around Within a Document
You can use the scroll bars, Previous Page and Next Page buttons, and page
thumbnails to move around a document.

Chapter 1 Overview of Pages

Click a thumbnail to
display a particular page.

Drag the vertical
scroller to quickly
scroll up and down.

Click the scroll arrows
to move forward or
back in small
increments.
Click the Previous Page
or Next Page arrows to
move forward or back a
page at a time.

Drag the horizontal
scroller to scroll left
and right.

To navigate through a document:
m To move forward or back in small increments, click the scroll arrows.
m To scroll quickly, drag the vertical scroller up or down, or the horizontal scroller from
left to right.
m To move forward or back one page at a time, click the Previous Page and Next Page
arrows at the bottom of the document window.
m Click View in the toolbar and choose Show Page Thumbnails (or choose View > Show
Page Thumbnails). Then click in the thumbnail view to go to a particular page. See
“Using Thumbnails” on page 48 for more information about what you can do with
thumbnails.

Chapter 1 Overview of Pages

Shortcuts
You can use the keyboard to perform many of the Pages menu commands and tasks.
A comprehensive list of keyboard shortcuts is available in onscreen help.
To see the list of keyboard shortcuts:
m In Pages, choose Help > Keyboard Shortcuts.
Many commands are also available in shortcut menus that you can access directly
from the object you are working with.
To open a shortcut menu:
m Press the Control key while you click an object.
Shortcut menus are especially useful for working with tables and charts.

Chapter 1 Overview of Pages

Creating a Document Using
the Pages Templates

This chapter provides a step-by-step workflow for
creating a document, and tells you where to find
detailed instructions for formatting text, working
with styles, creating tables, and so on in subsequent
chapters.
Before you begin creating a new Pages document, spend a little time thinking about
its design requirements.

Importing a Microsoft Word or AppleWorks Document
If you already have a document that you created in Microsoft Word or AppleWorks,
you can import it into Pages and continue to work on it. Simply drag the Microsoft
Word or AppleWorks document icon onto the Pages application icon. For more
information, see “Importing Files Into Your Pages Document” on page 41.
You can also export Pages documents to Microsoft Word, PDF, Rich Text Format
(RTF), and simple HTML, and you can save documents so they can be opened using
Pages in iWork ‘05. For more information, see “Exporting to Other Document
Formats” on page 231.

Step 1: Think About Your Document’s Design
Requirements
Document layout and style, the appearance of text, and the use of graphics and other
media all play a role in a document’s effectiveness. Browse through the information in
this step to learn about the options that Pages offers in these areas. When you’re
ready to begin working with an actual Pages document, go to “Step 2: Create a New
Document” on page 36.

Document Layout and Style
Think about how you want the document to appear as a whole, including how it’s laid
out and how it uses space. Most of these decisions are addressed in Chapter 3,
“Formatting a Document’s Layout and Table of Contents.”
Â What type of document are you creating and which template most closely matches
the layout you need?
Â Does the document need a landscape or portrait page orientation? Make sure to set
this option in the Page Setup dialog before you begin. See “Setting Page Orientation
and Size” on page 61.
Â If you are designing a unique page layout, are the document margins set the way
you need? See “Setting Page Margins” on page 61.
Â Will the document be divided into sections with different layouts, page numbering,
headers and footers, or design elements? See “Varying Document Formatting Using
Section Breaks” on page 72.
Â Will the document be bound? If so, be aware of how the page numbers, margins,
and section breaks will fall on the right- and left-facing pages of your document. See
“Creating a Document With Left- and Right-Facing Pages” on page 66.
Â Does the document layout require columns? See “Creating Columns” on page 62.
Â Will the document require a table of contents? If so, make sure to use consistent
heading styles throughout the document. See “Using a Table of Contents” on
page 76.

Appearance of Text
Consider how text will be used in your document to emphasize the organization of
content and to create a compelling design. Most of these decisions are addressed in
Chapter 4, “Formatting Text and Paragraphs.”
Â Which fonts will you use in the document?
Â Are there heading styles or fonts that you would like to use consistently throughout
the document? See Chapter 5, “Working With Styles.”
Â What shape or image would you like to use for bullets? What number styles for
outlines? See “Creating Bulleted or Numbered Lists and Outlines” on page 96.
Â Will you make use of callouts, sidebars, or other highlighted text in your document?
See “Creating Callouts, Sidebars, and Highlighted Text” on page 99.

Chapter 2 Creating a Document Using the Pages Templates

Graphics and Other Media
Think about how you will use graphical elements in your document, where they will
appear in the document flow, and what kinds of graphics you might use.
Â How will images be used in your document?
Â Can you use tables to clearly present information? See Chapter 8, “Creating Tables.”
Â Can you use charts to effectively display data? See Chapter 9, “Creating Charts.”
Â What will be the final format for your document (printed page, HTML, and so on)?
See “Exporting to Other Document Formats” on page 231.
Â Will you make use of sound or movies in your document? See “Including Sound and
Movies” on page 139.
Learn about other uses of graphics in Chapter 6, “Working With Graphics and Other
Media.”

Step 2: Create a New Document
To start a new Pages document, double-click the Pages icon in the Finder.

Choosing a Template
By using a template, you can easily create a professional-looking document, such as a
school report, business letter, newsletter, or brochure, without having to do all the
design work. Each template includes preset styles for titles, headings, tables,
footnotes, bullets, and other formatting features.
In the Template Chooser, select a template category in the left column to display
related templates, and then select the template that best matches the document you
want to create. If you want to begin in a document without any text or image
placeholders, select Blank.

Chapter 2 Creating a Document Using the Pages Templates

When you have selected a template, a new document opens on your screen.
If you don’t see the Template Chooser when you first open Pages, you can make it
appear by setting a preference in Pages preferences. Alternatively, you can set Pages
to automatically open a Blank document or the document template of your choice
every time you open it.
To make the Template Chooser always appear when you open Pages:
m Choose Pages > Preferences, click General, and then select “For New
Documents: Show Template Chooser dialog.”
To always open the same kind of document when you open Pages:
m Choose Pages > Preferences, click General, and select “For New Documents: Use
template: [template name],” and then click Choose. Select a template name, and then
click Choose.

Expanding Your Document
Each page of a Pages template has a unique design. You can choose to use the page
designs that are previewed when the document first opens. Or, if the page designs
don’t meet your needs, you can choose from additional designs that fit the template.

Chapter 2 Creating a Document Using the Pages Templates

To add an additional template page following the current page:
m Click Pages in the toolbar and choose a template page (or choose Insert > Pages >
[template page]).

Additional pages:
Choose a page from the
Pages pop-up menu.

The new page is added immediately after the page where you placed the insertion
point.

Step 3: Add Text
If you start with a blank document, you can just start typing. As you type, the text fills
the page. As each page is filled, the text automatically flows to the next page.
If you are working with a template that includes text or image placeholders or
Address Book fields, you can add your own information to the placeholder areas or
Address Book fields.

Chapter 2 Creating a Document Using the Pages Templates

Adding Text to Placeholder Text Areas
Templates contain placeholder text, which shows you what text will look like and
where it will be placed in the finished document. Placeholder text can be Latin text in
the document body, text boxes, headers, and elsewhere, or other predefined text,
such as Education Newsletter.

Main Text Areas
When you click placeholder text in a document template, the entire text area is
highlighted.

Placeholder text:
The entire text area is
selected when you click.

When you type, the placeholder text disappears and is replaced by whatever text you
are typing. The text you type behaves like regular text.

Text Boxes
Some placeholder text is contained in text boxes or table cells to preserve formatting.
When you click placeholder text that’s in a text box, a rectangular, gray border
appears around it when layout view is turned on.

To select the placeholder text inside a text box:
m Click once to select the text box, and then double-click to select the text inside the
box.

Chapter 2 Creating a Document Using the Pages Templates

To learn how to change the look of text boxes, see “Creating Callouts, Sidebars, and
Highlighted Text” on page 99.

Tables
Some tables contain placeholder text. When you select text that’s inside a table cell, a
yellow rectangle appears around it.

Individual table cell
selected for editing

To select the placeholder text inside a table:
m Click once to select the table, and then double-click to select an individual cell and its
placeholder text.
The text inside the cell is selected for editing when you select the individual cell. You
can tell it’s placeholder text if it is highlighted blue; otherwise, it’s regular text.
Important: Text boxes and tables that contain placeholder text are part of the
template’s default design. To preserve the design, be careful not to press Delete after
you select the text box or table. Pressing Delete will remove the selected object from
the page. If you accidentally delete a text box or table, you can immediately recover it
by choosing Edit > Undo Delete (or pressing Command-Z). In general, if you make a
mistake or change your mind about something you’ve done, you can immediately
undo your last actions by using the Undo command.

Columns
Occasionally, templates may contain placeholder text formatted in columns. It may be
easier to work with text columns if the document layout is visible, but you can also
hide the layout to see how the finished document will appear.
To show or hide the document layout:
m Click View in the toolbar and choose Show Layout or Hide Layout (or choose View >
Show Layout or Hide Layout).
It may also help to see other formatting characters (invisibles) as you work, such as
tabs and paragraph breaks.

Chapter 2 Creating a Document Using the Pages Templates

To show or hide invisibles:
m Click View in the toolbar and choose Show Invisibles or Hide Invisibles (or choose View
> Show Invisibles or Hide Invisibles).

Adding Address Book Data
Many of the Pages templates, such as letters and envelopes, include Address Book
fields that let you personalize documents using contact information you store in
Address Book.
There are two kinds of Address Book fields: sender fields and recipient fields. Sender
fields display information about a document’s distributor, such as a company or
personal name; sender fields are automatically replaced with any available data from
your My Card in Address Book. Recipient fields display information for a person who
will receive the document.
To insert recipient data for one contact:
1 Open a document template that contains recipient fields.
2 Select the contact’s Address Book card and drag it to a recipient field. The card’s data
appears in all recipient fields in the document.
3 Save or print the document if desired.
4 To reuse the document with another contact’s data, select another card and drag it to
a recipient field. The new data replaces the recipient data inserted in step 2.
Chapter 10, “Personalizing Documents With Address Book Data,” on page 219 provides
instructions for working with Address Book data, including using Address Book groups
to personalize a document for multiple recipients in a single pass.

Importing Files Into Your Pages Document
In your Pages document, you can incorporate documents and media files that were
created using other applications.
To import a document:
m Drag a document created using Microsoft Word or AppleWorks to the Pages
application icon. A new Pages document opens, and the contents of the imported
document are displayed.

Chapter 2 Creating a Document Using the Pages Templates

From Microsoft Word, you can import styles, tables (including formulas), inline and
fixed objects, charts, footnotes and endnotes, bookmarks, hyperlinks, lists, sections,
and more.
From AppleWorks, you can import lists, tables, spreadsheets, charts, inline and fixed
objects, footnotes and endnotes, bookmarks, hyperlinks, and more.
To import a media file:
m Drag the image, music, or movie file from the Finder or the Pages Media Browser
(choose View > Show Media Browser) to an open Pages document. See “Using the
Media Browser” on page 131 for instructions.
Imported media files can include images (such as those that iPhoto supports), PDF
files, QuickTime movies, or Flash animations.

Step 4: Add Graphics and Other Media
You can use a variety of media types in a Pages document, including still images,
movies, sound, drawn shapes, charts, and tables. Movies and sound can be useful if
you intend your final document to be viewed onscreen in HTML format or as a Pages
file. For a more complete list of the file types that Pages can accept, see Chapter 6,
“Working With Graphics and Other Media.”

Placing Images in Image Placeholders
The images you see in Pages templates are image placeholders. They represent the
size and placement for images that you will add to your document. You can recognize
an image placeholder by letting your pointer rest over it; a help tag appears
instructing you to drag your own image into its place.
To replace an image in an image placeholder:
m Drag the image from the Media Browser or Finder to the image placeholder.

Adding Images, Movies, and Sound Files Elsewhere in Your Document
You can add images, movies, or sound files to your Pages document by simply
dragging them from the Finder to the document window, or by dragging them from
the Media Browser. The Media Browser displays images that are stored in your iPhoto
library, sound files that are stored in your iTunes library, and movies that are located in
the Movies folder in your home folder.

Chapter 2 Creating a Document Using the Pages Templates

Note: Some media files are protected under copyright law. And some downloaded
music may be played only on the computer where the download occurred. Make sure
you have permission to use the files you want to add.
To open the Media Browser:
m Click Media in the toolbar (or choose View > Show Media Browser), then choose
iPhoto, iTunes, or Movies to display the kind of files you want to use.
When you add an object to your document, you can either place it in a fixed position
on the page (called a fixed object), so that the text flows around it as you type; or
anchor it to the text (called an inline object), so that it moves with the text around it. If
you create a fixed object, you can adjust how tightly you want the text to flow around
it by adjusting the text wrap. To learn more about fixed versus inline objects, see
“Fixed Objects Versus Inline Objects” on page 124. For more information about text
wrapping, see “Wrapping Text Around an Object” on page 136.
To add an image inline with the text:
m Place the insertion point where you want the image to appear, and then choose Insert
> Choose. Select the graphics file and click Insert.
m Command-drag an image from the iPhoto pane of the Media Browser to where you
want it to appear in the text flow. As you drag the image over the text, the insertion
point indicates where the image will appear if you drop it.
m Command-drag an image from the Finder to where you want it to appear in the text
flow. As you drag the image over the text, the insertion point indicates where the
image will appear if you drop it.
To add a fixed image:
m Click outside the text areas in the document so that no insertion point is visible,
choose Insert > Choose, and then select the graphics file and click Insert.
m Drag an image from the iPhoto pane of the Media Browser to the document and
position it where you want it.
m Drag an image from the Finder to the document and position it where you want it.
To change an image from fixed to inline or vice versa:
1 Click Inspector in the toolbar, and click the Wrap Inspector button.
2 Select “Moves with text” to make the image inline. Select “Fixed on page” to make the
image fixed.

Chapter 2 Creating a Document Using the Pages Templates

Images can be cropped, resized, and rotated. Fixed images can be grouped, which
makes it easy to reposition and resize several graphics that you want to keep together.
You can also layer graphics, adjust their opacity, and add shadows to create
interesting visual effects. Images can also be masked (cropped) so that only part of
the image is visible on the page. For more information about working with images,
see Chapter 6, “Working With Graphics and Other Media.” To learn about adjusting
shadows and opacity, see Chapter 7, “Changing Object Properties.”
To learn about adding shapes, tables, and charts, see “Adding Shapes, Tables, and
Charts” on page 125.

Adding Web and Email Addresses
You can create active hyperlinks to web addresses (URLs) and email addresses. When
you click a web link, it opens a web browser and displays the webpage you specify.
When you click an email address, it opens an email program and creates a new email
message. You can also create bookmarks that let you jump to a specific word or phrase
in your document. For specific instructions about creating hyperlinks and bookmarks,
see “Adding Hyperlinks and Bookmarks” on page 141.

Positioning Text and Graphics
Pages provides several tools to help you position text, images, and other objects on
the page, so you can achieve the design you want. Alignment guides appear in some
templates—or you can create your own—to align fixed objects anywhere on a page.
Rulers display page measurements in inches, centimeters, points, or picas, so you can
easily tell where you are placing an object.
Pages also displays position tags that indicate the X and Y coordinates of an object’s
top-left corner as you move the object around the page, or the object’s angle as you
rotate it. When you resize an object, size tags appear, displaying the object’s height
and width.

Rulers
You can show rulers to help you position objects on the page. Rulers indicate how far
an object is from the top of the page and the left edge of the page.
To show rulers:
m Click View in the toolbar and choose Show Rulers (or choose View > Show Rulers).

Chapter 2 Creating a Document Using the Pages Templates

To change the units of measure in the rulers:
1 Choose Pages > Preferences, and click General.
2 Choose an item from the Ruler Units pop-up menu. To display measurements as a
percentage of the distance across the page, select “Display ruler units as percentage.”
To place the ruler’s horizontal origin point at the center of the page:
m In Pages preferences, click General and select “Place origin at center of ruler.”
When you change ruler settings in Pages preferences, the new settings apply to all
documents viewed in Pages, until you change the settings again.

Alignment Guides
As you move fixed text boxes and graphics around in the document, blue alignment
guides appear to help you center and align objects on the page. They appear
whenever the center or edge of an object aligns with the center or edge of another
object, or with the center of the page, depending upon your preferences. You can
create your own alignment guides to help you align objects precisely on a page.
Alignment guides (even those you create) don’t appear when you print your
document; they are visible only when you are editing a document.
To place alignment guides on a page:
1 Click View in the toolbar and choose Show Rulers (or choose View > Show Rulers) to
make the rulers appear at the top and left side of the page.
2 Click outside any areas of the page so that the insertion point is not visible.
3 Place the pointer over a ruler and drag onto the page. A blue alignment guide
appears.
4 Drag the guide wherever you want it on the page.
To remove alignment guides that you have placed on a page:
m Drag the alignment guide off the edge of the page.
If alignment guides are getting in the way as you work, you can temporarily hide
them.
To temporarily hide alignment guides:
m Start dragging an object, and then hold down the Command key while dragging.

Chapter 2 Creating a Document Using the Pages Templates

You can turn alignment guides and size and position tags on or off in Pages
preferences. You can also make alignment guides appear only when object edges are
aligned, or only when object centers are aligned.
When you change alignment guide and tag settings in Pages preferences, the new
settings apply to all documents viewed in Pages, until you change the settings again.
To change the behavior of alignment guides and tags displayed when you move
objects:
1 Choose Pages > Preferences, and click General.
2 To turn off size and position tags, deselect “Editing: Show size and position when
moving objects.”
3 To turn off the guides that appear when an object’s center aligns with another object
or the center of the page, deselect “Alignment Guides: Show guides at object center.”
4 To turn on the alignment guides that appear when an object’s edges align with
another object or the center of the page, select “Alignment Guides: Show guides at
object edges.”
To change the color of alignment guides:
m In Pages preferences, click General, click the Alignment Guides color well, and select a
color in the Colors window.

Locking Graphics to the Page
After you’ve placed graphics exactly where you want them on the page, you can lock
them to that position to prevent them from being moved accidentally as you work.
To lock a graphic to its position on the page:
m Select the graphic and choose Arrange > Lock.
You cannot modify a graphic that has been locked to its position on the page. To
unlock a graphic, choose Arrange > Unlock.

Step 5: Edit Your Document
After you’ve typed some text in your document, you may want to delete or rearrange
(copy and paste) parts of it, check your spelling, find and replace specific words or
phrases with new text, or use comments to make notes to yourself or collect
information from readers.

Chapter 2 Creating a Document Using the Pages Templates

Checking Spelling
Pages uses the Mac OS X spell-checker to catch spelling errors in your document. You
can set the spell-checker to flag spelling errors as you type, or you can check your
entire document or selected text at any time.
To flag misspelled words as you type:
m Choose Edit > Spelling > Check Spelling as You Type.
As you type, misspelled words appear with a red dashed line below them. If you’re not
sure how to spell the word, you can see a list of possible spellings.
To get a list of spelling suggestions:
1 Hold down the Control key and click the misspelled word. A list of optional spellings
appears (a word may generate no optional spellings if it cannot be recognized at all).
2 Choose the correct spelling if you see it in the list.
If you know you have spelled the word correctly, and you want to add it to the
spelling dictionary used for all documents, choose Learn Spelling from the pop-up list.
If you don’t want this word to be flagged as misspelled, and you don’t want to add it
to the spelling dictionary used for all documents, choose Ignore Spelling from the
pop-up list. Ignore Spelling works only in the current document until you close it.
After you correct the misspelled word, the red line disappears.
To turn the spell-checker off:
m Choose Edit > Spelling > Check Spelling as You Type to deselect it (make sure the
checkmark is not visible next to the menu command).
To check spelling in your document one word at a time:
m Place the cursor in a word you want to check, or anywhere in the document, and then
do one of the following:
Â Choose Edit > Spelling > Check Spelling.
The spell-checker begins checking the spelling of each word in your document,
beginning wherever you placed your cursor. The first misspelled word found is
highlighted. You can correct it or choose the same menu command again, to
continue checking the document. To go through the document more quickly, press
Command-semicolon (;) to continue checking the document.

Chapter 2 Creating a Document Using the Pages Templates

Â Choose Edit > Spelling > Spelling.
The Spelling window opens with a list of suggested spellings. If you don’t see any
that look correct, you can retype the word using a different spelling and click Guess
to see a new list of suggestions. Select one and click Correct to apply it to the
misspelled word. Click Find Next to go to the next misspelled word.

Deleting, Copying, and Pasting Text
If you want to copy or move a chunk of text from one part of the document to
another, the easiest way to do this is to copy it (or cut it) from its original location, and
then paste it in the new location. If you copy text, you will not delete it from its
original location; if you cut text, it will be deleted from its original location.
To copy (or cut) and paste text:
1 Select the text you want to copy or move.
2 Choose Edit > Cut or Copy.
3 Place the text cursor in the location where you want to move the text, then do one of
the following:
Â Choose Edit > Paste to maintain the original formatting of the pasted text.
Â Choose Edit > Paste and Match Style to change the formatting of the pasted text to
match the formatting of the text around it.
To completely delete selected text:
m Choose Edit > Delete.

Using Thumbnails
You can view miniature versions (thumbnails) of all the pages in a document.

Chapter 2 Creating a Document Using the Pages Templates

Click a thumbnail to
display a particular page.

The thumbnail view offers a quick way to go to a specific page and to work with
sections in the document. A section is a group of one or more pages that have the
same layout, numbering, and other document attributes. See “Varying Document
Formatting Using Section Breaks” on page 72 for information about defining sections.
To show and hide the thumbnail view:
m To show the thumbnail view, click View in the toolbar and choose Show Page
Thumbnails.
m To show facing pages in the thumbnail view, select Facing Pages in the Document
Inspector’s Document pane. To open the Inspector, click Inspector in the toolbar (or
choose View > Show Inspector), then click the Document Inspector button. (See
“Creating a Document With Left- and Right-Facing Pages” on page 66 for information
about facing pages.)
m To hide the thumbnail view, click View in the toolbar and choose Hide Page
Thumbnails.

Chapter 2 Creating a Document Using the Pages Templates

To go to a specific page:
m Click its thumbnail. The page appears in the main viewing area.
To select one or more sections in the thumbnail view:
m Click a page. A yellow box surrounds all the page thumbnails that are in the same
section as the selected page.
m To select multiple adjacent sections, hold down the Shift key, and select the first and
last section you want.
m You can also select multiple sections by dragging. Click to the left or right of a page
thumbnail, and then drag up or down to select adjacent sections.
To move sections:
m Select the sections, click a page thumbnail in one of the selected sections, and drag
the sections to a new location in the thumbnail view. Sections shift to make room for
your insertion as you drag.
To delete a section and its contents:
m Select the section in the thumbnail view, and press the Delete key.
To copy (or cut) and paste one or more sections:
1 In the thumbnail view, select the sections you want to copy or cut.
2 Choose Edit > Copy or Edit > Cut.
3 Select the section after which you want to paste the sections.
4 Choose Edit > Paste.
You can also copy and paste one or more sections by Option-dragging selected
sections to a new destination in the thumbnail view. As you drag, sections shift to
make room for what you’re pasting.
You can paste a copy of selected sections immediately following them by choosing
Edit > Duplicate.
To reuse some or all the pages in a section:
1 Select the section in the thumbnail view.
2 Choose Format > Advanced > Capture Pages.
3 In the dialog that appears, type a name for the page or pages, use the Include pop-up
menu to indicate which pages you want to reuse, and then click OK.

Chapter 2 Creating a Document Using the Pages Templates

The page or pages are available in the pop-up menu that appears when you click the
Pages button in the toolbar.

Deleting a Page
To remove a page but not delete the section it’s in:
m Select the text and other objects you want to delete, then press the Delete key.
To remove a page and the section it’s in:
m Select the section in the thumbnail view, and press the Delete key.
m Select the section, and choose Edit > Delete Pages. To use the shortcut menu, Controlclick the section in the thumbnail view, then choose Delete Pages.

Finding and Replacing Text
You can find every instance of a word or phrase in your document. If you want to
change all instances of a word or phrase in your document—for example, if you are
writing a letter and you need to change every instance of the name “Rodriguez” to
“Mr. Rodriguez”—you can do so by using the find and replace feature.
To find or find and replace a word in your document:
1 Choose Edit > Find > Find Panel.
2 Type the word in the Find field.
3 If you want to replace the word with another, type the new word in the Replace field.
4 Depending on how cautious you want to be, do one of the following:
Â Click Next or Previous to highlight the next or previous instance of the word.
Continue clicking Next or Previous until you locate the instance you are looking for.
Â Click Replace to replace the highlighted instance of the word with the new word,
and then click Next or Previous to find the next instance.
Â Click Replace & Find to replace the highlighted instance of the word and find the
next one.
Â Click Replace All to automatically replace all the instances of the word at once
without your review. To undo this operation, choose Edit > Undo Text Replacement.
Note: You can’t use the find and replace feature with placeholder text. To find and
replace text used in a placeholder, you must first undo its definition as placeholder
text. Click the placeholder text to select it, and then choose Format > Advanced >
Define as Placeholder Text to remove the checkmark.

Chapter 2 Creating a Document Using the Pages Templates

If you want to be more precise about finding content, you can use the Advanced pane
of the Find & Replace window.
To refine your search criteria:
1 Choose Edit > Find > Find Panel, and then click Advanced.
Choose to search the entire document
or only the main body text.
Choose the paragraph
style where the text
appears.

Type the text you
are searching for.

Select to make the
search case-specific.
Select to find whole
words only.
Choose the paragraph
style the new text
should have.

Replace text one instance
at a time, or all at once.

Search backward or forward
through the document.
Select to search the document
to the end and then start from
the beginning.

2 Type the text or phrase in the Find field.
3 If you only want to find the text where it appears in a particular paragraph style (for
example, Heading 1 style) choose the style from the Style pop-up menu. (For
information about styles, see Chapter 5, “Working With Styles.”)
4 Choose Entire Document from the In pop-up menu if you want to search the whole
document, including headers, footers, and text boxes; choose Main Text Body if you
only want to search the main body text area of the document.

Chapter 2 Creating a Document Using the Pages Templates

5 Select “Match case” if you only want to find instances of the text with the same
capitalization that you specified in the Find field; otherwise, the search will not take
capitalization into account.
6 Select “Whole words” if you only want to find instances where the text appears as a
separate word; otherwise, results will include instances of this text that appear within
words.
7 If you want to replace the text with a new word or phrase, type it in the Replace field.
8 If you want to change the paragraph style of the new word or phrase, choose a style
from the Style pop-up menu.
9 Depending on how cautious you want to be, do one of the following:
Â Click Next or Previous to highlight the next or previous instance of the text.
Continue clicking Next or Previous until you locate the instance you are looking for.
Â Click Replace to replace the highlighted instance of the text with the new text, and
then click Next or Previous to find the next instance.
Â Click Replace & Find to replace the highlighted instance of the text and find the next
one.
Â Click Replace All to automatically replace all the instances of the word at once
without your review. To undo this operation, choose Edit > Undo Text Replacement.
If you frequently use the Find & Replace window, you can add the Find button to the
Pages toolbar to make it available with a single click. To learn about customizing the
toolbar, see “The Toolbar” on page 30.

Finding and Listing All Occurrences of a Word or Phrase at Once
You can generate a list of all occurrences of a specific word or phrase (including
placeholder text) in your document. If you select a search result in the list, the page
containing the matching text is displayed in the main viewing area, and the text is
highlighted.
After selecting an item in the search results list, double-click it or press Return or Enter
to select the matching text and edit it in the main view.

Chapter 2 Creating a Document Using the Pages Templates

Type the word or phrase.

Select an item in the
resulting list to view where
the word or phrase occurs
in the document.

Pages searches for a match to the word or phrase in the main body text, headers and
footers, tables, text boxes, shapes, footnotes and endnotes, and comments.
To show or hide the search sidebar:
m To show the search sidebar, click View in the toolbar and choose Show Search.
m To hide the sidebar, click View in the toolbar and choose Hide Search.
To conduct a search:
1 Show the search sidebar.
2 Type the word or phrase you want to search for in the search field. Results, with page
references and some text that appears before or after the word or phrase, are listed as
you type. Searches are not case sensitive, and you can’t search for invisibles. For
example, you can’t paste the paragraph symbol into the search field and search for it.
3 To view an item in the search results list on the page where it occurs, click it. The page
is displayed with the word or phrase highlighted.

Chapter 2 Creating a Document Using the Pages Templates

4 To edit a word or phrase selected in the search results list, double-click it or press
Return or Enter. Type to replace the selected text, or click the text to edit it.
To list the results of any of the last ten searches since opening the document:
m Click the disclosure triangle in the search field and select a previous search from the
list. The results for the selected search string appear in the list.

Using Comments
With comments, you can make annotations that relate to particular parts of a
document without actually changing the document itself. Comments are useful for
making notes to yourself, asking questions of reviewers, conveying editorial
suggestions, and so on.
To insert a comment:
1 In an open document, select the words or objects to which the comment will apply.
The part of the document associated with a comment is called the comment anchor.
2 Click Comment in the toolbar.
3 In the box that appears, type your comment. The size of the comment box grows and
shrinks to accommodate your comment.

The comment has a visible link
to the information it relates to.

You can use character and paragraph styles to modify the appearance of text in a
comment.
To change a comment:
m Click the comment and edit it just as you would text and objects elsewhere in your
document.

Chapter 2 Creating a Document Using the Pages Templates

To delete a comment:
m Click the delete icon in the corner of the comment box or delete the comment’s
anchor.
To view comments:
m Click View in the toolbar and choose Show Comments (or choose View > Show
Comments).
If comments are not in view, inserting one displays all comments.
To hide comments:
m Click View in the toolbar and choose Hide Comments (or choose View > Hide
Comments).
To print comments:
m Print your document with comments visible. Printed pages are adjusted to make room
for the comments. (If you don’t want to print your document with comments, hide
comments before printing.)

Step 6: Save and Share Your Document
When you create a Pages document, all of the graphics and any chart data are
contained within that document, which can be moved from one computer to another.
However, fonts are not included as part of the document. If you transfer a Pages
document to an older computer, make sure the fonts used in the document have
been installed in the Fonts folder of that computer.
It’s a good idea to save your document often as you work.
To save your document:
1 Choose File > Save, or press Command-S.
2 Type a name for the document.
3 If your file directory isn’t visible, click the disclosure triangle to the right of the Save As
field.
4 Choose where you want to save the document.
5 Select “Save a copy in iWork ‘05 format” if you want the document to be opened using
Pages in iWork ‘05.

Chapter 2 Creating a Document Using the Pages Templates

6 If you plan to share the document between computers or with other users, click
Advanced Options.
Â Make sure the “Copy audio and movies into document” checkbox is checked if your
document contains movie or audio files.
If you don’t select this checkbox, then any audio or video files that you have
included in your document will not be carried along with it if you transfer your
document to another computer or send it to someone else. Documents that contain
media may have large file sizes.
Â Select the “Copy template images into document” checkbox to keep image files that
were part of the document’s original template with your document if you transfer it
to another computer or send it to someone else.
7 Click Save.
To learn about exporting your document in other file formats (including Microsoft
Word, HTML, rich text format, plain text, and PDF), see “Exporting to Other Document
Formats” on page 231.
As you work on your document, you can save it frequently by pressing Command-S.
You can also save a backup copy of the last saved version of your document. This way,
if you change your mind about edits that you have made, you can go back to the
previous version of the document.
To save a backup copy of your document:
m Choose Pages > Preferences, click General, and select the checkbox labeled “Back up
previous version when saving.”
When you save the document, the previous version is saved in the same location as
the document with the words “Backup of” preceding the filename. Only one version—
the last saved version—is backed up.
To save a version of your document with a different name or in a different location:
1 Choose File > Save As.
2 Type a name for your document.
3 Select a location to save the document. Click the disclosure triangle next to the Save
As field to select the location you want.
4 Click Save or New Folder.

Chapter 2 Creating a Document Using the Pages Templates

To see a print preview:
m Choose File > Print, and then click the Preview button in the Print dialog.
To print your document:
1 Choose File > Print.
2 Enter the number of copies you want, if you want multiple copies of the document; or
select From and enter a page range to print only part of the document.
3 Click Print.
If you print frequently, you can add the Print button to the Pages toolbar. To learn
about customizing the toolbar, see “The Toolbar” on page 30.
For more information about printing, see “Printing Your Document” on page 224.

Chapter 2 Creating a Document Using the Pages Templates

Formatting a Document’s
Layout and Table of Contents

This chapter describes how to set up the overall
document layout, including margins, column
layouts, and section breaks, and how to generate a
table of contents, footnotes, and endnotes.
Before adding content to your document, it’s a good idea to set up the document
layout—including the page orientation and size, page margins, background graphics
(watermarks), and any odd/even-numbered page differences. You make most of these
settings in the Document Inspector and the Layout Inspector.
To open the Document Inspector:
m Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Document Inspector button.

The Document Inspector button
Use the TOC pane to set up a table of
contents for the document. (See page 76.)
Use the Info pane to see document
statistics, such as word count, date,
and keywords.
Use the Page Setup dialog to specify
paper size and orientation.
Set up margins for the left, right, top,
and bottom edges of the page. You
can set them separately for documents
with left- and right-facing pages.
Select the kind of note to create.
Choose a footnote or endnote style.
Adjust the space between notes.
Use any available font ligatures
throughout the document.
Use automatic hyphenation
throughout the document.

Formatting set in the Document Inspector applies to the entire document. However,
you can control formatting options for document sections (for example, chapters)
using the Layout Inspector. For example, you can create a different first page, left
page, and right page layout for each section, or use different text column layouts in
different parts of the document. To learn more about creating sections in your
document, see “Varying Document Formatting Using Section Breaks” on page 72. To
read about creating columns, see “Creating Columns” on page 62.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Setting Page Orientation and Size
By default, most Pages templates are created for standard paper sizes, with the text
printed in portrait (vertical) orientation. If your document will require a different paper
size or you want to print it in landscape (horizontal) orientation, you should set the
paper size and orientation at the start. This way, as you work in your document, you
will have a clearer idea of what it’s going to look like.
If you start with a Blank document, it is in portrait orientation by default. “Setting the
Paper Size and Orientation” on page 224 provides instructions for changing the page
orientation and setting up paper size.

Setting Page Margins
The default margins for most of the Pages templates, including Blank, are set to one
inch from the left and right sides of the page, and one inch from the top and bottom.
This means that the body text of the document will not expand outside of these
margins.
To change the page margins:
m In the Document pane of the Document Inspector, enter values in the Left, Right, Top,
and Bottom fields.
If you want to set different margins in different sections of your document, you must
use the Layout Inspector. To learn about setting layout margins, see “Varying Column
and Page Layouts” on page 64.
If you are creating a document that will be bound, you may want your document
margins to take into account which side of the page will go into the binding (the
inside margin) and which will be the loose edge of each page (the outside margin). To
do this, you must create a document with left- and right-facing pages. To read about
this, see “Creating a Document With Left- and Right-Facing Pages” on page 66.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Creating Columns
In Pages, you can vary the design on different pages of your document by creating
layouts, separated by layout breaks. A layout is part of a document in which you have
defined layout margins and columns. You can have multiple layouts in a section of
your document, or even on a single page.
You can lay out text in up to ten columns, adjusting relative column size and the
spacing between columns.
To create up to four columns of equal width:
m Click Columns in the toolbar and select the number of columns you want, up to four.
If the Columns button isn’t in the toolbar, or if you want more than four columns, you
must use the Layout Inspector. You must also use the Layout Inspector if you want to
make columns with unequal widths.
To create more than four columns:
1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Layout Inspector button.
2 Click Layout in the Layout Inspector if it’s not already selected.
3 Type the number of columns you want in the Columns field. By default, the columns
have equal widths.
4 To resize the columns:
a Deselect the checkbox labeled “Equal column width”.
b Select a column or gutter width in the table and type a new value, using the same
units shown in the document rulers.

Chapter 3 Formatting a Document’s Layout and Table of Contents

The Layout Inspector button

Set the number
of columns.
Deselect to set unequal
column widths.
Select a column or
gutter width and type
a new value.

Start the current
layout at the top
of a page.

Set the margins for the
current layout.
Set the space between
the current layout and
the preceding and
following layouts.

After you have created the number of columns you want, you can resize them on the
fly using the document rulers, rather than entering column and gutter width values in
the Layout Inspector.
To adjust column widths using the rulers:
1 Click View in the toolbar, and choose Show Rulers.
2 Drag the left or right edges of the gray gutter areas just below the horizontal ruler.
The white areas below the
ruler denote the text area
within columns.

The gray areas denote
the column gutters.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Varying Column and Page Layouts
You can use page, column, and layout breaks to create different text layouts on a
page.

Page Breaks
When you reach the end of a page, text automatically flows to the next page as you
type. You can specify that text “break” where you want by inserting a page break.
To create a page break:
1 Click where you want the break to occur.
2 Choose Insert > Page Break.
When you show invisible formatting characters in your document, a page break
symbol appears like this:

To remove a page break:
1 Click at the beginning of the line that follows the break.
2 Press the Delete key.

Column and Layout Breaks
Column breaks end the text flow in one column (leaving the rest of the column blank)
and continue it in the next. Layout breaks end one layout and start a new one with a
different number of columns, different column margins, or blank space before or after
the layout.
Using column breaks or layout breaks does not affect the headers, footers, page
numbering, or other formatting features specific to the document or section. (To read
about section formatting features, see “Varying Document Formatting Using Section
Breaks” on page 72.)
You can apply the formatting features described here to both single-column layouts
and multi-column layouts.
To create a column break:
1 Place the cursor after the word where you want to end the text flow.
2 Choose Insert > Column Break.

Chapter 3 Formatting a Document’s Layout and Table of Contents

The text breaks where your cursor was inserted and continues in the next text
column. If you insert a column break in a single-column layout, the text continues at
the top of the next page.
When you show invisible formatting characters in your document, a column break
symbol appears like this:

To change the number of columns:
1 Place the insertion point after the word where you want to end the current number of
columns and change to a new layout.
2 Choose Insert > Layout Break.
A layout break is inserted and the insertion point is moved to the top of the next
layout. When you show invisibles in your document, a layout break symbol appears
like this:

3 Set the number of columns you want, and format them, in the Layout pane of the
Layout Inspector.
To change the layout margins of columns:
1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Layout Inspector button.
2 Click Layout in the Layout Inspector.
3 To change the outside margins of the column layout, enter values in the Left and
Right fields under Layout Margins.
4 To create space above and below the current column layout, enter values in the
Before and After fields under Layout Margins.
Note: The new margins cannot extend outside the page margins set for the
document.
To move a layout to the top of a page:
m Select the checkbox labeled “Layout starts on new page” in the Layout pane of the
Layout Inspector.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Creating a Document With Left- and Right-Facing Pages
If you intend to print a document double-sided and bind it, it will have left- and
right-facing pages. In this case you may want to vary the margins and layout on left
and right pages. For example, you may want the margins that go into the binding to
be wider than the outside margins (as in this book, for example), or you may want to
place page numbers on the outer corners of each page. To do this, you need to tell
Pages that this document has facing pages.
To create different margins for left- and right-facing pages:
1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Document Inspector button.
2 Click Document.
3 Select the checkbox labeled Facing Pages.
Select to set the margins for
left- and right-facing pages
independently.
Type a value for the
margin on the outside
edges of the pages.
Type a value for the
margin that will go into
the binding.

To learn about other document formatting options that are available by using facing
pages, see “Varying Document Formatting Using Section Breaks” on page 72.
4 Set inside and outside margins.
To view facing pages:
m Click View in the toolbar and choose Show Page Thumbnails (or choose View > Show
Page Thumbnails) to view facing pages in the thumbnail view. See “Using Thumbnails”
on page 48 for information about using thumbnails.
m Click the Page View control in the bottom-left corner of the window, and choose Two
Up from the pop-up menu to view facing pages side by side in the main document
window.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Adding Headers, Footers, Page Numbers, Footnotes, and
Endnotes
Pages has tools that make it easy to add identifying text on every page, as well as to
automatically insert and format footnotes and endnotes.

Adding Headers and Footers
Headers and footers appear at the top and bottom margins of a document. Usually,
they identify the document, author, page number, and so on.
To add a header or footer to your document:
1 Click View in the toolbar and choose Show Layout (or choose View > Show Layout).
You see the header and footer areas at the top and bottom of the page.
2 Place the insertion point in the header or footer and type, formatting the text as you
would regular text. (For information about formatting text, see “Formatting Text Size
and Appearance” on page 79.)
Whatever you type in a header or footer is repeated on every page. If you want to
change the header and footer text in different sections of your document, see
“Varying Document Formatting Using Section Breaks” on page 72. To automatically
generate the correct page number on each page, use formatted text fields, described
next.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Using Formatted Text Fields for the Page Numbers, Date, and Time
Formatted text fields allow you to insert text that can be automatically updated. For
example, inserting the date field shows the current date whenever you open the
document. Similarly, page number fields keep track of page numbers as you add or
delete pages. Pages provides formatted text fields for date, page number, and page
count—the total number of pages in the document. This is useful, for example, if you
want to label your pages “page 1 of 4.”
To add page numbers:
m Place the insertion point where you want the page number to appear, and then
choose Insert > Page Number.
To add the page count:
m Place the insertion point where you want the page count to appear, and then choose
Insert > Page Count.
To add and format the date and time:
1 Place the insertion point where you want the date and time to appear, and then
choose Insert > Date & Time.
2 Select a date and time format in the dialog.
3 If you want the document to always show the current date and time, select the
checkbox labeled “Automatically update the date and time when the document is
opened.”
4 Click Insert.
To edit the date and time format that’s already been inserted:
m Control-click the date and time text, and choose Edit Date & Time from the shortcut
menu. Select a new format in the dialog, and click Change.

Adding Footnotes and Endnotes
You can add special marks in a document that link to notes at the bottom of a page
(footnotes) or at the end of a document or section (endnotes). You can’t mix
footnotes and endnotes in a document, but you can convert notes from one type to
the other.

Chapter 3 Formatting a Document’s Layout and Table of Contents

You can use one of the predefined autonumbering styles for the mark that refers to
the note. Predefined numbering styles are Arabic numbers (1, 2, 3), Roman numerals
(i, ii, iii), and symbols (*, †, ‡). Numbering can be continuous through the document,
or restarted for each document section or page.
Instead of or in addition to using autonumbering, you can use custom marks, which
you define yourself. There’s no autonumbering for custom marks; if you use custom
marks, you need to specify the mark you want to use every time you create a footnote
or endnote.
To add a footnote:
1 Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show
Inspector), and then click the Document Inspector button. Then click Document.
2 Choose Use Footnotes from the Footnotes & Endnotes pop-up menu.
3 Choose a numbering format.
4 Place the insertion point where you want the footnote mark to appear.
5 Choose Insert > Footnote.
A footnote mark appears and the insertion point moves to the corresponding
footnote field at the bottom of the page.
6 Type the footnote information. In addition to text, you can use inline shapes, graphics,
and other objects; see “Adding Fixed and Inline Objects” on page 125 for instructions.
To add an endnote at the end of a document:
1 Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show
Inspector), and then click the Document Inspector button. Then click Document.
2 Choose Use Document Endnotes from the Footnotes & Endnotes pop-up menu.
3 Choose a numbering format.
4 Place the insertion point where you want the endnote mark to appear.
5 Choose Insert > Endnote.
An endnote mark appears and the insertion point moves to the corresponding
endnote field, at the end of the document following a section break. If you don’t want
the endnotes on a new page, delete the section break.
6 Type the endnote information. In addition to text, you can use inline shapes, graphics,
and other objects; see “Adding Fixed and Inline Objects” on page 125 for instructions.

Chapter 3 Formatting a Document’s Layout and Table of Contents

To add an endnote at the end of a section:
1 Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show
Inspector), and then click the Document Inspector button. Then click Document.
2 Choose Use Section Endnotes from the Footnotes & Endnotes pop-up menu.
3 Choose a numbering format.
4 Place the insertion point where you want the endnote mark to appear.
5 Choose Insert > Section Endnote.
An endnote mark appears and the insertion point moves to the corresponding
endnote field, at the end of the section in which the mark appears. A line separates
the endnotes from other information in the section.
6 Type the endnote information. In addition to text, you can use inline shapes, graphics,
and other objects; see “Adding Fixed and Inline Objects” on page 125 for instructions.
To delete a footnote or endnote:
m Delete the mark within your document that refers to the note.
To use a predefined number or symbol format:
m In the Document pane of the Document Inspector, choose a numbering style from the
Format pop-up menu. The numbering style you choose will be the same throughout
the document.
To insert a custom mark:
1 Place the insertion point at the location in the document where you want a footnote
or endnote custom mark to appear.
2 Click the Insert menu, then press the Option key. Choose Custom Endnote, Custom
Section Endnote, or Custom Footnote. What appears in the menu depends on the
setting in the Footnotes & Endnotes pop-up menu.
3 In the dialog that appears, type or select a custom mark, and then click OK.
4 The mark appears and the insertion point moves to the appropriate location in the
document for you to type the note.
To change the numbering format from predefined to custom:
1 Control-click an endnote or footnote mark.
2 Choose Use Custom Mark from the shortcut menu.

Chapter 3 Formatting a Document’s Layout and Table of Contents

3 In the dialog that appears, type or select a custom mark, and then click OK. The
custom mark replaces the predefined mark.
To change custom numbering to predefined numbering:
1 Control-click a custom mark.
2 Choose Use Automatic Numbering from the shortcut menu.
The mark that replaces the custom mark reflects the number format settings in the
Document pane of the Document Inspector.
To restart the numbering of footnotes and section endnotes:
m Choose Restarts on Each Page or Restarts for Each Section from the Numbering popup menu in the Document pane of the Document Inspector. (To learn about dividing
your document into sections, see “Varying Document Formatting Using Section
Breaks” on page 72.)
To adjust the space between notes:
m In the Document pane of the Document Inspector, increase or decrease the number
in the Space Between Notes field.
To format notes:
m Select the note text and/or mark and format it as you would any text using the Font
panel, the Text Inspector, and the Styles drawer. For more information about how to
format text, see Chapter 4, “Formatting Text and Paragraphs.”
To convert footnotes to endnotes and vice versa:
m In the Document pane of the Document Inspector, change the setting in the
Footnotes & Endnotes pop-up menu.
To jump between references and notes:
m In the note, double-click the mark to jump to the location in the document where the
note is referenced.
m In the document body, click the reference mark to jump to its note.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Varying Document Formatting Using Section Breaks
Use section breaks in your document wherever you want to separate your document
into sections with different layouts, numbering, or other document formatting. You
can use sections to make the following formatting elements different from one part of
your document to the next:
Â Formatting and layout attributes
Â Headers
Â Footers
Â Page numbering
Â Margins
Â Column layout
Â Master objects (repeated background images)

Creating Sections
A section consists of one or more pages that end with a section break.
Each Pages template consists of one or more predefined sections. Every time you add
pages to the document by using the Pages button in the toolbar, you add a new
section.
You can use the predefined sections as they are, or you can create or remove section
breaks to define your own sections.
To create a section break:
m Choose Insert > Section Break.
When you show invisibles in your document, you’ll see a section break symbol that
looks like this:

After you create a section break, changes made to the master objects (see “Using
Master Objects” on page 74), headers, footers, or page numbering will apply only to
the section in which you make the changes.
To remove a section break:
m Click at the beginning of the line that follows the break and press the Delete key.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Managing Sections
The thumbnail view makes it easy to move sections, duplicate them, copy (or cut) and
paste them, even capture them so they can be inserted using the Pages button in the
toolbar. See “Using Thumbnails” on page 48 for instructions.

Defining Section Formatting and Layout Attributes
When you insert a section break, the new document section automatically “inherits”
all of the formatting and layout attributes of the previous section. To change these
attributes, use the Layout Inspector to set up new page numbering, headers and
footers, margins, and columns.
To make headers and footers different in one section of a document:
1 Place the insertion point in the document section you want to change.
2 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Layout Inspector button.
3 Click Section.
4 Deselect the checkbox labeled “Use previous headers and footers.”
5 Type the new header or footer in the header or footer area of your document.
To restart page numbering in a document section:
m Select the “Start at” checkbox in the Section pane of the Layout Inspector, and then
enter the number of the first page of the section.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Make page numbering
continuous with the
previous section or enter
a number to start
renumbering pages.
Make headers and footers
different on the first page
or alternate pages, or
continue from the
previous section.
Make the new section
begin on a left- or
right-facing page.

To set up different first pages, or left- and right-facing pages, for a document
section:
1 To make the headers and footers on the first page unique, select the checkbox
labeled “First page is different” in the Section pane of the Layout Inspector, and then
change headers and footers.
2 To put different headers and footers on alternate pages, do the following:
a Select the checkbox labeled “Left and right pages are different” in the Section pane
of the Layout Inspector.
b If you want the first page of the section to always start on the left- or right-facing
page, choose Left Page or Right Page from the “Section starts on” pop-up menu.
Otherwise, choose Any Page.
To modify text columns or adjust margins in a document section:
m See “Varying Column and Page Layouts” on page 64 for instructions.

Using Master Objects
A master object is an image that appears in the background on every page of a
document (such as a watermark).

Chapter 3 Formatting a Document’s Layout and Table of Contents

When you create a new section, it inherits any master object that’s already been
placed. You can remove or reposition the master objects in subsequent sections, if you
want. See “Adding a Repeated Background Image,” next, to learn about how to place
a master object.

Adding a Repeated Background Image
You may want to add watermarks, logos, or other background images that appear in
the same spot on every page of your document. These repeated graphics are called
master objects.
Important: Master objects may not appear on every page, depending on whether
your document is divided into sections and which settings you have selected in the
Section pane of the Layout Inspector. If you want to have different master objects for
different parts of your document, you can divide your document into sections.
To add a master object:
1 Click outside the text flow of your document so that the insertion point is not visible.
2 Add a graphics object. You can add an imported image, drawn shape, table, chart, or
text box. To learn about how to add a graphic, see Chapter 6, “Working With Graphics
and Other Media.” Make sure the graphic is a “fixed object” (is not placed inline with
the text flow).
3 Position the graphic wherever you want it on the page.
4 Choose Format > Advanced > Move Object to Section Master. The selection handles
disappear from the object, so you can no longer select it.
To edit or move a master object, you must first make master objects selectable for the
entire document. Master objects look different from other objects because they have
blue selection handles.
Master objects have blue
selection handles.

To make master objects selectable:
m Choose Format > Advanced > Make Master Objects Selectable.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Using a Table of Contents
Pages can automatically generate a table of contents for your document. In order to
create a table of contents, you need to use consistently styled text for the headings in
your document. To learn about styled text, see Chapter 5, “Working With Styles.”

Generating a Table of Contents
To create and update a table of contents:
1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Document Inspector button.
2 Click TOC.
3 Select the checkboxes next to the paragraph styles whose text you want to appear in
the table of contents. For example, if you want all the first-level headings and
subheadings to appear in the table of contents, select the paragraph style that you
used for first-level headings and subheadings.
Select the paragraph
styles whose text you
want to appear in the
table of contents.

Select the checkbox in
the #’s column if you
want page numbers to
appear with each entry.
Click to update the table
of contents after making
changes to your
document.

Note: If the styles you select are not used anywhere in the document, you will see a
message that your table of contents is empty when you create the table of contents. If
you select styles that are used for a large amount of text in the document, your table
of contents will be too full. Take care to select the styles that denote topic headings,
captions, or other items you want listed in a table of contents.

Chapter 3 Formatting a Document’s Layout and Table of Contents

4 In the #’s column, select the checkboxes of those styles whose entries you want to
have an associated page number.
5 Place the insertion point at the beginning of the line where you want the table of
contents to appear, and then choose Insert > Table of Contents.
Note: Each table of contents you create lists only the content that follows it, up until
the next table of contents. If you want a master table of contents for the entire
document, it must be the only table of contents, and it must be at the beginning of
the document.
To update the TOC after editing a document:
m Click any entry in the table of contents, or click Update Now in the TOC pane of the
Document Inspector. You can always change your TOC settings (styles and page
numbers) later.

Styling a Table of Contents
You can change the look of text in the table of contents as you would any other text.
You can also add a leader line between the TOC entry and its associated page number.
To style the table of contents, create new TOC styles, as described below.
To change the look of a table of contents entry:
1 In the table of contents, select the entry type that you want to change (for example,
all the entries based on first-level headings). All the entries of the same type are
automatically selected. They cannot be individually selected.
2 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer). Notice that the Styles drawer now displays a list of table of contents
styles. The TOC style that corresponds to the selected entry is also selected.

Chapter 3 Formatting a Document’s Layout and Table of Contents

When a table of contents
entry is selected, the
Styles drawer displays
table of contents styles.

Click the arrow and
choose whether to
redefine the selected
style, create a new style,
or just rename it.

3 To edit the look of the entry text, do any of the following:
Â Use the Font panel, the Text Inspector, and the Colors window to change the look of
the text as you would style any paragraph text. To learn about changing the look of
text, see Chapter 4, “Formatting Text and Paragraphs.”
Â To create leader lines from an entry to its associated page number, select the TOC
entry, click the tab in the Tab Stops column in the Tabs pane of the Text Inspector,
and then choose a line style from the Leader pop-up menu.
Â To change the style in the Styles drawer to match the entry, click the arrow to the
right of the style name and choose Redefine Style From Selection.
Â To create a new TOC style, click the arrow to the right of the style name and choose
Create New TOC Style From Selection, and then type a name for the new style.
4 To rename the style in the Styles drawer to match the entry, click the arrow next to
the style name and choose Rename Style. Type a new name for the style.
5 To add a new style, click the Add (+) button at the bottom-left corner of the Styles
drawer, choose Create New TOC Style From Selection, and then type a name for the
new style. Select “Apply this new style on creation” if you want it to be applied
immediately to the selected text.

Chapter 3 Formatting a Document’s Layout and Table of Contents

Formatting Text and
Paragraphs

This chapter describes how to modify the
appearance of text and paragraphs, including
creating lists, aligning text, and using text boxes
and other techniques to make text stand out.
Formatting Text Size and Appearance
You can do all text formatting using the Pages menus and the Text Inspector window,
or the Font panel. You can do basic text formatting using the commands in the Pages
menus.

Using the Format Menu to Format Text
The items in the Font submenu of the Format menu allow you to make text:
Â Bold or italic
Â Underlined or outlined
Â Bigger or smaller
Â More tightly or loosely spaced
Â Superscript or subscript
To make selected text bold, italic, underlined, outlined, bigger, or smaller:
m Choose Format > Font > [Bold, Italics, Underline, Outline, Bigger, or Smaller].
To make selected text a superscript or subscript:
m Choose Format > Font > Baseline > [Use Default, Superscript, Subscript].
To make selected text all uppercase:
m Choose Format > Font > Capitalization > [None, All Caps, Small Caps].

If you want to change to a different font, or if you frequently change text formatting, it
may be easier to use the Font panel and Text Inspector to format text. These tools are
described in the following sections.
You can also create engaging visual effects with text by changing its shadow color,
opacity, and orientation on the page. To learn more about these options, see
Chapter 7, “Changing Object Properties.”

Using the Font Panel to Format Text
The Mac OS X Font panel gives you access to all the fonts installed on your computer.
It provides a preview of the available typefaces (such as bold and italic) and sizes for
each font. The buttons in the Font panel let you add underlines, strikethrough lines,
color, and shadow to text. You can even change the background page color in the
Font panel.
To open the Font panel:
m Click Fonts in the toolbar (or choose Format > Font > Show Fonts).
The Action
pop-up menu

Preview the selected
typeface.

Create interesting text
effects using these buttons.
Select a font size to apply
it to selected text in your
document.

Find fonts by typing
a font name in the
search field.

Select a typeface in the
list to apply it to selected
text in your document.

Chapter 4 Formatting Text and Paragraphs

You can change the appearance of any text in your document by selecting it and then
selecting options in the Font panel. When you make formatting changes in the Font
panel, the selected text changes right away, so you can try different formatting
options and quickly see what looks best.
Here is a summary of what the text effects buttons do, from left to right:
Â The Text Underline pop-up menu lets you choose an underline style (such as single
or double).
Â The Text Strikethrough pop-up menu lets you choose a strikethrough style (such as
single or double).
Â The Text Color pop-up menu lets you apply a color to text.
Â The Document Color pop-up menu lets you apply a color behind a paragraph.
Â The Text Shadow button applies a shadow to selected text.
Â The Shadow Opacity, Shadow Blur, Shadow Offset, and Shadow Angle controls
control the appearance of the shadow.
To change the look and size of text:
1 In the Font panel, select a font style in the Family column and then select the typeface
in the Typeface column.
If you don't see all the font families you know are installed on your computer, select
All Fonts in the Collections column or type the name of the font you are looking for in
the search field at the bottom of the Font panel.
A preview of the selected font appears in the preview pane at the top of the Font
panel. If you don't see a preview pane, choose Show Preview from the Action pop-up
menu in the lower-left corner of the Font panel.
2 Adjust the font size using the size slider or other size controls.
3 Adjust the typography settings of the selected font by choosing Typography from the
Action pop-up menu. In the Typography window, click the disclosure triangles to see
and select the different typography effects that are available for the selected font.
Different fonts have different typography effects available. See “Using Advanced
Typography Features” on page 87 for more information.
To quickly locate fonts you frequently use:
m Organize the fonts you use often into font collections by clicking the Add (+) button
to create a font collection, and then dragging a typeface into the new collection.

Chapter 4 Formatting Text and Paragraphs

To make it easy to change fonts often:
m Leave the Font panel open. If it takes up too much space on your screen, you can
shrink it by dragging its resize control (the bottom-right corner of the panel), so that
only the font families and typefaces in your selected font collection are visible. To
close it, choose Format > Font > Hide Fonts, or click the Fonts button again.
To modify underlining of selected text:
1 Click the Text Underline button in the Font panel (the first button on the left), and
choose None, Single, or Double from the pop-up menu.
2 To change the underline color, choose Color from the Text Underline pop-up menu,
and then select a color in the Colors window.
To modify strikethrough lines of selected text:
1 Click the Text Strikethrough button in the Font panel (the second button from the
left), and choose None, Single, or Double from the pop-up menu.
2 To change the strikethrough color, choose Color from the Text Strikethrough pop-up
menu, and then select a color in the Colors window.
To modify the color of selected text:
m Click the Text Color button menu in the Font panel (the third button from the left),
and then select a color in the Colors window.
Note: You can also modify text color in the Text Inspector, as described on page 91.
To modify the background color of a selected paragraph:
m Click the Document Color button in the Font panel (the fourth button from the left),
and then select a color in the Colors window.
Note: You can also modify paragraph background color in the Text Inspector, as
described in “Setting Paragraph Fill Colors” on page 102.
To create shadows on selected text:
1 Click the Text Shadow button in the Font panel (the fifth button from the left).
2 Drag the shadow opacity slider (the first slider on the left) to the right to make the
shadow darker.
3 Drag the shadow blur slider (the middle slider) to the right to make the shadow more
diffuse.

Chapter 4 Formatting Text and Paragraphs

4 Drag the shadow offset slider (the third slider) to the right to separate the shadow
from the text.
5 Rotate the Shadow Angle wheel to set the direction of the shadow.
Note: You can also set text shadows in the Graphic Inspector, as described in “Adding
Shadows” on page 153.

Adding Accents and Special Characters
If you need to type characters with accent marks (such as ü), mathematical symbols,
arrows, or other special characters, you can use the International preferences pane or
the Character Palette. You can also see where characters are located on keyboards
used for other languages by using the Keyboard Viewer (for example, you can see
how the keys on an Italian keyboard are laid out). All of these are built-in tools of
Mac OS X.
To add accent marks to characters:
1 Choose Apple > System Preferences and click International.
2 Click Input Menu, then select the checkbox next to Keyboard Viewer.
3 Choose Show Keyboard Viewer from the Input menu on the right side of the menu
bar (the one that looks like a flag or alphabetical symbol).
The Keyboard Viewer shows the characters for your keyboard. (If you've selected a
different keyboard layout or input method in the Input menu, it shows the characters
for the selected keyboard layout). For example, if U.S. is chosen in the Input menu, you
see the characters that appear on a U.S. keyboard in the Keyboard Viewer.
4 To see the different accent marks that you can type highlighted in the Keyboard
Viewer, press Option, or the Option and Shift keys.
The accent mark keys appear with white outlines. Depending on your keyboard, you
may not need to press any of the modifier keys to see the accent keys.
5 Place the insertion point in your document where you want to type.
6 Press the modifier key you pressed in step 4 (Shift, Option, Option-Shift, or none) and
press the key on your keyboard that is in the same place as the accent you see in the
Keyboard Viewer. Then release the modifier key and press the key for the character
you want to accent.

Chapter 4 Formatting Text and Paragraphs

The accent key modifies the key you type next. For example, on a U.S. keyboard, to
make the é appear, press Option and E (the accent key), then press E (the key on
which you want that accent to appear).
To see keyboard layouts for other languages:
1 Choose Apple > System Preferences and click International.
2 Click Input Menu, then select the checkbox next to Keyboard Viewer.
3 To see the character layout on keyboards used in different countries, select the On
checkbox next to the country's keyboard layout or input method.
Note: You must have fonts installed for the language you want to see in the Keyboard
Viewer.
4 Choose Show Keyboard Viewer from the Input menu on the right side of the menu
bar (the one that looks like a flag or alphabetical character).
The Keyboard Viewer shows the characters for the keyboard layout or input method
selected in the Input menu. For example, if U.S. is chosen in the Input menu, you see
the characters that appear on a U.S. keyboard in the Keyboard Viewer.
5 To see the keyboard layout for a different country, choose its keyboard layout from the
Input menu.
To type special characters and symbols:
1 Place the insertion point where you want the special character or symbol to appear.
2 Choose Edit > Special Characters to open the Character Palette (or choose Characters
from the Action pop-up menu in the lower-left corner of the Font panel).
3 Choose the type of characters you want to see from the View pop-up menu at the top
of the Character Palette. If you don't see the View menu, click the button in the upperright corner of the window to show the top portion of the window. Click this button
again to hide the top portion of the window.

Chapter 4 Formatting Text and Paragraphs

In Mac OS X version 10.3, the Character Palette looks like this:
Select a character
category.
Choose the type of
character you want
to see.
Select a symbol.

Double-click a symbol
to insert it in your
document.

Chapter 4 Formatting Text and Paragraphs

In Mac OS X version 10.4, the Character Palette looks like this:

4 Click an item in the list on the left to see the characters that are available in each
category.
5 Double-click the character or symbol on the right that you want to insert into your
document, or select the character and click Insert. If the character or symbol has
variations, they appear at the bottom of the window; double-click one to insert it in
your document.
To use smart quotes so that opening and closing quotation marks aren’t identical:
m Choose Pages > Preferences, click Auto-Correction, and select the checkbox labeled
“Use smart quotes.”

Chapter 4 Formatting Text and Paragraphs

Using Advanced Typography Features
Some fonts, such as Zapfino and Hoefler, have advanced typography features, which
let you create different effects. If you are using a font that has different typography
effects available, you can change many of them in the Font submenu of the Format
menu. For example, you may be able to adjust the following:
Â Tracking: Place characters closer together or farther apart
Â Ligature: Use or leave out stylish flourishes between letters or at the end or
beginning of lines that combine two or more text characters into one glyph
Ligature not used
Ligature used

Â Baseline: Move text higher or lower than the text around it
Â Capitalization: Convert all characters to capital or small capital letters
More advanced typography features are available in the Typography window.
To open the Typography window:
m In the Font panel, choose Typography from the Action pop-up menu (in the lower-left
corner).

Using Automatic Text Substitution
Pages can be set to recognize and replace text you don’t want with text you do want.
For example, when you type “teh,” Pages can automatically change it to “the.”
To set up automatic text substitution:
1 Choose Pages > Preferences, and then click Auto-Correction.
2 Make settings as desired:
Â To automatically convert single and double quotation marks to smart quotes so that
opening and closing quotation marks are not identical, select “Use smart quotes.”
Â To make sure that the first word in a sentence begins with a capital letter, select “Fix
capitalization.”
Â To automatically convert the letters in 1st, 2nd, 3rd, and so on into superscripts,
select “Superscript numerical suffixes.”

Chapter 4 Formatting Text and Paragraphs

Â To set Pages to automatically detect that something you’ve typed is an email
address or a URL, select “Automatically detect email and web addresses.” Email and
web addresses you type automatically become hyperlinks for Mail or Safari.
Â To replace one or more characters with one or more different characters, select
“Symbol and text substitution.” Then use the rows in the table to define and activate
specific substitutions. For example, when you type (c), you can have Pages
automatically convert it to © by putting a checkmark in the On column.
Â To add a row to the table, click the Add (+) button. To remove a row, click the Delete
(–) button.
After you specify substitution settings, they’ll apply to any text you change or add in
any Pages documents.

Setting Text Alignment, Spacing, and Color
The primary tool for adjusting text attributes is the Text Inspector. You can make some
horizontal alignment adjustments (such as centering text or aligning it on the left) by
using the Format menu.

Using the Text Inspector
In the Text pane of the Text Inspector, you can change the text color and alignment.
You can also adjust the spacing between individual text characters and lines.

Chapter 4 Formatting Text and Paragraphs

Click to change the color of
selected text.
The Text Inspector button
Horizontal alignment
buttons: Click to align
selected text left, right,
center, or to the left and right.
Vertical alignment
buttons: Click to align
text to the top, center, or
bottom of a fixed text
box, shape, or table cell.
Character and line
spacing: Drag to adjust
character, line, and
paragraph spacing for
selected text.
Drag to adjust the amount
of space between text and
the inside borders of text
boxes, table cells, and
shapes.

To open the Text pane of the Text Inspector:
1 Choose View > Show Inspector (or click Inspector in the toolbar).
2 Click the Text Inspector button, and then click Text.
To align text left, center, right, or justified:
1 Place the cursor in the paragraph you want to change, or select several paragraphs.
2 Click the horizontal alignment buttons at the top of the Text Inspector.
You can align text in a fixed text box to the left, right, center, or justified (aligned to
both the right and left edges). Text in a fixed text box, table cell, or shape can also
“grow” from the top, center, or bottom of the text area.

Chapter 4 Formatting Text and Paragraphs

To align text to the top, center, or bottom of a text box, table cell, or shape:
1 Select the text box, table cell, or shape you want to change.
2 Click the vertical alignment buttons at the top of the Text Inspector.
To adjust the spacing between lines of text in a paragraph:
1 Place the cursor in the paragraph you want to change, or select several paragraphs.
2 In the Text Inspector, drag the Line slider to adjust the line spacing.
Dragging the slider to the left brings the selected lines closer together; dragging it to
the right moves them farther apart. You can also choose Single, Double, or Multiple
from the Line Spacing pop-up menu, located below the Line field. Choosing Multiple
lets you set line spacing values between single and double, or greater than double.
To set precise point values for spacing between the lines of text in a paragraph:
1 Place the cursor in the paragraph you want to change, or select multiple paragraphs.
2 Type a point value in the Line field, or click the Up Arrow or Down Arrow next to the
field.
3 In the Text Inspector, choose a standard line spacing (Single, Double, Multiple), or At
Least or Between from the Line Spacing pop-up menu (below the Line field).
Click the text below the
Line field and choose a
line spacing option.

Â Standard line spacing: The space between lines is proportional to font size. Use this
when the relative distance between ascenders (parts of letters that extend to the
top of the line) and descenders (parts of letters that extend below the line) should
remain fixed.
Â At Least: The distance from one line to the next will never be less than the value
you set, but it may be larger for larger fonts in order to prevent overlapping text
lines. Use this when the distance between lines should remain fixed, but overlap is
not desired if the text gets large.
Â Between: The value you set increases the space between the lines, instead of
increasing the height of the lines. By contrast, double-spacing doubles the height of
each line.

Chapter 4 Formatting Text and Paragraphs

To adjust the amount of space before or after a paragraph:
1 Place the cursor in the paragraph you want to change, or select several paragraphs.
2 In the Text Inspector, drag the Before Paragraph or After Paragraph slider. You can also
type a specific amount (5 pt, for example) in the text box.
Note: Spacing before a paragraph does not appear if the paragraph is the first one
following a layout break, or if it’s the first paragraph in a text box, shape, or table cell.
Spacing after a paragraph does not appear if it’s the last paragraph before a layout
break. To set spacing around text in boxes, shapes, and table cells, use the Inset
Margin control, described in “Formatting a Text Box or Shape” on page 103.
To adjust the amount of space between characters:
1 Place the cursor in the word you want to change, or select a block of text.
2 In the Text Inspector, drag the Character slider.
Dragging the slider to the left brings the letters closer together; dragging it to the
right moves them farther apart.
To change text color:
1 Select the word or words you want to change.
2 In the Text Inspector, click the color well.
3 In the Colors window, select a color. To read about using the Colors window, see
“Using Color and Image Fills” on page 145.
Changes made to text color in the Text Inspector will override text color changes
made in the Font panel, and vice versa. (To read about the Font panel, see “Using the
Font Panel to Format Text” on page 80.)

Using the Format Menu to Align Text
To adjust horizontal text alignment in the main document body, you can use the Text
submenu of the Format menu. If you want to adjust the spacing between individual
characters or lines, or if you want to align text vertically within a text box, shape, or
table cell, you must use the Text Inspector. The Text Inspector is also useful if you must
frequently change text alignment and spacing, because you can keep it open on your
screen as you work.
To align body text left, center, right, or justified:
m Choose Format > Text > [Align Left, Center, Align Right, Justify].

Chapter 4 Formatting Text and Paragraphs

Â Align Left: Begins each line of text against the left margin of a page or column, or
the left edge of an object
Â Center: Sets the center of each line of text at the center of a page, column, or
object
Â Align Right: Sets each line of text against the right margin of a page or column, or
the right edge of an object
Â Justify: Spaces characters in each line so that the lines reach both the left and right
margins of a page or column, or edges of an object
If you want to indent the first line of text in a paragraph, or learn how to undo
paragraph indenting, see “Setting Paragraph Indents” on page 95.

Setting Tab Stops to Align Text
If you want to add, delete, or change tab stops in the document body, or inside a fixed
text box, table cell, or shape, you can do this by using the Tabs pane of the Text
Inspector, or by manipulating the tab icons directly on the rulers. It may be quicker to
format a few tab stops by using the rulers, but if you want to create many precisely
placed tabs, the Text Inspector makes it easy. Both of these methods are described
below.
Note: Don’t use these instructions to set tab stops in an ordered list (outline). To learn
how you can modify the indentation levels for lists, see “Creating Bulleted or
Numbered Lists and Outlines” on page 96.

Setting Tab Stops Using the Rulers
Some text styles have default tabs already set. You can see the tab icons on the
horizontal ruler when you click View in the toolbar and choose Show Rulers (or
choose View > Show Rulers) and select some text on a page.

Chapter 4 Formatting Text and Paragraphs

Left tab
Center tab
Right tab
Decimal tab
Blue tab icons appear on
the horizontal ruler when
you select tabbed text
on a page.

You can place tab stops where you want them in the document body or in text boxes.
To set a new tab stop:
m Click the horizontal ruler where you want to set the tab stop.
To change the tabs:
1 Select the text you want to adjust.
2 On the horizontal ruler, drag the blue tab icons to change the location of the tab
stops.
To change a tab to a different type:
m Control-click the tab icon and choose an option from the shortcut menu. Or doubleclick the tab icon in the ruler repeatedly until the type of tab you want appears.
Choose from among
these tab types.

Here is a description of what each tab type does:
Â Left Tab: Aligns the left side of text with the tab stop
Â Center Tab: Places the center of text at the tab stop
Â Right Tab: Aligns the right side of text with the tab stop
Â Decimal Tab: For numbers, aligns the decimal point with the tab stop (You can set
a different text character to serve as the decimal tab character; see “Setting Tab
Stops Using the Text Inspector” below.)
To delete a tab from the ruler:
m Drag it off the ruler.

Chapter 4 Formatting Text and Paragraphs

Setting Tab Stops Using the Text Inspector
Every document has built-in tab stops, usually spaced half an inch apart across the
page. In the Tabs pane of the Text Inspector, you can change the default tab spacing
or the decimal tab character for the entire document. You can also set additional tab
stops in any paragraph, or add a leader line, so that when you press the Tab key, a
dashed or dotted line extends across the tabbed distance. This is useful, for example,
for inserting dashed lines between a chapter title and its page number in a table of
contents.
To open the Tabs pane of the Text Inspector:
1 Choose View > Show Inspector (or click Inspector in the toolbar).
2 Click the Text Inspector button, and then click Tabs.
Set how far you want the
first line of each
paragraph to indent.
If you want to indent a
paragraph relative to the
page margins, specify
how far to indent it.
Set the default distance
between tabs.
Type a new character to
change the decimal tab
character.
For a tab stop selected in
the Tab Stops column,
select how you want the
text to align.
Choose a leader line for
any tab stop selected in
the Tab Stops column.
Add or remove tab stops
from the column.

Chapter 4 Formatting Text and Paragraphs

To change how far apart tabs are by default:
m In the Tabs pane of the Text Inspector, type a value in the Default Tabs field.
To create new tab stops:
1 Place the insertion point in the paragraph (or on the first line) where you want to set
the tab stops.
2 Click the Add (+) button in the bottom-left corner of the Tabs pane of the Text
Inspector. A tab stop setting appears in the Tab Stops column.
3 To change tab spacing, double-click the tab stop in the column and type a new value.
4 With the tab stop selected, select how you want text to align at the tab stop (Left,
Center, Right, or Decimal Alignment).
5 If you want to add a dashed or dotted line to the tab, choose a line style (or choose
None) from the Leader pop-up menu.
To use a different decimal tab character for the document:
m Type a new character in the Decimal Tab Character field.
To delete a tab stop:
m Select it in the Tab Stops column, and click the Delete (-) button.

Setting Paragraph Indents
Paragraphs can be formatted so that the first line is indented (or overhangs) as far as
you want. You can do this in the Tabs pane of the Text Inspector.
To set the first line indent (or overhang) for a paragraph:
1 Select the paragraph or paragraphs you want to change.
2 In the Tabs pane of the Text Inspector, type values in the First Line and Left fields
under Paragraph Indents. If you want the first line to be indented relative to the
second line of text, the First Line value should be higher than the value in the Left
field. If you want the first line to overhang the left side of the paragraph margin, the
value in the First Line field should be lower than the value in the Left field.
You can set off a paragraph by assigning it different indents than the rest of the
document. This is useful, for example, when including a long quote in your text. You
can do this by setting paragraph indents in the Tabs pane of the Text Inspector, or by
dragging the margin icons in the document ruler.

Chapter 4 Formatting Text and Paragraphs

To set paragraph indents using the Tabs pane of the Text Inspector:
1 Select the paragraph or paragraphs you want to change.
2 Enter a value in the Left field under Paragraph Indents.
3 Enter a value in the Right field under Paragraph Indents.
To change paragraph indents using the rulers:
1 Click View in the toolbar and choose Show Rulers (or choose View > Show Rulers).
2 To change the right indent, drag the right indent icon (downward blue triangle on the
right side of the horizontal ruler) to the position where you want the right edge of the
paragraph to end.
Left indent

First line indent

Right indent

3 To change the left indent, drag the left indent icon (downward blue triangle on the
left side of the ruler) to where you want the left edge of the paragraph to begin.
To change the left margin independently from the left indent, hold down the Option
key as you drag.
4 To change the first line indent, drag the first line indent (blue rectangle) to where you
want the first line to start.
Â If you want the first line to remain flush with the left margin, make sure the
rectangle aligns with the left indent icon.
Â If you want to create a hanging indent, drag the rectangle to the left of the left
indent icon.

Creating Bulleted or Numbered Lists and Outlines
Pages provides pre-formatted bullet and numbering styles for creating simple or
ordered lists (outlines).

Creating Bulleted or Numbered Lists
Bulleted and numbered lists are simple lists without nested hierarchies of information
like you would see in an outline.

Chapter 4 Formatting Text and Paragraphs

To create a bulleted or numbered list:
1 Place the cursor in the first line where you want to begin typing list text.
2 Click List in the toolbar, and then choose the list style that you want to use.
You can also choose a list style in the Styles drawer. Click View in the toolbar and
choose Show Styles Drawer (or choose View > Show Styles Drawer), and then select
the list style you want. (If you don’t see list styles in the Styles drawer, click the button
in the lower-right corner of the drawer to make them appear.)
Select a list style to apply
it to selected text.
Click to make list styles
appear in the Styles
drawer.

Each template may have different list styles. Most templates provide at least the
following list styles for simple bulleted or numbered lists:
Â Bullet: Provides basic, round bullets
Â Numbered List: Uses Arabic numerals
3 Type your text, pressing Return wherever you want to begin a new bulleted (or
numbered) line.
4 To include subtext under a bulleted or numbered point, press Shift-Return (called a
line break) to start the next line without bulleting or numbering it. Press Return again
at the end of the line to return to a new bulleted or numbered line.
5 When you are finished typing your list, click List in the toolbar and choose None, or
click None in the Styles drawer.
You can create your own list styles using other text or image bullets provided by
Pages, or using your own image as a bullet. Numbered lists can also have varied
numbering styles, or use letters instead. To learn about modifying or creating your
own list style, see “Modifying and Creating New List Styles” on page 117.

Creating Ordered Lists (Outlines)
Some list styles are formatted to create ordered lists (or outlines). For example, the
Harvard list style provides different numbering styles for each indent level in your list,
allowing you to create a hierarchy of information.

Chapter 4 Formatting Text and Paragraphs

To create ordered lists (outlines), use the Harvard or Legal list styles.
To create an outline:
1 Place the cursor in the first line where you want to begin typing list text.
2 Click List in the toolbar, and then choose Harvard or Legal. You can also click View in
the toolbar and choose Show Styles Drawer (or choose View > Show Styles Drawer)
and select a style. (If you don’t see list styles in the Styles drawer, click the button in
the bottom-right corner of the Styles drawer. For more information, see “Modifying
and Creating New List Styles” on page 117.)
3 To indent text to the next list indentation level, click the right Indent Level arrow
button in the List pane of the Text Inspector (or choose Format > Text > Increase List
Indent Level).
4 To return to the previous list indent level, click the left Indent Level arrow in the List
pane of the Text Inspector (or choose Format > Text > Decrease List Indent Level).
Note: To quickly indent selected text to a higher or lower indent level, you can use
keyboard shortcuts:
Â Command-right bracket (]): Increases the indent level of selected text
Â Command-left bracket ([): Decreases the indent level of selected text
You can also add the following buttons to the Pages toolbar (see “The Toolbar” on
page 30):
Â Increase: Increases the indent level of selected text
Â Decrease: Decreases the indent level of selected text
You can also click and hold a number, and then drag to the right, to the left, down
and to the right, or down and to the left.
5 To include subtext under an outline point, press Shift-Return to start the next line
without numbering it. Press Return again at the end of the line to start a new
numbered line.

Chapter 4 Formatting Text and Paragraphs

Note: If you type regular body text paragraphs between outline points, or add or
delete text between outline points, and the numbering gets lost, select the text with
incorrect numbering, and then select “Continue from previous” in the Tabs pane of the
Text Inspector to make the numbering flow continuously. If you need discontinuous
numbering, select “Start at” and type the number where you want the numbering to
begin, and then press Return. For more information, see “Modifying and Creating New
List Styles” on page 117.
6 To return to regular paragraph text at the end of your list, click List in the toolbar and
choose None, or select None in the Styles drawer. If the text insertion point is
indented, press Command-left bracket ([) to return to indent level 1, where you can
begin typing the regular paragraph text.

Creating Callouts, Sidebars, and Highlighted Text
Callouts and sidebars are used to make text stand out from the main body of text in a
document. Pages offers at least three simple ways to create highlighted text:
Â Adding text to text boxes
Â Adding a background (or fill color) to paragraphs
Â Typing text in shapes
You can also use table cells to hold callouts. To read about working with tables, see
Chapter 8, “Creating Tables.”

Adding Text Boxes
You can add text boxes to create rectangular blocks of text anywhere on your page.
You can format text inside a text box as you would any other text—changing colors,
adding shadows, applying styles, and so on.
Text boxes are created as “fixed” text boxes, which means they are anchored to a
position on the page. Body text on the page will flow around them.
To add a fixed text box:
1 Click anywhere outside the text areas of your document so that the insertion point is
not visible.
2 Click Objects in the toolbar, and then choose Text (or choose Insert > Text). A text box
appears on the page.

Chapter 4 Formatting Text and Paragraphs

3 Press Command-Return to select the text box, and then drag it to position it where
you want on the page.
4 Click inside the text box to place the insertion point and type to enter text. The text
box does not grow automatically if you enter too much text.
5 Drag the selection handles to resize the text box and reveal any hidden text. (Or you
can create linked text boxes so that the overflow text flows continuously into another
text box. To read about linked text boxes, see “Linking Text Boxes,” next.)
Note: To lock the text box to the page so it doesn’t accidentally get moved as you
work, choose Arrange > Lock.
When you click away from a text box, it’s still there, even though you can’t see it. You
can click where it was added to view it, or click View in the toolbar and choose Show
Layout.
To learn about changing the spacing between the text and the inside of the text box
and about changing the look of a text box, see “Formatting a Text Box or Shape” on
page 103.
To create a text box with text copied from your document:
1 Select the text you want, and then choose Edit > Copy.
2 Click anywhere outside the text areas of the document, and then choose Edit > Paste.
A text box is created, which you can format the way you want.

Linking Text Boxes
If the text you type doesn’t fit in a fixed text box, you can create a linked text box so
that the text flows from one text box to another. Whenever you edit or format the text
in the first text box, the linked text box is also affected. Linked text boxes can be
positioned separate from each other in the document.
To make a linked text box:
1 Create a fixed text box as described above (see “To add a fixed text box:” on page 99).
2 Position and resize the text box as you want, and then type text in it.
When the text box is too full, press Command-Return to select it. A clipping indicator
appears at the bottom of the text box, indicating that the text extends beyond the
bottom of the box.

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An open blue square on
the left indicates there are
no text boxes linked before
this one.
An open blue square on
the right indicates there
are no text boxes linked
after this one. Click it to
create a linked text box.

A clipping indicator shows
the text extends beyond the
text box.

3 Click the blue square on the right side of the box to create a linked text box.
The new text box has a solid blue square on its left side. This indicates that this text
box is linked to a previous one.
A filled blue square on
the right indicates this
text box is linked before
another one.
An open blue square
indicates this text box is
the last in this series.
A filled blue square on the
left indicates this text box is
linked to a previous one.

4 Drag the text boxes to reposition them. The flow of the text inside the boxes always
follows the order in which the boxes were created, regardless of where you position
them in the document.
To move linked text boxes:
1 Select all of them, then choose Edit > Copy.

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2 Select the destination point and choose Edit > Paste.
Note: If you copy and paste a single linked box, you will create a single unlinked text
box, identical to the one you copied.
To select only the text in all the linked text boxes:
m Select text in the first box, and then press Command-A.

Setting Paragraph Fill Colors
For some designs, it may be easier to highlight text by placing a paragraph fill color
behind the text. When you place a paragraph fill color behind text, the color extends
between the layout margins and moves with the text.
To place a paragraph fill color behind text:
1 Select the paragraph or paragraphs to which you want to add the fill color.
2 Click Inspector in the toolbar (or choose View > Show Inspector), click the Text
Inspector button, and then click More.
3 In the More pane of the Text Inspector, select the Paragraph Fill checkbox to place a
fill color behind the text.
Select a fill color.
Select to place a fill
color behind text.

4 Click the Fill color well and select a color in the Colors window (for information about
the Colors window, see “Using Color and Image Fills” on page 145).

Putting Text Inside a Shape
If you want to create callouts or sidebars that are not rectangular, you can place text
inside a shape. All shapes, except lines, can contain text.
To add text to a shape:
1 Place a shape where you want it on the page. (To learn about adding shapes, see
“Adding Shapes, Tables, and Charts” on page 125.)
2 Double-click the shape and type the text you want. If the text extends beyond the
border of the shape, a clipping indicator appears.

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The clipping indicator shows
the text extends beyond the
borders of a shape.

3 To resize the shape, select it and drag the selection handles. (If the insertion point is
inside the shape, press Command-Return to get out of text editing mode and select
the shape.)
You can format the text within a shape, but you cannot link shapes.
You can rotate a shape while keeping its text horizontal. Instructions are on page 134.
To add text to a shape that’s part of a group:
m Double-click in the text area of any shape in the group. If you resize the group,
everything resizes except for the text. Of course, you can still select text and change
its font size.
See “Grouping and Locking Fixed Objects” on page 135 for details about grouping
objects.

Formatting a Text Box or Shape
Use the Graphic Inspector to format borders, shadows, and opacity for text boxes or
shapes. For more information about setting object properties, see Chapter 7,
“Changing Object Properties.”
Use the Wrap Inspector to set how you want the text on the page to wrap around a
text box or shape. For more information about setting text wrapping around an
object, see “Wrapping Text Around an Object” on page 136.
You can create columns in a text box or rectangle by selecting the text box or
rectangle and choosing the number of columns you want, just as you would add
columns to the document body. For more information about creating and formatting
columns, see “Creating Columns” on page 62. You can also place shapes, images, and
charts inside text boxes and shapes, and you can add tables inside text boxes. Objects
added inside text boxes and shapes can only be added as inline objects. To read
about adding inline objects, see “Working With Graphics” on page 123.

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You can change the amount of space between text and the inside border of the text
box, shape, or table cell. This measurement is called the inset margin. The amount of
space you specify is applied equally around the text on all sides.
To set the spacing between text and the inside of a text box, shape, or table cell:
1 Select the text box, shape, or table cell. (If the insertion point is inside the object,
Command-Return to get out of text editing mode and select the object.)
2 Click Inspector in the toolbar (or choose View > Show Inspector), click the Text
Inspector button, and then click Text.
3 In the Text pane of the Text Inspector, drag the Inset Margin slider to the right to
increase the space between text and the inside border of the object, or type a
number in the Inset Margin box and press Return. You can also click the arrows to
increase and decrease space.
Specify how much space
there is around text inside a
text box, shape, or table cell.

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Working With Styles

This chapter explains how to apply paragraph,
character, and list styles to quickly and consistently
change the appearance of text. It also describes
how to modify existing styles, or create your own.
As you write and format your document, you may want to create different looks for
different types of text and paragraphs and use them consistently throughout your
document. For example, you may want to have all top-level headings use the same
font, color, and line spacing, or you may want all callout text or photo captions to
have the same look. Applying consistent styles is also important if you’re creating a
table of contents (to learn more about creating a table of contents, see “Using a Table
of Contents” on page 76).
The simplest way to make sure that text is consistently formatted is to apply styles.
Templates include a variety of styles that are suited to the type of document you are
working in. The style names, such as “Heading,” “Body,” or “Caption,” suggest where
the style should be used. If you are using a template, you can apply the preset styles
where you need them.
When you import a document from Microsoft Word, any styles it contains are
imported into the Pages document and can then be used like any other styles created
within Pages.

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About Paragraph, Character, and List Styles
Pages provides three different kinds of preformatted styles that you can apply to
text for different purposes.
Â Paragraph styles: These styles can be applied only to entire paragraphs (chunks of
text that end with a carriage return), not to individual words within paragraphs.
These include styles for headings, body text, callouts, captions, headers, and
footers. Paragraph styles can include specifications for font, size, text color,
character and line spacing, text shadow, background color, indentation and
margins, tab settings, and more. If you want to create a table of contents for your
document, you need to use paragraph styles when creating headings in your
document. Most documents will use a greater variety of paragraph styles than
character or list styles.
Â Character styles: You can apply a character style to any group of characters,
including individual words or groups of words, or letters within a paragraph.
Common examples of character styles are different colors or font sizes used to
emphasize individual words or phrases. Character styles can be applied to text
within a paragraph without changing its paragraph style.
Â List styles: When you want to create simple lists or an outline, you can apply list
styles to your text. List styles automatically format your text with bullets or
numbering, depending on which kind of list style you choose. You can also indent
paragraphs as a block by changing their list indent level (see “Creating Bulleted or
Numbered Lists and Outlines” on page 96). Some list styles are very basic, for
simple lists; others, such as Harvard and Legal, allow you to create outlines.
All three of these style types can be seen in the Styles drawer. For more information
about the Styles drawer, see “The Styles Drawer” on page 27.

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Applying Styles
The easiest way to apply paragraph, list, and character styles is to use the Styles
drawer.
You can also use buttons in the toolbar:
Â To apply list styles, click the List button.
Â You can add the Character button to the toolbar so that you can add or change
character styles from the toolbar. To learn about customizing the toolbar, see “The
Toolbar” on page 30.
To apply a style to a paragraph:
m Select the paragraph or paragraphs you want to change, or select an entire text box
or shape that contains text. Then do one of the following:
Â Click the Style button in the toolbar and choose the style you want to apply.
Â Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer. In the Styles drawer, select the style you
want to apply.

In the Styles drawer,
select the style you
want to apply.

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To apply a character style:
1 Select the word or words you want to change.
2 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer.
3 In the Styles drawer, select the character style you want to apply. If you don’t see
character styles, click the button in the bottom-right corner.
Click to show list styles.
Click to show
character styles.

To apply a list style:
1 Place the cursor wherever you want to begin typing your list, and then do one of the
following:
Â Click the List button in the toolbar and choose the style you want to apply.
Â Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer. In the Styles drawer, select the list style
you want to apply. If you don’t see the list styles, click the button in the bottomright corner.
2 Type your list, pressing Return to begin each new bulleted or numbered point.

Importing Styles From Another Pages Document
You can import styles that have already been defined in another Pages document
without importing the document’s content.
To import styles:
1 Choose Format > Import Styles.
2 Select the document that contains the styles you want to import, and click Open.
3 Select the styles you want to import in the dialog. Hold down the Command key as
you click the style names to select multiple styles, or click Select All.

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4 To replace styles in your document that have the same name as the styles you are
importing, select the “Replace duplicates” checkbox. Note that replacing a style will
affect any text that uses this style, even text within locked objects.
If an imported style has the same name as a style in the open document and you do
not select the “Replace duplicates” checkbox, a number is appended to the name of
the imported style. For example, if you copy a style called “Body” to a document that
already contains a “Body” style, the imported style will be named “Body 2.”
5 Click OK.
Imported styles will be available in the Style pop-up menu in the toolbar and in the
Styles drawer of your document.

Understanding Style Overrides
When you make changes to individual text attributes—for example, using the Font
command in the Format menu to apply italics to a paragraph of text formatted with
Body style—without selecting a new style, you have created a style override. That is,
the text remains formatted in its original style (Body), but you have applied changes
(italics) on top of the default style attributes. When you select text to which you have
applied style overrides, the arrow next to the style name in the Styles drawer is red.
(The arrow next to a paragraph style name also appears red if you have selected text
with a character or list style applied.)
When the arrow next to a style
name is red, it means that you
have applied changes to this
style in the selected text.

Overrides can occur when you change the font, typeface, size, or color of text, or
apply the text formatting options in the Text submenu of the Format menu, in the
Font panel, or in the Text Inspector.
If you apply style overrides to some text and then change your mind, you can easily
return the text to the default attributes of the paragraph style.

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To remove style overrides:
1 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer.
2 Select the text you want to change.
3 In the Styles drawer, click the arrow to the right of the selected style and choose
Revert to Original Style (or double-click the style name). The selected text takes on the
default attributes of the selected style.

Finding and Replacing Styles
If you want to change the look of your document by changing all instances of a style
to a different one, you can find and replace the style throughout the document
without searching for specific text.
To find and replace a style:
1 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer.
2 In the Styles drawer, rest the pointer over the name of the style that you want to
replace and click the arrow to the right of its name.
3 Choose Select All Uses of [style name]. All instances of the style are selected
throughout the document.
4 Select the name of the style to which you want to change the selected text.
You can also copy the paragraph or character style of selected text and apply it to
different text in the same document by pasting it.
To copy and paste a paragraph or character style:
1 Place the insertion point in a paragraph or word whose style you want to copy, and
then choose Format > Copy Paragraph Style or Copy Character Style.
2 Place the insertion point in a paragraph or word you want to modify, and then choose
Format > Paste Paragraph Style or Paste Character Style.
The text takes on the new style, but its content is not altered.
If you frequently copy and paste styles, you can add the Copy Style and Paste Style
buttons to the toolbar. To learn about customizing the toolbar, see “The Toolbar” on
page 30.

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Modifying and Creating New Paragraph Styles
A paragraph is any block of text followed by a Return character. For these blocks of
text—including headings, body text, footers, callout text, and so on—you can define
the appearance, tab spacing, margins, background color, page breaks, and more.
If you don’t find a paragraph style with exactly the look you want in the Pages
templates, you can modify an existing style, or create a new style.
To modify a paragraph style:
1 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer. Select the paragraph style that most closely
matches the style you want to design, or select Free Form.
2 Type some text and format it to look the way you want. (For information about
formatting the look of text, see “Formatting Text Size and Appearance” on page 79.)
3 Set the text alignment, character and line spacing, and the spacing before and after
the paragraph in the Text pane of the Text Inspector. (For more information, see
“Setting Text Alignment, Spacing, and Color” on page 88.)
4 If the paragraph style requires special tab stops, set them in the Tabs pane of the Text
Inspector. (For more information, see “Setting Tab Stops to Align Text” on page 92.)
5 If you want the paragraph style to be indented relative to the page margins, set the
paragraph indents in the Tabs pane of the Text Inspector.
Set the first line indent.

Set the right indent for
the paragraph.
Set the left indent for
the paragraph.

6 Click More in the Text Inspector to select more formatting options, as described
below:

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Choose a paragraph style
to follow the current one
when you press Return.
Select options to determine
how the paragraph breaks
across pages.
Choose a language for the
spelling dictionary to use.
Remove automatic
hyphenation or ligatures,
if they are selected for
the document.
Set the text above or
below the surrounding
text.
Add a background
color to the paragraph.

Â Following Paragraph Style: If you want a particular paragraph style to always
follow the current style when you press the Return key, choose the style from the
pop-up menu. For example, you might create a photo caption style that should
always be followed by a byline style.
Â Pagination & Break: Select how the paragraph can break across pages. You can
specify that lines of this paragraph should always stay together on the same page,
should stay with the following paragraph, or can only appear at the top of a page.
The last two of these are particularly useful for heading styles. Select the checkbox
labeled “Prevent widow & orphan lines” to prevent leaving individual lines on the
following or previous pages.
Â Language: Choose a language from the pop-up menu to specify the language used
to spell-check this paragraph. If your document will include quotes or sections in
another language, you can specify a language for the spelling dictionary used in
those paragraphs. The spelling dictionary determines how words are spelled and
hyphenated.

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Â Remove hyphenation for paragraph: Select the checkbox if you want to turn off
automatic hyphenation for this paragraph style in a document that has automatic
hyphenation turned on. (To turn it on for the document, use the Document
Inspector. See page 59.)
Â Remove ligatures: A ligature is a stylish flourish between letters or at the end or
beginning of lines. Ligatures are used by some fonts to combine two or more text
characters into one glyph. Select the checkbox if you don’t want to use ligatures in a
selected paragraph that has ligatures turned on. (To turn it on for the document,
use the Document Inspector. See page 59. If any text is selected when you remove
ligatures, it will be applied to the selected text as a style override, unless you
complete step 7, below.)
Â Baseline Shift: A negative number places the text lower than the surrounding text.
A positive number places the text higher than the surrounding text. Enter a number
in the field. (If any text is selected when you set the baseline shift, it will be applied
to the selected text as a style override, unless you complete step 7, below.)
Â Paragraph Fill: Select the checkbox and click the color well to make a color
background appear behind the paragraph. For example, you can create a heading
style that presents white text against a dark background. The color extends from the
left paragraph margin to the right.
7 In the Styles drawer, click the arrow to the right of the paragraph style name, and
choose one of the following:
Â Redefine Style From Selection: Redefines the existing paragraph style for the
whole document.
If you choose this, your formatting changes will apply to all other instances of this
style throughout the document. (But any character styles that have been applied
will not be affected.)
Â Create New Paragraph Style From Selection: This doesn’t alter the existing style,
but creates a new style based on the formatting choices you’ve made in the
previous steps.
If you select this, type a name for the new style, and then click OK.

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To create a new paragraph style from scratch:
1 Select a paragraph of text.
2 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer. In the Styles drawer, select Free Form at the
top of the Paragraph Styles list.
3 Format the selected paragraph text so that it looks the way you want. (To learn about
formatting text, see Chapter 4, “Formatting Text and Paragraphs.”)
4 Press and hold the Add (+) button at the bottom of the Styles drawer and choose
Create New Paragraph Style From Selection.

Press and hold to
create a style.

5 Type a name for the new style in the dialog that appears.
6 If you don’t want to apply the new style to the selected text, deselect the checkbox
labeled “Apply this new style on creation.”
7 Click OK.
Styles you modify or create are available only in the document you’re working in.
However, they can be imported into other documents or templates. To learn how, see
“Importing Styles From Another Pages Document” on page 108

Modifying and Creating New Character Styles
Character styles are formatting attributes that are applied to a set of text characters
(such as a word or a group of words or letters) without changing the style of the
entire paragraph. Character styles define the look of the text, including font, size,
color, character spacing, ligature usage, baseline shift, and language. If you can’t find a
character style that meets your needs, you can modify one of the existing character
styles or create a new one.
To modify a character style:
1 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer, and select the character style that most
closely matches the style you want to design, or select None.

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If character styles are not visible in the Styles drawer, click the button with the
underlined character in the bottom-right corner of the drawer.
Click to show list styles.
Click to show
character styles.

2 Type some text and then apply some attributes:
Â Select a font typeface and size. For more information, see “Using the Font Panel to
Format Text” on page 80.
Â Set the text color. For information about changing the color of text, see page 91.
Â Set the character spacing. For more information about setting character spacing, see
“Setting Text Alignment, Spacing, and Color” on page 88.
Â Set the baseline shift, ligature, and language in the More pane of the Text Inspector.
For more information, see “Modifying and Creating New Paragraph Styles” on
page 111.
3 In the Styles drawer, click the arrow to the right of the character style name, and
choose one of the following:
Â Redefine Style From Selection: Redefines the existing character style for the whole
document.
If you choose this, your formatting changes will apply to all other instances of this
style throughout the document.
Â Create New Character Style From Selection: This doesn’t alter the existing style,
but creates a new style based on the formatting choices in the previous steps.
If you select this, you can choose which attributes you want to include as part of the
new character style. Click the disclosure triangle below the Name field in the “New
character style” dialog, and then select the attributes you want. Type a name for the
new style, and then click OK.

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Click the disclosure triangle
to show character attributes.
Select the attributes to
include in the new
character style.

Click to select only those
attributes that override the
selected paragraph style.

To create a new character style from scratch:
1 Select some text.
2 Format the selected text so that it looks the way you want. You can set the font, text
size, text color, typeface (such as italic or bold), character spacing, and baseline shift.
(To learn about formatting text, see Chapter 4, “Formatting Text and Paragraphs.”)
3 Press and hold the Add (+) button at the bottom of the Styles drawer and choose
Create New Character Style From Selection from the pop-up menu.
4 Type a name for the new style.
5 If you want to include only some of the attributes you set in the new character style,
click the disclosure triangle below the Name field, and select the attributes you want.
6 If you don’t want to apply the new style to the selected text, deselect the checkbox
labeled “Apply this new style on creation.”
7 Click OK.

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Modifying and Creating New List Styles
List styles are used to create bulleted and numbered lists. You can also create ordered
lists (outlines) by using a tiered numbered list style, such as Harvard or Legal. If you
can’t find a list style that meets your needs, you can modify one of the existing list
styles, or create a new one.
Use the List pane of the Text Inspector to modify or create new list styles. The
Inspector allows you to choose different bullets or numbering styles (for example,
Arabic numerals versus Roman numerals). For bullets, you can choose from a variety
of text symbols or images supplied by Pages, or you can use an image of your own, or
have no visible bullet at all.
To open the List pane of the Text Inspector:
1 Click the Inspector button in the toolbar (or choose View > Show Inspector).
2 Click the Text Inspector button, and then click List.
Click to advance to the
next list indent level.

Choose bullets or
numbering.
Adjust bullet size and
position relative to text.
Adjust bullet indentation
relative to the first
paragraph indent.

Set the text indent level
relative to the bullets.
Select an image for
image bullets.

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To modify a bulleted or numbered list style:
1 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer, and select the bulleted or numbered list
style that best matches the one you want to design. (Make sure the insertion point is
visible on the page so that you can select a list style.)
If the list styles are not visible in the Styles drawer, click the button with the bulleted
list at the bottom of the drawer.
Click to show list styles.

2 Choose one of the following bullet or numbering styles from the Bullets & Numbering
pop-up menu in the List pane of the Text Inspector:
Â No Bullet: Choose this if you don’t want visible bullets, but you want to be able to
specify the amount of indentation for levels in an ordered list.
Â Text Bullet: Choose this to use a text character as the bullet. You can select one
from the list or type your own characters in the text field. Some fonts provide
symbols that can be used as interesting bullets. To use them, open the Character
Palette (choose Format > Font > Show Fonts, then choose Characters from the
Action pop-up menu). Select the bullet symbol in the Text Inspector, and then
double-click the symbol of your choice in the Character Palette. Then press the
Return key.
For text bullets, choose an
available character or type a
character in the text field.

Select a color for the text bullet.

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Â Image Bullet: Choose this to use one of the available image bullets provided by
Pages, and then select one in the list.

For image bullets,
select one from the list.

Â Custom Image: Choose this to use your own image as a bullet. Use the Open dialog
to locate and select the image file you want to use. (To change the image, click
Choose or drag a new image into the well.)
Â Number: Choose this to create a numbered list. You must also choose a numbering
style. You can choose Arabic or Roman numerals, or letters.
For numbered lists,
choose a numbering
style.
Restart numbering, or
continue with previous
numbering.
Adjust number
indentation relative
to page margin.

Â Tiered Numbers: To read about Tiered Numbers, see “To modify a tiered list style
for ordered lists:” on page 120.
3 Format the bullets.
Â To increase or reduce the size of a bullet, type a number in the Size field. Selecting
the “Scale with text” checkbox maintains the image-to-text size ratio of the bullets
even if you later change the font size.
Â To position the bullet symbol higher or lower relative to the text, type a number in
the Align box (or click the arrows).

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Â To set how far the bullets are indented from the margin, type a number in the Bullet
Indent field. A higher number indents the list further to the right.
Â To set how far text is indented from the bullet, type a number in the Text Indent
field. A higher number indents the text further to the right.
4 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer.
Notice that one of the list styles is highlighted. This is the style that has been applied
to the selected text. (If the list styles are not visible, click the button in the bottom of
the Styles drawer.) The triangle to the right of the style name is red, indicating that
you have applied overrides to the style by modifying it.
Click to show list styles.

5 Click the red arrow to the right of the selected style in the Styles drawer and choose
one of the following:
Â Redefine Style From Selection: Redefines the existing list style for the entire
document.
If you choose this, your formatting changes will apply to all other instances of this
style throughout the document.
Â Create New List Style From Selection: This doesn’t alter the existing style, but
creates a new style based on your formatting choices.
If you select this, type a name for the new style, and then click OK.
To modify a tiered list style for ordered lists:
1 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer, and select the ordered list (outline) style
that best matches the one you want to design. (Make sure the insertion point is visible
on the page so that you can select a list style.)

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2 Choose Tiered Numbers from the Bullets & Numbering pop-up menu in the List pane
of the Text Inspector.
Click to advance to the
next list indent level.
Choose Tiered
Numbers to create an
ordered list style.
For each list indent
level, choose a
numbering style.
For each list indent level,
set how far you want to
indent the number and
its associated text.

3 Choose the numbering or lettering style that you want from the second pop-up
menu.
4 Click the right indent level arrow to advance to the second list indent level.
5 Choose the numbering or lettering style that you want for the second list indent level.
6 Repeat steps 4 and 5 until you have set numbering or lettering styles for up to nine
list indent levels.
7 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show
Styles Drawer) to open the Styles drawer.
Notice that one of the list styles is highlighted. This is the style that has been applied
to the selected text. (If the list styles are not visible, click the button in the bottomright of the Styles drawer.) The arrow to the right of the style name is red, indicating
that you have applied overrides to the style by modifying it.
8 Click the red arrow to the right of the list style name, and choose one of the following:
Â Redefine Style From Selection: Redefines the existing list style for the entire
document.
If you choose this, your formatting changes will apply to all other instances of this
style throughout the document.

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Â Create New List Style From Selection: This doesn’t alter the existing style, but
creates a new style based on your formatting choices in the previous steps.
If you choose this, type a name for the new style, and then click OK.
To create a new list style from scratch:
1 Select some text.
2 Click Inspector in the toolbar (or choose View > Show Inspector), click Text to open
the Text Inspector, and then click List to open the List pane.
3 Format the selected list text so that it looks the way you want. You can select a symbol
or image to use as a bullet, and a numbering style. Also, you can set the amount of
indentation for each list indent level, as described above.
To use different bullet or numbering styles for different list indent levels, see the steps
for modifying an ordered list style, above.
4 Click the Add (+) button at the bottom-left of the Styles drawer and choose Create
New List Style From Selection from the pop-up menu.
5 Type a name for the new style.
6 If you don’t want to apply the new style to the selected text, deselect the checkbox
labeled “Apply new style on creation.”
7 Click OK.

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Working With Graphics
and Other Media

This chapter describes basic techniques for adding
and modifying various media in your documents.
There are several types of graphics and other media you can include in Pages
documents, including images (like photographs or PDF files), shapes, tables, and
charts. For documents that will be viewed onscreen, you can also add movies and
sound.

Working With Graphics
Pages accepts all QuickTime-supported formats, including the following graphics file
types:
Â TIFF
Â GIF
Â JPEG
Â PDF
Â PSD
Â EPS
Â PICT
In addition, Pages provides the tools to add basic shapes to your documents, such as
triangles, rectangles, and arrows, as well as versatile tables and charts. Pages also
includes a tool you can use to create your own shapes. For more information about
placing simple shapes, tables, and charts, see “Adding Shapes, Tables, and Charts” on
page 125.

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Fixed Objects Versus Inline Objects
You can place objects in a Pages document so that they’re inline or fixed.

About Inline and Fixed Objects
Inline objects are embedded in the text flow. If you type more text above them,
they are pushed along as the text grows. The selection handles on the top of inline
objects are inactive. You cannot drag these handles to resize the object; you can
only resize it by dragging the active handles.
The top selection
handles are inactive for
inline objects.

A close-up view of
inactive selection handle
(top) and active selection
handle (bottom).

Drag the active selection
handles down or to the
right to resize.

If you are placing a graphic or shape inside another shape, text box, or table cell, it
can only be placed inline with the text. Inline images are automatically resized to fit
within the layout margins of the document. To move an inline object to a different
position within the text, select it and drag it until you see the insertion point appear
where you want to drop it.
Fixed objects are anchored to a position on a page within a document section.
Typing more text on the page does not affect the position of a fixed object, but you
can drag it to reposition it wherever you want, or resize it.
Drag any of the selection
handles to reposition or
resize fixed objects.

You can convert objects from inline to fixed, and vice versa. To learn how, see
“Converting Between Fixed and Inline Objects” on page 127.
Text wraps differently around fixed and inline objects. To learn about text wrapping,
see “Wrapping Text Around an Object” on page 136.

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Adding Fixed and Inline Objects
Whether you are bringing graphics into your Pages document from an external
source, or creating a shape, table, graph, or text box within Pages, you can place the
graphics in one of the two ways described above: fixed on the page or inline with the
text. The sections below describe in detail how to accomplish each of these tasks.

Importing a Graphics or Media File
Imported media files can include images, PDF files, QuickTime movies, or Flash
animations.
To add an imported file inline with the text, do one of the following:
m Press the Command key, and then drag the image from the Finder or Media Browser
to the document window until you see the insertion point at the place where you
want the image to appear. Release the image when you have placed it where you
want it.
m Place the insertion point wherever you want the image to appear, choose Insert >
Choose, select the file, and click Insert.
To add an imported file as a fixed object, do one of the following:
m Drag the file from the Finder or Media Browser to the document and position it where
you want it.
m Click outside the text areas in the document so that no insertion point is visible, and
then choose Insert > Choose. Select the file and click Insert.
Imported images can be resized and rotated to change their appearance on a page.
Images can also be cropped (masked). You can also layer graphics, adjust their opacity,
and add shadows to create interesting visual effects. For more information about
working with graphics, see the relevant sections in this chapter. To learn about
adjusting shadow properties and opacity, see Chapter 7, “Changing Object Properties.”

Adding Shapes, Tables, and Charts
Pages supplies tools to build tables and charts within the document. Pages also lets
you insert and modify predrawn shapes (rectangles, circles, triangles, arrows, and so
on) that you can use as simple graphics in your document. You can also draw and
modify your own custom shapes.

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To add a predrawn shape, table, or chart inline with the text:
1 Place the insertion point wherever you want the object to appear in the text flow.
2 Select the object you want to add:
Â For shapes, click Objects in the toolbar and choose a shape from the Shapes
submenu (or choose Insert > Shape > [shape type]).
Â For tables, click Objects in the toolbar and choose Table (or choose Insert > Table).
Â For charts, click Objects in the toolbar and choose Chart (or choose Insert > Chart),
and then select a chart type in the Chart Inspector.
To place a fixed predrawn shape, table, chart, or text box:
1 Click anywhere outside the text areas of the document so that no insertion point is
visible.
2 Select the object you want to add:
Â For text boxes, click Objects in the toolbar and choose Text (or choose Insert > Text).
Â For shapes, click Objects in the toolbar and choose a shape from the Shapes
submenu (or choose Insert > Shape > [shape type]).
Â For tables, click Objects in the toolbar and choose Table (or choose Insert > Table).
Â For charts, click Objects in the toolbar and choose Chart (or choose Insert > Chart),
and then select a chart type in the Chart Inspector.
3 Drag the object to wherever you want it to appear on the page.
Note: You can also Option-click the Objects button in the toolbar. Release the Option
key, and then choose a shape, Text, Table, or Chart. Drag the crosshair pointer across
the document window to draw the object wherever you want it. This produces a fixed
object.
To create and edit your own shapes:
m See “Adding a Custom Shape” on page 158.
To modify text boxes, tables, charts, and predrawn and custom shapes:
m See Chapter 7, “Changing Object Properties,” to learn about using the Graphics
Inspector to modify the color, opacity, outline, and shadows of text boxes and
predrawn and custom shapes.
m See “Editing Predrawn and Custom Shapes” on page 160 and “Putting Text Inside a
Shape” on page 102 for more instructions pertaining to predrawn and custom shapes.

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m See Chapter 8, “Creating Tables,” to learn about using the Table Inspector to change
the number of rows and columns in a table, and change the table’s design and
formatting.
m See Chapter 9, “Creating Charts,” to learn about using the Chart Data Editor to add
data to a chart and the Chart Inspector to change a chart’s style, axes, labels, and
other attributes.

Converting Between Fixed and Inline Objects
An image that has been imported inline with text can be easily turned into an object
that’s fixed on the page, and vice versa. To convert between fixed and inline objects,
use the Wrap Inspector.
To convert between fixed and inline objects:
1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Wrap Inspector button.
2 Select the object you want to convert in the document, and then do one of the
following:
Â To make the object inline, select “Moves with text” in the Wrap Inspector.
You can also select the object and choose Edit > Cut. Place the insertion point
where you want the object to appear, and then choose Edit > Paste.
Â To make the object fixed, select “Fixed on page” in the Wrap Inspector.
To change the way text wraps around the object, use the wrap controls in the Wrap
Inspector. For more information about text wrapping, see “Wrapping Text Around an
Object” on page 136.

Using PDF Files as Graphics
If you intend to greatly enlarge or reduce a graphic’s dimensions, consider converting
it to a PDF file before bringing it into Pages. PDF files don’t lose their crispness when
they are significantly resized. Other file types may not retain their clarity as well when
they are enlarged or reduced.

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PDF files also provide a great way to move tabular data from Excel or AppleWorks
documents into Pages. If you have extensively formatted tables in Excel or an
AppleWorks spreadsheet that you want to display in your document, you can save the
spreadsheet as a PDF file and then place that PDF file on a page as you would any
other external graphics file.
To convert an Excel or AppleWorks file to a PDF file:
1 In your Excel or AppleWorks spreadsheet, select the table range you want to display in
your document.
2 Choose File > Print.
3 In the Print dialog, choose Save as PDF from the PDF pop-up menu.
4 In the Save dialog, type a name for the PDF file and select a location, then click Save.
To convert a Grab image to a PDF file:
1 Open Grab. It’s in the Applications/Utilities folder.
2 Choose Capture > Selection to select what you want to create an image of.
3 Choose File > Print to save the image as a PDF.

Cropping (Masking) Images
You can crop images without actually changing the image files by masking parts of
them. The mask contains a window that defines the boundaries of the cropped image.
This allows you to import full images but display only part of them within the
document. You can still reposition and resize images that have been masked.
The default mask is a rectangle, which you can resize as required. You can also use a
shape as a mask.
To crop an image using the default (rectangular) mask:
1 Import the file you want to mask. The image can be placed as a fixed object or an
inline object (for more information, see “Fixed Objects Versus Inline Objects” on
page 124).
2 Select the object and choose Format > Mask. A mask appears over the image with a
resizable “window” in the center.

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3 Drag the window to center it over the part of the image you want to feature. Drag its
selection handles to resize it.
Â To constrain the window’s proportions, hold down the Shift key as you drag the
selection handles.
Â To rotate the window, hold down the Command key as you drag the selection
handles. (To learn more about manipulating objects using the selection handles, see
“Selecting, Dragging, and Resizing Objects” on page 133.)

Drag the selection handles
to resize the visible portion
of the image.

4 Double-click the window to make only the masked area visible. The masked image
has a dotted line around its visible borders.

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5 Drag the selection handles to resize or Command-drag to rotate the visible portion of
the image, or drag the entire image to reposition it on the page. Double-click the
visible portion of the image if you want to view the invisible portion of it. The visible
part of the image can also be converted to an inline image by selecting “Moves with
text” in the Wrap Inspector (see “Adding Fixed and Inline Objects” on page 125 for
more information).
Drag the selection
handles to resize or
Command-drag to
rotate the visible
portion of the image.

To crop an image using a predrawn or custom shape as a mask:
1 Import the file you want to mask. The image can be either fixed or inline (for more
information, see “Fixed Objects Versus Inline Objects” on page 124).
2 Add a shape to the document to use for the mask. If the image is inline, the shape
must be, too. If the image is fixed, the shape must also be fixed. “Adding Shapes,
Tables, and Charts” on page 125 tells you how to add both kinds of shapes.
3 Select both the image and the shape.

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4 Choose Format > Mask With Shape.
5 Drag the shape to center it over the part of the image you want to feature. Drag its
selection handles to resize it.
6 Edit the mask as desired. You can resize, rotate, and move the mask. You can also edit
the contour of the mask after double-clicking the edge of the shape. See “Drawing
and Editing Shapes” on page 158 for instructions.
7 Double-click the image or press Return to make the unmasked area invisible.
8 The visible part of the image can also be converted to an inline image by selecting
“Moves with text” in the Wrap Inspector (see “Adding Fixed and Inline Objects” on
page 125 for more information).
To change the portion of a masked image that’s visible:
1 Double-click the masked image.
2 Click the dotted border of the resizable window to select it.
3 Drag the selection handles to resize or Command-drag to rotate the visible portion of
the image, or drag the window to feature a different part of the image.
To unmask an image:
m Select the object, and then choose Format > Unmask. The full image becomes visible
again.
If you frequently mask images, you can add the Mask button to the toolbar to work
more efficiently. To learn about customizing the toolbar, see “The Toolbar” on page 30.

Using the Media Browser
Images in your iPhoto library, music in your iTunes library, and movies in your Movies
folder are easily accessible using the Media Browser. You can drag images, music, and
movies directly from the Media Browser to your document or to an image well in one
of the Inspectors.
To add an image from iPhoto:
1 Click Media in the toolbar (or choose View > Show Media Browser).
2 Choose iPhoto from the Media Browser pop-up menu and select the album you want.

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3 Drag an image thumbnail directly to the Pages document window to place the image
inline with text or fixed on the page. See “Adding Fixed and Inline Objects” on
page 125 for instructions.
Drag a thumbnail to an image well in the Text Inspector or Graphic Inspector to use it
as an image fill or a custom bullet image (see “Using Color and Image Fills” on
page 145 and “Modifying and Creating New List Styles” on page 117 for more
information).
Choose iPhoto, iTunes, or
Movies.
Select the album where
your picture is located.

Drag a thumbnail to the
document window or to
an image well in one of
the Inspectors.

Search for a file by name.

To add music from iTunes:
1 Choose iTunes from the Media Browser pop-up menu, and select the playlist you
want.
2 Drag a sound file to the document window. See “Adding Fixed and Inline Objects” on
page 125.
To add a movie:
1 Choose Movies from the Media Browser pop-up menu.
2 Drag a movie thumbnail directly to the document window. See “Adding Fixed and
Inline Objects” on page 125.

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Note: To see your movies listed in the Movies pane of the Media Browser, you must
place them in the Movies folder in the Finder.

Resizing, Moving, and Layering Text or Graphics Objects
You can work with text and graphics by moving them in front or in back of one
another, and formatting or manipulating them in similar ways.

Selecting, Dragging, and Resizing Objects
Use the selection handles to quickly resize objects. To constrain an object’s
proportions or set precise values for its size and location, use the Metrics Inspector. To
learn about using the Metrics Inspector for precise object manipulation, see
“Changing the Orientation” on page 155, and “Adjusting Size and Position of Objects”
on page 156.
To move a fixed object:
m Click the object to select it (the selection handles appear), and then drag it.
Avoid dragging the object by the selection handles because you may inadvertently
resize the object.
To move an inline object, do one of the following:
Â Click the object to select it, and then drag it until the insertion point appears where
you want the object in the text.
Â Select the object and choose Edit > Cut. Place the insertion point where you want
the object to appear, and then choose Edit > Paste.
To resize an object:
1 Click the object to select it.
If text is selected inside the object, you can select the whole object by pressing
Command-Return.
2 Move the pointer close to a selection handle until it changes to a double-headed
arrow. For inline objects, only the bottom and right or left corner selection handles
can be used to resize it.
3 Drag a selection handle to expand or shrink the object.
Â To resize the object from its center, press the Option key as you drag.

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Â To constrain the object’s proportions as it expands or shrinks, press the Shift key as
you drag.
For more information about resizing and changing the contour of shapes, see
“Drawing and Editing Shapes” on page 158.
To rotate an object:
1 Select the object.
2 Hold down the Command key and move the pointer toward an active selection
handle until it changes to a curved, double-headed arrow.
3 Drag a selection handle to rotate the object.
To rotate a shape but keep its text horizontal:
m After rotating the shape, choose Format > Shape > Reset Bounding Box.
To flip objects horizontally or vertically:
m Select the object, and then choose Arrange > Flip Horizontally or Flip Vertically.
If you frequently flip objects, you can add the Flip Vertical and Flip Horizontal buttons
to the toolbar. To learn about customizing the toolbar, see “The Toolbar” on page 30.
To move a fixed object in front or in back of text or another object on the page:
1 Select the object you want to move.
2 Choose Arrange > Bring Forward or Send Backward.
3 Repeat step 2 until the object is in the desired layer.
4 To move an object to the very top or bottom of the stack, choose Arrange > Bring to
Front or Send to Back.
If you frequently layer objects on the page, you can add the Front, Back, Forward, and
Backward buttons to the toolbar to work more efficiently. To learn about customizing
the toolbar, see “The Toolbar” on page 30.
To select a fixed object that’s behind text:
m Place the pointer outside the text area and drag across the page until the object’s
selection handles appear.
Note: If clicking an object doesn’t select it, or if it has blue selection handles, it’s a
master object. To read about master objects, see “Placing Master Objects” on
page 235.

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To select all objects in a document:
Â To select all the fixed objects in a document (excluding objects on the section
master), click outside the text area and press Command-A.
Â To select all inline objects and text in a text area, place the insertion point in the text
area and press Command-A.

Grouping and Locking Fixed Objects
You can group fixed objects together so that they can be moved, copied, resized, and
oriented as a single object. You can edit text associated with a shape or text object in
a group, but you can’t modify other attributes of individual objects in the group.
You can lock fixed objects to avoid inadvertently moving them as you work. Inline
objects cannot be grouped or locked.
To group objects:
1 Hold down the Command (or Shift) key as you select the objects you want to group
on the page.
Note: Locked objects can’t be grouped.
2 Choose Arrange > Group.
To ungroup a grouped object:
m Select the object and choose Arrange > Ungroup.
Note: A locked group can’t be ungrouped. You must unlock it first.
To lock objects:
1 Hold down the Command (or Shift) key as you select the objects you want to lock.
2 Choose Arrange > Lock.
After you lock individual or grouped objects, you can’t edit them until you unlock
them.
To unlock an object:
m Select the object and choose Arrange > Unlock.
If you frequently group and lock objects on the page, you can add the Group,
Ungroup, Lock, and Unlock buttons to the toolbar. To learn about customizing the
toolbar, see “The Toolbar” on page 30.

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Working With Alpha-Channel Graphics
Alpha-channel graphics contain a transparent area where text or other images can
show through. You can also use alpha channels to create transparency around
irregularly shaped images, so the image does not have a rectangular white area
around it.
This image of a
magnifying glass has an
alpha channel that allows
text to show through the
glass.
The irregular shape of the
image is surrounded by an
alpha channel that allows
text to show through its
containing rectangle.

When you bring an alpha-channel image into Pages, there’s nothing else you have to
do to make the transparency work. Just place it, manipulate it, and move it to the
back or front as you would any other image.
Many PDF, TIFF, and PSD files contain alpha-channel graphics. You can create your own
alpha-channel images using applications such as Adobe Photoshop, Corel Draw,
Adobe Illustrator, and Adobe Acrobat. See the instructions that come with the
application to learn how to create alpha-channel images.

Wrapping Text Around an Object
When you place any object—images, shapes, charts, and so on—fixed or inline with
the text, you can decide how you want the text to wrap around it. You can choose to
make the text hug tightly or loosely around the object, or make the text stay only on
the top and bottom or one side of the object. To set these options, use the Wrap
Inspector.
To open the Wrap Inspector:
m Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Wrap Inspector button.

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Select to place an object
inline with text or fixed
on the page.
The Wrap Inspector
button
Select to make text wrap
around the object using
the buttons below.
Set the transparency
percentage at which text can
be seen through the object.
Set how much space to
leave between the object
and the surrounding text.
Click to make the text
wrap tightly or loosely
around the object.

The settings in the Wrap Inspector affect fixed objects and inline objects differently.
To adjust text wrapping around a fixed object:
1 Select the object.
2 Select the checkbox labeled “Object causes wrap” in the Wrap Inspector.
3 Click a button in the Wrap Inspector to select which side of the object you want the
text to wrap around.

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Text wraps around
the object.
Text wraps only around
right or left side,
depending on which side
has more space.
Text wraps above and
below the object.
Text wraps to right of object.
Text wraps to left of object.

4 To make the text wrap more tightly around an object with an alpha channel, click the
right Text Fit button. To make it wrap more loosely, click the left Text Fit button.
Text wraps around the
rectangular bounds of
an object.

Text wraps around an object with
an alpha channel more tightly.

5 Enter a value in the Extra Space field to specify the minimum space you want to leave
between the object and the surrounding text.
6 If the object has transparent areas (an alpha channel), set the alpha-channel
percentage at which you want the text to appear through the transparency (for an
illustration, see “Working With Alpha-Channel Graphics” on page 136).
To adjust text wrapping around an inline object:
1 Select the object.
2 Select the checkbox labeled “Object causes wrap” in the Wrap Inspector.
3 Click a button in the Wrap Inspector to select how you want the object to be placed
within the text.

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Align object to the left, and
wrap text around the right.
Center object, and wrap
text around both sides.
Object is aligned left
between lines of text.

Object is aligned right
between lines of text.
Object is centered
between lines of text.
Align object to the right,
and wrap text around
the left.

4 To make the text wrap more tightly around an object with an alpha channel, click the
right Text Fit button. To make it wrap more loosely, click the left Text Fit button.
5 Enter a value in the Extra Space field to specify the minimum space you want to leave
between the object and the surrounding text.
6 If the object has transparent areas (an alpha channel), set the alpha-channel
percentage at which you want the text to appear through the transparency (for an
illustration, see “Working With Alpha-Channel Graphics” on page 136).

Including Sound and Movies
You can add sound, movies, and Flash files to your document if it will be viewed
onscreen as an HTML file or a Pages file. The movie or sound file will play when the
viewer double-clicks its icon on a document page.
Pages accepts any QuickTime or iTunes file type, including the following:
Â MOV
Â FLASH
Â MP3
Â MP4

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Â AIFF
Â AAC
Important: To make sure that the movies and other media can be played and viewed
when your document is transferred to another computer, in the Save or Save As
dialog, click Advanced Options, and make sure the checkbox labeled “Copy audio and
movies into document” is selected.
In the QuickTime Inspector, you can set the playback volume for sound and movies in
your document, and specify whether to play media files only once through, or repeat
continuously.
To set media playback preferences:
1 Click Inspector in the toolbar (or choose View > Show Inspector).
2 Click the QuickTime Inspector button.
3 Click the movie to select it, then drag the Volume slider to the right to increase the
playback volume or to the left to decrease it.
4 Choose a repeat option from the Repeat pop-up menu:
Â None: Play only once.
Â Loop: Repeat continuously.
Â Loop Back and Forth: Play backward and forward continuously.
The QuickTime Inspector
button
Select which frame of the
movie displays until it
begins playing.
Set playback repeat options.
Set the playback volume.
Use these controls to view
the movie as you edit your
document.

You can also specify which frame of the movie to display on the page (called the
“poster frame”) until the movie starts playing.

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To set the movie poster frame:
1 Click the movie to select it.
2 In the QuickTime Inspector, drag the Poster Frame slider until the movie displays the
image you want.

Adding Hyperlinks and Bookmarks
Hyperlinks and bookmarks are used in documents that will be viewed onscreen, either
as HTML files or as Pages documents. You can add hyperlinks to jump to another page
or to open an email message or a URL on the Internet. Use bookmarks to mark
passages in the document that you want to refer to as you work.
Use this type of hyperlink

To open

Notes

Webpage

A page in a web browser

Provide the URL of the page
you want to open.

Email Message

A new mail message with the
specified subject and
addressee

Type the address of the email
recipient and a subject line.

Bookmark

Another page in the same
document

Use this feature to navigate
quickly through the document
as you work.

To add hypertext that links to an email message or webpage:
1 Select the text that you want to turn into a hyperlink.
2 Open the Link Inspector, and in the Hyperlink pane, select “Enable as hyperlink.”
3 Type the required information, as shown below.
Â Webpage: Supply the URL that you want to link to when the hyperlink is clicked.
The webpage appears in your default web browser when the link is clicked.

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The Link Inspector button

Type the URL that you want to
link to.
You can edit the hyperlink text
displayed in the document.
Select to disable all hyperlinks so
that you can easily edit them.

Â Email Message: Supply the message subject line and the email address of the
intended recipient. The blank email message appears in your default email
application when the link is clicked.

Type the email address of the
message recipient.
Type the message subject.
You can edit the hyperlink text
displayed in the document.

Pages detects URLs and email addresses automatically as you type, and converts them
into hyperlinks. You can disable this feature if you want to.
To turn off automatic detection of URLs and email addresses as you type:
m Choose Pages > Preferences, click Auto-Correction, and deselect the checkbox labeled
“Automatically detect email and web addresses”.
To add bookmarks to your document:
1 Select the text where you want to create the bookmark.
2 Open the Link Inspector, click Bookmark, and click Add (+).

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Click Name or Page to sort the
bookmark list.
Click a bookmark to jump to it
in the document; double-click it
to edit its name.
Click Add or Delete to add new
bookmarks or delete a
bookmark selected in the list.

To edit and use bookmarks:
1 Click Bookmark in the Link Inspector.
2 Click a bookmark in the list to jump to it in the document.
3 Double-click a bookmark in the list to change its name.
4 Click the Name or Page column header to sort bookmarks by name or page number.
5 Click the Add (+) button to add new bookmarks.
6 Select a bookmark in the list and click the Delete (-) button to delete it.
To add a hyperlink that links to a bookmark:
1 Choose Insert > Hyperlink > Bookmark, or create a bookmark in the Bookmark pane of
the Link Inspector.
2 Open the Hyperlink pane of the Link Inspector.
3 Select the text you want to turn into a hyperlink, and then click the checkbox labeled
“Enable as a hyperlink.”
4 Choose Bookmark from the Link To pop-up menu.

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Choose the bookmark name.
You can edit the hyperlink text
displayed in the document.
Select to disable all hyperlinks so
that you can easily edit them.

5 Choose the bookmark you want to link to from the Name pop-up menu.
To disable hypertext for editing:
m Select the checkbox labeled “Make all hyperlinks inactive” in the Hyperlink pane of the
Link Inspector.

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Changing Object Properties

This chapter describes more advanced features for
enhancing graphics and other objects in your
document.
You can directly manipulate object properties such as color, line style and thickness,
shadow, opacity, and orientation using the Inspectors and the Colors window. You can
adjust the brightness, color, and other properties of images. You can also draw custom
shapes and modify both predrawn and custom shapes. This chapter tells you how.

Using Color and Image Fills
You can create interesting effects with color in Pages. A shape can be filled with solid
color, color gradients, or even with an image, such as a photo or other graphic.
You can also adjust an object’s opacity (transparency). You can even use fill and
opacity effects to modify individual bars or pie wedges in charts.

Selecting Colors
You use the Colors window to select color for text, shapes, backgrounds, and shadows
in Pages.
To open the Colors window:
Â Click Colors in the toolbar (or choose View > Show Colors).
Â Click a color well in one of the Inspectors.

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Click the Search icon and
then click any item on the
screen to match its color.
The color selected in the
color wheel appears in this
box. (The two colors in this
box indicate the opacity is
set to less than 100%)
Use the slider to set
lighter or darker hues in
the color wheel.
Click to select a color in
the color wheel.
Drag the Opacity slider to
the left to make the color
more transparent.
Drag colors from the
color box to store them
in the color palette.

You can use the color wheel in the Colors window to select colors. The color you
select appears in the box at the top of the Colors window. You can save that color for
future use by placing it in the color palette.
To select a color:
1 Click anywhere in the color wheel. The selected color is displayed in the color box at
the top of the Colors window.
2 To make the color lighter or darker, drag the slider on the right side of the Colors
window.
3 To make the color more transparent, drag the Opacity slider to the left or enter a
percentage value in the Opacity field.
To open the color palette:
m Drag the handle at the bottom of the Colors window.

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To save a color in the color palette:
m Drag a color from the color box to the color palette.
To apply the colors you select in the Colors window to an object on the page, you
must place the color in the appropriate color well in an Inspector pane.
To apply a color to an object on the page:
Â Select a color well in one of the Inspectors, and then click a color in the color wheel.
Â Drag a color from the color palette or color box to a color well in one of the
Inspectors.
To match the color of another item on the screen:
1 Click the magnifying glass to the left of the color box in the Colors window.
2 Click the item on the screen whose color you want to match. The color appears in the
color box.
3 Select the item you want to color in the document window, and drag the color from
the color box to the item.

Filling an Object With Color
Objects can be filled with a solid color or a color gradient, in which two colors
gradually blend with each other. To change the color of an object, you use the
Graphic Inspector.

Choose a solid color, a
color gradient, an image,
or a tinted image to fill a
drawn object.

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To open the Graphic Inspector:
m Click Inspector in the toolbar (or chose View > Show Inspector), and then click the
Graphic Inspector button.
To set the solid fill color of an object:
1 On the page, select the object whose color you want to change.
2 In the Graphic Inspector, choose Color Fill from the Fill pop-up menu.
3 Click the color well below the Fill pop-up menu to open the Colors window.
4 Select a color in the Colors window.
To fill an object with a color gradient:
1 On the page, select the object whose color you want to change.
2 In the Graphic Inspector, choose Gradient Fill from the Fill pop-up menu.
3 Click each color well and choose each color in the Colors window.
4 To set a direction for the gradient, use the Angle wheel or field. To flip it horizontally
or vertically, click the Angle arrow buttons.
5 To invert the gradient, click the double-headed arrow next to the color wells.
Click each color well to
select colors.

Flip the gradient
orientation or set its
direction by using the
arrow buttons, the Angle
wheel, or by typing a
value.

Click the double-headed
arrow to invert the
gradient.

Filling an Object With an Image
You can place an image or a tinted image inside of a drawn shape, text box, chart
element, or table cell.
To set an image fill for an object:
1 Select the object in which you want to place an image.

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2 In the Graphic Inspector, choose Image Fill from the Fill pop-up menu, and select an
image.
3 To change the image, click Choose, select the image, and click Open (or drag the
image file from the Finder or Media Browser to the image well in the Graphic
Inspector).
Use the pop-up menu to
set the size of the image
within the object.

To change the image,
drag an image to the
image well.

4 Choose an image scale from the pop-up menu.
Â Scale To Fit resizes the image to fit the object’s dimensions as well as possible. If the
object’s shape is different from the original image’s, parts of the image may not
appear; blank space may also appear around the image.
Â Scale To Fill makes the image appear larger or smaller, sizing it to leave minimum
space around the image, even if the object and image have different shapes.
Â Stretch sizes the image to fit the object’s dimensions but distorts it if the object has
a shape different from the original image.
Â Original Size places the image inside the object without altering its original
dimensions. If the image is larger than the object, you see only a part of the image
in the object. If the image is smaller than the object, there is blank space around it.
Â Tile repeats the image inside the object, if the image is smaller than the object. If
the image is larger than the object, you see only part of the image inside the object.
Scale to Fill

Original Size

Tile (large image)

Scale to Fit

Stretch

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Tile (small image)

Tile (large image)

A tinted image fill places a transparent, colored mask over the fill image.
To set a tinted image fill for an object:
1 Select the object in which you want to place an image.
2 In the Graphic Inspector, choose Tinted Image Fill from the Fill pop-up menu, and
select an image.
3 Click the color well next to the Choose button, and then select a tint color in the
Colors window. Drag the Opacity slider in the Colors window to make the tint darker
or lighter. (If you drag the Opacity slider in the Graphic Inspector, it will change the
opacity of both the tint and the image.)

Click to select a tint color
for the image.

4 Choose the image scale from the pop-up menu, as described above.
5 To change the image, click Choose, select the image, and click Open (or drag the
image file from the Finder or Media Browser to the image well in the Graphic
Inspector).

Adjusting Images
For images, including those you use to fill a shape, you can change the brightness,
contrast, and other settings to improve the quality of the image or to create
interesting effects.
To adjust an image:
1 Select the image.

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2 Click Adjust in the toolbar or choose View > Show Adjust Image to open the Adjust
Image window.
Adjust the lightness.
Adjust the contrast of light
and dark tones.

Change the color intensity.
Introduce more warmth or coolness.
Change the amount of red
or green tones.
Sharpen or soften the focus.
Adjust shadows and highlights.
Understand the relationship
between shadows and highlights.
Change the levels of dark
and light tones.

Restore original settings.
Enhance colors automatically.

3 Use the controls to make the following adjustments.
Â Use the Brightness slider to adjust the lightness of the image.
Â Use the Contrast slider to adjust the contrast of light and dark tones. You can make
shadows darker, sharpen the edges of objects, and make colors stand out more. If
you increase the contrast of a photo a lot, it looks more like an illustration.
Â Use the Saturation slider to change the color intensity.
Â Use the Temperature slider to introduce more warmth (more orange tones) or
coldness (more blue tones).
Â Use the Tint slider to change the amount of red or green tones in the image.
Â Use the Sharpness slider to sharpen or soften the image’s focus.

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Â Use the Exposure slider to adjust shadows and highlights.
Â Use the histogram to understand the relationship between shadows (depicted on
the left side of the display) and highlights (depicted on the right side) in your image.
Â Use the Levels slider to change the levels of light and dark tones.
Â Click the Auto Levels button to have Pages enhance colors automatically.
4 To restore the original settings, click Reset Image.
To save any changes you made, save the document. The settings at the time you save
the document are visible anytime you open the Adjust Image window.

Changing Line Style
For drawn objects (shapes), chart elements, and table cells, you can choose a style and
color for the object’s border, or you can specify no border. You can also put a border
around imported images. You set border line style and color using the Graphic
Inspector and the Colors window.
To set the line style and color of an object’s border:
1 Select the object that you want to modify.
2 In the Graphic Inspector, choose a line style (or None) from the Stroke pop-up menu.
For tables, only a solid line or None is available.
Click the color well to choose
a line color.
Enter the line thickness in
this field.
Choose line endpoints from
these pop-up menus.
Choose a solid line,
dotted line, dashed line,
or no line.

3 To change the line thickness, type a value in the Stroke size field (or click the arrows).
4 To change the line color, click the color well and select a color.
5 To give the line endpoints, such as arrowheads or circles, choose left and right
endpoints from the pop-up menus.

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Note: The Insert menu and the Shapes pop-up menu (in the toolbar) include lines
with arrowheads.
You can set the position of lines and objects in the Metrics Inspector. See “Adjusting
Size and Position of Objects” on page 156.

Adding Shadows
Shadows give your page an appearance of depth. An object’s shadow appears on any
object behind it. You can create a variety of shadow effects, or remove the shadow
from an object.
Select the checkbox to
add a shadow to a
selected object.
Change the angle of the
shadow with the Angle
wheel.
Offset, Blur, and Opacity
values can change the
look of the shadow.
Change the shadow color
in the color well.

To create or remove a shadow for an object:
1 Select the object you want to modify.
2 In the Graphic Inspector, select the Shadow checkbox to add a shadow to the object.
Deselect the Shadow checkbox to make the shadow go away.
3 Set the angle for the shadow using the Angle wheel.
4 Adjust the shadow offset by typing a number in the Offset box.
A high shadow offset value makes an object’s shadow appear longer and slightly
separated from the object.
5 Set the shadow blur by typing a number in the Blur box.
A high blur value makes the object’s shadow appear more diffuse; a low value gives
the shadow more sharply defined edges.

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6 Set the shadow opacity by typing a number in the Opacity box. (Shadow opacity is
separate from object opacity, which is set using the Opacity slider at the bottom of
the Graphic Inspector.)
7 To change the color for the shadow, click the color well and select a color.
This object has the default
shadow properties.
This object has a different
shadow color.
This object’s shadow has
a high offset value.
This object’s shadow has
the lowest blur factor.
This object’s shadow has
a high blur factor.
This object’s shadow is set
to a different angle.

Adjusting Opacity
You can create interesting effects by making objects more opaque or less opaque.
When you put a low-opacity object on top of another object, for example, the bottom
object shows through the top object. Depending on how high or low you set the
opacity, the objects below can be highly visible, partly obscured, or completely
blocked from view (at 100-percent opacity). You can change opacity settings for any
visual object on the page, including drawn shapes, pictures and other image files, and
movies. Set object opacity using the Graphic Inspector.
To change an object’s opacity:
1 Select the object.
2 In the Graphic Inspector, drag the Opacity slider.

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Note: For drawn shapes, you can set opacity for fill and stroke colors separately from
object opacity. If you move the Opacity slider in the Colors window to modify a fill or
stroke color, that opacity value becomes maximum object opacity. Then, when you
change the object opacity in the Graphic Inspector, you are changing it relative to the
opacity you set in the Colors window.
This circle is set to 100%
opacity.

This circle is set to 100% opacity.
The fill color was set to 50%
opacity in the Colors window.
The circle’s outline was set to
100% opacity in the Colors
window.

This circle is set to
50% opacity.

Changing the Orientation
You can flip or rotate any object by using the Metrics Inspector. For example, if you
have an image of an arrow that you want to use in your document, but you need it to
point in a different direction, you can reverse its direction vertically or horizontally, or
point it at any angle.
To open the Metrics Inspector:
m Click Inspector in the toolbar (or choose Choose View > Show Inspector), and then
click the Metrics Inspector button.

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Find the name of the selected
image or movie here. Drag its
icon to the page or the Finder
to make a copy of it.

Resize images and
movies to exact
dimensions by specifying
height and width.
Place an object on the
page by specifying X and
Y coordinates.
Flip an image sideways or
upside down using these
buttons.
Rotate an object with
this wheel or field.

To flip or rotate an object:
1 Select the object you want to rotate.
2 In the Metrics Inspector, use the Angle wheel or field to set the direction of the object,
or click the horizontal or vertical Flip buttons to flip it horizontally or vertically.

Adjusting Size and Position of Objects
In addition to dragging objects and their selection rectangles to resize or reposition
them on the page, you can use the Metrics Inspector to make precise adjustments to
their size and position.
To set the precise size of an object:
1 Select the object you want to resize.
2 In the Metrics Inspector, type a number in the Width and Height fields.

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To maintain the width/height ratio when you resize an object:
m Select the checkbox labeled “Constrain proportions” in the Metrics Inspector, or hold
down the Shift key as you drag a selection handle.
To return an image or movie to its original size:
m Select the image or movie and click Original Size in the Metrics Inspector.
To set the precise position of a fixed object:
1 Select the object you want to position.
2 In the Metrics Inspector, enter X and Y values in the Position fields.
The specified coordinates determine the position of the upper-left corner of the
object’s container box.
Â The X value is measured from the left edge of the page.
Â The Y value is measured from the top edge of the page.
If an object is rotated, the X and Y coordinates specify the upper-left corner of the
rotated container box.

Lines
For lines, size and position can only be adjusted in the Metrics Inspector if the lines
are fixed objects, not placed inline with text. (To read more about fixed objects versus
inline objects, see “Fixed Objects Versus Inline Objects” on page 124.)
When you enter X and Y coordinates for line positions in the Metrics Inspector, the
Start coordinates represent the first endpoint you created. If you later flip or rotate the
line, the Start coordinates continue to represent the first endpoint.
Position a fixed line on
the page by specifying X
and Y coordinates for its
first endpoint.
Position a fixed line on
the page by specifying X
and Y coordinates for its
second endpoint.

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Drawing and Editing Shapes
You can use the Draw tool to create your own shapes in a document.
Working with the shapes you create is the same as working with predrawn shapes.
Your shapes can contain text. And they can be resized, repositioned, and have the line
style, color, shadow, opacity, and orientation of your choice.
This section tells you how to create your own custom shapes and how to edit the
contour of both predrawn and custom shapes.

Adding a Custom Shape
When you first create a custom shape, it’s inserted as a fixed object, but you can make
it an inline object if you like.
To create a custom shape:
1 Click Objects in the toolbar, choose Shapes, and select the Draw tool icon.

You can also choose Insert > Shape > Draw a Shape.
2 The pointer changes from an arrow to a small pen tip.

Click anywhere in your document to create the first point of the custom shape.
3 To create a second point and connect it with the first point using a straight line, click
in a second location in the document.
To create a curved segment instead of a straight one, click in the second location and
drag the mouse to change the curve angle or extend the curve. Release the mouse
when you’re satisfied with the curve.
The line that connects the two points has the default stroke style for the template
you’re using. You can change the line into another kind of line later using the stroke
settings in the Graphic Inspector.

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4 Repeat step 3 to create additional points as required. Every time you add a new point,
Pages connects it with the preceding point using a line with the current stroke and
with the first point using no stroke, and fills the shape with the default fill color for the
template you’re using. You can change the fill color using the Fill pop-up menu in the
Graphic Inspector.
To delete a segment you’ve just created, press Delete. Pressing Delete again removes
the preceding segment, too.
5 To stop drawing and close the shape (add a solid line between the last and first
points), click the first point.
To stop drawing and leave the shape open (no line between the last and first points)
so that you can work with it more later, press the Esc (Escape) key or double-click the
last point created.
Your new shape is a fixed object that you can move and group like any fixed object.
To finish and close an open shape:
1 Click once in the shape to select it, and then click it a second time to make it editable.
2 Double-click one of the two points at either end of the open segment.

Here’s the open segment.

3 To add additional points, click in other locations as needed.
4 To stop drawing and close the shape, click the point at the end of the open segment.
To change a custom shape to an inline object:
m Select the shape, and then open the Wrap Inspector and click “Moves with text”.
m Select the shape and choose Edit > Cut. Place the insertion point where you want the
shape to appear, and then choose Edit > Paste.

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Editing Predrawn and Custom Shapes
You can change the contour of predrawn and custom shapes.
To make a predrawn shape editable:
m Select the shape, and then choose Format > Shape > Make Editable.
To make a custom shape editable:
m Click once in the shape to select it, and then click a second time to show its points.
To move one or more points:
m When the shape is editable, click a point and drag it to another location. You can
move several points at the same time by Shift-clicking multiple points, and then
dragging.

Click a point and drag it
to change the shape.

To delete one or more points:
m When the shape is editable, click a point and then press the Delete key. You can delete
several points at the same time by Shift-clicking multiple points and then pressing
Delete.
To add a point:
1 When the shape is editable, press the Option key and hold the pointer over the
shape’s border. The pointer changes into a pen tip with a +.
2 Click the location on the border where you want to add a point.
3 Move the point as needed.
To reshape a curve:
1 Make the shape editable.
2 Click a red circular control on the curve you want to reshape. A control handle
appears on both sides of the circular control.

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Drag a control handle or
rotate one or both
control handles to
change the curve.
You can also drag a point
to modify the curve.

3 To expand or contract the curve, drag the circular control or one of the control
handles.
4 To change the angle of the curve, move the control handles clockwise or counterclockwise. You achieve different effects when you move the handles together or
independently of each other. Experiment until you achieve the desired effect.
Â To move the control handles together, press the Option key and drag one or the
other of them.
Â To move only one control handle, press the Command key before dragging a
handle.
To reshape a straight segment:
1 Make the shape editable.
2 Click a point.
3 Drag the point clockwise or counter-clockwise to change the angle between the two
attached segments.
Drag the point out or in to change the length of one of the segments.
To transform corner points into curved points and vice versa:
m To change a corner point into a curved point, make the shape editable, and then
double-click the corner point.
m To change a curved point into a corner point, make the shape editable, and then
double-click the curved point.
m To change all corner points in one or more shapes into curved points, make the
shapes editable, select the shape(s), and choose Format > Shape > Smooth Path.
m To change all curved points in one or more shapes into corner points, make the
shapes editable, select the shape(s), and choose Format > Shape > Sharpen Path.

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After a shape is editable, you can use the Smooth Path and Sharpen Path commands
without making the shape editable again.

Editing Specific Predrawn Shapes
Some predrawn shapes have special built-in editing controls that you can use in
addition to those described above.
To edit a rounded rectangle:
m Drag the circular control to the left to straighten the corners and to the right to round
them.
Drag to straighten or
round the corner.

To edit single and double arrows:
m Use the three special controls to increase or decrease the tail’s length and width
without changing the shape of the arrowhead.
Drag to change the
width of the tail or
the arrowhead.

Drag to change
the tail length.

To edit a star:
m When you select a star shape, a slider appears. Drag the slider to increase or decrease
the number of points in the star.

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Drag to change the angles
between points in the star.
View the number of
points currently in the
star.
Drag to increase or
decrease the number of
points in the star.

To edit a polygon:
m Drag the slider to increase or decrease the number of sides in the polygon.

View the number of sides
currently in the polygon.

Drag to increase or
decrease the number of
sides in the polygon.

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Creating Tables

Tables are useful for organizing and sorting
information, creating interesting layouts, and
performing calculations on numeric data. This
chapter covers basic table design and usage.
Pages provides powerful features for making attractive, compelling tables that can
contain text or graphics. Use tables to organize and display data for comparison. By
filling table cells with graphics, you can also easily create and format graphics layouts.
By merging and splitting cells, you can easily format forms to be filled out (for
example, order forms).

This data form, featured
in the Lab Notes
template, is a set of tables
with cells that have color
and image fills.

164

This layout, featured in
the Photo Journal
template, was made by
filling some table cells
with images, and others
with colors and text.

When you use a table to present numeric data, you can use formulas and number
formatting to automate how values are displayed. For example, you can total or
average values in a row or column, and display negative numbers in red or in
parentheses.
This table, used in the
Invoice template, uses
formulas to automatically
update cost when
quantity or unit price
changes.

Adding a Table
Tables can be added inline with text or fixed on the page. (To learn about fixed and
inline objects, see “Fixed Objects Versus Inline Objects” on page 124.) Fixed tables
cannot span page boundaries, but inline tables can.

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To add a table inline with text:
1 Place the insertion point wherever you want the table to appear in the text flow.
2 Click Objects in the toolbar and choose Table (or choose Insert > Table). The Table
Inspector opens.
3 To resize the table, drag the available selection handles.
To place a fixed table:
1 Click anywhere outside the text areas of the document so that no insertion point is
visible.
2 Click Objects in the toolbar and click Table (or choose Insert > Table). A table appears
on the page.
3 Drag the table to wherever you want it to appear on the page.
You can also draw a table yourself.
To draw a table on the page:
1 Hold down the Option key as you click Objects in the toolbar and choose Table.
2 Release the Option key and move the pointer over the page until it becomes a
crosshair.
3 Drag across the page to create a table any size you want. As you drag, the number of
rows and columns increases or decreases with the size of the table.
To size the table from the center, press the Option key while dragging.
Note: A table occupies at least one full line of a document. You cannot wrap text
around the sides of a table. To learn more about wrapping text around objects, see
“Wrapping Text Around an Object” on page 136.
To resize a table:
Â Drag the available selection handles.
Â If a table spans more than one page, use the Metrics Inspector to resize it. To read
about resizing objects using the Metrics Inspector, see “Adjusting Size and Position
of Objects” on page 156.
Â If an inline table spans more than one column, you must resize the column to resize
the table. To read about resizing objects using the Metrics Inspector, see “Adjusting
Size and Position of Objects” on page 156. To read about working with columns, see
“Creating Columns” on page 62.

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Using Table Cells and Borders
You enter text in a table cell by selecting the cell and typing. You put graphics in
tables by using a background fill in individual cells, the same way you fill an object
with an image. (For information about adding graphics or setting background colors
inside table cells, see “Adding Images or Background Colors” on page 177.) You can
also apply formulas to table cells that contain numbers or Boolean values (TRUE or
FALSE).
You can apply changes to an entire table at once (by selecting it) or to individual cells
within a table. To format text or graphics inside table cells or groups of cells, you
select only the cells you want to work with. You can select table cells and borders
using the following shortcuts, or by using the selection buttons in the Table Inspector.
To read about the Table Inspector, see “Formatting Tables” on page 170. To learn about
selecting cells when using formulas, see “Using Formulas” on page 183.
To select the entire table, do one of the following:
Â If a table cell isn’t selected, click anywhere in the table.
Â If a table cell is already selected, press Command-Return to select the entire table.
Selection handles appear on the edges of the table.

Selecting Table Cells
When a single cell is selected, you can move between cells by pressing the arrow keys
on your keyboard. If you type text in this mode, you replace text already in the cell.
You can also use the Tab key to navigate through the cells. Pressing Tab moves you to
the right and downward; pressing Shift-Tab moves to the left or upwards. If you press
the Tab key when the bottom-right cell of the table is selected, a new row is added to
the table.
To select a single table cell:
m If the table or a cell in it is selected, click in the cell.
m If the table or a cell in it isn’t selected, double-click in the cell.
The border of the selected cell is highlighted in yellow. You can enter text in the cell
by typing. Any text in the cell is replaced.

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To select a contiguous group of table cells:
m Select the table, double-click a single cell, and hold down the Shift key as you select
adjacent cells.
To select a discontinuous group of table cells:
m Hold down the Command key as you select cells. Use Command-click to deselect a
cell in the group.
To select an entire row or column:
1 Click the Inspector button in the toolbar (or choose View > Show Inspector), and then
click the Table Inspector button.
2 Select a cell in the row or column you want to select.
3 Click the Row or Column button at the bottom of the Table pane.
Click Column to select an
entire table column.

Click a button to select
cell borders.
Click Row to select an
entire table row.

Selecting Table Cell Borders
If a table spans more than one page or column, selecting the border at the bottom of
one page or column may also affect the border at the top of the next page or column.
To select multiple borders:
1 Select the table cells whose borders you want to select.
2 Click the Inspector button in the toolbar (or choose View > Show Inspector), and then
click the Table Inspector button.
3 Click one of the Borders buttons in the Table pane to select all borders, or only the
inside, outside, horizontal, or vertical borders of the selected cells.
To select an individual border:
Â If the table is selected, click the border.
Â If the table is not selected, double-click the border.

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To select one segment of a cell border:
1 Select the table.
2 Option-click to select a single border segment.
3 To select additional border segments, press the Option and Shift keys as you click.
Note: If the table isn’t selected, Option-double-click to select a single border segment.

Entering and Editing Content in Table Cells
To type content in a table cell:
m If the cell is empty, select it and begin typing.
m To replace specific text already in the cell, select the cell, and then select what you
want to change. Begin typing.
m To replace everything in the cell, select the cell and begin typing. You can also select
the cell and then press Return or Enter, which selects everything in the cell, then start
typing.
m To place the insertion point within content, select the cell, then click the location at
which you want to place the insertion point. Begin typing.
To switch the contents of two cells:
m Select the cell and drag it to another cell. A blue border appears when you begin to
drag the cell, and the cell contents are switched.
To copy the contents of one cell into another:
m Select the cell and begin to drag it. A blue border appears when you begin to drag
the cell. Hold down the Option key as you drag it to another cell.
To delete the contents and background fill of table cells:
m Select the cells and press the Delete key.
To edit a cell that uses a formula or contains a formatted number:
m Select the cell, and then click in the cell or press Return or Enter to open the Formula
Editor. See “Formatting Numbers” on page 178 and “Using Formulas” on page 183 for
additional instructions.

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Formatting Tables
You can design tables in a variety of creative ways simply by changing the thickness
and color of cell borders, selectively removing cell borders, or merging and splitting
cells to create useful asymmetries within the table.

Using Table Formatting Controls
You can do basic table formatting—including merging and splitting cells, adding and
deleting rows and columns, and adding or removing the header row and column—
using a table formatting menu or the Table Inspector.
To open table formatting menus:
m Select a table or cell(s), and then open the Table Inspector and use the Edit Rows &
Columns pop-up menu in the Table pane.
m Select a table or cell(s), and then choose Format > Table.
m Select a table or cell(s), and then hold down the Control key as you click the table
again to open the table’s shortcut menu.
To open the Table Inspector:
m Click Inspector in the toolbar (or choose View > Show Inspector), and click the Table
Inspector button. Use the Table pane for general table formatting. Use the Numbers
pane when you want to use formulas (see “Using Formulas” on page 183) or formatted
numbers (see “Formatting Numbers” on page 178).

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The Table Inspector button
Type the number of table
rows and columns.

Select to add a specially
formatted header row or column.
Add or delete rows or
columns, merge cells, split
rows, or split columns.
Select to make rows resize to
accommodate content.

Select table columns,
rows, and borders.
Specify column width
and row height.

Adding and Deleting Rows and Columns
To add a new row to a table:
1 Select a table cell or row.
2 Open a table formatting menu and choose Add Row Above or Add Row Below. You
can use the Edit Rows & Columns pop-up menu in the Table pane of the Table
Inspector. Alternatively, you can choose Format > Table or hold down the Control key
as you click the table again.
To add a single row to the end of the table, simply select the last cell in the table and
press Tab.
You can also add rows to only specific cells. See “Merging, Splitting, and Resizing Table
Cells” on page 173.
To add a new column to a table:
1 Select a table cell or column.
2 Open a table formatting menu and choose Add Column Before or Add Column After.

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You can use the Edit Rows & Columns pop-up menu in the Table pane of the Table
Inspector. Alternatively, you can choose Format > Table or hold down the Control key
as you click the table again.
You can also add columns to only specific cells. See “Merging, Splitting, and Resizing
Table Cells” on page 173.
To change the number of rows or columns in a table:
1 Select the table.
2 Click Inspector in the toolbar (or choose View > Show Inspector), and click the Table
Inspector button. Then click Table.
3 To add or remove rows, type the number of rows you want in the table in the Rows
field and press Return. Rows are added to or removed from the bottom of the table.
4 To add or remove columns, type the number of columns you want in the Columns
field and press Return. Columns are added to or removed from the right side of the
table.
To delete table rows or columns:
1 Select the row or column or a cell in it.
2 Open a table formatting menu and choose Delete Row or Delete Column. You can use
the Edit Rows & Columns pop-up menu in the Table pane of the Table Inspector.
Alternatively, you can choose Format > Table or hold down the Control key as you
click the table again.
Note: If you select cells and press the Delete key, only the cell contents are deleted.

Creating a Table Header Row or Column
You can add a table header row and column. Header rows appear at the beginning of
the table on each page (if the table spans more than one page) or the beginning of
each column or linked text box (if the table spans columns or linked text boxes).
Header rows and columns look different from the rest of the table cells, but their style
can be changed like that of any other cells. However, you cannot split a header row
into multiple rows, or header columns into multiple columns.
If a table spans multiple pages, columns, or text boxes, editing the text or changing
the look of the header row or column in one place changes it consistently throughout
the table.

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To add a header row or column:
m Select the table. Click Inspector in the toolbar, click the Table Inspector button, and
then select the Header Row or Header Column checkbox (or both) in the Table pane.
m Select the table and choose Format > Table > Show Header Row or Format > Table >
Show Header Column.

Merging, Splitting, and Resizing Table Cells
Merging table cells combines adjacent cells into one, eliminating the border so that
they behave as a single cell.
Splitting cells divides each selected cell into two equal parts, horizontally (rows) or
vertically (columns). Both of the new cells have identical background colors or images.
Any text that was in the original cell remains in the top-most or leftmost cell.
You can split and merge cells using any table formatting menu. To resize table cells,
use controls in the Table pane of the Table Inspector.
To merge table cells:
1 Select a group of two or more adjacent table cells. The group of cells you choose must
form a rectangle.
2 Open a table formatting menu and choose Merge Cells.
You can use the Edit Rows & Columns pop-up menu in the Table pane of the Table
Inspector. Alternatively, you can choose Format > Table or hold down the Control key
as you click the table again.
Merging horizontally contiguous cells containing only text or a mixture of text,
numbers, formatted numbers, and formulas joins the content from all the original cells
as text separated by tabs. Merging vertically contiguous cells containing only text or a
mixture of text, numbers, formatted numbers, and formulas joins the content from all
the cells as text separated by carriage returns.
When merging column cells, the cell background takes on the image or color that was
in the top-most cell. When merging row cells, the cell background takes on the image
or color that was in the leftmost cell.
When a cell containing text, a number, a formula, or a formatted number is merged
with empty cells, the new cell retains the content of the non-empty cell.

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When a cell containing a formatted number is merged with empty cells, the new cell
retains the formatted number.
To split cells horizontally or vertically:
1 Select a table cell or cells. To split an entire row or column, select all the cells in the
row or column.
2 Click Inspector in the toolbar, click the Table Inspector button, click Table, and open
the Edit Rows & Columns pop-up menu. To split cells into rows, choose Split Rows,
Add Row Above, or Add Row Below. To split cells into columns, choose Split Columns,
Add Column Before, or Add Column After.
You can also choose Format > Table > Split Into Rows or Split Into Columns, or hold
down the Control key as you click the table and choose the command from the
shortcut menu.
You can repeat the split operation to create smaller and smaller units within a table
cell. To rejoin split cells, select them and choose Merge Cells from the Edit Rows &
Columns pop-up menu or choose Format > Table > Merge Cells.
To resize table cells:
m Select the cells and enter values in the Column Width and Row Height fields in the
Table pane of the Table Inspector, and then press Return.
m Select cell borders and drag to resize.
To make all table cells the same size:
m Select the table and choose Format > Table > Distribute Rows Evenly and Distribute
Columns Evenly.
If there is too much text in a table cell, a clipping indicator appears at the bottom of
the cell.
The clipping indicator
appears when a table cell
contains more text than
can be seen.

To avoid clipping, you can drag the cell borders to resize them, or drag a selection
handle to resize the entire table. You can also make table rows automatically shrink or
expand in height to accommodate the text inside them.

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To make table rows automatically grow or shrink to fit their contents:
m Select the table, and then select the checkbox labeled “Automatically resize to fit
content” in the Table pane of the Table Inspector.
With this option selected, table cells automatically get bigger when text extends
beyond the cell boundary, and adding rows or columns increases the outside
dimensions of the table. As text is removed from a cell, the row height may decrease
(if the cell determines the row height). If “Automatically resize to fit content” is not
selected, Pages tries to keep the outside dimensions of the table the same when you
add rows and columns.
Note: Table cells cannot span multiple pages, columns, or text boxes.

Aligning Text in a Table Cell
You can align text horizontally and vertically in a table cell. To align text, use the Text
pane of the Text Inspector.
To open the Text pane of the Text Inspector:
m Click the Inspector button in the toolbar (or choose View > Show Inspector), and then
click the Text Inspector button. Then click Text.
(For more information about the Text pane of the Text Inspector, see “Using the Text
Inspector” on page 88.)
To align text horizontally within table cells:
m Select one or more cells or the entire table, and click one of the horizontal alignment
buttons in the Text pane of the Text Inspector.
Center text.
Justify text (align text
right and left).
Align text right.
Align text left.

To align text vertically within cells:
m Select one or more cells or the entire table, and click one of the vertical alignment
buttons in the Text pane of the Text Inspector.

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Begin text in the
center of the cell.
Grow text from the
bottom of the cell.
Place text at the
top of the cell.

You can specify the amount of space between text and its cell border using the Inset
Margin slider or field. The amount you specify is applied equally around the text on all
four sides.
To adjust the space around text within a table cell:
1 Click the cell (or select the whole table to apply the same setting to all cells).
2 In the Text pane of the Text Inspector, drag the Inset Margin slider to the right to
increase the space, or enter a value in the field and press Return.

Formatting Cell Borders
You can change the line thickness and color of table cell borders. Or you can hide the
cell border of any cell.
To set line thickness and color:
1 Select a cell border or set of cell borders (for more information, see “Selecting Table
Cell Borders” on page 168).
2 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Graphic Inspector button.
3 Type a value in the Stroke field.
4 Click the Stroke color well and select a color in the Colors window.
Choose to show or hide
the selected cell borders.
Enter a line thickness for
selected cell borders.
Choose a color for
selected cell borders.

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To hide a cell border:
1 Select a cell border or set of cell borders.
2 In the Graphic Inspector, choose None from the Stroke pop-up menu.
To create a table with no outside border:
1 Select the table.
2 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Table Inspector button.
3 In the Table pane, click the second Borders button to select the outside borders.
4 Click the Graphic Inspector button, and choose None from the Stroke pop-up menu.

Adding Images or Background Colors
You add graphics or color to a table cell using the Fill pop-up menu in the Graphic
Inspector. You can add images or color to individual table cells, or to the entire table.
To add an image to a table cell:
1 Select a table cell, a group of cells, or the whole table (for more information, see
“Using Table Cells and Borders” on page 167).
2 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Graphic Inspector button.
3 Choose Image Fill from the Fill pop-up menu. (If there’s already an image in the cell,
click Choose.)
Choose an image fill, color fill, tinted
image fill, or gradient fill for any cell
or the whole table.
Set the scale of the image
within the cell or table.
Drag a new image to the
well to change it, or click
Choose.

4 Select an image and click Open.
5 Use the Scale pop-up menu to fill the cell the way you want.

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If you add an image to the entire table, then when you select an individual table cell,
the Fill pop-up menu in the Graphic Inspector displays None. For more details about
working with image fills, see “Filling an Object With an Image” on page 148.
To add a background color or gradient fill:
1 Select a table cell, a group of cells, or the whole table (for more information, see
“Using Table Cells and Borders” on page 167).
2 In the Graphic Inspector, choose Color Fill or Gradient Fill from the Fill pop-up menu.
3 Click the color well (or wells) and select a color or colors in the Colors window.
If you add color to the entire table, then when you select an individual table cell, the
Fill pop-up menu in the Graphic Inspector displays None. For more details about
working with color and gradient fills, see “Using Color and Image Fills” on page 145.

Formatting Numbers
When cells in a table contain or will contain numeric data, you can apply a number
format to them so that values in the cells are displayed in a particular way. For
example, you can format cells that hold monetary values so that a currency symbol
(such as $, £, or ¥) appears in front of numbers in them. See “A Tour of Using
Formulas” on page 183 for an example of how formatted numbers are used in the
Pages Invoice template.

Defining Number Formats
To define a number format for one or more cells:
1 Select the cell or cells.
When a selected cell is empty, values entered into it later will be displayed using the
number format you define. When a selected cell already contains a number, the
format you define is applied to the number.
2 Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show
Inspector), and then click the Table Inspector button.
3 Click the Numbers button.
4 Select the Number Format checkbox, and then use the fields below it to define the
number format.

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Select to define a display
format for numbers in
selected cells.

Select whether to use a
thousands separator.
Choose or type a symbol
to follow numbers.
Select a style for displaying
negative numbers.
Set the number of
decimal places to display.
Choose or type a symbol to
precede numbers.

If you use the % suffix, data in the cell is displayed followed by the % symbol. If the
data in the cell is used in a formula, it’s converted into a decimal number. For example,
3% becomes 0.03. See “Using Formulas” on page 183 for details.
After you define a number format, you can associate the format with multiple cells by
using autofilling. See “Autofilling” on page 182 for instructions.

Applying Number Formats
To add a value to an empty cell that has a number format:
m Select the cell and type a number. The number format is applied when you press
Enter or click outside the cell.
To apply a number format to an existing value:
1 Select one or more cells that contain numbers.
2 Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show
Inspector), and then click the Table Inspector button.
3 Click the Numbers button.

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4 Select the Number Format checkbox, and then use the fields below it to define the
number format. The format you define is applied to values in the selected cell(s).
To edit a value in a cell that has a number format:
1 Select the cell.
2 Click in the cell or press Return or Enter. The Formula Editor opens, displaying the
value but not its formatting.
3 Change the value displayed in the Formula Editor.
Accept button
Save changes.
Make changes.

Cancel button
Discard changes.

Note: If the number format includes the % suffix, the decimal version of the number
appears in the Formula Editor, as the example above shows.
4 To retain the new value, click the Accept button in the Formula Editor, press Return, or
click outside the editor.
To cancel your change, click the Cancel button in the Formula Editor or press Esc.
To remove a number format from a cell:
m Select the cell, and then deselect the Number Format checkbox in the Numbers pane
of the Table Inspector. The number remains, but its formatting is removed.

Sorting Cells
You can sort some or all the rows in a column in ascending or descending order. Rows
containing cells being sorted are reordered. Header cells aren’t sorted.
To sort:
1 If you want to sort all the cells in a column, select the column, a cell in the column, or
a column header.
If you want to sort only some of the cells in a column, select those cells.
Rows containing the selection will be reordered.
2 Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show
Inspector), and then click the Table Inspector button.

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3 Click the Numbers button.
4 Use the Sort Column buttons to indicate whether you want to sort in ascending or
descending order.
Sort selected column cells in
ascending order. Rows
containing the cells will be
reordered.

Sort selected column
cells in descending order.
Rows containing the cells
will be reordered.

The following table describes how different types of data are sorted in ascending or
descending order.
Type of data

Ascending order

Text

aA–zZ

Zz–Aa

Numbers

–2, –1, 0, 1, and so on

1, 0, –1, –2, and so on

Cells containing only text,
mixed with cells containing
only numbers

–2, –1, 0, 1, and so on, then
aA–zZ

Zz–Aa, then 1, 0, –1, –2, and so
on

Cells containing a mixture of
text and numbers

Values starting with numbers
first (1z, 1Z, a1, A1)

Values starting with text first
(A1, a1, 1A, 1z)

Empty cells

At the bottom

Boolean (TRUE, FALSE)

Above text

Below text

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Descending order

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Autofilling
Autofilling is a feature that lets you paste the contents of the upper-left cell in a
contiguous group of cells into all other cells in the group. Any data, number
formatting, or formula associated with the upper-left cell is pasted into all cells in the
group, but background style formatting isn’t. (See “Using Formulas” on page 183 to
learn about using formulas in table cells.)
If the upper-left cell is empty, autofilling clears all data from cells in the group. Any
number formats or formulas associated with cells in the group are changed to match
those of the upper-left cell.
Autofilling doesn’t set up an ongoing relationship among cells in the group. After
autofilling, you can change the data, number formatting, or formula in any of the cells
in the group.
To autofill a range of cells:
1 Select the cell whose data, number formatting, and/or formula you want to paste into
other cells.
2 Select adjacent cells to autofill, making sure that the cell whose contents you want to
paste is the upper-left cell in the group. Cells in the group can be in the same row or
column and in adjacent rows or columns, but they must be contiguous. See “Selecting
Table Cells” on page 167 for selection instructions.
3 Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show
Inspector), and then click the Table Inspector button.
4 Click the Numbers button, and then click the Fill button.

Paste the contents of the
upper-left selected cell into
the other selected cells.

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Using Formulas
A formula is a set of operations for deriving a value. You can add a formula to a table
cell to display a value derived using values in other table cells.
For example, you can add a formula to the bottom cell of a column that adds the
numbers in all the other cells in the column. If any of the column values change, the
total in the bottom cell changes automatically.
Formulas derive values by using operators or functions.
Â Operators perform operations such as addition (+) and multiplication (*).
Â Functions are predefined, named operations, such as SUM and AVERAGE.
You don’t need to understand more than this to use formulas in tables. Pages
templates (such as the Expense Report and Invoice templates) and Pages formula
editing tools make basic formulas easy to use. “Operators and Functions for Advanced
Table Formula Users” on page 193 provides information for working with more
advanced formulas.

A Tour of Using Formulas
Reviewing the formulas built into the Invoice template is a good introduction to Pages
formulas.
1 Create a new Pages document using the Invoice template.
Open Pages, choose File > New, click Stationery, select Invoice, and click Choose.
The table in this template uses formulas to derive the values in the Cost column.

A formula in each cell in
the Cost column
automatically updates
totals when quantity or
unit price changes.

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2 Select the table, then double-click the value in the Cost cell in the first row. The
Formula Editor opens, revealing that the value is derived using a formula.

The formula in the Cost cell
in the first row multiplies the
values in two other cells—B2
and C2.

The symbol * is the multiplication operator.
3 To understand which cells B2 and C2 are, look at the reference tabs that appeared on
the table’s top and left sides when the Formula Editor opened.
Columns are referenced
alphabetically.

This is cell B2.

Rows are referenced
numerically.

The reference tabs help you quickly identify any cell in a table. In a formula, you refer
to a cell by identifying the column, then the row, creating what’s known as a cell
reference.
B2 is the cell reference for column B (Quantity), row 2. C2 is the cell reference for
column C (Unit Price), row 2. The value in row 2 of the Cost column (E2) is derived by
multiplying Quantity by Unit Price values that reside in row 2.

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4 The values in the Unit Price and the Cost column are displayed using a number
format.
To see the number format settings, close the Formula Editor by clicking outside the
table. Then click the table, click the Unit Price cell in the second row, click Inspector in
the toolbar, select the Table Inspector, and click the Numbers button.
Number formatting is
active for Unit Price cells.

The comma is used as
the thousands separator.
Numbers are displayed using
two decimal places.
A $ is displayed in front
of numbers in the cells.

See “Formatting Numbers” on page 178 for instructions for using formatted numbers.
5 If the value in a Quantity cell or in a Unit Price cell changes, the formula associated
with the Cost cell updates the value it displays.
Double-click the value in B2, type a different number, click outside B2, and notice that
the value in E2 changes.
6 The value displayed for each cell in the Cost column above the subtotal is derived
using values in each row.
To view the formula for a different Cost cell, double-click the cell. For example, doubleclick the Cost cell in the third row (E3). Its formula is B3*C3.
7 Click outside the table, click the table, and then double-click E10, the cell in the Cost
column that’s next to the label “Subtotal.” The formula uses the SUM function to add
the values in cells E2 through E9.
In the formula, the cell references are enclosed in parentheses following the function
name—SUM(E2:E9). E2 and E9 are separated using a colon. The colon is a shorthand
way to refer to a range of cells, in this case, a range of eight cells.

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8 Cells E11 and E12 also contain formulas. Examine the formulas in these cells by clicking
outside the table, selecting the table, then double-clicking cell E11 or E12. Cell E11
contains a formula that computes sales tax, and cell E12 contains a formula that sums
the subtotal and the sales tax.

Adding a Quick Formula
The easiest way to perform a basic calculation using values in a range of adjacent
table cells is to add a quick formula using the Table Inspector’s Formula pop-up menu.

Â Sum totals the values in the cells.
Â Average calculates the arithmetic mean of the values in the cells.
Â Min determines which value in the cells is the smallest.
Â Max determines which value in the cells is the largest.
Â Count determines how many of the values in the cells are numbers.
Â Product multiplies all the values in the cells.
To perform a basic calculation using column values:
1 Select a range of adjacent cells in a column.
2 Click Inspector in the toolbar, click the Table Inspector button, and click Numbers.
3 Choose a formula from the Formula pop-up menu.
Pages places the formula and its result in the first empty cell beneath the selected
cells. If there is no empty cell, Pages creates a new row to hold the result.
If the column has a header cell and you want the formula to use all the values in the
column, click the header cell before choosing the formula.

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To perform a basic calculation using row values:
1 Select a range of adjacent cells in a row.
2 Click Inspector in the toolbar, click the Table Inspector button, and click Numbers.
3 Choose a formula from the Formula pop-up menu.
Pages places the formula and its result in the first empty cell to the right of the
selected cells. If there is no empty cell, Pages creates a new column to hold the result.
If the row has a header cell and you want the formula to use all the values in the row,
click the header cell before choosing the formula.

Removing a Formula
To remove a formula from a cell:
1 Select the cell.
2 Press the Delete key.

Using the Formula Editor to Add and Edit Formulas
The Formula Editor lets you create and modify formulas.
An equal sign is
always the first
element in a formula.

Cancel button
Discard changes.
Accept button
Save changes.
Text field
View or edit a formula
in this field.

Insert Formula button
Press and hold to choose a
predefined function from
the pop-up menu.

To open the Formula Editor:
m Select a table cell and type the equal sign (=).
m Select a table cell that contains a formula, and click in the cell or press Return or Enter.

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m Select a table cell, click Inspector in the toolbar, and click the Table Inspector button.
In the Numbers pane, choose Formula Editor from the Insert Formula pop-up menu.
To add a new formula using the Formula Editor:
1 Select the cell in which you want to display the result of the formula.
2 Open the Formula Editor. For example, type the equal sign (=).
3 Type a formula in the text field, or click the Insert Formula button to use a predefined
function.
See “Using Cell References” on page 189 to learn techniques for including cell
references in your formulas.
See “Using Predefined Functions” on page 191 to learn how to insert a function into a
formula by using the Formula Editor’s Insert Formula button.
See “Performing Arithmetic Operations” on page 191 to learn how to add a formula
that performs arithmetic.
See “Operators and Functions for Advanced Table Formula Users” on page 193 for
detailed information about using specific operators and functions in formulas.
4 Click the Accept button to save your formula.
To edit an existing formula:
m Double-click a table cell that contains a formula. The Formula Editor opens, with the
formula displayed in the text field. You can use the arrow keys to move the insertion
point around in the text field.
To save a formula:
m In the Formula Editor, press Return, press Enter, or click the Accept button.
m Click outside the table.
To discard changes you’ve made to a formula:
m In the Formula Editor, press Esc or click the Cancel button.
m To close the Formula Editor and discard changes, click the Close button.

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Using Cell References
When the Formula Editor is open, cell reference tabs appear on the table’s top and left
sides.
Columns are referenced
alphabetically.

This is cell B2.

Rows are referenced
numerically.

The reference tabs help you quickly create a cell reference. A cell reference identifies a
column (using letters) and a row (using numbers). For example, A1 is the top left cell.
A4 is the cell in the fourth row of the first column.
To add cell references to the Formula Editor’s text field:
m To refer to a specific cell, click to place the insertion point in the text field where you
want the reference to appear, and then click a cell in the table. The Formula Editor
inserts a reference to the cell.
You can also type a cell reference (A4) in the text field, using the reference tabs as
guides.
m To add a reference to a list of individual cells, click each cell. The Formula Editor
automatically inserts an addition operator (+) between them.
You can also type multiple cell references separated by a comma (or a semicolon if
you’re in a locale where the decimal separator is a comma). For example, to sum
values in three cells, you could type SUM(C2,D2,E2) in the text field of the Formula
Editor.

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m To add a reference to a range of cells, click the Insert Formula button in the Formula
Editor and choose a function from the pop-up menu. Drag over the cells you want to
add. The Formula Editor inserts the first and last cell references of the range, separated
by a colon (A2:A4). See “Using Predefined Functions” on page 191 for more
information about the Insert Formula button.
You can also type or click the first cell, type a colon, and then type or click the last cell.
m To refer to all the cells in a column, type the column’s letter. If the column has a
header row, you can click the column header cell instead.
m To refer to all the cells in a row, enter 1:1 for the first row header, 2:2 for the second
row header, and so on. If the row has a header column, you can click it instead.

Adding a Formula to Multiple Cells
When a table has header cells, you can use them to quickly add a formula to multiple
rows or columns.
To use a column header to sum the values in each row:
1 Select the header for the column whose cells you want to contain the formula. We’ll
use column header C1 as an example.
2 Open the Formula Editor. For example, type the equal sign (=).
3 To add a formula that sums the values in columns A and B, click the column header
cell for column A, and then click the column header cell for column B. The Formula
Editor text field displays =A+B.
You could also type A+B in the text field.
4 Click the Accept button or press Return or Enter to save the formula.
Every cell below the header in column C now contains a version of the formula that
refers to cells in only its row. For example, if you select C2 and type the equal sign (=)
to open the Formula Editor, you’ll see =A2+B2 displayed in the text field.
As this example illustrates, you can type a cell reference instead of clicking a header
cell. To refer to all the cells in a column, type the column’s letter, as in the example. To
refer to all the cells in a row, type 1:1 for the first row header, 2:2 for the second row
header, and so on.

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Performing Arithmetic Operations
To create a formula that performs an arithmetic operation, you use arithmetic
operators. For example, to add the values in two columns, you could create a formula
that looks like this: A2 + A3 + A5.
Here are the basic arithmetic operators. For complete information about operators
that Pages supports, see “Defining Formulas That Use Operators” on page 193.
To perform this operation

Use this arithmetic operator

For example

Sum two values

A2 + B2

Subtract one value from
another value

–

A2 – B2

Multiply two values

A2 * B2

Divide one value by another
value

A2 / B2

To add an arithmetic formula to a cell:
1 Select an empty cell for displaying the results of the formula.
2 Open the Formula Editor. For example, type an equal sign (=).
3 Enter the formula in the text field following the equal sign. For example, to enter the
formula A3 * B5 + B6, in the text field following the equal sign you could:
a Click or type A3.
b Type * (the multiplication operator).
c Click or type B5.
d Click B6 (if you don’t type an operator before clicking, the Formula Editor adds the
plus sign (+) automatically).
4 Click the Accept button or press Return or Enter to save the formula.

Using Predefined Functions
The Insert Formula button in the Formula Editor lets you quickly add a function to a
formula.
When you use a function, you name the function and, in parentheses following the
name, you provide the arguments it needs. Arguments specify the data the function
will use when it performs its operations.

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Here are some examples of formulas that use functions:
Â SUM(A2:A10). This formula uses the SUM function to add values in nine cells of the
first column. There is one argument, A2:A10. The colon means the function should
use the values in cells A2 through A10.
Â AVERAGE (A2,B2,C2). This formula uses the AVERAGE function to compute the
arithmetic mean of three values in the second row. There are three arguments: A2,
B2, and C2.
Here’s a summary of the functions you can add using the Insert Formula button.
To perform this operation

Use this function

For example

Sum the values in two or more
cells

SUM

SUM(A2:A5)

Average the values in two or
more cells

AVERAGE

AVERAGE(A2:A5)

Determine the smallest value
in two or more cells

MIN

MIN(A2:A5)

Determine the largest value in
two or more cells

MAX

MAX(A2:A5)

Determine how many values
in two or more cells are
numbers

COUNT

COUNT(A2:A5)

Multiply the values in two or
more cells

PRODUCT

PRODUCT(A2:A5)

You can also type these and other functions into the text field of the Formula Editor.
For complete information about all the functions that Pages supports, see “Defining
Formulas That Use Functions” on page 195.
To use a predefined function in a formula:
1 Select an empty cell for displaying the results of the formula.
2 Open the Formula Editor. For example, type the equal sign (=).
3 Click the Insert Formula button, and choose a function from the pop-up menu.
Pages inserts the function into the text field, followed by a pair of parentheses.
4 Within the parentheses, insert references to cells whose values you want the function
to use.

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For example, to refer to nine cells in column A (A2 through A10), you could drag from
cell A2 to cell A10. You can also:
a Click or type A2.
b Type a colon.
c Click or type A10.
5 Click the Accept button or press Return or Enter to save the formula.

Operators and Functions for Advanced Table Formula Users
After becoming familiar with the Formula Editor and cell references, you can create a
wide variety of formulas.
The remainder of this chapter fully describes the operators and functions that you can
include in your formulas when you type them in the text field of the Formula Editor.

Defining Formulas That Use Operators
You use operators in formulas when you want to perform arithmetic or comparison
operations:
Â A2 + A3. This formula adds the values in two cells of the first column.
Â A2 > B6. This formula determines whether the value in cell A2 is larger than the
value in cell B6. If it is, the result is TRUE; otherwise, it is FALSE.
Arithmetic operators perform arithmetic and return numerical results.
This operator

Returns

Example (A2 contains 20 and
B2 contains 2)

The sum of two values

A2+B2 returns 22

–

The difference between two
values

A2–B2 returns 18

The product of two values

A2*B2 returns 40

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Example (A2 contains 20 and
B2 contains 2)

This operator

Returns

The result of dividing one
value by another value

A2/B2 returns 10

The result of raising one value
to the power another value

A2^B2 returns 400

The result of dividing a value
by 100

A2% returns 0.2

Notes:
Â When a cell reference points to an empty cell, 0 is the value used.
Â When a cell reference points to a cell containing FALSE, 0 is used. If the cell
contains TRUE, 1 is used. For example, TRUE + 1 returns 2.
Â Using a text string with an arithmetic operator returns an error.
For example, 3 + “hello” is not a correct arithmetic operation.

Comparison operators compare two values and return TRUE or FALSE.
Example (A2 contains 20 and
B2 contains 2)

This operator

Returns

TRUE if two values are equal

A2=B2 returns FALSE

TRUE if two values aren’t equal

A2<>B2 returns TRUE

TRUE if the first value is
greater than the second value

A2>B2 returns TRUE

TRUE if the first value is less
than the second value

A2=

TRUE if the first value is
greater than or equal to the
second value

A2>=B2 returns TRUE

TRUE if the first value is less
than or equal to the second
value

A2<=B2 returns FALSE

Notes:
Â Text strings are larger than numbers. For example, “hello” > 5 returns TRUE.
Â TRUE and FALSE can be compared with each other, but not with numbers
or text strings. TRUE > FALSE, and FALSE < TRUE.
Â To type a Boolean value (TRUE or FALSE), type an equal sign, type the value
in the Formula Editor, and press Return.

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Defining Formulas That Use Functions
The following tables provide information about the three kinds of
functions: statistical, numerical, and logical. In the tables, these conventions are used
to describe arguments:
Â The argument placeholders—x, x1, and so forth—represent places where input to
the functions (such as cell references or constants) should go.
Â The ellipsis (...) following a list of arguments means you can use additional
arguments. Place a comma between arguments; if you’re in a locale where the
decimal separator is not a period, place a semicolon between arguments.
Â Functions that don’t require a specific number of arguments (such as AVERAGE) can
include cell range references (such as A4:A6) instead of or in addition to other
arguments.
Statistical functions perform statistical calculations.
This function

Returns

Examples

AVERAGE(x1 ...)

The arithmetic mean of the
arguments

AVERAGE(2, 3) returns 2.5

COUNT(x1 ...)

The number of arguments that
are numeric

COUNT(1, 2, ”hello”) returns 2
COUNT(A1:A4) returns 2 if A1
and A2 contain numbers, but
A3 and A4 are empty

MAX(x1 ...)

The value of the largest
argument

MAX(–1, 42, 7) returns 42

MIN(x1 ...)

The value of the smallest
argument

MIN(–1, 42, 7) returns
–1

Notes:
Â If an argument is a reference to a cell that doesn’t contain a number,
the argument is ignored. TRUE is interpreted as 1, FALSE is interpreted as 0,
and text strings result in an error.

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Numerical functions perform arithmetic calculations.
This function

Returns

Examples

Notes

ABS(x)

The absolute value of
the argument

ABS(3.6) returns 3.6
ABS(–3.6) returns 3.6
ABS(TRUE) returns 1

Interprets TRUE as 1
and FALSE as 0

INT(x)

The whole number
nearest the argument
that is no larger than
the argument

INT(3.1) returns 3
INT(3.7) returns 3
INT(–3.1) returns –4
INT(42) returns 42

Interprets TRUE as 1,
and FALSE and
references to empty
cells as 0

MOD(x, y)

The remainder after
dividing x by y

MOD(5,2) returns 1
MOD(–1.2,7) returns
5.8

The sign of the
returned value is the
same as the sign of y.
Also see note at end
of table.

PRODUCT(x1 ...)

The product of the
arguments

PRODUCT(2, 4) returns
8

See note at end of
table.

ROUND(x, y)

The number that
results after rounding
x to y decimal places

ROUND(3.1415, 2)
returns 3.14
ROUND(3.1415, –7)
returns 0
ROUND(3.1415, 2.7)
returns 3.14

Rounds y toward 0 to
the nearest integer. If
y, after rounding, is
negative, returns 0.
Also see note at end
of table.

SIGN(x)

1 if x is greater than 0
0 if x is equal to 0
–1 if x is less than 0

SIGN(42) returns 1
SIGN(0) returns 0
SIGN(–42) returns –1

Interprets TRUE as 1,
and FALSE and
references to empty
cells as 0

SUM(x1 ...)

The sum of the
arguments

SUM(1, 2) returns 3
SUM(1, TRUE) returns
2

Also see note at end
of table.

Notes:
Â If an argument of MOD, ROUND, or SUM is a reference to a cell that
doesn’t contain a number, the argument is ignored. TRUE is interpreted as 1,
FALSE is interpreted as 0, and text strings result in an error.

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Logical functions determine whether a particular condition is TRUE or FALSE.
This function

Returns

Examples

Notes

AND(x1 ...)

TRUE if all the
arguments are TRUE,
otherwise returns
FALSE

AND(TRUE, TRUE)
returns TRUE
AND(TRUE, FALSE)
returns FALSE
AND(TRUE, 0) returns
FALSE

See note at end of
table.

ISERROR(x)

TRUE if x is erroneous,
otherwise returns
FALSE

ISERROR(1/0) returns
TRUE

NOT(x)

TRUE if x is FALSE
FALSE if x is TRUE

NOT(TRUE) returns
FALSE
NOT(FALSE) returns
TRUE

Interprets 0 as FALSE
and all other numbers
as TRUE

OR(x1 ...)

TRUE if any argument
is TRUE, otherwise
returns FALSE

OR(TRUE, FALSE)
returns TRUE
OR(FALSE) returns
FALSE

See note at end of
table.

Notes:
Â If an argument of AND or OR is a reference to a cell that doesn’t contain
TRUE or FALSE, the argument is ignored. When you type arguments, rather
than referring to cells for values, zero is interpreted as FALSE, any other number
is interpreted as TRUE, and text strings result in an error.

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Creating Charts

You can turn spreadsheet data into attractive
charts. This chapter outlines the basics of creating
charts in Pages.
Pages provides tools for creating your own visually appealing charts to present
numerical data. You can copy and paste your data from a spreadsheet, or type it
directly into the Chart Data Editor to create and edit your charts right on the page.

About Charts
Charts show the relationship of two types of data with respect to each other. For
example, if you chart business growth over time, you are showing the relationship
between the size of the business and the passage of years. If you chart voting results
among different demographic groups, you are showing the relationship between the
number of people who voted a certain way and their demographic affiliation. When
you enter data for a chart, the two different types of data are represented as data
series and data sets.

Data Series and Data Sets
In a business chart, an example of a data series could be one region’s profits over four
successive years; the data sets could be all of the regions’ profits for only one of those
years. In the illustration below, the data series (each region’s profits) are in rows, and
the data sets (each year’s profits) are in columns. Each individual value (for example,
17 for Region 1, 2004) is a data point.

198

These squares indicate
which color represents
each data series.

The colored squares next to the row labels (Region 1 and Region 2) show which color
represents each data series in the chart.
The illustration below shows how this data looks as a column chart.
The chart legend denotes
the two data series.
The data sets contain
one data point (one bar)
from each of the data
series.
These four bars represent
one data series.

In this chart, the data series are represented by rows in the Chart Data Editor. The data
points are represented as a series of dark-colored bars and a series of light-colored
bars.
Most charts have three-dimensional (3D) versions. Here’s what the 3D column chart
looks like for the data series above.

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Transposing Data Series and Data Sets
You can easily switch the data series and data sets in your charts—without having to
retype the data—by using the Plot Row vs. Column button in the Chart Data Editor.
This button makes the
columns of data in the Chart
Data Editor the data series.
This button makes the rows
of data in the Chart Data
Editor the data series.

The column chart below shows the same data, but with the data sets and data series
transposed.

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These two bars represent
one data series.

The data sets contain
one data point (one bar)
from each of the four
data series.

For this chart, the data series are represented by columns in the Chart Data Editor
pictured earlier. There are now four data series represented as four different-colored
bars.
Data series are represented differently in the different kinds of charts provided by
Pages.
Â In column charts and bar charts, a data series is represented by a series of bars in
the same color (as shown above).
Â In a line chart (also called a graph), a data series is represented by a single line.
Â In an area chart, a data series is represented by an area shape.
Â In a pie chart, only a single data set—the first data point in each series—is
represented on the chart (whichever is listed first in the Chart Data Editor).
Â In a scatter chart, two columns of data are used to plot values for a single data
series. Each pair of values determines the position of one data point.

Adding a Chart
Charts can be added inline with text or fixed on the page. (To learn about fixed and
inline objects, see “Fixed Objects Versus Inline Objects” on page 124.) After you have
added the chart to the page, you can change the chart type and format it by using
the Chart Inspector, pictured later in this chapter.

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Inserting a Chart
To add a chart inline with text:
1 Place the insertion point wherever you want the chart to appear in the text flow.
2 Click Objects in the toolbar and choose Chart (or choose Insert > Chart). A chart
containing placeholder data appears on the page. The Chart Inspector and Chart Data
Editor open.
To place a fixed chart:
1 Click anywhere outside the text areas of the document so that no insertion point is
visible.
2 Click Objects in the toolbar and choose Chart (or choose Insert > Chart). A chart
containing placeholder data appears on the page. The Chart Inspector and Chart Data
Editor open.
3 Drag the chart to wherever you want it to appear on the page.
You can also draw a chart on the page.
To draw a chart on the page:
1 Hold down the Option key while you click Objects in the toolbar and choose Chart.
2 Release the Option key and move the pointer over the page until it becomes a
crosshair.
3 Drag across the page to create a chart any size you want.

Resizing a Chart
To resize the chart on the page:
m Select the chart in the page and drag the active selection handles.

Selecting a Chart Type
Pages provides numerous types of charts to choose from, including bar charts, 3D bar
charts, line charts, 3D line charts, pie charts, and more. After you’ve placed a chart on
a page, you can change its type and format it using the Chart Inspector.
To open the Chart Inspector:
m Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Chart Inspector button.

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To select a chart type, do one of the following:
Â Choose Format > Chart > [chart type].
Â In the Chart Inspector, choose a chart from the pop-up menu that appears when
you click the chart icon in the upper left.
The Chart Inspector
button

Choose a chart type from the
pop-up menu. 2D charts are
on the left, and 3D charts are
on the right.

To change a chart from one type to another:
1 Select the chart.
2 In the Chart Inspector, choose a different chart type from the pop-up menu. You can
also choose Format > Chart > Chart Type > [chart type].
Â If you switch to a pie chart, Pages charts only the first data set in the Chart Data
Editor. See “Pie Charts” on page 211.
Â If you switch to a scatter chart, each point in the chart requires two values, so every
series uses two columns in the Chart Data Editor. See “Scatter Charts” on page 215.
Â If you switch to a bar, column, area, or line chart, each series in the new chart
corresponds to a row in the Chart Data Editor.
Â If you switch to a 3D version of a chart, the Chart Inspector provides controls for
managing object depth and lighting style. See “Using 3D Charts” on page 217.

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Formatting you’ve applied to the chart you’re changing may not be applied to the
new chart. For example, the color fill attribute has a different default value for each
type of chart. If you’ve changed a column fill color and then change the chart to be a
bar chart, the fill color change isn’t retained.
Â Depending on the type of chart, the attributes that may change when you change a
chart’s type are show value label, value label position, text style, series stroke, series
shadow, series fill, data point symbol, and data point fill.
Â Bar/column charts and stacked bar/column charts share attributes except for value
label position. Also, bar/column charts have separate fills.
Â 3D chart shadows are shared across chart types.
When you change a chart’s type and the new type has some of the same attributes,
those attributes don’t change. Shared attributes include axes, gridlines, tick marks, axis
labels, show minimum value, number format, borders, rotation, shadows, and 3D
lighting style.
You’ll learn more about these attributes throughout the remainder of this chapter.

Editing Chart Data
To edit chart data, open the Chart Data Editor and enter your data by typing it or by
copying and pasting from Excel, AppleWorks, or other spreadsheet applications.
To open the Chart Data Editor:
1 Select the chart you want to edit.
2 Choose Format > Chart > Show Data Editor (or click Edit Data in the Chart Inspector).

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Click these buttons to
add another row or
column for data.

Type chart data directly
into these spreadsheet
cells.

Drag labels to reorder
them.

To copy data from another spreadsheet into the Chart Data Editor:
1 Open the spreadsheet with the data you want, and select all the relevant cells.
2 Choose Edit > Copy (or press Command-C).
3 Select the top cell in the first column of the Chart Data Editor.
4 Choose Edit > Paste (or press Command-V).
To edit the names of rows and columns or the data in a cell:
m Double-click a cell or a row or column label and type.
To reorder rows or columns in the Chart Data Editor:
m Drag a row or column label to a new position.
To add rows or columns in the Chart Data Editor:
m Click Add Row or Add Column to place a row above the selected row or a column to
the left of the selected column. If no row or column is selected, the new row or
column appears at the bottom or right edge of the table. (To see the new row or
column, you may have to press the Return key or the Tab key, expand the Chart Data
Editor window, or scroll.)
m Alternatively, select any blank cell, type your data, and press Return. A new row or
column is automatically created.
To delete rows or columns:
m Select the row or column label and press Delete.

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205

Formatting Charts
You can resize and reposition charts and chart legends just like any other object. You
can format chart elements—fonts, colors, axis labels, and tick marks—to suit your
preferences. You can hide the chart legend. You can adjust the angle and lighting style
of 3D charts. Most chart formatting tasks are done using the Chart Inspector. You can
also accomplish many tasks using shortcut menus.
To open a chart’s shortcut menu:
m Hold down the Control key and click a chart.
To hide the chart legend:
1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the
Chart Inspector button.
2 Select the chart.
3 In the Chart Inspector, deselect the checkbox labeled Show Legend.

You can also select the legend and press Delete; you can always display the legend
again by selecting the Show Legend checkbox.

Setting Chart Colors
You can format the bars, wedges, and area shapes that appear on each type of chart
just as you format any other drawn object. You can give them color fills, gradient fills,
image fills, shadows, opacity, or different line styles. You set these attributes in the
Graphic Inspector.
To change the color or image in a bar, wedge, or area shape:
1 Select the item (bar, wedge, or area shape).
If you select one bar in a bar chart, all the bars in that data series are selected.
2 Change chart properties as you would for any drawn object using the Graphic
Inspector.
For more information about changing object properties, see Chapter 7, “Changing
Object Properties.”

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Changing Chart Fonts
You can change the fonts and text colors used for axis labels, data point labels, and
legends.
To change chart fonts:
1 Select the text you want to change.
To change the font on all chart elements, click the chart to select it. If you select the
text for one data point or axis label, all the text of that kind is also selected. You
change the font for a chart legend separately.
2 Click Fonts in the toolbar (or choose Format > Font > Show Fonts) to open the Font
panel.
3 Select a font.
For information about changing text colors, see “Formatting Text Size and
Appearance” on page 79.

Adding Labels and Axis Markings
Use the Axis pane in the Chart Inspector to format the grid and general look of the
axes for bar charts, line charts, and area charts. You can set the range of values to be
displayed along the value axis, the axis on which you read the data point values. For
column charts (vertical bars), line charts, and area charts, the Y-axis is the value axis.
For horizontal bar charts, the X-axis is the value axis. For scatter charts, both axes are
value axes. (Pie charts don’t have a value axis. To read about formatting pie charts, see
“Pie Charts” on page 211.)

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Show or hide axes and chart
borders (2D charts only).

Set styles for labels
and tick marks along
the chart grid.
Set the range of values
that appear on the chart
grid.
Select units for values in
the chart.

To show or hide axes and chart borders:
1 Select the chart.
2 In the Chart Inspector, click the Axis button if it is not already selected.
3 Choose one or more items from the Axes & Borders pop-up menu to select it.
A selected item has a checkmark next to it; choose the item again to deselect it.
To set the range of numerical values displayed on the chart grid:
1 Select the chart.
2 In the Chart Inspector, click the Axis button if it is not already selected.
3 To set the value at the chart origin, type a number in the Minimum field (under Value
Axis Format).
The Minimum value cannot be higher than the minimum value of your entire data set.
4 To set the highest number displayed on the value axis, type a number in the
Maximum field.
The Maximum value cannot be lower than the maximum value of your entire data set.
5 To specify the number of axis markings between the minimum and maximum values,
type a number in the Steps field.
To display the minimum data value on the value axis:
1 Select the chart.
2 In the Chart Inspector, click the Axis button if it’s not already selected.

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3 Choose Show Value Labels and Show Minimum Value from the Labels, Ticks, & Grids XAxis or Y-Axis pop-up menu, depending on the chart.
An item is selected when it has a checkmark next to it.
To specify units for axis values:
1 Select the chart.
2 In the Chart Inspector, click the Axis button if it is not already selected.
3 Under Number Format, type text in the Prefix or Suffix field (or choose a symbol from
the pop-up menus).

Placing Grid Labels and Tick Marks
The X-Axis and Y-Axis pop-up menus in the Axis pane of the Chart Inspector provide
an array of options for placing tick marks, labels, and gridlines along the value axis or
the series axis. The options in these pop-up menus (pictured on the following page)
vary depending on the kind of chart you select.
For vertical bar charts (column charts), line charts, and area charts, the Y-axis is the
value axis and the X-axis is the series axis. For horizontal bar charts, the X-axis is the
value axis. For scatter charts, both axes are value axes. For 3D charts, the X and Y axes
are the same as their 2D counterparts.
Pop-up menus are pictured on the following page as they appear when a column
chart is selected.
To place grid labels and tick marks along an axis:
1 Select the chart.
2 In the Chart Inspector, click the Axis button if it is not already selected.

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3 To add grid labels and tick marks along the X-axis, choose an option from the X-Axis
pop-up menu. The menu for a column chart looks like this:
Show or hide series
axis labels.
Set the text direction for
the series axis labels.
Place tick marks along
the X-axis.
Show or hide the
X-axis gridlines.

4 To add grid labels and tick marks to the Y-axis, choose an option from the Y-Axis popup menu. Here’s what the menu looks like for a column chart:
Show or hide value axis
labels.
Place tick marks along
the Y-axis.
Show or hide the Y-axis
gridlines.

Formatting the Elements in a Data Series
You can use a variety of visual effects to enhance the appearance of data series
elements.
To add data point labels:
1 Select the chart or an element in a data series.
For all chart types except pie charts, selecting one element (such as a bar) of a series
automatically selects the full series. For pie charts, you can select individual wedges.
2 In the Chart Inspector, click the Series button.
3 Choose Show Value from the Data Point Label pop-up menu.

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4 To specify the number of decimal places you want to display, type a number in the
Decimals field.

5 To change the position of data point labels, choose an option from the Data Point
Label pop-up menu.
6 Use the Font panel (Format > Font > Show Fonts) to choose a font, font size, and style
for the data point labels.
For pie charts, you can show data point labels as a percentage of the whole or as
absolute values by selecting or deselecting “Show Pie Values as Percentages” in the
Data Point Label pop-up menu. You can also show the series names.
Some chart styles offer other options for formatting series elements. See the following
sections for information about special formatting options for pie charts, bar and
column charts, area and line charts, scatter charts, and 3D charts.

Pie Charts
For pie charts, Pages charts only the first data set in the Chart Data Editor (the first
data point for each data series). If the data series are in rows in the Chart Data Editor,
only the first column is charted; if the data series are in columns in the Chart Data
Editor, only the first row is charted. Thus, one pie chart represents a single data set,
and each wedge is one element in that set. Other data sets in the Chart Data Editor
are maintained, but they are not displayed in the pie chart. You can chart any data set
by moving it to the first position in its row or column.
To select individual pie wedges:
1 Select the chart, then click to select a single wedge.
2 To select additional wedges, do one of the following:
Â To select all the wedges, choose Edit > Select All (or press Command-A).
Â To select noncontiguous wedges, hold down the Command key as you select each
wedge.
Â To select a continuous range of wedges, select the first wedge, then hold down the
Shift key as you select the last wedge.

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On pie charts, in addition to showing values for wedges, you can display the series
name.
To show a series name in a pie chart:
1 Select the chart or individual pie wedges.
2 In the Chart Inspector, click the Series button.
3 Choose Show Series Name from the Data Point Label pop-up menu.
4 Choose Inside or Outside from the Data Point Label pop-up menu.
You can separate any (or all) of the pie wedges.
To separate individual pie wedges:
1 Select the individual pie wedges. (To select more than one pie wedge, hold down the
Command key as you click each wedge.)
2 Drag the pie wedges or the Explode slider until the pie wedges are separated as far as
you want.
You can also type a number in the Explode field, or use the arrows to increase or
decrease the number.
Separate individual pie
wedges.
Add shadows to
individual wedges or
the whole pie.

Set a pie wedge apart by
using the Explode slider
and giving it a series
name.

You can put shadows on individual pie wedges or on the pie as a whole. Putting
shadows on individual wedges makes it look like the wedges are in different layers.

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To put shadows on individual pie wedges:
1 Select the chart or individual pie wedges.
2 In the Chart Inspector, click the Series button.
3 Choose Individual from the Shadow pop-up menu.
4 In the Graphic Inspector, set shadow attributes. (For more information, see “Adding
Shadows” on page 153.)
To put a shadow on the whole pie:
1 Select the chart.
2 In the Series pane of the Chart Inspector, choose Group from the Shadow
pop-up menu.
3 In the Graphic Inspector, set shadow attributes. (For more information, see “Adding
Shadows” on page 153.)
You can also change the opacity of the chart and individual chart elements, such as
the legend. (For more information, see “Adjusting Opacity” on page 154.)
To rotate a pie chart:
m Select the chart and drag the Rotation Angle wheel in the Series pane of the Chart
Inspector, or type a value in the Rotation Angle field.

Bar and Column Charts
You can apply shadows to individual data series or to the entire chart. You can adjust
the opacity for the chart as a whole or for individual series (but not individual bars).
You can also adjust the spacing between data sets or individual bars.
To adjust spacing between individual bars or data sets:
1 Select the chart.
2 In the Chart Inspector, click the Series button if it is not already selected.
Separate the individual bars
in the chart.
Separate the data sets in
the chart.
Add shadows to bars
or data sets.

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3 To change the space between bars, type a value (or click the arrows) in the “Gap
between bars” field.
4 To change the space between data sets, type a value in the “Gap between sets” field.
The value is the percentage of the bar thickness. Decreasing the space between the
bars makes them thicker. You can also move the pointer near a bar edge until it
becomes a double-headed arrow, then drag to make the bars thicker or thinner.
To put a shadow on each bar:
1 Select the chart or a data series.
2 In the Series pane of the Chart Inspector, choose Individual from the Shadow pop-up
menu.
If you select one data series and choose an item from the Shadow pop-up menu, the
choice applies to all series in the chart.
3 In the Graphic Inspector, set shadow attributes. (For more information, see “Adding
Shadows” on page 153.)
To adjust the opacity of a chart:
m Select the chart and drag the Opacity slider in the Graphic Inspector. For more
information, see “Adjusting Opacity” on page 154.

Area Charts and Line Charts
In area and line charts, you can use symbols—circles, triangle, squares, and
diamonds—to represent data points.
The data points in this
series are represented by
circles.
The data points in this
series are represented by
triangles.

To use a symbol for the data points in a series:
1 Select a data series (area shape or line).

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2 In the Series pane of the Chart Inspector, choose a symbol from the Data Point
Symbol pop-up menu.
Choose a symbol to use
for data points.
Fill data point symbols
with color or images.

3 Fill the symbol by choosing one of the options in the Symbol Fill pop-up menu.
To set the line color and shadow:
m Use the Stroke and Shadow controls in the Graphic Inspector.
For more information about using the Graphic Inspector to set line color, shadow, and
the fill for data point symbols, see Chapter 7, “Changing Object Properties.”

Scatter Charts
Scatter charts display data differently from the other kinds of charts. They require at
least two columns of data to plot values for a single data series. To show multiple data
series, you use additional two-column pairs.
Each pair of values determines the position of one data point. The first data value in
the row is the X-axis of the point. The second data value is the Y-axis of the point.
Here’s what the default scatter chart looks like:

You can view the data for this chart in the Chart Data Editor:

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To control the appearance of a scatter chart:
m To format a symbol for a data series, choose a symbol from the Data Point Symbol
pop-up menu in the Series pane of the Chart Inspector. You can adjust the stroke and
fill settings of a scatter plot data point symbol by using the Graphic Inspector.
m To specify axis settings, use the Axis pane of the Chart Inspector. Because both axes of
scatter charts have values, value axis format settings apply to both X-axis and Y-axis.
Each axis can have its own number format.

Rotating Charts
You can rotate charts by dragging a selection handle (see page 133) or by using the
Metrics Inspector (see page 155). Pie charts can also be rotated using the Chart
Inspector (see page 213).
You can’t rotate or flip 3D charts. If a 3D chart is grouped with 2D charts, you can
rotate the group, but only the 2D charts in it will rotate.

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Using 3D Charts
All the chart types except scatter charts can be displayed as 3D charts.
Here are 2D and 3D versions of the default pie chart.

And here are 2D and 3D versions of the default line chart.

To select a 3D chart type:
m In the Chart Inspector, choose one from the chart type pop-up menu. You can also
choose Format > Chart > Chart Type > [3D chart type].
To define 3D scene settings:
m Select a 3D chart, click 3D Scene in the Chart Inspector, and modify the chart’s
viewing angle and lighting style as desired using the 3D Scene controls.

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Click the intersection of the
arrows and drag to move
the chart both ways.

Choose an item from the Lighting
Style pop-up menu to adjust the
lighting effect.

Drag an arrow to adjust the
viewing angle. Click one arrow
at a time to move the chart in
a single direction (left-right or
up-down).

To resize a 3D chart:
m Select the chart and drag the active selection handles. The chart is resized through all
three dimensions.

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Personalizing Documents
With Address Book Data

This chapter tells you how to use contact
information stored in Address Book and vCards to
personalize letters, envelopes, and other Pages
documents.
You can insert names, phone numbers, addresses—any data you’ve defined for
contacts in Address Book—into Pages documents. You can also insert data from a
virtual address card (vCard) that someone has sent you. This capability (sometimes
referred to as mail merge) lets you reuse a letter, contract, envelope, or other
document for multiple people when you insert person-specific data into Address Book
fields in the document.

Understanding Address Book Fields
When a Pages document contains Address Book fields, contact data is automatically
inserted into the Address Book fields. Address Book fields identify which Address Book
or vCard data to insert and where to insert it.
A document can contain two kinds of Address Book fields:
Â A sender field displays information about the document’s distributor. For example, a
letter can be formatted with a header that uses sender fields to display a company’s
name, address, and phone number.
Pages automatically fills sender fields with data from the Address Book card that’s
designated My Card. But you can use another card to populate sender fields if you
prefer.
Â A recipient field displays information for a person who will receive the document.
For example, you can use recipient fields to insert a person’s name at various
locations in a letter.

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When you want to personalize a document for multiple recipients, you specify an
Address Book group or select multiple individual cards. Pages creates a separate
version of the content for each contact. In each version of the document, the same
sender data is used, but the recipient fields are personalized. Personalized results
can be printed or saved in a new document with a section for each contact.

Using Address Book Fields
Many of the Pages templates have predefined Address Book fields.
You can also create your own Address Book fields, as “Defining Your Own Address
Book Fields” on page 222 describes.
To insert sender data:
m Open a document that contains sender fields, such as a letter template. Pages
automatically inserts data from your Address Book My Card into the fields. If the card
doesn’t contain data for any of the sender fields, the field label is displayed.
If you want to use a different card for sender data, drag an Address Book card or vCard
to a sender field in the document. The new card’s data is applied to all sender fields in
the document.
To insert recipient data for one contact:
1 Open a document template that contains recipient fields.
2 Select the contact’s Address Book card or vCard and drag it to a recipient field. The
contact’s data appears in all the recipient fields in the document. If the card doesn’t
contain data for one of the recipient fields, the field label is displayed.
3 Save or print the document if desired.
4 To reuse the document with another contact’s data, select another card and drag it to
a recipient field. The new data replaces the recipient data inserted in step 2.
To insert recipient data for all contacts in an Address Book group:
1 Open a document that contains recipient fields.
2 Choose Edit > Merge Address Book Cards, then choose a group or All from the pop-up
menu.
You can also select a group or All in Address Book and drag it to a recipient field in the
document.

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3 In the dialog that appears, select “Place merge results in a new document” to create a
new document that contains a section for each contact in the group. Otherwise,
select “Send merge results to printer” to print a personalized copy of the document for
each contact in the group.
The original document is not affected by the merge. You can reuse it for additional
merges as required.
To insert recipient data for contacts in multiple cards:
1 Open a document that contains recipient fields.
2 Select the Address Book cards you want to use, and drag them to a recipient field.
3 In the dialog that appears, click “Place merge results in a new document” to create a
new document that contains a section for each contact. Otherwise, click “Send merge
results to printer” to print a personalized copy of the document for each contact.
The original document is not affected by the merge. You can reuse it for additional
merges as required.
To insert data you type into Address Book fields:
1 When you want to use contact information that isn’t in Address Book or a vCard, click
an Address Book field and type the data you want to use. The Address Book field is
replaced by the text you type.
2 To retain the version of the document containing Address Book fields you’ve
eliminated, choose File > Save As to save your changed document as a new file.
If you don’t need to save your changes, simply choose Edit > Undo Typing to restore
the original Address Book fields.

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Defining Your Own Address Book Fields
When you need to modify an Address Book field or create new Address Book fields,
you use the Merge pane of the Link Inspector.
Select to make selected text
an Address Book field.

Choose the category
describing the data you want
to insert.
Choose the Address Book
field that contains the data.

To create an Address Book field:
1 Open a Pages document.
2 Place the insertion point at the location where you want the Address Book field to
appear.
3 If the Link Inspector isn’t open, choose Insert > Address Book Field. Otherwise, select
“Enable as an Address Book field” in the Merge pane of the Link Inspector. A
placeholder for the Address Book field is inserted and highlighted.
4 In the Merge pane of the Link Inspector, open the Type pop-up menu. Choose the
category that best describes the kind of data you want inserted into the field.
5 From the Field pop-up menu, choose the Address Book field whose data you want to
insert into the Address Book field. The placeholder text is replaced by the name of the
Address Book field you selected.
6 Click Sender Field or Recipient Field to indicate the kind of Address Book field you
want to create.
To create a field with a custom name, select the text in your document that you want
to use as the Address Book field name, then go to step 3 above.

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To change an Address Book field to use work, home, or other Address Book data:
m When a document uses an Address Book field that has work, home, or other
variations, you can quickly switch from one variation to another by choosing Edit >
Choose Address Label > Home, Work, or Other.
To change an Address Book field label:
1 Click the Address Book field whose label you want to change.
2 Type the new label.
3 Select the new label.
4 If the Link Inspector isn’t open, choose Insert > Address Book Field. Otherwise, select
“Enable as an Address Book field” in the Merge pane of the Link Inspector.
5 In the Merge pane of the Link Inspector, click the Type pop-up menu. Choose the
category that best describes the kind of data you want inserted into the field.
6 From the Field pop-up menu, choose the Address Book field whose data you want to
insert into the Address Book field.
7 Click Sender Field or Recipient Field to indicate the kind of Address Book field you
want to create.
To change an Address Book field:
m To disable an Address Book field, click it, and then deselect “Enable as an Address Book
field” in the Merge pane of the Link Inspector. If the Link Inspector isn’t open, click
Inspector in the toolbar, and then click the Link Inspector button.
m To change the underlying Address Book field, click the Address Book field in your
document, and open the Link Inspector. In the Merge pane, use the Type and Field
pop-up menus to specify the new field.
m To change an Address Book field from a sender field to a recipient field or vice versa,
click the Address Book field and open the Link Inspector. Click Sender Field or
Recipient field, as appropriate.
m To delete an Address Book field, click it and then press the Delete key.

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Printing and Exporting Your
Document to Other Formats

This chapter describes the various ways you can
print, view, and share your Pages document.
In addition to printing or faxing your document, you can share your document
electronically. By exporting to other document formats, you can collaborate with
others who use AppleWorks or Microsoft Word. You can also make your document
available on the web as a PDF file or as an HTML page.

Printing Your Document
Pages and Mac OS X provide you with tools to print all or part of your document in
various layouts, and to adjust the color of the printed document.

Setting the Paper Size and Orientation
Before you print, you should make sure the paper size and orientation are set the way
you want by opening the Page Setup dialog.
To set paper size and orientation:
1 Choose File > Page Setup.
2 In the Page Setup dialog, choose the printer you will use from the “Format for” pop-up
menu.
3 Choose a standard paper size from the Paper Size pop-up menu.
If you want to set a custom paper size and you’re using Pages with Mac OS X version
10.3, go to step 4. If you’re using Mac OS X version 10.4, go to step 5.
4 In Mac OS X version 10.3, choose Custom Paper Size from the Settings pop-up menu.

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Type a name for the
custom paper size.

Click to create a new
custom paper size.
Click to duplicate or delete
a selected paper size.
If you edit the custom
paper size options, click
Save to save the changes.

Set the paper height
and width.

Set the page margins.

a Click New and type a name for the new paper size.
b Specify the paper’s height and width in the Paper Size fields, and specify the
printable area margins you want to use in the Printer Margins fields.
c Click Save.
d Choose Page Attributes from the Settings pop-up menu. Choose the new paper size
you named in the Paper Size pop-up menu. It will be near the bottom of the list.
e Click OK.
5 In Mac OS X version 10.4, choose Manage Custom Sizes from the Paper Size pop-up
menu.

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Choose a printer to set its
default page margins.

Duplicate a selected
paper size.

Delete a selected
paper size.
Create a new custom
paper size.

a Click the Add (+) button, and enter values in the Page Size fields.
b Either choose your printer’s default margins from the pop-up menu, or enter your
own values for margins in the Left, Right, Top, and Bottom fields.
c If you want to change the custom size’s name, double-click the name in the list and
enter a new name.
d Click OK.
e Choose the new paper size you named from the Paper Size pop-up menu, and click
OK.
6 Select an orientation option using one of the buttons at the bottom of the Page Setup
dialog.

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Landscape orientation
with the top of the page
on the right side of the
paper

Portrait orientation
(default for most
templates)

Landscape orientation
with the top of the page
on the left side of the
paper

Printing All or Part of Your Document
You can print your entire document, a selected page range, or only odd or even
pages. You can also print several pages on a single sheet of paper or print pages in
reverse order.
To make sure everything is laid out the way you expect, it’s a good idea to preview a
document before you print it out.
To preview a document for printing:
1 Choose File > Print, and then click the Preview button in the Print dialog.
Preview shows what individual document pages will look like when printed. It doesn’t
show the effects of some layout options, such as borders. (For more information about
layout options, see “Setting a Print Layout and Other Options” on page 228.)
2 Select the checkbox labeled Soft Proof at the bottom-left corner of the Preview
window to take your printer’s capabilities into account. For example, if you’re printing
a color document to a black-and-white printer, selecting Soft Proof previews the
document in black and white.
3 Click Print to print your document directly from the Preview window.
For information about using Preview, see Preview Help. (Choose Help > Preview Help
when the Preview window is active.)

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To print the full document or a range of pages:
1 Choose File > Print.
2 Choose the printer you want to use from the Printer pop-up menu. If you don't see
the printer you want to use and you’re using Pages in Mac OS X version 10.3, choose
Edit Printer List and add it. In Mac OS X version 10.4, choose Add Printer.
To learn about adding a printer, search for “Adding a printer” in Mac OS Help. To find
out where the printer you are using is located, pause with the pointer over the
printer's name when you are choosing it from the Printer pop-up menu.
3 Type the number of copies you want to print in the Copies field, and select the
checkbox labeled Collated if you want each group of pages to print together in order
before printing the next group. If you want to print a batch of page 1, then page 2,
then page 3, and so on, deselect the checkbox.
4 To print the entire document, select All next to Pages.
5 To print a range of pages, select From, and then type the page number of the first
page in the From field, and the page number of the last page in the “to” field.
6 Click Print.

Setting a Print Layout and Other Options
The Copies & Pages pop-up menu in the Print dialog provides several other printing
options, including using ColorSync to adjust color (see page 230), printing your
document in reverse order, printing only odd or even pages, printing a cover page
(separator page), and more. After you have set your preferred printing options, you
can save these settings as a preset so that you can use them again without going
through all the steps.
To print the document pages in reverse order:
m In Mac OS X version 10.3, choose Paper Handling from the Copies & Pages pop-up
menu, and select the checkbox labeled “Reverse page order.”

m In Mac OS X version 10.4, choose Paper Handling from the Copies & Pages pop-up
menu, and select Reverse.

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To print only odd or even pages:
m Choose Paper Handling from the Copies & Pages pop-up menu, and select “Odd
numbered pages” or “Even numbered pages.”
To print several pages on a single sheet of paper:
1 Choose Layout from the pop-up menu below the Presets pop-up menu.
See a preview of the
layout you have set up.

Print left to right first,
then down.
Print pages right to
left first, then down.
Print pages top to
bottom first, then
across to the right.
Print pages top to
bottom first, then
across to the left.

Select double-sided
printing options.

Choose a line style to
separate the printed
pages on each sheet.

2 Choose the number of pages you want to appear on each sheet from the “Pages per
Sheet” pop-up menu.
3 Select a layout direction.
4 Choose the line style you want to separate each printed page from the Border pop-up
menu.

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To print double-sided:
m Choose Layout from the pop-up menu below the Presets pop-up menu, and then
select one of the following:
Â Long-Edge Binding: Prints the pages to be bound lengthwise.
Â Short-Edge Binding: Prints the pages to be bound on the short side of the paper.
Note: Not all printers can print double-sided. Check the documentation that came
with your printer.
To save your printing options as a preset:
m Choose Save As from the Presets pop-up menu in the Print dialog and type a name for
the preset.
To use the same settings in the future, choose the preset’s name from the Presets
pop-up menu.

Adjusting the Document Color With ColorSync
You can make printed documents lighter, darker, or sepia-toned, or add other effects,
by adding a Quartz filter to your printer output. The filter uses ColorSync technology
to modify the printed document without modifying the document itself. You can also
use ColorSync to change the resolution of your document.
Note: Not all printers can print in color. Check the documentation that came with
your printer.
To adjust document color:
1 Choose File > Print.
2 Choose ColorSync from the pop-up menu below the Presets pop-up menu in the Print
dialog.
3 Choose an option from the Color Conversion pop-up menu:
Â Standard: Uses the default settings in Pages to control the color management of
the printed document.
Â In Printer: Lets the printer you’re using control the color management of the
printed document.
4 Choose an option from the Quartz Filter pop-up menu.
To see a preview of the printed document with the Quartz filter you have chosen, click
Preview.

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After you have selected the Quartz filter you want, you can save this setting as part of
your preset, as described above. For more information about ColorSync and Quartz
filters, see ColorSync Utility Help by opening the ColorSync application (located in
Applications/Utilities), and then choosing Help > ColorSync Utility Help.
The ColorSync Utility icon

Exporting to Other Document Formats
You can share your Pages documents across different platforms by exporting them to
other formats, such as Microsoft Word, PDF, or HTML. You can also save a document so
it can be opened using Pages in iWork ‘05.
To export a document to another file format:
1 Choose File > Export.
2 Choose a format for the document and click Next.
3 Type a new name for the document.
4 Choose where you want to save the document.
5 Click Export.
You can export a Pages document in these formats:
Â PDF: PDF files can be created using an image quality of good, better, or best. They
can be viewed or printed in Preview, viewed or printed in Safari on Mac OS X version
10.4, and edited with a PDF application.
When you export a Pages document on a computer with Mac OS X version 10.4,
hyperlinks are exported. Hyperlinks are created in the PDF document for table of
contents entries, footnotes and endnotes, webpages, email messages, and
bookmarks.
The PDF file is a “Digital Master” PDF file, which is larger than a typical PDF file
because the resolution of images isn’t scaled down. The PDF file preserves font
characters used in the document.
Â Word: Word files can be opened and edited in Microsoft Word on a Mac OS X
computer or on a Windows computer.

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Because of text layout differences between Microsoft Word and Pages, an exported
Word document may contain a different number of pages than its Pages
counterpart. Also, special typographic features and some graphics may not display
as well, particularly those using transparency (alpha channels). Tables and column
layouts may not export identically, and charts created in Pages appear as static
images.
Â HTML: HTML files support sound and movie files and can be viewed in Safari or
other applications that render HTML.
Some formatting is not preserved. For example, text wrap, headers and footers,
footnotes, tab stops, and text transparency aren’t exported. Export to PDF if you
want to preserve all your formatting.
Pages saves the graphics that appear in the document as separate files in a new
folder. The graphics files folder is labeled with the HTML document’s name followed
by “_files” and is saved in the same folder as the HTML document. If you move the
document, move the graphics files with it.
Â RTF: RTF files retain most of the text formatting and graphics. You can open and
edit RTF files in a word processor.
Â Plain text: Plain text files can be opened and edited in a text editing application,
such as TextEdit. However, exporting to a plain text file removes all your formatting,
and images aren’t exported.
To save a document as an iWork ‘05 document:
1 Choose File > Save As or File > Save.
2 Select “Save a copy in iWork ‘05 format.”
3 Type a new name for the document.
4 Choose where you want to save the document.
5 Click Save.
Users of Pages in iWork ‘05 can open and use the document, but won’t have access to
the new, iWork ‘06 features. For example:
Â Address Book fields and comments are removed.
Â Endnotes are converted to footnotes.
Â An image masked with a shape gets a rectangular mask.

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Â A curved or polygonal shape isn’t editable.
Â A custom shape is converted to a predrawn shape.
Â Formulas in table cells are removed, and the last calculated value is displayed.
Â Number formatting isn’t supported, so the last calculated value is displayed with the
formatting directly applied.
Â 3D charts are converted to 2D charts.

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Designing Your Own
Document Templates

This chapter is for designers who want to create
their own document templates.
This chapter assumes you are already familiar with the design and formatting features
of Pages described in earlier chapters.
The templates that come with Pages provide ideas for page designs, and also define
the look of charts, tables, and text. Within each template, the following attributes can
be defined:
Â Page orientation
Â Page margins
Â Page numbering
Â Background graphics (watermarks)
Â A variety of text styles, including body text, headers, footers, callouts, and so on
Â Table of contents styles
Â Bullet and numbering styles
Â Object fills and line styles for drawn objects
Â Chart colors and styles
Â Look of tables
Â Additional template page designs
You can modify any of these attributes to create your own templates. Creating your
own template can also be as simple as selecting an existing template and adding your
company logo to the page.
If you want to customize an existing template—for example, by adding images,
changing the placeholder text, or defining new text styles—see the relevant sections
in this chapter, and then read “Step 4: Saving a Custom Template” on page 243.

234

If you want to design a new template from scratch, begin with a Blank template. It
may be useful to proceed through all of the sections in this chapter in order.

Step 1: Setting Up the Document
Before you get into the deeper levels of designing the document, you should make
sure to specify the general “size and shape” of the document. Doing this first will
ensure consistency throughout the document. To set up your document, take care of
these tasks first:
1 Set paper size and orientation.
Consider the paper size and orientation that will be used for the finished document.
For example, if you are creating a template for envelopes, make sure that you have
selected the correct envelope size (or created a custom size) before you proceed with
further document design. To learn about setting the paper size and orientation, see
“Setting the Paper Size and Orientation” on page 224.
2 Set page margins.
Define the body text area and header and footer text areas. If your document will be
bound, you can set different margins for right- and left-facing pages. Document
margins are set in the Document Inspector. For more information, see “Setting Page
Margins” on page 61 and “Creating a Document With Left- and Right-Facing Pages” on
page 66.
3 Insert page numbering.
If your document requires page numbering or footnotes, set these up using the
Document Inspector. For more information, see “Adding Footnotes and Endnotes” on
page 68.

Placing Master Objects
If you want to add images that appear in the background on every page of your
document (for example, watermarks), place them first. If you create new sections in
your document, they will automatically inherit the master objects that you have
already placed. You can remove or reposition the master objects in subsequent
sections, if you want.

Chapter 12 Designing Your Own Document Templates

235

To place a master object:
1 Place a fixed graphic anywhere on the page. (Inline objects cannot be used as master
objects.)
2 Set the object size.
3 Set object opacity. For more information, see “Adjusting Opacity” on page 154.
4 Mask any part of the image you don’t want to appear. For more information, see
“Cropping (Masking) Images” on page 128.
5 Set the text wrapping the way you want it. For more information, see “Wrapping Text
Around an Object” on page 136.
6 If you want the object to appear behind text, select it and choose Arrange > Send to
Back.
7 Choose Format > Advanced > Move Object to Section Master.
After the object has been placed on the section master, it cannot be selected, so you
can’t accidentally move it. If you want to move it or make changes to it, you can make
it selectable.
To edit a master object:
m Choose Format > Advanced > Make Master Objects Selectable, and then select the
object you want and edit it.
Master objects have blue selection handles.
Master objects have blue
selection handles.

To remove a master object and make it appear only on a single page:
m Choose Format > Advanced > Move Object to Page. The object is no longer repeated
on each page, but appears only on the selected page. It can be manipulated like any
other fixed object.

Adding Alignment Guides
Alignment guides created in a template page remain in the template to help whoever
uses the template position items on the page. The alignment guides appear when the
rulers or layout are shown, and disappear when rulers or layout are hidden.

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Chapter 12 Designing Your Own Document Templates

To create alignment guides on a page:
1 Go to the page to which you want to add the alignment guides.
2 Click outside the main body of your document so that the insertion point is not
visible.
3 Click View in the toolbar and choose Show Rulers (or choose View > Show Rulers).
4 Place the pointer on a ruler and drag the blue alignment guide wherever you want on
the page. (You can change the color of the alignment guides using Pages
preferences.)

Step 2: Defining Styles
A template must have default styles defined for the following elements of a
document:
Â Paragraph styles
Â Character styles
Â List styles
Â Table of contents styles
Â Text box styles
Â Shape styles
Â Table styles
Â Chart styles
Â Text wrap around objects
You can customize any of these for the template you are creating, or you can use the
defaults that already exist in the template you started with (including the Blank
template).
To learn about creating paragraph styles, character styles, and list styles, see
Chapter 5, “Working With Styles.” To learn about creating styles for the table of
contents, see “Styling a Table of Contents” on page 77.

Chapter 12 Designing Your Own Document Templates

237

Setting Default Styles for Shapes, Tables, and Charts
The default styles for text boxes, shapes, tables, and charts determine what each of
these objects looks like when it first appears on the page (for example, the color, size,
and orientation of the shape that appears when you choose Insert > Shape > [shape]).
You can set default attributes for text boxes, shapes, tables, and graphics by placing
one of each of these items on a page, formatting it the way you want, and then using
the Format menu commands to define these new attributes as the defaults.

Defining Attributes for Text Boxes and Shapes
Setting the default attributes for text boxes and for shapes is very similar. Design text
boxes and shapes just the way you want them, with your preferred fonts, colors,
opacity, shadows, and so on. (Because line length and orientation cannot be defined
within a template, line attributes—such as color, thickness, and opacity—must be set
separately.)
To set default styles for text boxes and shapes:
1 Place a fixed text box and a shape on the page. To read about placing a fixed text box,
see “Creating Callouts, Sidebars, and Highlighted Text” on page 99. To read about
placing drawn objects, see “Adding Shapes, Tables, and Charts” on page 125.
2 Type text into the box and shape and then select the text and set its attributes. To
read about setting text attributes, see “Formatting Text Size and Appearance” on
page 79.
3 Select the text box and the shape, and set attributes for both (for example, fill color
and outline style). To read about setting object properties, see Chapter 7, “Changing
Object Properties.”
4 For the text box and the shape, set text wrapping in the Wrap Inspector. To read about
setting text wrapping, see “Wrapping Text Around an Object” on page 136.
5 Select the shape or text box and choose Format > Advanced > Define Default Shape
Style or Define Default Text Box Style.
6 Delete the text box and shape from the page.

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Chapter 12 Designing Your Own Document Templates

Defining Attributes for Tables
You can design the default table the way you like it, setting the number of rows and
columns, line styles and colors, text styles, shadows, and so on.
To set default table attributes:
1 Place a table on the page.
2 Select the table and set its attributes. To read about placing and formatting tables, see
Chapter 8, “Creating Tables.”
3 Set text wrapping around the table.
4 Choose Format > Advanced > Define Default Table Style.
5 Delete the table from the page.
Note: A table consists of distinct formatting areas, including the header row, header
column, inside borders, and outside borders. To set default table attributes, you must
apply each attribute to an entire formatting area. For example, if you change the
formatting of one cell in a header row, the change will not be saved as part of the
default table style; you need to change the formatting of all the cells in the header
row.

Setting Default Chart Styles
For charts, you can set the default chart type—the type of chart that appears when
you choose Insert > Chart—and also the default look of each chart type. Default
attributes must be set individually for each chart type.
To set default chart styles and placement:
1 Place a chart on the page.
2 Select the chart and set its attributes. (To read about placing and formatting charts,
see Chapter 9, “Creating Charts.”)
3 Set the text wrapping around the charts.
4 After you have formatted and positioned all the charts, select each of them, one at a
time, and choose Format > Advanced > Define Default Style for [chart type] Chart.
5 Select the chart type that you want to be the default (the one that first appears when
you choose Insert > Chart), and choose Format > Advanced > Make [chart type] the
Default Chart Type.
6 Delete the charts from the page.

Chapter 12 Designing Your Own Document Templates

239

Defining Default Attributes for Imported Graphics
For imported graphics, you can set default shadows, opacity, and outline (stroke)
color.
To set default image attributes:
1 Place an image on the page.
2 Select the image and set its attributes. (To read about setting object attributes, see
“Changing Line Style” on page 152, “Adding Shadows” on page 153, and “Adjusting
Opacity” on page 154.)
3 Set text wrapping around the image.
4 Choose Format > Advanced > Define Default Image Style.
5 Delete the image from the page.

Step 3: Creating Placeholder Text and Graphics
Placeholder text and graphics model the look of the finished document. They can also
provide instructions for the person using the template.

Creating Placeholder Text
If you want to modify placeholder text that already exists in a template, you must
make it editable.
To edit placeholder text:
1 Choose Format > Advanced > Enable Placeholder Text Authoring.
2 Edit the text as you would normally.
3 Choose Format > Advanced > Disable Placeholder Text Authoring.
You can also set your own text as placeholder text.
To create placeholder text:
1 Type some text on the page and format it the way you want.
2 Select the text in blocks, as you would like template users to be able to edit it, and
choose Format > Advanced > Define as Placeholder Text.

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Chapter 12 Designing Your Own Document Templates

Important: When selecting blocks of text to define as placeholder text, be careful not
to select the final paragraph break character. Doing so will cause the entire paragraph
to be deleted when the user begins typing in the placeholder text, and the new text
will take on the attributes of the following paragraph. To see the paragraph break
character as you work, click View in the toolbar and choose Show Invisibles (or choose
View > Show Invisibles).
To remove placeholder text:
m Select it and press Delete.

Creating Placeholder Graphics
Placeholder graphics make it easy for you to size and position graphics correctly by
simply dragging them onto the placeholders you have created.
To create a placeholder graphic:
1 Place and size a placeholder image on the page (it might be a shaded box with
instructional text, for example).
2 Select the image and choose Format > Advanced > Define as Image Placeholder.
To make a placeholder image an ordinary image:
m Select it and then deselect “Define as Image Placeholder” in the choose Format >
Advanced submenu. (A selected item has a checkmark next to it; choose the item
again to deselect it.)
To delete a placeholder graphic:
m Select the image and press Delete.

Providing Page Designs for Expandable Templates
You may want to make your template expandable so that template users can simply
insert additional page designs you have created. The page designs are available using
the Pages command in the Insert menu (for more information, see “Expanding Your
Document” on page 37).
1 Design a layout of one or more pages, inserting a section break at the beginning and
end of the layout.

Chapter 12 Designing Your Own Document Templates

241

2 Choose Format > Advanced > Capture Pages. A dialog opens.

3 Type a name for the page design.
4 Choose the number of pages you want to include in the page design from the Include
pop-up menu.
5 Delete the pages from your template if you want them to appear only in the Pages
submenu, but not as a regular part of the template.
To manage page layouts you have created:
1 Choose Format > Advanced > Manage Pages. A dialog opens.

2 Select a page title and click the up or down arrow buttons to change its position in
the list.
Click the Delete (–) button to remove it from the list.
3 Click Done.

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Chapter 12 Designing Your Own Document Templates

Step 4: Saving a Custom Template
You can save your new template so that it appears in the Template Chooser. When
another person opens the template to use it, it opens in exactly the same state as you
saved it. That means you can choose to leave the Styles drawer open or closed, or
leave invisibles, rulers, and layout marks visible.
To save the current template as a custom template:
1 Choose File > Save as Template.
2 Type a name for the template.
3 Your template will be saved in the My Templates pane of the Template Chooser. If you
don't want your template to appear here, save it in another location.
You can create a new Template category by creating a new folder in the following
location:
[Home Folder]/Library/Application Support/iWork/Pages/Templates
4 Click Save.
To delete a custom template:
m In the Finder, navigate to the folder in which you saved the template, and drag the
template to the Trash. By default, the folder is:
[Home Folder]/Library/Application Support/iWork/Pages/Templates/My Templates

Chapter 12 Designing Your Own Document Templates

243

> symbol (in menu commands) 18
3D charts 217

A
accent marks 83
adding pages 37
Address Book fields
creating and changing 222
inserting data in 219
kinds of 219
using 220
alignment
of bulleted text 120
of text 88, 92
alignment guides 26
alternate page headers and footers 74
anchor point icon 25
AppleWorks 34
area charts 214
autofilling 182

B
bar charts 213
baseline 87
baseline shift 113
bookmarks
about 141
adding and using 142
breaks
column 64
layout 23, 64
page 64
section 72
bulleted lists
creating 96
modifying 118

244

Index

C
callouts, defining defaults 238
capitalization 87
cell references 189
centering text 175
Center Tab icon 93
characters
formatting 80
typing special 84
character spacing 91
character style
creating 116
modifying 114
Chart Data Editor
adding/deleting rows/columns 205
editing rows and columns 205
charts
3D charts 199, 217
adding 201
changing from one type to another 203
defining defaults 239
editing data 204
formatting appearance 206
formatting axes and labels 208
placing 126
show/hide legend 206
transposing data series/sets 198
types of 202
checking spelling 47
clipping indicator 100, 102, 174
color
gradient 148
object fill 148
of text 82, 91
opacity 146

selecting 146
Colors window 29, 145
ColorSync 230
column break 64
column charts 213
columns
changing outside margins 65
changing the number of 65
formatting 62
starting at top of page 65
comments 55
copying text 48
cropping. See masking images
custom template 243
cutting text 48

D
date field 68
decimal tab
changing character 95
Decimal Tab icon 93
default template 37
deleting pages 51
deleting text 48
document
planning 34
printing 58, 224
saving 56

E
email addresses 142
endnotes
adding at end of document 69
adding at end of section 70
adjusting spacing between 71
converting to footnotes 71
finding where they’re referenced 71
formatting 71
marks 70
numbering 60
exporting documents 231

Index

F
facing pages
new document section 74
setting up 60, 66
viewing 66
file types
list of graphic types 123
list of movie/sound types 139
finding and replacing text 51, 52
finding text 51, 52
first page, unique 74
fixed object 43
about 124
adding 43
converting 127
resizing 133
Font panel
about 28
formatting text 80
fonts
color 82
size 81
typeface 81
footnotes
adding 69
adjusting spacing between 71
converting to endnotes 71
finding where they’re referenced 71
formatting 71
marks 70
numbering 60
restarting numbering 71
formatted numbers in tables 178
formatted text fields 68
formatting marks. See invisibles
Formula Editor 187
formulas
adding a quick formula 186
performing arithmetic operations 191
removing 187
using cell references 189
using functions 195

245

graph. See charts
graphics
importing files 125
list of types 123
grouping objects 135

Info pane 60
inline object
about 124
adding 43
converting 127
resizing 133
inset margin 104
Inspectors 29
invisibles
showing and hiding 41
understanding 25
iPhoto 131
iTunes 131

headers and footers
adding 67
discontinuous 73
help, onscreen 19
HTML 231
hyperlinks
creating 141
disabling for editing 144
to bookmarks 143
to email messages 141
to webpages 141
types 141
hyphenation 113

keyboard layouts, viewing 84

using operators 193
using predefined functions 191
functions
logical 197
numerical 196
statistical 195

I
image placeholders. See placeholder graphics
images
adding fixed 43
adding inline 43
adjusting 150
fill 148
masking 128
iMovie 131
importing
AppleWorks 34
Microsoft Word 34
indent, hanging 96
indenting list items 98

246

Index

L
landscape 61
language 112
layout
definition 62
show and hide 40
starting at top of page 65
layout break 23, 64
layout view 23
leader lines 95
leading 90
Left Tab icon 93
ligature 87, 113
line break
icon 25
lists 97
line charts 214
line spacing
before/after paragraphs 91
setting 90
linked text boxes 100
lists
bulleted 96
indenting 98
line break 97
modifying style 118, 120

numbered 96
locking objects 46, 135

M
magnifying the view 22
margins
page 61
paragraph 95
setting for document 60
marks for footnotes and endnotes
changing 70
custom 70
predefined 70
masking images 128
master graphics 75, 235
master object 22, 72, 75, 235
media, importing files 125
Media Browser 42, 131
Metrics Inspector 155
Microsoft Word 34, 231

N
navigating through a document 31
new document selection 37
Non-breaking space icon 25
number formatting 178
numbering pages 67, 68

O
objects
adjusting position 156
adjusting size 156
constrain proportions 156
fixed 43
flip horizontally/vertically 134
flipping and rotating 156
grouping/ungrouping 135
locking/unlocking 46, 135
moving backward/forward 134
moving fixed 133
moving inline 133
opacity 154
rotating 134

Index

selecting all 135
selecting behind text 134
shadows 153
text wrapping 137, 138
opacity 154
operators
arithmetic 193
comparison 194
ordered lists 97
orientation, page 61
original size 157
orphan lines 112
outlines. See ordered lists

P
page
deleting 51
orientation 61, 224
setting margins 61
page break icon 25
page layouts
creating and capturing 241
managing 241
page numbering
adding 68
discontinuous 72, 73
pages, additional 37
Page Setup 224
paragraph
background color 82
borders 102
fill color 102
indent 96
margins 95
paragraph break icon 25
paragraph fill 113
paragraph formatting
using hyphenation 60
using ligatures 60
paragraph style
creating new 114
modifying 111
PDF 127, 231

247

pie charts 211
placeholder graphics 21, 42, 241
placeholder text
about 21, 39
creating 240
editing 240
using 39
plain text 231
portrait orientation 61
position tags 44
presets 230
printing
adjusting color 230
cover page 228
creating presets 230
document 58, 224
double-sided 230
odd/even pages only 228
paper size 224
previewing 58
reverse order 228
print preview 58

R
rich text format (RTF) 231
Right Tab icon 93
rotating
objects 134
shapes but keeping text horizontal 134
RTF 231
rulers 26
changing units 26, 44
showing 44

S
saving documents 56
scaling an image 149
scatter charts 215
searching a document
using find and replace 51
using the search sidebar 53
section break 72
section management 48

248

Index

sections
and master objects 74
creating 72
defining attributes of 73
managing 73
shadows
object 153
text 82
shapes
aligning text 91
Draw tool 158
editing a polygon 163
editing a rounded rectangle 162
editing a star 162
editing shape contours 160
editing single and double arrows 162
inserting text in 102
placing custom shapes 158
placing predrawn shapes 126
using as masks 130
shortcut menu 33, 170
shortcuts
keyboard 33
menus 33
sidebars, defining defaults 238
size tags 44
smart quotes 86
sorting table rows 180
space icon 25
spacing text 88
special characters/symbols 84
spelling 47
strikethrough text 82
styles
applying 107
copying and pasting 110
importing 108
modifying bulleted/numbered 118
modifying character 114
modifying paragraph 111
modifying tiered list (outline) 120
overrides 109

Styles drawer 27
subscript 79
superscript 79
symbols, inserting in text 84

T
tab icon 25
table
adding rows and columns 171
deleting rows and columns 172
editing content 169
formulas 183
header rows and columns 172
number of rows and columns 172
placing 126, 166
setting defaults 239
table cells, aligning text 91
table cells, autofilling 182
table cells
automatically fit contents 175
deleting contents 169
formatting borders 176
formatting numbers 178
inset margins 176
merging 173
resizing 174
selecting 167
selecting borders 168
splitting 174
text alignment 175
Table Inspector 170
table of contents
formatting 77
generating 76
pane 60
tabs
changing decimal 95
changing default 94
tab stops
deleting 95
setting 92, 95
Template Chooser 37
text

Index

alignment 91
alignment and spacing 88
automatic substitution 87
capitalization 79
color 82
copying 48
cutting 48
deleting 48
formatting 80
plain 232
raising or lowering 79
RTF format 232
shadows 82
size 81
strikethrough lines 82
underlines 82
text box
aligning text 91
defining defaults 238
formatting 103
linked 100
Text Inspector
List pane 117
Tabs pane 94, 95
Text pane 88
text placeholders. See placeholder text
text wrapping 136
three-dimensional charts 217
thumbnails 48
tiered numbers 120
time field 68
tinted image fill 150
toolbar 30
tracking 87
typography settings 81, 87
Typography window 87

U
underlining text 82
Undo command 40
URL detection 142

249

V
vCard data, inserting 219
view
layout 23
zooming in/out 22

W
watermarks 75, 235
widow lines 112
Wrap Inspector 136

Z
zooming in/out of document 22

250

Index

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