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User’s Guide

Pages 2

User’s Guide

Apple Computer, Inc.

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

7Preface: Welcome to Pages

Pages Features at a Glance

What’s New in Pages

How to Use Menus

Resources for Learning More

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

Setting Page Orientation and Size

Contents

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 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 Chapter 5: Working With Styles

107

Applying Styles

108

Importing Styles From Another Pages Document

109

Understanding Style Overrides

110

Finding and Replacing Styles

111

Modifying and Creating New Paragraph Styles

114

Modifying and Creating New Character Styles

117

Modifying and Creating New List Styles

123 Chapter 6: Working With Graphics and Other Media

123

Working With Graphics

125

Adding Fixed and Inline Objects

127

Using PDF Files as Graphics

128

Cropping (Masking) Images

131

Using the Media Browser

133

Resizing, Moving, and Layering Text or Graphics Objects

Contents

136

Wrapping Text Around an Object

139

Including Sound and Movies

141

Adding Hyperlinks and Bookmarks

145 Chapter 7: Changing Object Properties

145

Using Color and Image Fills

150

Adjusting Images

152

Changing Line Style

153

Adding Shadows

154

Adjusting Opacity

155

Changing the Orientation

156

Adjusting Size and Position of Objects

158

Drawing and Editing Shapes

164 Chapter 8: Creating Tables

165

Adding a Table

167

Using Table Cells and Borders

170

Formatting Tables

177

Adding Images or Background Colors

178

Formatting Numbers

180

Sorting Cells

182

Autofilling

183

Using Formulas

198 Chapter 9: Creating Charts

198

About Charts

201

Adding a Chart

204

Editing Chart Data

206

Formatting Charts

217

Using 3D Charts

219 Chapter 10: Personalizing Documents With Address Book Data

219

Understanding Address Book Fields

Contents

220

Using Address Book Fields

222

Defining Your Own Address Book Fields

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

224

Printing Your Document

231

Exporting to Other Document Formats

234 Chapter 12: Designing Your Own Document Templates

235

Step 1: Setting Up the Document

237

Step 2: Defining Styles

240

Step 3: Creating Placeholder Text and Graphics

243

Step 4: Saving a Custom Template

244 Index

Preface

Welcome to Pages

Pages is a streamlined, yet powerful word-

processing 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.

8 Preface

Welcome to Pages

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.

Insert text callouts, tables,

and other formatted

elements on the fly.

Add graphics with

drag-and-drop ease.

Insert multiple-column

layouts.

Use the toolbar buttons

to format pages and text

as you type.

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.

10 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.

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.

Create a table of contents

that’s updated as you

add content.

Create bulleted and

numbered lists.

Style the TOC the

way you want to.

12 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.

When you add images, you can adjust brightness, contrast, exposure, saturation, hue,

sharpness, and more right within Pages.

Select the album where

your picture is located.

Choose iPhoto, iTunes, or

Movies.

Drag a thumbnail to the

document window.

Search for a file by name.

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.

14 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.

Sort cells in ascending or descending, numerical or alphabetical, order. Format

numbers using currency formatting and dates with international standards.

This table, used in the

Invoice template, uses

formulas to automatically

update cost when

quantity or unit price

changes.

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.

What’s New in Pages

With the enhancements to Pages in iWork ‘06, you can:

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.

Drag an Address Book

contact to the field to

personalize it.

Your My Card data from

Address Book is inserted

automatically.

16 Preface

Welcome to Pages

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.

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.

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.

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

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.

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.)

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.

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.

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.

18 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:

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 19

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.

Pages Tour

For an onscreen demonstration of what you can do with Pages, view the tour.

To see the onscreen tour:

mChoose 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:

1Choose Help > Pages Help.

2Click 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.

To display a help tag, rest

the pointer over an item.

1Overview 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 pre-

formatted 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.

Chapter 1 Overview of Pages 21

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.

Customize the toolbar to

include the tools you use

most often.

Placeholder text indicates

where you can type new

text, and how your text will

look on the page.

Image placeholders indicate

the size and placement of

graphics in a document

template.

The Page View control lets you

zoom in or out so you can see

your document larger or

smaller on the screen.

Address Book fields let you

personalize documents with

Address Book data.

22 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:

ÂChoose View > Zoom > [zoom level].

ÂClick 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 23

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 pop-

up menu.

Document Page Views

To choose a way to view document pages in the Pages window:

1Click the Page View control in the bottom-left corner of the window.

2Choose one of the page view options:

ÂOne Up presents the pages above and below each other.

ÂTwo Up presents two pages side-by-side on the screen.

ÂFit 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.

ÂFit 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:

mClick 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.

24 Chapter 1 Overview of Pages

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.

Two text columns

An inline image

Three text columns

Layout break

Footers

Chapter 1 Overview of Pages 25

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:

mClick 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)

26 Chapter 1 Overview of Pages

To change the color of invisibles so that they stand out:

mChoose 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.

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.

Rulers help you set

margins and tabs where

you want them.

Alignment guides help you

precisely position objects on

the page. (Here the

alignment guides are blue.)

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.

Chapter 1 Overview of Pages 27

To make rulers visible without other layout elements:

mClick View in the toolbar and choose Show Rulers (or choose View > Show Rulers or

press Command-R).

To change the ruler values:

mChoose 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.

28 Chapter 1 Overview of Pages

To open the Styles drawer:

mClick 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:

mClick Fonts in the toolbar (or choose Format > Font > Show Fonts).

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.

Chapter 1 Overview of Pages 29

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:

mClick 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:

mClick 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.

30 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:

mPress 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.

To customize the toolbar:

1Choose View > Customize Toolbar.

2Perform one or more of the following actions:

ÂTo add an item to the toolbar, drag its icon to the toolbar at the top.

ÂTo remove an item from the toolbar, drag it out of the toolbar.

Add text boxes, shapes,

tables, and charts.

Create column layouts

on the fly.

Apply styles to text

and lists.

Add a comment for

selected text or object.

Show thumbnails, comments,

the Styles drawer, rulers,

invisibles, and more.

Add pre-formatted pages

to your document.

Open the Inspector window,

Media Browser, Adjust Image

window, Colors window, and

Font panel.

Chapter 1 Overview of Pages 31

ÂTo rearrange items in the toolbar, drag them.

ÂTo make the toolbar icons smaller, select Use Small Size.

ÂTo 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.

32 Chapter 1 Overview of Pages

To navigate through a document:

mTo move forward or back in small increments, click the scroll arrows.

mTo scroll quickly, drag the vertical scroller up or down, or the horizontal scroller from

left to right.

mTo move forward or back one page at a time, click the Previous Page and Next Page

arrows at the bottom of the document window.

mClick 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.

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.

Click a thumbnail to

display a particular page.

Chapter 1 Overview of Pages 33

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:

mIn 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:

mPress the Control key while you click an object.

Shortcut menus are especially useful for working with tables and charts.

2Creating 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.

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.

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.

Chapter 2 Creating a Document Using the Pages Templates 35

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.”

ÂWhat type of document are you creating and which template most closely matches

the layout you need?

ÂDoes 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.

ÂIf you are designing a unique page layout, are the document margins set the way

you need? See “Setting Page Margins” on page 61.

ÂWill 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.

ÂWill 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.

ÂDoes the document layout require columns? See “Creating Columns” on page 62.

ÂWill 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.”

ÂWhich fonts will you use in the document?

ÂAre there heading styles or fonts that you would like to use consistently throughout

the document? See Chapter 5, “Working With Styles.”

ÂWhat 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.

ÂWill you make use of callouts, sidebars, or other highlighted text in your document?

See “Creating Callouts, Sidebars, and Highlighted Text” on page 99.

36 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.

ÂHow will images be used in your document?

ÂCan you use tables to clearly present information? See Chapter 8, “Creating Tables.”

ÂCan you use charts to effectively display data? See Chapter 9, “Creating Charts.”

ÂWhat will be the final format for your document (printed page, HTML, and so on)?

See “Exporting to Other Document Formats” on page 231.

ÂWill 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 37

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:

mChoose 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:

mChoose 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.

38 Chapter 2 Creating a Document Using the Pages Templates

To add an additional template page following the current page:

mClick Pages in the toolbar and choose a template page (or choose Insert > Pages >

[template page]).

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.

Additional pages:

Choose a page from the

Pages pop-up menu.

Chapter 2 Creating a Document Using the Pages Templates 39

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.

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:

mClick once to select the text box, and then double-click to select the text inside the

box.

Placeholder text:

The entire text area is

selected when you click.

40 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.

To select the placeholder text inside a table:

mClick 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:

mClick 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.

Individual table cell

selected for editing

Chapter 2 Creating a Document Using the Pages Templates 41

To show or hide invisibles:

mClick 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:

1Open a document template that contains recipient fields.

2Select 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.

3Save or print the document if desired.

4To 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:

mDrag 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.

42 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:

mDrag 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:

mDrag 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 43

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:

mClick 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:

mPlace the insertion point where you want the image to appear, and then choose Insert

> Choose. Select the graphics file and click Insert.

mCommand-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.

mCommand-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:

mClick 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.

mDrag an image from the iPhoto pane of the Media Browser to the document and

position it where you want it.

mDrag 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:

1Click Inspector in the toolbar, and click the Wrap Inspector button.

2Select “Moves with text” to make the image inline. Select “Fixed on page” to make the

image fixed.

44 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:

mClick View in the toolbar and choose Show Rulers (or choose View > Show Rulers).

Chapter 2 Creating a Document Using the Pages Templates 45

To change the units of measure in the rulers:

1Choose Pages > Preferences, and click General.

2Choose 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:

mIn 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:

1Click 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.

2Click outside any areas of the page so that the insertion point is not visible.

3Place the pointer over a ruler and drag onto the page. A blue alignment guide

appears.

4Drag the guide wherever you want it on the page.

To remove alignment guides that you have placed on a page:

mDrag 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:

mStart dragging an object, and then hold down the Command key while dragging.

46 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:

1Choose Pages > Preferences, and click General.

2To turn off size and position tags, deselect “Editing: Show size and position when

moving objects.”

3To 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.”

4To 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:

mIn 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:

mSelect 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 47

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:

mChoose 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:

1Hold 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).

2Choose 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:

mChoose 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:

mPlace the cursor in a word you want to check, or anywhere in the document, and then

do one of the following:

ÂChoose 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.

48 Chapter 2 Creating a Document Using the Pages Templates

ÂChoose 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:

1Select the text you want to copy or move.

2Choose Edit > Cut or Copy.

3Place the text cursor in the location where you want to move the text, then do one of

the following:

ÂChoose Edit > Paste to maintain the original formatting of the pasted text.

ÂChoose 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:

mChoose 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 49

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:

mTo show the thumbnail view, click View in the toolbar and choose Show Page

Thumbnails.

mTo 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.)

mTo hide the thumbnail view, click View in the toolbar and choose Hide Page

Thumbnails.

Click a thumbnail to

display a particular page.

50 Chapter 2 Creating a Document Using the Pages Templates

To go to a specific page:

mClick its thumbnail. The page appears in the main viewing area.

To select one or more sections in the thumbnail view:

mClick a page. A yellow box surrounds all the page thumbnails that are in the same

section as the selected page.

mTo select multiple adjacent sections, hold down the Shift key, and select the first and

last section you want.

mYou 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:

mSelect 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:

mSelect the section in the thumbnail view, and press the Delete key.

To copy (or cut) and paste one or more sections:

1In the thumbnail view, select the sections you want to copy or cut.

2Choose Edit > Copy or Edit > Cut.

3Select the section after which you want to paste the sections.

4Choose 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:

1Select the section in the thumbnail view.

2Choose Format > Advanced > Capture Pages.

3In 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 51

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:

mSelect the text and other objects you want to delete, then press the Delete key.

To remove a page and the section it’s in:

mSelect the section in the thumbnail view, and press the Delete key.

mSelect the section, and choose Edit > Delete Pages. To use the shortcut menu, Control-

click 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:

1Choose Edit > Find > Find Panel.

2Type the word in the Find field.

3If you want to replace the word with another, type the new word in the Replace field.

4Depending on how cautious you want to be, do one of the following:

ÂClick 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.

ÂClick Replace to replace the highlighted instance of the word with the new word,

and then click Next or Previous to find the next instance.

ÂClick Replace & Find to replace the highlighted instance of the word and find the

next one.

ÂClick 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.

52 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:

1Choose Edit > Find > Find Panel, and then click Advanced.

2Type the text or phrase in the Find field.

3If 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.”)

4Choose 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.

Select to make the

search case-specific.

Select to find whole

words only.

Type the text you

are searching for.

Select to search the document

to the end and then start from

the beginning.

Replace text one instance

at a time, or all at once.

Search backward or forward

through the document.

Choose the paragraph

style where the text

appears.

Choose the paragraph

style the new text

should have.

Choose to search the entire document

or only the main body text.

Chapter 2 Creating a Document Using the Pages Templates 53

5Select “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.

6Select “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.

7If you want to replace the text with a new word or phrase, type it in the Replace field.

8If you want to change the paragraph style of the new word or phrase, choose a style

from the Style pop-up menu.

9Depending on how cautious you want to be, do one of the following:

ÂClick 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.

ÂClick Replace to replace the highlighted instance of the text with the new text, and

then click Next or Previous to find the next instance.

ÂClick Replace & Find to replace the highlighted instance of the text and find the next

one.

ÂClick 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.

54 Chapter 2 Creating a Document Using the Pages Templates

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:

mTo show the search sidebar, click View in the toolbar and choose Show Search.

mTo hide the sidebar, click View in the toolbar and choose Hide Search.

To conduct a search:

1Show the search sidebar.

2Type 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.

3To 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.

Type the word or phrase.

Select an item in the

resulting list to view where

the word or phrase occurs

in the document.

Chapter 2 Creating a Document Using the Pages Templates 55

4To 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:

mClick 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:

1In 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.

2Click Comment in the toolbar.

3In the box that appears, type your comment. The size of the comment box grows and

shrinks to accommodate your comment.

You can use character and paragraph styles to modify the appearance of text in a

comment.

To change a comment:

mClick the comment and edit it just as you would text and objects elsewhere in your

document.

The comment has a visible link

to the information it relates to.

56 Chapter 2 Creating a Document Using the Pages Templates

To delete a comment:

mClick the delete icon in the corner of the comment box or delete the comment’s

anchor.

To view comments:

mClick 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:

mClick View in the toolbar and choose Hide Comments (or choose View > Hide

Comments).

To print comments:

mPrint 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:

1Choose File > Save, or press Command-S.

2Type a name for the document.

3If your file directory isn’t visible, click the disclosure triangle to the right of the Save As

field.

4Choose where you want to save the document.

5Select “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 57

6If you plan to share the document between computers or with other users, click

Advanced Options.

ÂMake 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.

ÂSelect 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.

7Click 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:

mChoose 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:

1Choose File > Save As.

2Type a name for your document.

3Select a location to save the document. Click the disclosure triangle next to the Save

As field to select the location you want.

4Click Save or New Folder.

58 Chapter 2 Creating a Document Using the Pages Templates

To see a print preview:

mChoose File > Print, and then click the Preview button in the Print dialog.

To print your document:

1Choose File > Print.

2Enter 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.

3Click 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.

3Formatting 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:

mClick Inspector in the toolbar (or choose View > Show Inspector), and then click the

Document Inspector button.

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

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.

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.

Choose a footnote or endnote style.

Use automatic hyphenation

throughout the document.

Use any available font ligatures

throughout the document.

Select the kind of note to create.

Adjust the space between notes.

Chapter 3 Formatting a Document’s Layout and Table of Contents 61

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:

mIn 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.

62 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:

mClick 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:

1Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Layout Inspector button.

2Click Layout in the Layout Inspector if it’s not already selected.

3Type the number of columns you want in the Columns field. By default, the columns

have equal widths.

4To resize the columns:

aDeselect the checkbox labeled “Equal column width”.

bSelect 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 63

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:

1Click View in the toolbar, and choose Show Rulers.

2Drag the left or right edges of the gray gutter areas just below the horizontal ruler.

The Layout Inspector button

Select a column or

gutter width and type

a new value.

Set the space between

the current layout and

the preceding and

following layouts.

Deselect to set unequal

column widths.

Set the number

of columns.

Start the current

layout at the top

of a page.

Set the margins for the

current layout.

The white areas below the

ruler denote the text area

within columns.

The gray areas denote

the column gutters.

64 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:

1Click where you want the break to occur.

2Choose Insert > Page Break.

When you show invisible formatting characters in your document, a page break

symbol appears like this:

To remove a page break:

1Click at the beginning of the line that follows the break.

2Press 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:

1Place the cursor after the word where you want to end the text flow.

2Choose Insert > Column Break.

Chapter 3 Formatting a Document’s Layout and Table of Contents 65

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:

1Place the insertion point after the word where you want to end the current number of

columns and change to a new layout.

2Choose 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:

3Set the number of columns you want, and format them, in the Layout pane of the

Layout Inspector.

To change the layout margins of columns:

1Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Layout Inspector button.

2Click Layout in the Layout Inspector.

3To change the outside margins of the column layout, enter values in the Left and

Right fields under Layout Margins.

4To 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:

mSelect the checkbox labeled “Layout starts on new page” in the Layout pane of the

Layout Inspector.

66 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:

1Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Document Inspector button.

2Click Document.

3Select the checkbox labeled Facing Pages.

To learn about other document formatting options that are available by using facing

pages, see “Varying Document Formatting Using Section Breaks” on page 72.

4Set inside and outside margins.

To view facing pages:

mClick 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.

mClick 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.

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.

Chapter 3 Formatting a Document’s Layout and Table of Contents 67

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:

1Click 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.

2Place 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.

68 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:

mPlace the insertion point where you want the page number to appear, and then

choose Insert > Page Number.

To add the page count:

mPlace 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:

1Place the insertion point where you want the date and time to appear, and then

choose Insert > Date & Time.

2Select a date and time format in the dialog.

3If 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.”

4Click Insert.

To edit the date and time format that’s already been inserted:

mControl-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 69

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:

1Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show

Inspector), and then click the Document Inspector button. Then click Document.

2Choose Use Footnotes from the Footnotes & Endnotes pop-up menu.

3Choose a numbering format.

4Place the insertion point where you want the footnote mark to appear.

5Choose Insert > Footnote.

A footnote mark appears and the insertion point moves to the corresponding

footnote field at the bottom of the page.

6Type 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:

1Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show

Inspector), and then click the Document Inspector button. Then click Document.

2Choose Use Document Endnotes from the Footnotes & Endnotes pop-up menu.

3Choose a numbering format.

4Place the insertion point where you want the endnote mark to appear.

5Choose 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.

6Type 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.

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

To add an endnote at the end of a section:

1Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show

Inspector), and then click the Document Inspector button. Then click Document.

2Choose Use Section Endnotes from the Footnotes & Endnotes pop-up menu.

3Choose a numbering format.

4Place the insertion point where you want the endnote mark to appear.

5Choose 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.

6Type 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:

mDelete the mark within your document that refers to the note.

To use a predefined number or symbol format:

mIn 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:

1Place the insertion point at the location in the document where you want a footnote

or endnote custom mark to appear.

2Click 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.

3In the dialog that appears, type or select a custom mark, and then click OK.

4The 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:

1Control-click an endnote or footnote mark.

2Choose Use Custom Mark from the shortcut menu.

Chapter 3 Formatting a Document’s Layout and Table of Contents 71

3In 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:

1Control-click a custom mark.

2Choose 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:

mChoose Restarts on Each Page or Restarts for Each Section from the Numbering pop-

up 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:

mIn the Document pane of the Document Inspector, increase or decrease the number

in the Space Between Notes field.

To format notes:

mSelect 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:

mIn the Document pane of the Document Inspector, change the setting in the

Footnotes & Endnotes pop-up menu.

To jump between references and notes:

mIn the note, double-click the mark to jump to the location in the document where the

note is referenced.

mIn the document body, click the reference mark to jump to its note.

72 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:

ÂFormatting and layout attributes

ÂHeaders

ÂFooters

ÂPage numbering

ÂMargins

ÂColumn layout

ÂMaster 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:

mChoose 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:

mClick 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 73

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:

1Place the insertion point in the document section you want to change.

2Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Layout Inspector button.

3Click Section.

4Deselect the checkbox labeled “Use previous headers and footers.”

5Type the new header or footer in the header or footer area of your document.

To restart page numbering in a document section:

mSelect the “Start at” checkbox in the Section pane of the Layout Inspector, and then

enter the number of the first page of the section.

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

To set up different first pages, or left- and right-facing pages, for a document

section:

1To 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.

2To put different headers and footers on alternate pages, do the following:

aSelect the checkbox labeled “Left and right pages are different” in the Section pane

of the Layout Inspector.

bIf 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:

mSee “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).

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.

Chapter 3 Formatting a Document’s Layout and Table of Contents 75

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:

1Click outside the text flow of your document so that the insertion point is not visible.

2Add 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).

3Position the graphic wherever you want it on the page.

4Choose 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.

To make master objects selectable:

mChoose Format > Advanced > Make Master Objects Selectable.

Master objects have blue

selection handles.

76 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:

1Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Document Inspector button.

2Click TOC.

3Select 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.

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.

Click to update the table

of contents after making

changes to your

document.

Select the checkbox in

the #’s column if you

want page numbers to

appear with each entry.

Select the paragraph

styles whose text you

want to appear in the

table of contents.

Chapter 3 Formatting a Document’s Layout and Table of Contents 77

4In the #’s column, select the checkboxes of those styles whose entries you want to

have an associated page number.

5Place 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:

mClick 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:

1In 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.

2Click 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.

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

3To edit the look of the entry text, do any of the following:

ÂUse 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.”

ÂTo 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.

ÂTo 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.

ÂTo 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.

4To 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.

5To 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.

Click the arrow and

choose whether to

redefine the selected

style, create a new style,

or just rename it.

When a table of contents

entry is selected, the

Styles drawer displays

table of contents styles.

4Formatting 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:

ÂBold or italic

ÂUnderlined or outlined

ÂBigger or smaller

ÂMore tightly or loosely spaced

ÂSuperscript or subscript

To make selected text bold, italic, underlined, outlined, bigger, or smaller:

mChoose Format > Font > [Bold, Italics, Underline, Outline, Bigger, or Smaller].

To make selected text a superscript or subscript:

mChoose Format > Font > Baseline > [Use Default, Superscript, Subscript].

To make selected text all uppercase:

mChoose Format > Font > Capitalization > [None, All Caps, Small Caps].

80 Chapter 4 Formatting Text and Paragraphs

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:

mClick Fonts in the toolbar (or choose Format > Font > Show Fonts).

Create interesting text

effects using these buttons.

Preview the selected

typeface.

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.

Select a font size to apply

it to selected text in your

document.

The Action

pop-up menu

Chapter 4 Formatting Text and Paragraphs 81

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:

ÂThe Text Underline pop-up menu lets you choose an underline style (such as single

or double).

ÂThe Text Strikethrough pop-up menu lets you choose a strikethrough style (such as

single or double).

ÂThe Text Color pop-up menu lets you apply a color to text.

ÂThe Document Color pop-up menu lets you apply a color behind a paragraph.

ÂThe Text Shadow button applies a shadow to selected text.

ÂThe Shadow Opacity, Shadow Blur, Shadow Offset, and Shadow Angle controls

control the appearance of the shadow.

To change the look and size of text:

1In 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.

2Adjust the font size using the size slider or other size controls.

3Adjust 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:

mOrganize 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.

82 Chapter 4 Formatting Text and Paragraphs

To make it easy to change fonts often:

mLeave 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:

1Click 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.

2To 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:

1Click 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.

2To 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:

mClick 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:

mClick 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:

1Click the Text Shadow button in the Font panel (the fifth button from the left).

2Drag the shadow opacity slider (the first slider on the left) to the right to make the

shadow darker.

3Drag the shadow blur slider (the middle slider) to the right to make the shadow more

diffuse.

Chapter 4 Formatting Text and Paragraphs 83

4Drag the shadow offset slider (the third slider) to the right to separate the shadow

from the text.

5Rotate 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:

1Choose Apple > System Preferences and click International.

2Click Input Menu, then select the checkbox next to Keyboard Viewer.

3Choose 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.

4To 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.

5Place the insertion point in your document where you want to type.

6Press 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.

84 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:

1Choose Apple > System Preferences and click International.

2Click Input Menu, then select the checkbox next to Keyboard Viewer.

3To 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.

4Choose 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.

5To see the keyboard layout for a different country, choose its keyboard layout from the

Input menu.

To type special characters and symbols:

1Place the insertion point where you want the special character or symbol to appear.

2Choose 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).

3Choose 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 upper-

right 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 85

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.

86 Chapter 4 Formatting Text and Paragraphs

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

4Click an item in the list on the left to see the characters that are available in each

category.

5Double-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:

mChoose Pages > Preferences, click Auto-Correction, and select the checkbox labeled

“Use smart quotes.”

Chapter 4 Formatting Text and Paragraphs 87

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:

ÂTracking: Place characters closer together or farther apart

ÂLigature: 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

ÂBaseline: Move text higher or lower than the text around it

ÂCapitalization: Convert all characters to capital or small capital letters

More advanced typography features are available in the Typography window.

To open the Typography window:

mIn 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:

1Choose Pages > Preferences, and then click Auto-Correction.

2Make settings as desired:

ÂTo automatically convert single and double quotation marks to smart quotes so that

opening and closing quotation marks are not identical, select “Use smart quotes.”

ÂTo make sure that the first word in a sentence begins with a capital letter, select “Fix

capitalization.”

ÂTo automatically convert the letters in 1st, 2nd, 3rd, and so on into superscripts,

select “Superscript numerical suffixes.”

Ligature not used

Ligature used

88 Chapter 4 Formatting Text and Paragraphs

ÂTo 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.

ÂTo 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.

ÂTo 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 89

To open the Text pane of the Text Inspector:

1Choose View > Show Inspector (or click Inspector in the toolbar).

2Click the Text Inspector button, and then click Text.

To align text left, center, right, or justified:

1Place the cursor in the paragraph you want to change, or select several paragraphs.

2Click 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.

Drag to adjust the amount

of space between text and

the inside borders of text

boxes, table cells, and

shapes.

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.

90 Chapter 4 Formatting Text and Paragraphs

To align text to the top, center, or bottom of a text box, table cell, or shape:

1Select the text box, table cell, or shape you want to change.

2Click the vertical alignment buttons at the top of the Text Inspector.

To adjust the spacing between lines of text in a paragraph:

1Place the cursor in the paragraph you want to change, or select several paragraphs.

2In 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:

1Place the cursor in the paragraph you want to change, or select multiple paragraphs.

2Type a point value in the Line field, or click the Up Arrow or Down Arrow next to the

field.

3In 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).

ÂStandard 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.

ÂAt 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.

ÂBetween: 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.

Click the text below the

Line field and choose a

line spacing option.

Chapter 4 Formatting Text and Paragraphs 91

To adjust the amount of space before or after a paragraph:

1Place the cursor in the paragraph you want to change, or select several paragraphs.

2In 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:

1Place the cursor in the word you want to change, or select a block of text.

2In 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:

1Select the word or words you want to change.

2In the Text Inspector, click the color well.

3In 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:

mChoose Format > Text > [Align Left, Center, Align Right, Justify].

92 Chapter 4 Formatting Text and Paragraphs

ÂAlign Left: Begins each line of text against the left margin of a page or column, or

the left edge of an object

ÂCenter: Sets the center of each line of text at the center of a page, column, or

object

ÂAlign Right: Sets each line of text against the right margin of a page or column, or

the right edge of an object

ÂJustify: 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 93

You can place tab stops where you want them in the document body or in text boxes.

To set a new tab stop:

mClick the horizontal ruler where you want to set the tab stop.

To change the tabs:

1Select the text you want to adjust.

2On the horizontal ruler, drag the blue tab icons to change the location of the tab

stops.

To change a tab to a different type:

mControl-click the tab icon and choose an option from the shortcut menu. Or double-

click the tab icon in the ruler repeatedly until the type of tab you want appears.

Here is a description of what each tab type does:

ÂLeft Tab: Aligns the left side of text with the tab stop

ÂCenter Tab: Places the center of text at the tab stop

ÂRight Tab: Aligns the right side of text with the tab stop

ÂDecimal 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:

mDrag it off the ruler.

Blue tab icons appear on

the horizontal ruler when

you select tabbed text

on a page.

Decimal tab

Right tab

Center tab

Left tab

Choose from among

these tab types.

94 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:

1Choose View > Show Inspector (or click Inspector in the toolbar).

2Click 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.

Add or remove tab stops

from the column.

Choose a leader line for

any tab stop selected in

the Tab Stops column.

For a tab stop selected in

the Tab Stops column,

select how you want the

text to align.

Type a new character to

change the decimal tab

character.

Set the default distance

between tabs.

Chapter 4 Formatting Text and Paragraphs 95

To change how far apart tabs are by default:

mIn the Tabs pane of the Text Inspector, type a value in the Default Tabs field.

To create new tab stops:

1Place the insertion point in the paragraph (or on the first line) where you want to set

the tab stops.

2Click 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.

3To change tab spacing, double-click the tab stop in the column and type a new value.

4With the tab stop selected, select how you want text to align at the tab stop (Left,

Center, Right, or Decimal Alignment).

5If 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:

mType a new character in the Decimal Tab Character field.

To delete a tab stop:

mSelect 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:

1Select the paragraph or paragraphs you want to change.

2In 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.

96 Chapter 4 Formatting Text and Paragraphs

To set paragraph indents using the Tabs pane of the Text Inspector:

1Select the paragraph or paragraphs you want to change.

2Enter a value in the Left field under Paragraph Indents.

3Enter a value in the Right field under Paragraph Indents.

To change paragraph indents using the rulers:

1Click View in the toolbar and choose Show Rulers (or choose View > Show Rulers).

2To 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.

3To 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.

4To change the first line indent, drag the first line indent (blue rectangle) to where you

want the first line to start.

ÂIf you want the first line to remain flush with the left margin, make sure the

rectangle aligns with the left indent icon.

ÂIf 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.

First line indent Right indent

Left indent

Chapter 4 Formatting Text and Paragraphs 97

To create a bulleted or numbered list:

1Place the cursor in the first line where you want to begin typing list text.

2Click 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.)

Each template may have different list styles. Most templates provide at least the

following list styles for simple bulleted or numbered lists:

ÂBullet: Provides basic, round bullets

ÂNumbered List: Uses Arabic numerals

3Type your text, pressing Return wherever you want to begin a new bulleted (or

numbered) line.

4To 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.

5When 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.

Click to make list styles

appear in the Styles

drawer.

Select a list style to apply

it to selected text.

98 Chapter 4 Formatting Text and Paragraphs

To create ordered lists (outlines), use the Harvard or Legal list styles.

To create an outline:

1Place the cursor in the first line where you want to begin typing list text.

2Click 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.)

3To 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).

4To 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:

ÂCommand-right bracket (]): Increases the indent level of selected text

ÂCommand-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):

ÂIncrease: Increases the indent level of selected text

ÂDecrease: 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.

5To 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 99

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.

6To 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:

ÂAdding text to text boxes

ÂAdding a background (or fill color) to paragraphs

ÂTyping 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:

1Click anywhere outside the text areas of your document so that the insertion point is

not visible.

2Click Objects in the toolbar, and then choose Text (or choose Insert > Text). A text box

appears on the page.

100 Chapter 4 Formatting Text and Paragraphs

3Press Command-Return to select the text box, and then drag it to position it where

you want on the page.

4Click 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.

5Drag 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:

1Select the text you want, and then choose Edit > Copy.

2Click 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:

1Create a fixed text box as described above (see “To add a fixed text box:” on page 99).

2Position 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.

Chapter 4 Formatting Text and Paragraphs 101

3Click 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.

4Drag 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:

1Select all of them, then choose Edit > Copy.

An open blue square on

the left indicates there are

no text boxes linked before

this one.

A clipping indicator shows

the text extends beyond the

text box.

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 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.

102 Chapter 4 Formatting Text and Paragraphs

2Select 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:

mSelect 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:

1Select the paragraph or paragraphs to which you want to add the fill color.

2Click Inspector in the toolbar (or choose View > Show Inspector), click the Text

Inspector button, and then click More.

3In the More pane of the Text Inspector, select the Paragraph Fill checkbox to place a

fill color behind the text.

4Click 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:

1Place a shape where you want it on the page. (To learn about adding shapes, see

“Adding Shapes, Tables, and Charts” on page 125.)

2Double-click the shape and type the text you want. If the text extends beyond the

border of the shape, a clipping indicator appears.

Select a fill color.

Select to place a fill

color behind text.

Chapter 4 Formatting Text and Paragraphs 103

3To 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:

mDouble-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.

The clipping indicator shows

the text extends beyond the

borders of a shape.

104 Chapter 4 Formatting Text and Paragraphs

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:

1Select 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.)

2Click Inspector in the toolbar (or choose View > Show Inspector), click the Text

Inspector button, and then click Text.

3In 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.

105

5Working 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.

106 Chapter 5 Working With Styles

About Paragraph, Character, and List Styles

Pages provides three different kinds of preformatted styles that you can apply to

text for different purposes.

ÂParagraph 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.

ÂCharacter 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.

ÂList 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.

Chapter 5 Working With Styles 107

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:

ÂTo apply list styles, click the List button.

ÂYou 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:

mSelect 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:

ÂClick the Style button in the toolbar and choose the style you want to apply.

ÂClick 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.

108 Chapter 5 Working With Styles

To apply a character style:

1Select the word or words you want to change.

2Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show

Styles Drawer) to open the Styles drawer.

3In 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.

To apply a list style:

1Place the cursor wherever you want to begin typing your list, and then do one of the

following:

ÂClick the List button in the toolbar and choose the style you want to apply.

ÂClick 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 bottom-

right corner.

2Type 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:

1Choose Format > Import Styles.

2Select the document that contains the styles you want to import, and click Open.

3Select 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.

Click to show list styles.

Click to show

character styles.

Chapter 5 Working With Styles 109

4To 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.”

5Click 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.)

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.

When the arrow next to a style

name is red, it means that you

have applied changes to this

style in the selected text.

110 Chapter 5 Working With Styles

To remove style overrides:

1Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show

Styles Drawer) to open the Styles drawer.

2Select the text you want to change.

3In 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:

1Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show

Styles Drawer) to open the Styles drawer.

2In 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.

3Choose Select All Uses of [style name]. All instances of the style are selected

throughout the document.

4Select 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:

1Place 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.

2Place 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.

Chapter 5 Working With Styles 111

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:

1Click 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.

2Type 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.)

3Set 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.)

4If 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.)

5If 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.

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

below:

Set the first line indent.

Set the right indent for

the paragraph.

Set the left indent for

the paragraph.

112 Chapter 5 Working With Styles

ÂFollowing 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.

ÂPagination & 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.

ÂLanguage: 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.

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.

Add a background

color to the paragraph.

Remove automatic

hyphenation or ligatures,

if they are selected for

the document.

Set the text above or

below the surrounding

text.

Chapter 5 Working With Styles 113

ÂRemove 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.)

ÂRemove 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.)

ÂBaseline 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.)

ÂParagraph 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.

7In the Styles drawer, click the arrow to the right of the paragraph style name, and

choose one of the following:

ÂRedefine 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.)

ÂCreate 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.

114 Chapter 5 Working With Styles

To create a new paragraph style from scratch:

1Select a paragraph of text.

2Click 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.

3Format the selected paragraph text so that it looks the way you want. (To learn about

formatting text, see Chapter 4, “Formatting Text and Paragraphs.”)

4Press and hold the Add (+) button at the bottom of the Styles drawer and choose

Create New Paragraph Style From Selection.

5Type a name for the new style in the dialog that appears.

6If you don’t want to apply the new style to the selected text, deselect the checkbox

labeled “Apply this new style on creation.”

7Click 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:

1Click 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.

Press and hold to

create a st

le.

Chapter 5 Working With Styles 115

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.

2Type some text and then apply some attributes:

ÂSelect a font typeface and size. For more information, see “Using the Font Panel to

Format Text” on page 80.

ÂSet the text color. For information about changing the color of text, see page 91.

ÂSet the character spacing. For more information about setting character spacing, see

“Setting Text Alignment, Spacing, and Color” on page 88.

ÂSet 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.

3In the Styles drawer, click the arrow to the right of the character style name, and

choose one of the following:

ÂRedefine 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.

ÂCreate 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.

Click to show list styles.

Click to show

character styles.

116 Chapter 5 Working With Styles

To create a new character style from scratch:

1Select some text.

2Format 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.”)

3Press 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.

4Type a name for the new style.

5If 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.

6If you don’t want to apply the new style to the selected text, deselect the checkbox

labeled “Apply this new style on creation.”

7Click OK.

Click the disclosure triangle

to show character attributes.

Click to select only those

attributes that override the

selected paragraph style.

Select the attributes to

include in the new

character style.

Chapter 5 Working With Styles 117

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:

1Click the Inspector button in the toolbar (or choose View > Show Inspector).

2Click the Text Inspector button, and then click List.

Click to advance to the

next list indent level.

Adjust bullet size and

position relative to text.

Choose bullets or

numbering.

Select an image for

image bullets.

Adjust bullet indentation

relative to the first

paragraph indent.

Set the text indent level

relative to the bullets.

118 Chapter 5 Working With Styles

To modify a bulleted or numbered list style:

1Click 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.

2Choose one of the following bullet or numbering styles from the Bullets & Numbering

pop-up menu in the List pane of the Text Inspector:

ÂNo 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.

ÂText 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.

Click to show list styles.

Select a color for the text bullet.

For text bullets, choose an

available character or type a

character in the text field.

Chapter 5 Working With Styles 119

ÂImage Bullet: Choose this to use one of the available image bullets provided by

Pages, and then select one in the list.

ÂCustom 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.)

ÂNumber: Choose this to create a numbered list. You must also choose a numbering

style. You can choose Arabic or Roman numerals, or letters.

ÂTiered Numbers: To read about Tiered Numbers, see “To modify a tiered list style

for ordered lists:” on page 120.

3Format the bullets.

ÂTo 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.

ÂTo position the bullet symbol higher or lower relative to the text, type a number in

the Align box (or click the arrows).

For image bullets,

select one from the list.

For numbered lists,

choose a numbering

style.

Restart numbering, or

continue with previous

numbering.

Adjust number

indentation relative

to page margin.

120 Chapter 5 Working With Styles

ÂTo 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.

ÂTo 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.

4Click 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.

5Click the red arrow to the right of the selected style in the Styles drawer and choose

one of the following:

ÂRedefine 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.

ÂCreate 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:

1Click 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.)

Click to show list styles.

Chapter 5 Working With Styles 121

2Choose Tiered Numbers from the Bullets & Numbering pop-up menu in the List pane

of the Text Inspector.

3Choose the numbering or lettering style that you want from the second pop-up

menu.

4Click the right indent level arrow to advance to the second list indent level.

5Choose the numbering or lettering style that you want for the second list indent level.

6Repeat steps 4 and 5 until you have set numbering or lettering styles for up to nine

list indent levels.

7Click 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-

right 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.

8Click the red arrow to the right of the list style name, and choose one of the following:

ÂRedefine 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.

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.

122 Chapter 5 Working With Styles

ÂCreate 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:

1Select some text.

2Click 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.

3Format 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.

4Click the Add (+) button at the bottom-left of the Styles drawer and choose Create

New List Style From Selection from the pop-up menu.

5Type a name for the new style.

6If you don’t want to apply the new style to the selected text, deselect the checkbox

labeled “Apply new style on creation.”

7Click OK.

123

6Working 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:

ÂTIFF

ÂGIF

ÂJPEG

ÂPDF

ÂPSD

ÂEPS

ÂPICT

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.

124 Chapter 6 Working With Graphics and Other Media

Fixed Objects Versus Inline Objects

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

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.

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.

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.

The top selection

handles are inactive for

inline objects.

Drag the active selection

handles down or to the

right to resize.

A close-up view of

inactive selection handle

(top) and active selection

handle (bottom).

Drag any of the selection

handles to reposition or

resize fixed objects.

Chapter 6 Working With Graphics and Other Media 125

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:

mPress 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.

mPlace 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:

mDrag the file from the Finder or Media Browser to the document and position it where

you want it.

mClick 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.

126 Chapter 6 Working With Graphics and Other Media

To add a predrawn shape, table, or chart inline with the text:

1Place the insertion point wherever you want the object to appear in the text flow.

2Select the object you want to add:

ÂFor shapes, click Objects in the toolbar and choose a shape from the Shapes

submenu (or choose Insert > Shape > [shape type]).

ÂFor tables, click Objects in the toolbar and choose Table (or choose Insert > Table).

ÂFor 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:

1Click anywhere outside the text areas of the document so that no insertion point is

visible.

2Select the object you want to add:

ÂFor text boxes, click Objects in the toolbar and choose Text (or choose Insert > Text).

ÂFor shapes, click Objects in the toolbar and choose a shape from the Shapes

submenu (or choose Insert > Shape > [shape type]).

ÂFor tables, click Objects in the toolbar and choose Table (or choose Insert > Table).

ÂFor charts, click Objects in the toolbar and choose Chart (or choose Insert > Chart),

and then select a chart type in the Chart Inspector.

3Drag 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:

mSee “Adding a Custom Shape” on page 158.

To modify text boxes, tables, charts, and predrawn and custom shapes:

mSee 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.

mSee “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.

Chapter 6 Working With Graphics and Other Media 127

mSee 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.

mSee 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:

1Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Wrap Inspector button.

2Select the object you want to convert in the document, and then do one of the

following:

ÂTo 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.

ÂTo 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.

128 Chapter 6 Working With Graphics and Other Media

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:

1In your Excel or AppleWorks spreadsheet, select the table range you want to display in

your document.

2Choose File > Print.

3In the Print dialog, choose Save as PDF from the PDF pop-up menu.

4In 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:

1Open Grab. It’s in the Applications/Utilities folder.

2Choose Capture > Selection to select what you want to create an image of.

3Choose 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:

1Import 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).

2Select the object and choose Format > Mask. A mask appears over the image with a

resizable “window” in the center.

Chapter 6 Working With Graphics and Other Media 129

3Drag the window to center it over the part of the image you want to feature. Drag its

selection handles to resize it.

ÂTo constrain the window’s proportions, hold down the Shift key as you drag the

selection handles.

ÂTo 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.)

4Double-click the window to make only the masked area visible. The masked image

has a dotted line around its visible borders.

Drag the selection handles

to resize the visible portion

of the image.

130 Chapter 6 Working With Graphics and Other Media

5Drag 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).

To crop an image using a predrawn or custom shape as a mask:

1Import 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).

2Add 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.

3Select both the image and the shape.

Drag the selection

handles to resize or

Command-drag to

rotate the visible

portion of the image.

Chapter 6 Working With Graphics and Other Media 131

4Choose Format > Mask With Shape.

5Drag the shape to center it over the part of the image you want to feature. Drag its

selection handles to resize it.

6Edit 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.

7Double-click the image or press Return to make the unmasked area invisible.

8The 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:

1Double-click the masked image.

2Click the dotted border of the resizable window to select it.

3Drag 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:

mSelect 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:

1Click Media in the toolbar (or choose View > Show Media Browser).

2Choose iPhoto from the Media Browser pop-up menu and select the album you want.

132 Chapter 6 Working With Graphics and Other Media

3Drag 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).

To add music from iTunes:

1Choose iTunes from the Media Browser pop-up menu, and select the playlist you

want.

2Drag a sound file to the document window. See “Adding Fixed and Inline Objects” on

page 125.

To add a movie:

1Choose Movies from the Media Browser pop-up menu.

2Drag a movie thumbnail directly to the document window. See “Adding Fixed and

Inline Objects” on page 125.

Select the album where

your picture is located.

Choose iPhoto, iTunes, or

Movies.

Drag a thumbnail to the

document window or to

an image well in one of

the Inspectors.

Search for a file by name.

Chapter 6 Working With Graphics and Other Media 133

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:

mClick 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:

ÂClick the object to select it, and then drag it until the insertion point appears where

you want the object in the text.

ÂSelect 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:

1Click the object to select it.

If text is selected inside the object, you can select the whole object by pressing

Command-Return.

2Move 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.

3Drag a selection handle to expand or shrink the object.

ÂTo resize the object from its center, press the Option key as you drag.

134 Chapter 6 Working With Graphics and Other Media

ÂTo 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:

1Select the object.

2Hold down the Command key and move the pointer toward an active selection

handle until it changes to a curved, double-headed arrow.

3Drag a selection handle to rotate the object.

To rotate a shape but keep its text horizontal:

mAfter rotating the shape, choose Format > Shape > Reset Bounding Box.

To flip objects horizontally or vertically:

mSelect 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:

1Select the object you want to move.

2Choose Arrange > Bring Forward or Send Backward.

3Repeat step 2 until the object is in the desired layer.

4To 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:

mPlace 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.

Chapter 6 Working With Graphics and Other Media 135

To select all objects in a document:

ÂTo select all the fixed objects in a document (excluding objects on the section

master), click outside the text area and press Command-A.

ÂTo 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:

1Hold 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.

2Choose Arrange > Group.

To ungroup a grouped object:

mSelect the object and choose Arrange > Ungroup.

Note: A locked group can’t be ungrouped. You must unlock it first.

To lock objects:

1Hold down the Command (or Shift) key as you select the objects you want to lock.

2Choose Arrange > Lock.

After you lock individual or grouped objects, you can’t edit them until you unlock

them.

To unlock an object:

mSelect 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.

136 Chapter 6 Working With Graphics and Other Media

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.

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:

mClick Inspector in the toolbar (or choose View > Show Inspector), and then click the

Wrap Inspector button.

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.

Chapter 6 Working With Graphics and Other Media 137

The settings in the Wrap Inspector affect fixed objects and inline objects differently.

To adjust text wrapping around a fixed object:

1Select the object.

2Select the checkbox labeled “Object causes wrap” in the Wrap Inspector.

3Click a button in the Wrap Inspector to select which side of the object you want the

text to wrap around.

The Wrap Inspector

button

Select to place an object

inline with text or fixed

on the page.

Select to make text wrap

around the object using

the buttons below.

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.

Set the transparency

percentage at which text can

be seen through the object.

138 Chapter 6 Working With Graphics and Other Media

4To 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.

5Enter a value in the Extra Space field to specify the minimum space you want to leave

between the object and the surrounding text.

6If 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:

1Select the object.

2Select the checkbox labeled “Object causes wrap” in the Wrap Inspector.

3Click a button in the Wrap Inspector to select how you want the object to be placed

within the text.

Text wraps to left of object.

Text wraps above and

below the object.

Text wraps to right of object.

Text wraps only around

right or left side,

depending on which side

has more space.

Text wraps around

the object.

Text wraps around the

rectangular bounds of

an object.

Text wraps around an object with

an alpha channel more tightly.

Chapter 6 Working With Graphics and Other Media 139

4To 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.

5Enter a value in the Extra Space field to specify the minimum space you want to leave

between the object and the surrounding text.

6If 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:

ÂMOV

ÂFLASH

ÂMP3

ÂMP4

Align object to the left, and

wrap text around the right.

Object is centered

between lines of text.

Align object to the right,

and wrap text around

the left.

Object is aligned left

between lines of text.

Object is aligned right

between lines of text.

Center object, and wrap

text around both sides.

140 Chapter 6 Working With Graphics and Other Media

ÂAIFF

ÂAAC

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:

1Click Inspector in the toolbar (or choose View > Show Inspector).

2Click the QuickTime Inspector button.

3Click 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.

4Choose a repeat option from the Repeat pop-up menu:

ÂNone: Play only once.

ÂLoop: Repeat continuously.

ÂLoop Back and Forth: Play backward and forward continuously.

You can also specify which frame of the movie to display on the page (called the

“poster frame”) until the movie starts playing.

Set the playback volume.

Set playback repeat options.

Select which frame of the

movie displays until it

begins playing.

Use these controls to view

the movie as you edit your

document.

The QuickTime Inspector

button

Chapter 6 Working With Graphics and Other Media 141

To set the movie poster frame:

1Click the movie to select it.

2In 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.

To add hypertext that links to an email message or webpage:

1Select the text that you want to turn into a hyperlink.

2Open the Link Inspector, and in the Hyperlink pane, select “Enable as hyperlink.”

3Type the required information, as shown below.

ÂWebpage: 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.

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.

142 Chapter 6 Working With Graphics and Other Media

ÂEmail 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.

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:

mChoose Pages > Preferences, click Auto-Correction, and deselect the checkbox labeled

“Automatically detect email and web addresses”.

To add bookmarks to your document:

1Select the text where you want to create the bookmark.

2Open the Link Inspector, click Bookmark, and click Add (+).

Type the URL that you want to

link to.

The Link Inspector button

You can edit the hyperlink text

displayed in the document.

Select to disable all hyperlinks so

that you can easily edit them.

Type the message subject.

Type the email address of the

message recipient.

You can edit the hyperlink text

displayed in the document.

Chapter 6 Working With Graphics and Other Media 143

To edit and use bookmarks:

1Click Bookmark in the Link Inspector.

2Click a bookmark in the list to jump to it in the document.

3Double-click a bookmark in the list to change its name.

4Click the Name or Page column header to sort bookmarks by name or page number.

5Click the Add (+) button to add new bookmarks.

6Select a bookmark in the list and click the Delete (-) button to delete it.

To add a hyperlink that links to a bookmark:

1Choose Insert > Hyperlink > Bookmark, or create a bookmark in the Bookmark pane of

the Link Inspector.

2Open the Hyperlink pane of the Link Inspector.

3Select the text you want to turn into a hyperlink, and then click the checkbox labeled

“Enable as a hyperlink.”

4Choose Bookmark from the Link To pop-up menu.

Click Name or Page to sort the

bookmark list.

Click Add or Delete to add new

bookmarks or delete a

bookmark selected in the list.

Click a bookmark to jump to it

in the document; double-click it

to edit its name.

144 Chapter 6 Working With Graphics and Other Media

5Choose the bookmark you want to link to from the Name pop-up menu.

To disable hypertext for editing:

mSelect the checkbox labeled “Make all hyperlinks inactive” in the Hyperlink pane of the

Link Inspector.

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.

145

7Changing 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:

ÂClick Colors in the toolbar (or choose View > Show Colors).

ÂClick a color well in one of the Inspectors.

146 Chapter 7 Changing Object Properties

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:

1Click anywhere in the color wheel. The selected color is displayed in the color box at

the top of the Colors window.

2To make the color lighter or darker, drag the slider on the right side of the Colors

window.

3To 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:

mDrag the handle at the bottom of the Colors window.

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.

Drag colors from the

color box to store them

in the color palette.

Click to select a color in

the color wheel.

Drag the Opacity slider to

the left to make the color

more transparent.

Click the Search icon and

then click any item on the

screen to match its color.

Chapter 7 Changing Object Properties 147

To save a color in the color palette:

mDrag 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:

ÂSelect a color well in one of the Inspectors, and then click a color in the color wheel.

ÂDrag 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:

1Click the magnifying glass to the left of the color box in the Colors window.

2Click the item on the screen whose color you want to match. The color appears in the

color box.

3Select 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.

148 Chapter 7 Changing Object Properties

To open the Graphic Inspector:

mClick 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:

1On the page, select the object whose color you want to change.

2In the Graphic Inspector, choose Color Fill from the Fill pop-up menu.

3Click the color well below the Fill pop-up menu to open the Colors window.

4Select a color in the Colors window.

To fill an object with a color gradient:

1On the page, select the object whose color you want to change.

2In the Graphic Inspector, choose Gradient Fill from the Fill pop-up menu.

3Click each color well and choose each color in the Colors window.

4To set a direction for the gradient, use the Angle wheel or field. To flip it horizontally

or vertically, click the Angle arrow buttons.

5To invert the gradient, click the double-headed arrow next to the color wells.

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:

1Select the object in which you want to place an image.

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.

Chapter 7 Changing Object Properties 149

2In the Graphic Inspector, choose Image Fill from the Fill pop-up menu, and select an

image.

3To 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).

4Choose an image scale from the pop-up menu.

ÂScale 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.

ÂScale 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.

ÂStretch sizes the image to fit the object’s dimensions but distorts it if the object has

a shape different from the original image.

ÂOriginal 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.

ÂTile 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.

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.

Original Size

Stretch

Scale to Fit

Tile (large image)

Scale to Fill

150 Chapter 7 Changing Object Properties

A tinted image fill places a transparent, colored mask over the fill image.

To set a tinted image fill for an object:

1Select the object in which you want to place an image.

2In the Graphic Inspector, choose Tinted Image Fill from the Fill pop-up menu, and

select an image.

3Click 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.)

4Choose the image scale from the pop-up menu, as described above.

5To 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:

1Select the image.

Tile (small image)

Tile (large image)

Click to select a tint color

for the image.

Chapter 7 Changing Object Properties 151

2Click Adjust in the toolbar or choose View > Show Adjust Image to open the Adjust

Image window.

3Use the controls to make the following adjustments.

ÂUse the Brightness slider to adjust the lightness of the image.

ÂUse 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.

ÂUse the Saturation slider to change the color intensity.

ÂUse the Temperature slider to introduce more warmth (more orange tones) or

coldness (more blue tones).

ÂUse the Tint slider to change the amount of red or green tones in the image.

ÂUse the Sharpness slider to sharpen or soften the image’s focus.

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.

152 Chapter 7 Changing Object Properties

ÂUse the Exposure slider to adjust shadows and highlights.

ÂUse 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.

ÂUse the Levels slider to change the levels of light and dark tones.

ÂClick the Auto Levels button to have Pages enhance colors automatically.

4To 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:

1Select the object that you want to modify.

2In 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.

3To change the line thickness, type a value in the Stroke size field (or click the arrows).

4To change the line color, click the color well and select a color.

5To give the line endpoints, such as arrowheads or circles, choose left and right

endpoints from the pop-up menus.

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.

Click the color well to choose

a line color.

Chapter 7 Changing Object Properties 153

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.

To create or remove a shadow for an object:

1Select the object you want to modify.

2In the Graphic Inspector, select the Shadow checkbox to add a shadow to the object.

Deselect the Shadow checkbox to make the shadow go away.

3Set the angle for the shadow using the Angle wheel.

4Adjust 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.

5Set 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.

Change the shadow color

in the color well.

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.

154 Chapter 7 Changing Object Properties

6Set 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.)

7To change the color for the shadow, click the color well and select a color.

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:

1Select the object.

2In the Graphic Inspector, drag the Opacity slider.

This object has the default

shadow properties.

This object’s shadow is set

to a different angle.

This object’s shadow has

a high offset value.

This object’s shadow has

the lowest blur factor.

This object has a different

shadow color.

This object’s shadow has

a high blur factor.

Chapter 7 Changing Object Properties 155

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.

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:

mClick Inspector in the toolbar (or choose Choose View > Show Inspector), and then

click the Metrics Inspector button.

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 100%

opacity.

This circle is set to

50% opacity.

156 Chapter 7 Changing Object Properties

To flip or rotate an object:

1Select the object you want to rotate.

2In 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:

1Select the object you want to resize.

2In the Metrics Inspector, type a number in the Width and Height fields.

Resize images and

movies to exact

dimensions by specifying

height and width.

Flip an image sideways or

upside down using these

buttons.

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.

Rotate an object with

this wheel or field.

Place an object on the

page by specifying X and

Y coordinates.

Chapter 7 Changing Object Properties 157

To maintain the width/height ratio when you resize an object:

mSelect 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:

mSelect the image or movie and click Original Size in the Metrics Inspector.

To set the precise position of a fixed object:

1Select the object you want to position.

2In 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.

ÂThe X value is measured from the left edge of the page.

ÂThe 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

second endpoint.

Position a fixed line on

the page by specifying X

and Y coordinates for its

first endpoint.

158 Chapter 7 Changing Object Properties

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:

1Click Objects in the toolbar, choose Shapes, and select the Draw tool icon.

You can also choose Insert > Shape > Draw a Shape.

2The pointer changes from an arrow to a small pen tip.

Click anywhere in your document to create the first point of the custom shape.

3To 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.

Chapter 7 Changing Object Properties 159

4Repeat 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.

5To 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:

1Click once in the shape to select it, and then click it a second time to make it editable.

2Double-click one of the two points at either end of the open segment.

3To add additional points, click in other locations as needed.

4To 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:

mSelect the shape, and then open the Wrap Inspector and click “Moves with text”.

mSelect the shape and choose Edit > Cut. Place the insertion point where you want the

shape to appear, and then choose Edit > Paste.

Here’s the open segment.

160 Chapter 7 Changing Object Properties

Editing Predrawn and Custom Shapes

You can change the contour of predrawn and custom shapes.

To make a predrawn shape editable:

mSelect the shape, and then choose Format > Shape > Make Editable.

To make a custom shape editable:

mClick once in the shape to select it, and then click a second time to show its points.

To move one or more points:

mWhen 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.

To delete one or more points:

mWhen 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:

1When 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 +.

2Click the location on the border where you want to add a point.

3Move the point as needed.

To reshape a curve:

1Make the shape editable.

2Click a red circular control on the curve you want to reshape. A control handle

appears on both sides of the circular control.

Click a point and drag it

to change the shape.

Chapter 7 Changing Object Properties 161

3To expand or contract the curve, drag the circular control or one of the control

handles.

4To change the angle of the curve, move the control handles clockwise or counter-

clockwise. You achieve different effects when you move the handles together or

independently of each other. Experiment until you achieve the desired effect.

ÂTo move the control handles together, press the Option key and drag one or the

other of them.

ÂTo move only one control handle, press the Command key before dragging a

handle.

To reshape a straight segment:

1Make the shape editable.

2Click a point.

3Drag 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:

mTo change a corner point into a curved point, make the shape editable, and then

double-click the corner point.

mTo change a curved point into a corner point, make the shape editable, and then

double-click the curved point.

mTo 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.

mTo 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.

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.

162 Chapter 7 Changing Object Properties

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:

mDrag the circular control to the left to straighten the corners and to the right to round

them.

To edit single and double arrows:

mUse the three special controls to increase or decrease the tail’s length and width

without changing the shape of the arrowhead.

To edit a star:

mWhen you select a star shape, a slider appears. Drag the slider to increase or decrease

the number of points in the star.

Drag to straighten or

round the corner.

Drag to change

the tail length.

Drag to change the

width of the tail or

the arrowhead.

Chapter 7 Changing Object Properties 163

To edit a polygon:

mDrag the slider to increase or decrease the number of sides in the polygon.

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.

Drag to increase or

decrease the number of

sides in the polygon.

View the number of sides

currently in the polygon.

164

8Creating 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.

Chapter 8 Creating Tables 165

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.

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.

This layout, featured in

the Photo Journal

template, was made by

filling some table cells

with images, and others

with colors and text.

This table, used in the

Invoice template, uses

formulas to automatically

update cost when

quantity or unit price

changes.

166 Chapter 8 Creating Tables

To add a table inline with text:

1Place the insertion point wherever you want the table to appear in the text flow.

2Click Objects in the toolbar and choose Table (or choose Insert > Table). The Table

Inspector opens.

3To resize the table, drag the available selection handles.

To place a fixed table:

1Click anywhere outside the text areas of the document so that no insertion point is

visible.

2Click Objects in the toolbar and click Table (or choose Insert > Table). A table appears

on the page.

3Drag 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:

1Hold down the Option key as you click Objects in the toolbar and choose Table.

2Release the Option key and move the pointer over the page until it becomes a

crosshair.

3Drag 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:

ÂDrag the available selection handles.

ÂIf 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.

ÂIf 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.

Chapter 8 Creating Tables 167

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:

ÂIf a table cell isn’t selected, click anywhere in the table.

ÂIf 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:

mIf the table or a cell in it is selected, click in the cell.

mIf 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.

168 Chapter 8 Creating Tables

To select a contiguous group of table cells:

mSelect 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:

mHold 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:

1Click the Inspector button in the toolbar (or choose View > Show Inspector), and then

click the Table Inspector button.

2Select a cell in the row or column you want to select.

3Click the Row or Column button at the bottom of the Table pane.

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:

1Select the table cells whose borders you want to select.

2Click the Inspector button in the toolbar (or choose View > Show Inspector), and then

click the Table Inspector button.

3Click 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:

ÂIf the table is selected, click the border.

ÂIf the table is not selected, double-click the border.

Click Row to select an

entire table row.

Click Column to select an

entire table column.

Click a button to select

cell borders.

Chapter 8 Creating Tables 169

To select one segment of a cell border:

1Select the table.

2Option-click to select a single border segment.

3To 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:

mIf the cell is empty, select it and begin typing.

mTo replace specific text already in the cell, select the cell, and then select what you

want to change. Begin typing.

mTo 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.

mTo 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:

mSelect 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:

mSelect 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:

mSelect the cells and press the Delete key.

To edit a cell that uses a formula or contains a formatted number:

mSelect 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.

170 Chapter 8 Creating Tables

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:

mSelect a table or cell(s), and then open the Table Inspector and use the Edit Rows &

Columns pop-up menu in the Table pane.

mSelect a table or cell(s), and then choose Format > Table.

mSelect 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:

mClick 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).

Chapter 8 Creating Tables 171

Adding and Deleting Rows and Columns

To add a new row to a table:

1Select a table cell or row.

2Open 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:

1Select a table cell or column.

2Open a table formatting menu and choose Add Column Before or Add Column After.

Select to add a specially

formatted header row or column.

The Table Inspector button

Select to make rows resize to

accommodate content.

Type the number of table

rows and columns.

Add or delete rows or

columns, merge cells, split

rows, or split columns.

Specify column width

and row height.

Select table columns,

rows, and borders.

172 Chapter 8 Creating Tables

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:

1Select the table.

2Click Inspector in the toolbar (or choose View > Show Inspector), and click the Table

Inspector button. Then click Table.

3To 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.

4To 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:

1Select the row or column or a cell in it.

2Open 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.

Chapter 8 Creating Tables 173

To add a header row or column:

mSelect 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.

mSelect 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:

1Select a group of two or more adjacent table cells. The group of cells you choose must

form a rectangle.

2Open 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.

174 Chapter 8 Creating Tables

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:

1Select a table cell or cells. To split an entire row or column, select all the cells in the

row or column.

2Click 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:

mSelect 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.

mSelect cell borders and drag to resize.

To make all table cells the same size:

mSelect 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.

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.

The clipping indicator

appears when a table cell

contains more text than

can be seen.

Chapter 8 Creating Tables 175

To make table rows automatically grow or shrink to fit their contents:

mSelect 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:

mClick 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:

mSelect one or more cells or the entire table, and click one of the horizontal alignment

buttons in the Text pane of the Text Inspector.

To align text vertically within cells:

mSelect one or more cells or the entire table, and click one of the vertical alignment

buttons in the Text pane of the Text Inspector.

Align text right.

Justify text (align text

right and left).

Align text left.

Center text.

176 Chapter 8 Creating Tables

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:

1Click the cell (or select the whole table to apply the same setting to all cells).

2In 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:

1Select a cell border or set of cell borders (for more information, see “Selecting Table

Cell Borders” on page 168).

2Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Graphic Inspector button.

3Type a value in the Stroke field.

4Click the Stroke color well and select a color in the Colors window.

Grow text from the

bottom of the cell.

Place text at the

top of the cell.

Begin text in the

center of the cell.

Choose to show or hide

the selected cell borders.

Choose a color for

selected cell borders.

Enter a line thickness for

selected cell borders.

Chapter 8 Creating Tables 177

To hide a cell border:

1Select a cell border or set of cell borders.

2In the Graphic Inspector, choose None from the Stroke pop-up menu.

To create a table with no outside border:

1Select the table.

2Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Table Inspector button.

3In the Table pane, click the second Borders button to select the outside borders.

4Click 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:

1Select a table cell, a group of cells, or the whole table (for more information, see

“Using Table Cells and Borders” on page 167).

2Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Graphic Inspector button.

3Choose Image Fill from the Fill pop-up menu. (If there’s already an image in the cell,

click Choose.)

4Select an image and click Open.

5Use the Scale pop-up menu to fill the cell the way you want.

Set the scale of the image

within the cell or table.

Drag a new image to the

well to change it, or click

Choose.

Choose an image fill, color fill, tinted

image fill, or gradient fill for any cell

or the whole table.

178 Chapter 8 Creating Tables

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:

1Select a table cell, a group of cells, or the whole table (for more information, see

“Using Table Cells and Borders” on page 167).

2In the Graphic Inspector, choose Color Fill or Gradient Fill from the Fill pop-up menu.

3Click 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:

1Select 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.

2Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show

Inspector), and then click the Table Inspector button.

3Click the Numbers button.

4Select the Number Format checkbox, and then use the fields below it to define the

number format.

Chapter 8 Creating Tables 179

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:

mSelect 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:

1Select one or more cells that contain numbers.

2Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show

Inspector), and then click the Table Inspector button.

3Click the Numbers button.

Select to define a display

format for numbers in

selected cells.

Choose or type a symbol to

precede numbers.

Select whether to use a

thousands separator.

Choose or type a symbol

to follow numbers.

Set the number of

decimal places to display.

Select a style for displaying

negative numbers.

180 Chapter 8 Creating Tables

4Select 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:

1Select the cell.

2Click in the cell or press Return or Enter. The Formula Editor opens, displaying the

value but not its formatting.

3Change the value displayed in the Formula Editor.

Note: If the number format includes the % suffix, the decimal version of the number

appears in the Formula Editor, as the example above shows.

4To 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:

mSelect 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:

1If 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.

2Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show

Inspector), and then click the Table Inspector button.

Make changes. Cancel button

Discard changes.

Accept button

Save changes.

Chapter 8 Creating Tables 181

3Click the Numbers button.

4Use the Sort Column buttons to indicate whether you want to sort in ascending or

descending order.

The following table describes how different types of data are sorted 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.

Type of data Ascending order Descending 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

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 At the bottom

Boolean (TRUE, FALSE) Above text Below text

182 Chapter 8 Creating Tables

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:

1Select the cell whose data, number formatting, and/or formula you want to paste into

other cells.

2Select 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.

3Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show

Inspector), and then click the Table Inspector button.

4Click the Numbers button, and then click the Fill button.

Paste the contents of the

upper-left selected cell into

the other selected cells.

Chapter 8 Creating Tables 183

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.

ÂOperators perform operations such as addition (+) and multiplication (*).

ÂFunctions 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.

1Create 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.

184 Chapter 8 Creating Tables

2Select 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 symbol * is the multiplication operator.

3To 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.

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.

The formula in the Cost cell

in the first row multiplies the

values in two other cells—B2

and C2.

Columns are referenced

alphabetically.

Rows are referenced

numerically.

This is cell B2.

Chapter 8 Creating Tables 185

4The 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.

See “Formatting Numbers” on page 178 for instructions for using formatted numbers.

5If 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.

6The 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, double-

click the Cost cell in the third row (E3). Its formula is B3*C3.

7Click 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.

A $ is displayed in front

of numbers in the cells.

The comma is used as

the thousands separator.

Numbers are displayed using

two decimal places.

Number formatting is

active for Unit Price cells.

186 Chapter 8 Creating Tables

8Cells 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.

ÂSum totals the values in the cells.

ÂAverage calculates the arithmetic mean of the values in the cells.

ÂMin determines which value in the cells is the smallest.

ÂMax determines which value in the cells is the largest.

ÂCount determines how many of the values in the cells are numbers.

ÂProduct multiplies all the values in the cells.

To perform a basic calculation using column values:

1Select a range of adjacent cells in a column.

2Click Inspector in the toolbar, click the Table Inspector button, and click Numbers.

3Choose 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.

Chapter 8 Creating Tables 187

To perform a basic calculation using row values:

1Select a range of adjacent cells in a row.

2Click Inspector in the toolbar, click the Table Inspector button, and click Numbers.

3Choose 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:

1Select the cell.

2Press the Delete key.

Using the Formula Editor to Add and Edit Formulas

The Formula Editor lets you create and modify formulas.

To open the Formula Editor:

mSelect a table cell and type the equal sign (=).

mSelect a table cell that contains a formula, and click in the cell or press Return or Enter.

Insert Formula button

Press and hold to choose a

predefined function from

the pop-up menu.

An equal sign is

always the first

element in a formula.

Text field

View or edit a formula

in this field.

Cancel button

Discard changes.

Accept button

Save changes.

188 Chapter 8 Creating Tables

mSelect 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:

1Select the cell in which you want to display the result of the formula.

2Open the Formula Editor. For example, type the equal sign (=).

3Type 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.

4Click the Accept button to save your formula.

To edit an existing formula:

mDouble-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:

mIn the Formula Editor, press Return, press Enter, or click the Accept button.

mClick outside the table.

To discard changes you’ve made to a formula:

mIn the Formula Editor, press Esc or click the Cancel button.

mTo close the Formula Editor and discard changes, click the Close button.

Chapter 8 Creating Tables 189

Using Cell References

When the Formula Editor is open, cell reference tabs appear on the table’s top and left

sides.

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:

mTo 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.

mTo 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.

Columns are referenced

alphabetically.

Rows are referenced

numerically.

This is cell B2.

190 Chapter 8 Creating Tables

mTo 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.

mTo 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.

mTo 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:

1Select the header for the column whose cells you want to contain the formula. We’ll

use column header C1 as an example.

2Open the Formula Editor. For example, type the equal sign (=).

3To 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.

4Click 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.

Chapter 8 Creating Tables 191

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 add an arithmetic formula to a cell:

1Select an empty cell for displaying the results of the formula.

2Open the Formula Editor. For example, type an equal sign (=).

3Enter 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:

aClick or type A3.

bType * (the multiplication operator).

cClick or type B5.

dClick B6 (if you don’t type an operator before clicking, the Formula Editor adds the

plus sign (+) automatically).

4Click 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.

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

192 Chapter 8 Creating Tables

Here are some examples of formulas that use functions:

ÂSUM(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.

ÂAVERAGE (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.

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:

1Select an empty cell for displaying the results of the formula.

2Open the Formula Editor. For example, type the equal sign (=).

3Click 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.

4Within the parentheses, insert references to cells whose values you want the function

to use.

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)

Chapter 8 Creating Tables 193

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:

aClick or type A2.

bType a colon.

cClick or type A10.

5Click 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:

ÂA2 + A3. This formula adds the values in two cells of the first column.

ÂA2 > 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

194 Chapter 8 Creating Tables

Comparison operators compare two values and return TRUE or FALSE.

/ 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:

ÂWhen a cell reference points to an empty cell, 0 is the value used.

ÂWhen 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.

ÂUsing a text string with an arithmetic operator returns an error.

For example, 3 + “hello” is not a correct arithmetic operation.

This operator Returns

Example (A2 contains 20 and

B2 contains 2)

This operator Returns

Example (A2 contains 20 and

B2 contains 2)

= 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<B2 returns FALSE

>= 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:

ÂText strings are larger than numbers. For example, “hello” > 5 returns TRUE.

ÂTRUE and FALSE can be compared with each other, but not with numbers

or text strings. TRUE > FALSE, and FALSE < TRUE.

ÂTo type a Boolean value (TRUE or FALSE), type an equal sign, type the value

in the Formula Editor, and press Return.

Chapter 8 Creating Tables 195

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:

ÂThe argument placeholders—x, x1, and so forth—represent places where input to

the functions (such as cell references or constants) should go.

ÂThe 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.

ÂFunctions 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:

ÂIf 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.

196 Chapter 8 Creating Tables

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

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

Also see note at end

of table.

Notes:

ÂIf 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.

Chapter 8 Creating Tables 197

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:

ÂIf 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.

198

9Creating 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.

Chapter 9 Creating Charts 199

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.

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.

These squares indicate

which color represents

each data series.

The data sets contain

one data point (one bar)

from each of the data

series.

These four bars represent

one data series.

The chart legend denotes

the two data series.

200 Chapter 9 Creating Charts

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.

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

transposed.

This button makes the rows

of data in the Chart Data

Editor the data series.

This button makes the

columns of data in the Chart

Data Editor the data series.

Chapter 9 Creating Charts 201

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.

ÂIn column charts and bar charts, a data series is represented by a series of bars in

the same color (as shown above).

ÂIn a line chart (also called a graph), a data series is represented by a single line.

ÂIn an area chart, a data series is represented by an area shape.

ÂIn 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).

ÂIn 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.

These two bars represent

one data series.

The data sets contain

one data point (one bar)

from each of the four

data series.

202 Chapter 9 Creating Charts

Inserting a Chart

To add a chart inline with text:

1Place the insertion point wherever you want the chart to appear in the text flow.

2Click 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:

1Click anywhere outside the text areas of the document so that no insertion point is

visible.

2Click 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.

3Drag 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:

1Hold down the Option key while you click Objects in the toolbar and choose Chart.

2Release the Option key and move the pointer over the page until it becomes a

crosshair.

3Drag across the page to create a chart any size you want.

Resizing a Chart

To resize the chart on the page:

mSelect 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:

mClick Inspector in the toolbar (or choose View > Show Inspector), and then click the

Chart Inspector button.

Chapter 9 Creating Charts 203

To select a chart type, do one of the following:

ÂChoose Format > Chart > [chart type].

ÂIn the Chart Inspector, choose a chart from the pop-up menu that appears when

you click the chart icon in the upper left.

To change a chart from one type to another:

1Select the chart.

2In the Chart Inspector, choose a different chart type from the pop-up menu. You can

also choose Format > Chart > Chart Type > [chart type].

ÂIf you switch to a pie chart, Pages charts only the first data set in the Chart Data

Editor. See “Pie Charts” on page 211.

ÂIf 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.

ÂIf 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.

ÂIf 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.

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.

204 Chapter 9 Creating Charts

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.

ÂDepending 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.

ÂBar/column charts and stacked bar/column charts share attributes except for value

label position. Also, bar/column charts have separate fills.

Â3D 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:

1Select the chart you want to edit.

2Choose Format > Chart > Show Data Editor (or click Edit Data in the Chart Inspector).

Chapter 9 Creating Charts 205

To copy data from another spreadsheet into the Chart Data Editor:

1Open the spreadsheet with the data you want, and select all the relevant cells.

2Choose Edit > Copy (or press Command-C).

3Select the top cell in the first column of the Chart Data Editor.

4Choose Edit > Paste (or press Command-V).

To edit the names of rows and columns or the data in a cell:

mDouble-click a cell or a row or column label and type.

To reorder rows or columns in the Chart Data Editor:

mDrag a row or column label to a new position.

To add rows or columns in the Chart Data Editor:

mClick 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.)

mAlternatively, select any blank cell, type your data, and press Return. A new row or

column is automatically created.

To delete rows or columns:

mSelect the row or column label and press Delete.

Click these buttons to

add another row or

column for data.

Type chart data directly

into these spreadsheet

cells.

Drag labels to reorder

them.

206 Chapter 9 Creating Charts

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:

mHold down the Control key and click a chart.

To hide the chart legend:

1Click Inspector in the toolbar (or choose View > Show Inspector), and then click the

Chart Inspector button.

2Select the chart.

3In 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:

1Select 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.

2Change 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.”

Chapter 9 Creating Charts 207

Changing Chart Fonts

You can change the fonts and text colors used for axis labels, data point labels, and

legends.

To change chart fonts:

1Select 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.

2Click Fonts in the toolbar (or choose Format > Font > Show Fonts) to open the Font

panel.

3Select 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.)

208 Chapter 9 Creating Charts

To show or hide axes and chart borders:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3Choose 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:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3To 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.

4To 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.

5To 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:

1Select the chart.

2In the Chart Inspector, click the Axis button if it’s not already selected.

Set styles for labels

and tick marks along

the chart grid.

Select units for values in

the chart.

Show or hide axes and chart

borders (2D charts only).

Set the range of values

that appear on the chart

grid.

Chapter 9 Creating Charts 209

3Choose Show Value Labels and Show Minimum Value from the Labels, Ticks, & Grids X-

Axis 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:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3Under 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:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

210 Chapter 9 Creating Charts

3To 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:

4To add grid labels and tick marks to the Y-axis, choose an option from the Y-Axis pop-

up menu. Here’s what the menu looks like for a column chart:

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:

1Select 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.

2In the Chart Inspector, click the Series button.

3Choose Show Value from the Data Point Label pop-up menu.

Place tick marks along

the X-axis.

Show or hide the

X-axis gridlines.

Set the text direction for

the series axis labels.

Show or hide series

axis labels.

Place tick marks along

the Y-axis.

Show or hide the Y-axis

gridlines.

Show or hide value axis

labels.

Chapter 9 Creating Charts 211

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

Decimals field.

5To change the position of data point labels, choose an option from the Data Point

Label pop-up menu.

6Use 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:

1Select the chart, then click to select a single wedge.

2To select additional wedges, do one of the following:

ÂTo select all the wedges, choose Edit > Select All (or press Command-A).

ÂTo select noncontiguous wedges, hold down the Command key as you select each

wedge.

ÂTo select a continuous range of wedges, select the first wedge, then hold down the

Shift key as you select the last wedge.

212 Chapter 9 Creating Charts

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:

1Select the chart or individual pie wedges.

2In the Chart Inspector, click the Series button.

3Choose Show Series Name from the Data Point Label pop-up menu.

4Choose 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:

1Select the individual pie wedges. (To select more than one pie wedge, hold down the

Command key as you click each wedge.)

2Drag 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.

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.

Add shadows to

individual wedges or

the whole pie.

Separate individual pie

wedges.

Set a pie wedge apart by

using the Explode slider

and giving it a series

name.

Chapter 9 Creating Charts 213

To put shadows on individual pie wedges:

1Select the chart or individual pie wedges.

2In the Chart Inspector, click the Series button.

3Choose Individual from the Shadow pop-up menu.

4In the Graphic Inspector, set shadow attributes. (For more information, see “Adding

Shadows” on page 153.)

To put a shadow on the whole pie:

1Select the chart.

2In the Series pane of the Chart Inspector, choose Group from the Shadow

pop-up menu.

3In 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:

mSelect 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:

1Select the chart.

2In 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.

214 Chapter 9 Creating Charts

3To change the space between bars, type a value (or click the arrows) in the “Gap

between bars” field.

4To 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:

1Select the chart or a data series.

2In 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.

3In the Graphic Inspector, set shadow attributes. (For more information, see “Adding

Shadows” on page 153.)

To adjust the opacity of a chart:

mSelect 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.

To use a symbol for the data points in a series:

1Select a data series (area shape or line).

The data points in this

series are represented by

circles.

The data points in this

series are represented by

triangles.

Chapter 9 Creating Charts 215

2In the Series pane of the Chart Inspector, choose a symbol from the Data Point

Symbol pop-up menu.

3Fill the symbol by choosing one of the options in the Symbol Fill pop-up menu.

To set the line color and shadow:

mUse 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:

Choose a symbol to use

for data points.

Fill data point symbols

with color or images.

216 Chapter 9 Creating Charts

To control the appearance of a scatter chart:

mTo 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.

mTo 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.

Chapter 9 Creating Charts 217

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:

mIn 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:

mSelect 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.

218 Chapter 9 Creating Charts

To resize a 3D chart:

mSelect the chart and drag the active selection handles. The chart is resized through all

three dimensions.

Click the intersection of the

arrows and drag to move

the chart both ways.

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).

Choose an item from the Lighting

Style pop-up menu to adjust the

lighting effect.

219

10 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:

ÂA 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.

ÂA 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.

220 Chapter 10 Personalizing Documents With Address Book Data

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:

mOpen 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:

1Open a document template that contains recipient fields.

2Select 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.

3Save or print the document if desired.

4To 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:

1Open a document that contains recipient fields.

2Choose 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.

Chapter 10 Personalizing Documents With Address Book Data 221

3In 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:

1Open a document that contains recipient fields.

2Select the Address Book cards you want to use, and drag them to a recipient field.

3In 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:

1When 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.

2To 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.

222 Chapter 10 Personalizing Documents With Address Book Data

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.

To create an Address Book field:

1Open a Pages document.

2Place the insertion point at the location where you want the Address Book field to

appear.

3If 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.

4In 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.

5From 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.

6Click 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.

Choose the category

describing the data you want

to insert.

Choose the Address Book

field that contains the data.

Select to make selected text

an Address Book field.

Chapter 10 Personalizing Documents With Address Book Data 223

To change an Address Book field to use work, home, or other Address Book data:

mWhen 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:

1Click the Address Book field whose label you want to change.

2Type the new label.

3Select the new label.

4If 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.

5In 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.

6From the Field pop-up menu, choose the Address Book field whose data you want to

insert into the Address Book field.

7Click Sender Field or Recipient Field to indicate the kind of Address Book field you

want to create.

To change an Address Book field:

mTo 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.

mTo 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.

mTo 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.

mTo delete an Address Book field, click it and then press the Delete key.

224

11 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:

1Choose File > Page Setup.

2In the Page Setup dialog, choose the printer you will use from the “Format for” pop-up

menu.

3Choose 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.

4In Mac OS X version 10.3, choose Custom Paper Size from the Settings pop-up menu.

Chapter 11 Printing and Exporting Your Document to Other Formats 225

aClick New and type a name for the new paper size.

bSpecify 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.

cClick Save.

dChoose 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.

eClick OK.

5In Mac OS X version 10.4, choose Manage Custom Sizes from the Paper Size pop-up

menu.

Click to create a new

custom paper size.

Type a name for the

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.

226 Chapter 11 Printing and Exporting Your Document to Other Formats

aClick the Add (+) button, and enter values in the Page Size fields.

bEither 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.

cIf you want to change the custom size’s name, double-click the name in the list and

enter a new name.

dClick OK.

eChoose the new paper size you named from the Paper Size pop-up menu, and click

OK.

6Select an orientation option using one of the buttons at the bottom of the Page Setup

dialog.

Choose a printer to set its

default page margins.

Delete a selected

paper size.

Duplicate a selected

paper size.

Create a new custom

paper size.

Chapter 11 Printing and Exporting Your Document to Other Formats 227

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:

1Choose 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.)

2Select 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.

3Click 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.)

Landscape orientation

with the top of the page

on the left side of the

paper

Portrait orientation

(default for most

templates)

Landscape orientation

with the top of the page

on the right side of the

paper

228 Chapter 11 Printing and Exporting Your Document to Other Formats

To print the full document or a range of pages:

1Choose File > Print.

2Choose 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.

3Type 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.

4To print the entire document, select All next to Pages.

5To 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.

6Click 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:

mIn Mac OS X version 10.3, choose Paper Handling from the Copies & Pages pop-up

menu, and select the checkbox labeled “Reverse page order.”

mIn Mac OS X version 10.4, choose Paper Handling from the Copies & Pages pop-up

menu, and select Reverse.

Chapter 11 Printing and Exporting Your Document to Other Formats 229

To print only odd or even pages:

mChoose 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:

1Choose Layout from the pop-up menu below the Presets pop-up menu.

2Choose the number of pages you want to appear on each sheet from the “Pages per

Sheet” pop-up menu.

3Select a layout direction.

4Choose the line style you want to separate each printed page from the Border pop-up

menu.

Choose a line style to

separate the printed

pages on each sheet.

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.

See a preview of the

layout you have set up.

Select double-sided

printing options.

230 Chapter 11 Printing and Exporting Your Document to Other Formats

To print double-sided:

mChoose Layout from the pop-up menu below the Presets pop-up menu, and then

select one of the following:

ÂLong-Edge Binding: Prints the pages to be bound lengthwise.

ÂShort-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:

mChoose 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:

1Choose File > Print.

2Choose ColorSync from the pop-up menu below the Presets pop-up menu in the Print

dialog.

3Choose an option from the Color Conversion pop-up menu:

ÂStandard: Uses the default settings in Pages to control the color management of

the printed document.

ÂIn Printer: Lets the printer you’re using control the color management of the

printed document.

4Choose 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.

Chapter 11 Printing and Exporting Your Document to Other Formats 231

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.

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:

1Choose File > Export.

2Choose a format for the document and click Next.

3Type a new name for the document.

4Choose where you want to save the document.

5Click Export.

You can export a Pages document in these formats:

ÂPDF: 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.

ÂWord: Word files can be opened and edited in Microsoft Word on a Mac OS X

computer or on a Windows computer.

The ColorSync Utility icon

232 Chapter 11 Printing and Exporting Your Document to Other Formats

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.

ÂHTML: 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.

ÂRTF: RTF files retain most of the text formatting and graphics. You can open and

edit RTF files in a word processor.

ÂPlain 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:

1Choose File > Save As or File > Save.

2Select “Save a copy in iWork ‘05 format.”

3Type a new name for the document.

4Choose where you want to save the document.

5Click 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:

ÂAddress Book fields and comments are removed.

ÂEndnotes are converted to footnotes.

ÂAn image masked with a shape gets a rectangular mask.

Chapter 11 Printing and Exporting Your Document to Other Formats 233

ÂA curved or polygonal shape isn’t editable.

ÂA custom shape is converted to a predrawn shape.

ÂFormulas in table cells are removed, and the last calculated value is displayed.

ÂNumber formatting isn’t supported, so the last calculated value is displayed with the

formatting directly applied.

Â3D charts are converted to 2D charts.

234

12 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:

ÂPage orientation

ÂPage margins

ÂPage numbering

ÂBackground graphics (watermarks)

ÂA variety of text styles, including body text, headers, footers, callouts, and so on

ÂTable of contents styles

ÂBullet and numbering styles

ÂObject fills and line styles for drawn objects

ÂChart colors and styles

ÂLook of tables

ÂAdditional 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.

Chapter 12 Designing Your Own Document Templates 235

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:

1Set 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.

2Set 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.

3Insert 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.

236 Chapter 12 Designing Your Own Document Templates

To place a master object:

1Place a fixed graphic anywhere on the page. (Inline objects cannot be used as master

objects.)

2Set the object size.

3Set object opacity. For more information, see “Adjusting Opacity” on page 154.

4Mask any part of the image you don’t want to appear. For more information, see

“Cropping (Masking) Images” on page 128.

5Set the text wrapping the way you want it. For more information, see “Wrapping Text

Around an Object” on page 136.

6If you want the object to appear behind text, select it and choose Arrange > Send to

Back.

7Choose 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:

mChoose Format > Advanced > Make Master Objects Selectable, and then select the

object you want and edit it.

Master objects have blue selection handles.

To remove a master object and make it appear only on a single page:

mChoose 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.

Master objects have blue

selection handles.

Chapter 12 Designing Your Own Document Templates 237

To create alignment guides on a page:

1Go to the page to which you want to add the alignment guides.

2Click outside the main body of your document so that the insertion point is not

visible.

3Click View in the toolbar and choose Show Rulers (or choose View > Show Rulers).

4Place 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:

ÂParagraph styles

ÂCharacter styles

ÂList styles

ÂTable of contents styles

ÂText box styles

ÂShape styles

ÂTable styles

ÂChart styles

ÂText 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.

238 Chapter 12 Designing Your Own Document Templates

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:

1Place 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.

2Type 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.

3Select 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.”

4For 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.

5Select the shape or text box and choose Format > Advanced > Define Default Shape

Style or Define Default Text Box Style.

6Delete the text box and shape from the page.

Chapter 12 Designing Your Own Document Templates 239

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:

1Place a table on the page.

2Select the table and set its attributes. To read about placing and formatting tables, see

Chapter 8, “Creating Tables.”

3Set text wrapping around the table.

4Choose Format > Advanced > Define Default Table Style.

5Delete 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:

1Place a chart on the page.

2Select the chart and set its attributes. (To read about placing and formatting charts,

see Chapter 9, “Creating Charts.”)

3Set the text wrapping around the charts.

4After 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.

5Select 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.

6Delete the charts from the page.

240 Chapter 12 Designing Your Own Document Templates

Defining Default Attributes for Imported Graphics

For imported graphics, you can set default shadows, opacity, and outline (stroke)

color.

To set default image attributes:

1Place an image on the page.

2Select 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.)

3Set text wrapping around the image.

4Choose Format > Advanced > Define Default Image Style.

5Delete 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:

1Choose Format > Advanced > Enable Placeholder Text Authoring.

2Edit the text as you would normally.

3Choose Format > Advanced > Disable Placeholder Text Authoring.

You can also set your own text as placeholder text.

To create placeholder text:

1Type some text on the page and format it the way you want.

2Select the text in blocks, as you would like template users to be able to edit it, and

choose Format > Advanced > Define as Placeholder Text.

Chapter 12 Designing Your Own Document Templates 241

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:

mSelect 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:

1Place and size a placeholder image on the page (it might be a shaded box with

instructional text, for example).

2Select the image and choose Format > Advanced > Define as Image Placeholder.

To make a placeholder image an ordinary image:

mSelect 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:

mSelect 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).

1Design a layout of one or more pages, inserting a section break at the beginning and

end of the layout.

242 Chapter 12 Designing Your Own Document Templates

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

3Type a name for the page design.

4Choose the number of pages you want to include in the page design from the Include

pop-up menu.

5Delete 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:

1Choose Format > Advanced > Manage Pages. A dialog opens.

2Select 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.

3Click Done.

Chapter 12 Designing Your Own Document Templates 243

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:

1Choose File > Save as Template.

2Type a name for the template.

3Your 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

4Click Save.

To delete a custom template:

mIn 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

Index

244

> symbol (in menu commands) 18

3D charts 217

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

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

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

Index

Index 245

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

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

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

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

246 Index

using operators 193

using predefined functions 191

functions

logical 197

numerical 196

statistical 195

graph. See charts

graphics

importing files 125

list of types 123

grouping objects 135

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

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

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

keyboard layouts, viewing 84

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

Index 247

numbered 96

locking objects 46, 135

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

navigating through a document 31

new document selection 37

Non-breaking space icon 25

number formatting 178

numbering pages 67, 68

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

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

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

248 Index

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

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

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

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

Index 249

Styles drawer 27

subscript 79

superscript 79

symbols, inserting in text 84

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

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

underlining text 82

Undo command 40

URL detection 142

250 Index

vCard data, inserting 219

view

layout 23

zooming in/out 22

watermarks 75, 235

widow lines 112

Wrap Inspector 136

zooming in/out of document 22

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