Apple Pages User Manual

Pages ’09

User Guide

Apple Inc. K

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 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 eort has been made to ensure that the

information in this manual is accurate. Apple is not responsible for printing or clerical errors.

Apple

1 Innite Loop

Cupertino, CA 95014-2084 408-996-1010 www.apple.com

Apple, the Apple logo, Aperture, AppleWorks, Finder, iBooks, iPhoto, iTunes, iWork, Keynote, Mac, Mac OS, Numbers, Pages, QuickTime, Safari, and Spotlight are trademarks of Apple Inc., registered in the U.S. and other countries.

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019-2124 07/2011

13 Preface: Welcome to Pages ’09

15 Chapter 1: Pages Tools and Techniques 15 Pages Templates 17 Word Processing Templates 17 Page Layout Templates 18 Document Viewing Aids 18 Zoom Levels 19 Document Page Views 19 Layout View 21 Formatting Characters (Invisibles) 21 The Toolbar 23 The Format Bar 23 The Inspector Window 24 The Media Browser 25 The Fonts Window 26 The Colors Window 27 Rulers and Alignment Guides 27 The Styles Drawer 29 Scroll Bars, Scroll Arrows, and Thumbnails 30 Research and Reference Tools 30 Keyboard Shortcuts and Shortcut Menus 31 The Warnings Window

32 Chapter 2: Creating, Opening, and Saving a Document 32 Creating a New Document 34 Opening an Existing Document 34 Opening a Document from Another Application 35 Viewing and Editing Your Document in Full Screen 36 Password-Protecting Your Document 37 Saving A Document 39 Undoing Changes 39 Saving a Document as a Template

39 Saving a Copy of a Document 40 Saving a Backup Version of a Document Automatically 40 Finding an Archived Version of a Document 42 Saving a Document in Outline Mode 42 Locking a Document So It Can’t Be Edited 42 Closing a Document Without Quitting Pages 43 Viewing Document Information

44 Chapter 3: Working with Document Parts 45 Managing Document Settings 46 Selecting Page Orientation and Size 46 Setting Document Margins 47 Using Page and Line Breaks 47 Inserting a Page Break 48 Starting Paragraphs on a New Page 48 Keeping Paragraphs Together on a Page 48 Keeping an Entire Paragraph on the Same Page 49 Inserting a Manual Line Break 49 Preventing Widow and Orphan Lines 49 Using Layouts 50 Dening Columns 51 Dening Column Breaks 51 Dening Layout Breaks 52 Dening Layout Margins 52 Using Left- and Right-Facing Pages 53 Dening Margins for Facing Pages 53 Dening Headers and Footers for Facing Pages 54 Viewing Facing Pages 54 Using Headers and Footers 55 Adding and Editing Footnotes and Endnotes 55 Adding a Footnote 56 Adding an Endnote at the End of a Document 56 Adding an Endnote at the End of a Section 57 Deleting Footnotes and Endnotes 57 Converting Footnotes to Endnotes and Vice Versa 57 Formatting Footnotes and Endnotes 57 Jumping Between a Mark and Its Related Footnote or Endnote 58 Numbering Footnotes and Endnotes 58 Dening Marks for Numbering Footnotes and Endnotes 58 Changing Marks for Numbering Footnotes and Endnotes 59 Restarting Footnote and Section Endnote Numbering 59 Creating Sections 60 Viewing Thumbnails

4 Contents

60 Adding and Deleting Sections 61 Reorganizing Sections 61 Changing Headers and Footers in a Section 61 Restarting Page Numbering in a Section 62 Setting Up a Unique Format for a Section’s First Page 62 Formatting Facing Pages in a Section 63 Reusing Sections 63 Using Master Objects (Repeated Background Images) 64 Using a Table of Contents 64 Creating and Updating a Table of Contents 65 Styling a Table of Contents 66 Adding Citations and Bibliographies Using EndNote

69 Chapter 4: Reviewing and Revising Documents 70 Tracking Changes in Your Document 71 A Tour of Tracking Changes in a Document 72 Controlling Tracked Changes 73 Viewing Tracked Changes 74 Tracking Changes in Table Cells 75 Accepting and Rejecting Changes 76 Saving with Tracked Changes O 76 Using Comments

78 Chapter 5: Working with Text 78 Understanding Text 78 Using Placeholder Text 80 Adding New Template Pages 80 Deleting Pages 81 Selecting Text 81 Deleting, Copying, and Pasting Text 82 Formatting Text Size and Appearance 83 Making Text Bold, Italic, or Underlined 83 Adding Shadow and Strikethrough to Text 84 Creating Outlined Text 84 Changing Text Size 85 Making Text Subscript or Superscript 85 Changing Text Capitalization 86 Changing Fonts 86 Adjusting Font Smoothing 87 Adding Accent Marks 87 Viewing Keyboard Layouts for Other Languages 88 Typing Special Characters and Symbols 89 Using Smart Quotes

Contents 5

89 Using Advanced Typography Features 90 Setting Text Alignment, Spacing, and Color 90 Aligning Text Horizontally 91 Aligning Text Vertically 91 Setting the Spacing Between Lines of Text 92 Setting the Spacing Before or After a Paragraph 93 Adjusting the Spacing Between Characters 93 Changing Text Color 94 Setting Tab Stops to Align Text 94 Setting a New Tab Stop 95 Changing a Tab Stop 96 Deleting a Tab Stop 96 Setting the Default Distance Between Tabs 96 Changing Ruler Settings 97 Setting Indents 97 Setting Indents for Paragraphs 98 Changing the Inset Margin of Text in Objects 98 Creating an Outline 100 Creating Lists 101 Formatting Bulleted Lists 102 Formatting Numbered Lists 103 Formatting Ordered Lists 104 Using Text Boxes, Shapes, and Other Eects to Highlight Text 104 Adding a Floating Text Box 105 Adding an Inline Text Box 106 Linking Floating Text Boxes 107 Setting Character and Paragraph Fill Colors 108 Adding Borders and Rules 108 Presenting Text in Columns 109 Putting Text Inside a Shape 110 Using Hyperlinks and Bookmarks 110 Linking to a Webpage 111 Linking to a Preaddressed Email Message 111 Linking to Other Pages in a Document 112 Linking to Another Pages Document 113 Editing Hyperlink Text 113 Wrapping Text Around an Inline or Floating Object 115 Adjusting Text Around an Inline or Floating Object 115 Adding Page Numbers and Other Changeable Values 116 Using Automatic Hyphenation 117 Automatically Substituting Text 118 Inserting a Nonbreaking Space 118 Checking for Misspelled Words

6 Contents

118 Working with Spelling Suggestions 120 Proofreading Documents 120 Finding and Replacing Text 121 Searching for All Occurrences of Words and Phrases

123 Chapter 6: Working with Styles 123 What Are Styles? 125 Applying Styles 126 Creating New Styles 127 Renaming a Style 127 Deleting a Style 127 Modifying Character Styles 129 Modifying Paragraph Styles 131 Modifying a Tiered List Style for Ordered Lists 132 Modifying Bulleted or Numbered List Styles 134 Finding and Replacing Styles 135 Importing Styles from Another Document

137 Chapter 7: Working with Images, Shapes, and Other Objects 137 What Are Floating and Inline Objects? 138 Working with Images 140 Replacing Template Images with Your Own Images 141 Masking (Cropping) Images 142 Reducing Image File Sizes 143 Removing the Background or Unwanted Elements from an Image 144 Changing an Image’s Brightness, Contrast, and Other Settings 145 Creating Shapes 146 Adding a Predrawn Shape 146 Adding a Custom Shape 147 Editing Shapes 148 Adding, Deleting, and Moving the Editing Points on a Shape 149 Reshaping a Curve 150 Reshaping a Straight Segment 150 Transforming Corner Points into Curved Points and Vice Versa 150 Editing a Rounded Rectangle 151 Editing Single and Double Arrows 151 Editing a Quote Bubble or Callout 152 Editing a Star 152 Editing a Polygon 152 Using Sound and Movies 153 Adding a Sound File 154 Adding a Movie File 155 Placing a Picture Frame Around a Movie

Contents 7

155 Adjusting Media Playback Settings 156 Reducing the Size of Media Files 157 About Manipulating, Arranging, and Changing the Look of Objects 157 Selecting Objects 158 Copying or Duplicating Objects 158 Deleting Objects 158 Moving and Positioning Objects 159 Moving an Object Forward or Backward (Layering Objects) 160 Moving an Object to the Background 160 Quickly Aligning Objects Relative to One Another 161 Using Alignment Guides 162 Creating Your Own Alignment Guides 162 Positioning Floating Objects by x and y Coordinates 163 Grouping and Ungrouping Floating Objects 163 Connecting Floating Objects with an Adjustable Line 164 Locking and Unlocking Floating Objects 164 Modifying Objects 165 Resizing Objects 166 Flipping and Rotating Objects 166 Changing the Style of Borders 167 Framing Objects 168 Adding Shadows 169 Adding a Reection 170 Adjusting Opacity 171 Filling Objects with Colors or Images 171 Filling an Object with a Solid Color 171 Filling an Object with Blended Colors (Gradients) 173 Filling an Object with an Image 174 Adding Mathematical Expressions and Equations Using MathType

176 Chapter 8: Using Tables 176 Working with Tables 176 Adding a Table 177 Using Table Tools 179 Resizing a Table 180 Moving Tables 180 Enhancing the Appearance of Tables 181 Converting Text to a Table 181 Copying Tables Among iWork Applications 182 Selecting Tables and Their Components 182 Selecting a Table 182 Selecting a Table Cell 183 Selecting a Group of Table Cells

8 Contents

183 Selecting a Row or Column in a Table 184 Selecting Table Cell Borders 184 Working with Rows and Columns in Tables 185 Adding Rows to a Table 186 Adding Columns to a Table 186 Deleting Table Rows and Columns 187 Adding Table Header Rows or Header Columns 188 Adding Table Footer Rows 188 Resizing Table Rows and Columns 189 Alternating Table Row Colors 190 Sorting Rows in a Table

191 Chapter 9: Working with Table Cells 191 Putting Content into Table Cells 191 Adding and Editing Table Cell Values 192 Working with Text in Table Cells 193 Working with Numbers in Table Cells 193 Autolling Table Cells 194 Displaying Content Too Large for Its Table Cell 195 Using Conditional Formatting to Monitor Table Cell Values 196 Dening Conditional Formatting Rules 197 Changing and Managing Your Conditional Formatting 198 Adding Images or Color to Table Cells 198 Merging Table Cells 199 Splitting Table Cells 199 Formatting Table Cell Borders 200 Copying and Moving Cells 200 Adding Comments to Table Cells 201 Formatting Table Cell Values for Display 202 Using the Automatic Format in Table Cells 203 Using the Number Format in Table Cells 204 Using the Currency Format in Table Cells 204 Using the Percentage Format in Table Cells 205 Using the Date and Time Format in Table Cells 205 Using the Duration Format in Table Cells 205 Using the Fraction Format in Table Cells 206 Using the Numeral System Format in Table Cells 206 Using the Scientic Format in Table Cells 207 Using the Text Format in Table Cells 207 Using Your Own Formats for Displaying Values in Table Cells 207 Creating a Custom Number Format 209 Dening the Integers Element of a Custom Number Format 210 Dening the Decimals Element of a Custom Number Format

Contents 9

212 Dening the Scale of a Custom Number Format 214 Associating Conditions with a Custom Number Format 216 Creating a Custom Date/Time Format 217 Creating a Custom Text Format 218 Changing a Custom Cell Format 220 Reordering, Renaming, and Deleting Custom Cell Formats

221 Chapter 10: Creating Charts from Data 221 About Charts 225 Adding a New Chart and Entering Your Data 226 Changing a Chart from One Type to Another 227 Editing Data in an Existing Chart 227 Updating a Chart Copied from a Numbers Document 228 Formatting Charts 229 Placing and Formatting a Chart’s Title and Legend 229 Formatting the Text of Chart Titles, Labels, and Legends 230 Resizing or Rotating a Chart 230 Formatting Chart Axes 233 Formatting the Elements in a Chart’s Data Series 235 Showing Error Bars in Charts 236 Showing Trendlines in Charts 237 Formatting Specic Chart Types 237 Customizing the Look of Pie Charts 238 Changing Pie Chart Colors and Textures 239 Showing Labels in a Pie Chart 240 Separating Individual Wedges from a Pie Chart 240 Adding Shadows to Pie Charts and Wedges 241 Rotating 2D Pie Charts 241 Setting Shadows, Spacing, and Series Names on Bar and Column Charts 242 Customizing Data Point Symbols and Lines in Line Charts 242 Showing Data Point Symbols in Area Charts 243 Using Scatter Charts 244 Customizing 2-Axis and Mixed Charts 245 Adjusting Scene Settings for 3D Charts

246 Chapter 11: Personalizing Documents with Address Book and

246 What Are Merge Fields? 247 Merging Data from Address Book or a Numbers Document 249 Using Contact Data Not in Address Book or a vCard 249 Dening Your Own Merge Fields 250 Merge Field Names

10 Contents

Numbers Data

253 Chapter 12: Printing, Sharing, and Exporting Your Document to Other

Formats

253 Printing Your Document 253 Setting the Paper Size and Orientation 254 Previewing a Document Before Printing It 255 Printing All or Part of Your Document 256 Printing Comments 256 Exporting Pages Documents to Other File Formats 257 Creating an ePub Document to Read in iBooks 260 Saving a Document as an iWork ’08 or Microsoft Word Document 261 Sending Your Pages Document to iWork.com public beta 264 Emailing Your Pages Document 264 Sending a Pages Document to iWeb

265 Chapter 13: Designing Your Own Document Templates 265 Designing a Template 266 Setting Up a Document to Use as a Custom Template 267 Dening Default Attributes in a Custom Template 267 Dening Default Attributes for Text Boxes and Shapes 268 Dening Default Attributes for Tables 269 Dening Default Attributes for Charts 270 Dening Default Attributes for Imported Images 270 Creating Placeholders in Custom Templates 271 Adding Sections to a Custom Template 272 Saving a Custom Template

274 Index

Contents 11

Welcome to Pages ’09

Whatever you write, Pages ’09 oers an intuitive way to create beautiful, media-rich documents using impressive features.

To get started with Pages, just open it and choose one of the predesigned templates. Type over placeholder text, drag your own pictures over placeholder graphics, and

before you know it you have a compelling letter, report, brochure, or yer.

Preface

This user guide provides detailed instructions to help you accomplish specic tasks in

Pages. In addition to this book, other resources are available to help you.

Online video tutorials

Video tutorials at www.apple.com/iwork/tutorials/pages provide instructions for

performing common tasks in Pages. The rst time you open Pages, a message appears

with a link to these tutorials on the web. You can view Pages video tutorials anytime by

choosing Help > Video Tutorials.

Onscreen help

Onscreen help contains detailed instructions for completing all Pages tasks. To open

help, open Pages and choose Help > Pages Help. The rst page of help also provides

access to useful websites.

iWork website

Read the latest news and information about iWork at www.apple.com/iwork.

Support website

Find detailed information about solving problems at www.apple.com/support/pages.

Help tags

Pages provides help tags—brief text descriptions—for most onscreen items. To see a help tag, hold the pointer over an item for a few seconds.

14 Preface Welcome to Pages ’09

Pages Tools and Techniques

This chapter introduces you to the windows and tools you’ll use in Pages.

When you create a Pages document, you rst select a template to start from.

Pages Templates

When you rst open the Pages application (by clicking its icon in the Dock or by

double-clicking its icon in the Finder), the Template Chooser window presents a variety of document types from which to choose.

Pick a Word Processing or Page Layout template that best ts your purpose and

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

Merge fields let you personalize documents with Address Book and Numbers document data.

Media placeholders

indicate the size and

placement of graphics in

a document template.

The Page View control

lets you change a

document’s onscreen

appearance.

The navigation controls lets you go to a specific page or scroll through the document by selection, page, element, or style.

design goals. To learn more about the distinguishing features of Word Processing and Page Layout templates, see “Word Processing Templates” on page 17 or “Page Layout Templates” on page 17. After selecting a template, click Choose to work with a new document based on the selected template.

The new document contains placeholder text, placeholder images, and other items,

which represent elements of the nished document:

Â Placeholder text shows you how your text will look on the page. 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. To learn more, see “Using Placeholder Text” on page 78.

Â Media placeholders can hold images, audio les, and movies. Drag your own images,

audio les, or movies to the placeholder. Media placeholders automatically size and position the image or movie. You can drag media les anywhere in a document (not

only to a media placeholder). To learn more, see “Replacing Template Images with Your Own Images” on page 140.

16 Chapter 1 Pages Tools and Techniques

Many templates also contain Â merge elds. Merge elds let you easily insert names, phone numbers, addresses (any data you’ve dened for contacts in Address Book

or a Numbers document) into Pages documents. This capability lets you reuse a document, such as a letter or contract, for multiple people by inserting personspecic data into merge elds in the document. To learn more, see “What Are Merge Fields?” on page 246.

Sometimes graphics, such as watermarks or logos, appear on pages. These objects Â are called master objects. If you cannot select an object in a template, it’s probably a master object. To learn more, see “Using Master Objects (Repeated Background Images)” on page 63.

You can drag or place objects on a page, including imported graphics, movies, and sound, or objects that you create within Pages, including text boxes, charts, tables, and shapes.

You can also insert pages that have been preformatted for the template you’re using.

Click Pages or Sections in the toolbar and choose a template page. The new page is added immediately after the page where you placed the insertion point.

Word Processing Templates

Use Word Processing templates to create text-intensive documents, such as letters and reports.

Here are the distinguishing features of a Word Processing template:

Text ows from one page to another. See “ Â Understanding Text” on page 78 for

more information.

You can add and edit a table of contents in your document. See “ Â Using a Table of Contents” on page 64 for more information.

Page thumbnails are hidden by default. See “ Â Viewing Thumbnails” on page 60 for more information.

Only a horizontal ruler is available by default. See “ Â Rulers and Alignment Guides” on page 27 for more information.

You can also display the vertical ruler in a Word Processing template. See “Changing Ruler Settings” on page 96 for more information.

Word Processing templates contain oating and inline objects. For more information Â about working with oating and inline objects, see “What Are Floating and Inline

Objects?” on page 13 7.

Page Layout Templates

Use Page Layout templates to arrange images and other elements in your document.

Chapter 1 Pages Tools and Techniques 17

Here are the distinguishing features of a Page Layout template:

Page Layout templates contain oating objects such as images and text boxes that Â

can be easily moved anywhere on the page. For more information about working

with oating objects, see “What Are Floating and Inline Objects?” on page 137.

Text in a Page Layout template must either replace placeholder text in a template Â

text box or a text box must be added to the page. See “Using Placeholder Text” on page 78 for more information.

Text can ow between text boxes. See “ Â Linking Floating Text Boxes” on page 106 for more information.

Page thumbnails are shown by default. See “ Â Viewing Thumbnails” on page 60 for more information.

Vertical and horizontal rulers are shown by default. See “ Â Changing Ruler Settings” on page 96 for more information.

Document Viewing Aids

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 the document.

To learn about Go to

Reducing or enlarging the view of your document

Changing how document pages appear “Document Page Views” on page 19

Showing the dierent text areas of your

document

Viewing formatting marks in your document “Formatting Characters (Invisibles)” on page 21

Viewing the application window in full-screen view

“Zoom Levels” on page 18

“Layout View” on page 19

“Viewing and Editing Your Document in Full Screen” on page 35

Zoom Levels

You can enlarge (zoom in) or reduce (zoom out) your view of a document. It’s often

useful to reduce your view of a document so that you can see several pages at once.

Here are ways to zoom in or out of the document:

Choose View > Zoom > Zoom In, or View > Zoom > Zoom Out. m

To return a document to its actual size, choose View > Zoom > Actual Size.

18 Chapter 1 Pages Tools and Techniques

Choose a magnication level from the View pop-up menu at the bottom left of the m

window.

You can also view the application window in full-screen view, to help you work without distractions. To learn more, see “Viewing and Editing Your Document in Full Screen.”

To use a certain zoom level every time you open a document, choose Pages >

Preferences, click Rulers, and then choose a zoom level from the Default Zoom popup menu.

Document Page Views

You can arrange the way pages appear in the Pages window.

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

1 Click the View pop-up menu in the bottom-left corner of the window.

2 Choose one of the page view options.

One Up: Presents the pages above and below each other.

Two Up: Presents two pages side-by-side on the screen.

Fit Width: Scales the document to the width of the window. You can stretch the Pages

window to ll your screen, or make it short or narrow. Choose Fit Width to view all the

content on side-by-side (Two Up) pages.

Fit Page: Fills the window with a single document page.

You can also view the application window in full-screen view, to help you work without distractions. To learn more, see “Viewing and Editing Your Document in Full Screen.”

Layout View

In layout view you can see the outlines of the dierent text areas of your document,

including headers, footers, columns, text boxes, and the document body (the main area of text in the document).

In layout view document rulers and alignment guides become visible. Pages also displays the document ruler, which contains controls for formatting text, when you

show a document’s layout.

Chapter 1 Pages Tools and Techniques 19

To show or hide a document’s layout:

Two columns

Layout break

Footer

Layout break

A floating image

Three columns

Click View in the toolbar, and then choose Show Layout or Hide Layout. m

In the following example, you can see the page layout includes two columns at the

top, two layout breaks, and then three columns, a oating image, and the footer area.

A layout is part of a document in which you have dened 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 dierent number of columns. See “Using Layouts” on page 49 for details.

The example above shows a oating image. A oating image stays where you place it

on a page, unless you drag it to a new position. When “Object causes wrap” is selected

in the Wrap inspector, text ows around a oating image as you type. There’s a second kind of image: 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. To learn how to place images so that they’re oating or inline, see “Working with Images” on page 138 .

20 Chapter 1 Pages Tools and Techniques

Formatting Characters (Invisibles)

Each time you press the Space bar, the Tab key, or the Return key, or add a column, layout, page break, or section break, Pages inserts a formatting character in the document. These formatting marks are called invisibles because, by default, you can’t see them.

Making formatting characters visible is often useful, especially when you’re formatting

a more complex document. For example, you can change your document format by selecting an invisible and then pressing the Delete key to remove formatting.

To see invisibles:

1 Click View in the toolbar and choose Show Invisibles.

2 To make invisibles stand out better, you can change their color. Choose Pages >

Preferences, click General, click the Invisibles color well, and then select a color.

The table below shows what each formatting character represents.

Invisible character Represents

Space

Nonbreaking space (Option-Space bar)

Tab

Line break (Shift-Return)

Paragraph break (Return)

Page break

Column break (“Dening Column Breaks” on page 51 )

Layout break (“Dening Layout Breaks” on page 51 )

Section break (“Creating Sections” on page 59)

Anchor point (for inline objects with text wrapping)

The Toolbar

The Pages toolbar gives you one-click access to many of the actions you’ll use when

working with documents. As you work in Pages and get to know which actions you perform most often, you can add, remove, and rearrange toolbar buttons to suit your working style.

To see a description of what a button does, hold the pointer over the button.

Chapter 1 Pages Tools and Techniques 21

The default set of toolbar buttons for a word processing document in Mac OS X v10.7

Add comments to

selected text or objects.

Add text boxes, shapes, tables, and charts.

Show thumbnails, comments, Styles drawer, page layout, and more.

Add preformatted

pages.

Open the Inspector window,

Media Browser, Colors

window, and Fonts window.

Create an outline.

View and edit in full screen.

Share a copy of this document.

Add comments to selected text or objects.

Add text boxes, shapes, tables, and charts.

Show thumbnails,

comments, Styles

drawer, page layout,

and more.

Add preformatted pages.

Open the Inspector

window, Media Browser,

Colors window, and

Fonts window.

Create an outline.

View and edit in full screen.

Share a copy of this document.

(Lion) or later is shown below.

The default set of toolbar buttons for a word processing document in Mac OS X v10.6.x

(Snow Leopard) or earlier is shown below.

To customize the toolbar:

1 Choose View > Customize Toolbar or Control-click in the toolbar, and then choose

Customize Toolbar. The Customize Toolbar sheet appears.

2 Make changes to the toolbar as desired.

To add an item to the toolbar, drag its icon to the toolbar.

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

To restore the default set of toolbar buttons, drag the default set to the toolbar.

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

To show only icons or only text, choose an item from the Show pop-up menu.

To rearrange items in the toolbar, drag them.

3 Click Done.

Toolbar sheet:

Â To remove an item from the toolbar, press the Command key while dragging the

You can perform several toolbar customization activities without using the Customize

item out of the toolbar.

22 Chapter 1 Pages Tools and Techniques

You can also press the Control key while you click the item, and then choose

Choose a paragraph or character style.

Click to open the Styles drawer.

Change the font, font style, font size, and color.

Choose the line spacing and the number of columns.

Align selected text.

Choose a list style.

Remove Item from the shortcut menu.

Â To move an item, press the Command key while dragging the item around in

the toolbar.

To show or hide the toolbar, choose View > Show Toolbar or View > Hide Toolbar.

The Format Bar

Use the format bar, displayed beneath the toolbar, to quickly change the appearance of text, styles, fonts, and other elements in your document.

The controls in the format bar vary with the object selected. To see a description of what a format bar control does, hold the pointer over it.

Here’s what the format bar looks like when text is selected:

Chapter 1 Pages Tools and Techniques 23

To show or hide the format bar:

Choose View > Show Format Bar or View > Hide Format Bar. m

The Inspector Window

You can format most elements of your document using the panes of the Inspector window, including 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 the Graphic inspector and the Text inspector open, you have all

the text and image formatting options at your ngertips as you work.

Hold the pointer over buttons and other controls in the inspector panes to see a

description of what the controls do.

Here are ways to open the Inspector window:

Click Inspector in the toolbar. m

Choose View > Show Inspector. m

The buttons at the top of the Inspector window open the ten inspectors: Document, Layout, Wrap, Text, Graphic, Metrics, Table, Chart, Link, and QuickTime.

Click a button to view the files in your iTunes library, your iPhoto library, your Aperture library, or your Movies folder.

Drag a file to your document.

Search for a file.

Click any of the buttons at the top of the Inspector window to display a particular

inspector. Hold the pointer over a button to display its name. Clicking the fourth

button from the left, for example, displays the Text inspector.

To open another Inspector window, choose View > New Inspector. m

The Media Browser

The Media Browser provides access to all the media les in your iPhoto library, your

iTunes library, your Aperture library, and your Movies folder. You can drag an item from the Media Browser to a page or to an image well in an inspector.

If you don’t use iPhoto or Aperture to store your photos, or iTunes for your music, or if you don’t keep your movies in the Movies folder, you can add other folders to the

Media Browser so that you can access their multimedia contents in the same way.

To open the Media Browser:

Click Media in the toolbar or choose View > Show Media Browser. m

To add another folder to the Media Browser, do any of the following:

To add a folder containing audio les, click Audio in the Media Browser, and then drag m

the folder you want from the Finder to the Media Browser.

24 Chapter 1 Pages Tools and Techniques

To add a folder containing photos, click Photos in the Media Browser, and then drag m

Create interesting

text effects using

these buttons.

The Action menu

Choose a typeface to apply to selected text.

Find fonts by typing a font

name in the search field.

Choose a font size to apply to selected text.

Apply a shadow to selected text. Modify the shadow using the opacity, blur, offset, and angle controls.

Preview the selected

typeface (you might need to

choose Show Preview from

the Action menu).

the folder you want from the Finder to the Media Browser.

To add a folder containing movies, click Movies in the Media Browser, and then drag m the folder you want from the Finder to the Media Browser.

The Fonts Window

Using the Mac OS X Fonts window—accessible from any application—you can change

a font’s typeface, size, and other options.

To open the Fonts window:

Click Fonts in the toolbar. m

Use the Fonts window to select fonts, font sizes, and other font formatting features, including text shadows and strikethrough.

Here is a summary of what the text eects buttons do, from left to right:

The Text Underline pop-up menu lets you choose an underline style (such as single Â or double).

The Text Strikethrough pop-up menu lets you choose a strikethrough style (such as Â single or double).

Chapter 1 Pages Tools and Techniques 25

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

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

The Text Shadow button applies a shadow to selected text. Â

The Shadow Opacity, Shadow Blur, Shadow Oset, and Shadow Angle controls Â

control the appearance of the shadow.

If you don’t see the text eect buttons, choose Show Eects from the Action pop-up

menu (looks like a gear) in the lower-left corner of the Fonts window.

If you frequently use the Fonts window, there are techniques for saving time. To

The color selected in the color wheel appears in this box. (The two colors in this box indicate the opacity is set to less than 100%.)

Use the slider to set lighter or darker hues in the color wheel.

Click to select a color in

the color wheel.

Drag colors from the color box to store them in the color palette.

Click the search icon, and then click any item on the screen to match

its color.

Click a button to view

different color models.

Drag the Opacity slider

to the left to make the

color more transparent.

quickly locate fonts you frequently use, organize them into font collections. Click the Add (+) button to create and name a font collection, and then drag the font name from the Family list into the new collection.

If you like to change fonts often, leave the Fonts window open. Resize the Fonts window using the control in the bottom-right corner of the window, so that only the font families and typefaces in your selected font collection are visible.

The Colors Window

You use the Mac OS X Colors window to choose colors for text, objects, and lines.

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 apply the colors you select in the Colors window to an object on the page, select the object, and then place the color in the appropriate color well in an inspector pane. You can select a color well in one of the inspectors, and then click a color in the color wheel. Or you can drag a color from the color palette or color box to a color well in

1 Open the Colors window by clicking the color well in the format bar and choosing

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

one of the inspectors.

To select a color:

Show Colors, or click Colors in the toolbar, or click a color well in one of the inspectors.

the top of the Colors window.

26 Chapter 1 Pages Tools and Techniques

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

Rulers help you set margins and tabs where you want them.

Blue icons on the top ruler indicate text indents and tab settings. Drag them to reset the position of text.

Gray rectangles inside the rulers indicate column margins. Drag the rectangles to change the column gutter widths.

Colors window.

4 To make the color more transparent, drag the Opacity slider to the left or enter a

percentage value in the Opacity eld.

5 To use the color palette, open it by dragging the handle at the bottom of the Colors

window. Save a color in the palette by dragging a color from the color box to the color palette. To remove a color from the palette, drag a blank square to the color you want to remove.

6 To match the color of another item on the screen, click the search icon to the left of

the color box in the Colors window. Click the item on the screen whose color you want to match. The color appears in the color box. Select the item you want to color in the document window, and then drag the color from the color box to the item.

Rulers and Alignment Guides

As you move objects around in a document, alignment guides automatically appear to help you position objects on the page. See “Using Alignment Guides” on page 161 for details about using the alignment guides.

Chapter 1 Pages Tools and Techniques 27

Use the horizontal ruler to set tab stops, page margins, and column widths. You can also display the vertical ruler in a Word Processing template. For more information, see “Changing Ruler Settings” on page 96, “Setting Indents” on page 97, and “Dening Columns” on page 50.

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 set of preset styles that you can choose from. “What Are Styles?” on page 123 provides more details about styles.

The Styles drawer lists and provides a preview of all the text styles in the template you

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

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

Select a list style to apply it to selected paragraph text or the paragraph that contains the insertion point.

Click to show and hide list and character styles in the drawer.

Hold down while you choose an option to create a new style.

are using, so you can create, customize, and manage styles easily.

Here are ways to open the Styles drawer:

Click View in the toolbar, and then choose Show Styles Drawer. m

Click the Styles Drawer button in the format bar. m

See “Applying Styles” on page 12 5 to learn how to use the Styles drawer.

28 Chapter 1 Pages Tools and Techniques

Scroll Bars, Scroll Arrows, and Thumbnails

Drag the vertical scroller to quickly scroll up and down.

Click the scroll arrows to move forward or backward in small increments.

Click the Previous Page or Next Page arrows to navigate a page at a time, or click the Action menu to navigate by section, page, element, or style.

Drag the horizontal scroller to scroll left and right.

Click a thumbnail to

display a particular page.

Click the Page button

to switch to the

“Go to Page” field.

Drag left or right to resize

the thumbnail pane and

resize thumbnails.

You can use the scroll bars, Previous Page and Next Page arrows, page thumbnails, and the “Go to Page” button to move around in a document.

Chapter 1 Pages Tools and Techniques 29

Here are ways to navigate through a document:

To move forward or backward in small increments, click the scroll arrows. m

To scroll quickly, drag the vertical scroller up or down, or drag the horizontal scroller m from left to right.

In Mac OS X v10.7 (Lion) or later, scroll bars are displayed according to the settings in

your Mac OS X preferences.

To move forward or backward one page at a time, click the Previous Page button m (looks like an up arrow) or the Next Page button (looks like a down arrow) at the bottom of the document window.

To navigate to the next or previous document item of your choosing, click the Action m menu at the bottom of the window and select a document item (such as a section, comment, hyperlink, or paragraph style), and then click the scroll arrows.

To go to a specic page in a document, click View in the toolbar and choose Page m

Thumbnails. Then click in the thumbnail view to go to a particular page. You can also navigate to a page in a document by clicking the Page button in the lower left of the

document window, typing the specic page number in the “Go to Page” eld, and then

pressing Return.

To show facing pages in the thumbnail view, select Facing Pages in the Document m

inspector’s Document pane. To open the Inspector window, click Inspector in the

toolbar, and click the Document button.

See “Viewing Thumbnails” on page 60 for more information about using thumbnails.

If your keyboard has them, you can also use the Page Up, Page Down, Home, End, and

arrow keys to move around.

Research and Reference Tools

Use the research and reference tools to look for les on your hard disk, review document information, and nd word denitions or facts on selected text.

Here are ways to access research and reference tools:

To locate les on your hard disk, select the text related to the les you wish to nd and m choose Edit > Writing Tools > “Search in Spotlight.”

To view document information, choose Edit > Writing Tools > Show Statistics. m

To look up word denitions quickly, select the word you wish to reference and choose m Edit > Writing Tools > “Look Up in Dictionary and Thesaurus.”

To research information on the Internet, select the text you wish to investigate and m

choose Edit > Writing Tools > “Search in Google” or Edit > Writing Tools > “Search in

Wikipedia.”

You can also Control-click the page to quickly go to the research and reference tools.

Keyboard Shortcuts and Shortcut Menus

You can use the keyboard to perform many of the Pages menu commands and tasks.

To see a comprehensive list of keyboard shortcuts, open Pages and choose Help >

Keyboard Shortcuts.

Many commands are available in shortcut menus that you can access directly from the object you are working with. Shortcut menus are especially useful for working with tables and charts.

30 Chapter 1 Pages Tools and Techniques

To open a shortcut menu:

Press the Control key while you click text or an object. m

The Warnings Window

When you import a document into a Pages document, some elements might not transfer as expected. The Warnings window lists any problems encountered. You might get warnings in other situations, such as saving a document in an earlier version of the application.

If Pages experiences any problems, you’ll see a message in which you can review the

warnings. If you choose not to review them, you can see the Document Warnings

window at any time by choosing View > Show Document Warnings.

If you see a warning about a missing font, you can select the warning and then click Replace Font to choose a replacement font.

You can copy one or more warnings by selecting them in the Document Warnings

window and choosing Edit > Copy. You can then paste the copied text into an email message, text le, or some other document.

Chapter 1 Pages Tools and Techniques 31

Creating, Opening, and Saving a Document

Create, open, import, password-protect, and save Pages documents. Learn how to edit your Pages document in fullscreen mode.

Creating a New Document

To create a new Pages document, you pick the Word Processing or Page Layout

template that provides appropriate formatting and layout characteristics.

To create a new Pages document:

1 Open Pages by clicking its icon in the Dock or by double-clicking its icon in the Finder.

2 In the Template Chooser window, select a template category in the left column to

show related Word Processing or Page Layout templates, and then select the template

that best matches the document you want to create.

Scan the page types available in many of the Pages templates by moving the pointer from right to left over a template icon in the Template Chooser. You can change the size of the template icons by adjusting the slider at the bottom of the Template Chooser window.

If you want to begin in a document without any text or media placeholders, select

Blank under Page Layout or Word Processing.

In a Blank page layout document, text is added by inserting a text box and then typing in the text box. To add text to a Blank word processing document, begin typing.

3 Click Choose.

A new document opens on your screen.

If you don’t see the Template Chooser when you rst open Pages, you can make it appear by setting a preference in Pages preferences. Choose Pages > Preferences, click General, and then select “For New Documents: Show Template Chooser.”

Alternatively, you can set Pages to automatically open a Blank document or the document template of your choice every time you open the application. Choose

Pages > Preferences, click General, select “For New Documents: Use template,” and then

click Choose. Select a template, and then click Choose.

Chapter 2 Creating, Opening, and Saving a Document 33

Opening an Existing Document

There are several ways to open a document that was created using Pages.

Here are ways to open a Pages document:

To open a document when you’re working in Pages, click “Open an Existing File” in the m

Template Chooser window, select the document, and then click Open. You can also

choose File > Open, select the document, and then click Open.

To open a document you’ve worked with recently, choose your document from the m

Open Recent pop-up menu at the bottom left of the Template Chooser window.

Alternatively, you can choose File > Open Recent and choose the document from the

submenu.

To open a Pages document from the Finder, double-click the document icon or drag it m to the Pages application icon.

To open a password-protected Pages document, double-click the document icon, type m

the document password in the Password eld, and then click OK.

If you enter an incorrect password, click OK in the dialog that appears, type the correct document password, and then click OK.

You can open a Pages document created using an older version of Pages (from

iWork ’05, iWork ’06, or iWork ’08). To take advantage of new features, save the document in Pages ’09 format. To preserve a document for use with iWork ’08, save it in the iWork ’08 format. See “Saving a Document as an iWork ’08 or Microsoft Word

Document” on page 260.

If you see a message that a font or le is missing, you can still use the document. Pages

substitutes fonts for missing fonts. To use missing fonts, quit Pages and add the fonts

to your Fonts folder (for more information, see Mac Help). To make missing movies or sound les appear, add them to the document again.

Opening a Document from Another Application

You can create a new Pages document by importing a document created in another

application, such as Microsoft Oce 2007 or AppleWorks. Pages can import the following le formats: plain text (.txt), Rich Text Format (.rtf and .rtfd), AppleWorks 6

word processing (.cwk), and Microsoft Word (.doc).

As much as possible, Pages preserves the original document’s text, colors, layout, and

other formatting options.

From Microsoft Word, you can import styles, tables, inline and oating objects, charts, footnotes and endnotes, bookmarks, hyperlinks, lists, sections, change tracking, and more.

From AppleWorks, you can import word processing documents only.

34 Chapter 2 Creating, Opening, and Saving a Document

Here are ways to import a document:

Drag the document to the Pages application icon. A new Pages document opens, and m the contents of the imported document appear.

In Pages, choose File > Open, select the document, and then click Open. m

If you can’t import a document, try opening the document in another application and

saving it in a format Pages can read, or copy and paste the contents into an existing Pages document.

You can also export Pages documents to Microsoft Word (.doc), PDF, Rich Text Format (.rtf and .rtfd), and plain text (.txt). See “Exporting Pages Documents to Other File Formats” on page 256 for details.

Viewing and Editing Your Document in Full Screen

Using full-screen view lets you access controls when you need them, for a simpler view of your Pages document. When viewing your Pages document in full screen, you can make detailed and accurate changes as you write.

To edit your document in full-screen view:

1 Open a Pages document.

2 Choose View > Enter Full Screen, or click the Full Screen button in the Pages toolbar

(looks like two outward-facing arrows).

Document information, such as word and page count, is displayed at the bottom of the screen.

3 Do any of the following:

To display the format bar and menu items, move the pointer to the top of the screen. Â

To view the inspector, choose View > Show Inspector. Â

To display page thumbnails, move the pointer to the left of the screen. Â

To display document scroll bars in Mac OS X v10.6.x (Snow Leopard), move the Â

pointer to the right of the document.

In Mac OS X v10.7 (Lion) or later, scroll bars are displayed according to the settings in

your Mac OS X preferences.

Chapter 2 Creating, Opening, and Saving a Document 35

4 To change the appearance of full-screen view, use the View and Background controls,

which appear on the far right of the format bar.

To exit full-screen view, do any of the following:

Choose View > Exit Full Screen. m

Move the pointer to the top of the screen to display the menu bar, and then click the m Full Screen button in the top-right corner of the screen.

Press Escape on your keyboard. m

Your document opens in normal view, even if it was saved in full-screen view.

Password-Protecting Your Document

When you want to restrict access to a Pages document, you can assign it a password. Passwords can consist of almost any combination of numerals and capital or lowercase letters and several of the special keyboard characters. Passwords with combinations of letters, numbers, and other characters are generally considered more secure.

Here are ways to manage password protection in a Pages document:

To add a password to your document, open the Document inspector, click m Document, and select “Require password to open” at the bottom of the inspector.

Type the password you want to use in the elds provided, and then click Set

Password. A lock icon appears next to the document title to indicate that your document is password protected.

If you want help to create an unusual or strong password, click the button with the

key-shaped icon next to the Password eld to open the Password Assistant and use

it to help you create a password. Select a type of password in the pop-up menu, depending on which password characteristics are most important to you.

A password appears in the Suggestion eld; its strength (“stronger” passwords are more dicult to break) is indicated by the length and green color of the Quality bar. If you like the suggested password, copy it and paste it into the Password eld.

If you don’t like the suggested password, you can choose a dierent password from the Suggestion eld pop-up menu, increase the password length by dragging the

slider, or type your own.

To remove a password from your document, open your password-protected m

document, and then deselect “Require password to open” in the Document inspector’s

Document pane. Enter the document password to disable password protection and click OK.

The lock icon next to the document title is removed to indicate that your document is no longer password protected.

36 Chapter 2 Creating, Opening, and Saving a Document

To change your document password, open the password-protected document, and m

then click Change Password in the Document inspector’s Document pane. Enter your password information in the elds provided and click Change Password.

To open a password-protected Pages document, double-click the document icon, type m

the document password in the Password eld, and then click OK.

If you enter an incorrect password, click OK in the dialog that appears, type the correct document password, and then click OK.

Saving A Document

It’s a good idea to save your document often as you work. After you save your document for the rst time, you can press Command-S to resave as you edit your

document.

If you’re running Mac OS X v10.7 (Lion) or later, Pages auto-saves your document frequently while you work, so that you don’t have to worry about losing changes you

made to your document if the application closes unexpectedly. But when you press

Command-S, a “snapshot” of the document’s current state is archived. You can return to

this archived version of the document if you want to restore an image, setting, or text that you used previously and have since changed or deleted.

To save a document for the rst time:

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

2 In the Save As eld, type a name for the document.

3 Choose the folder where you want to save the document from the Where pop-up menu.

If the location you want isn’t visible in the Where pop-up menu, click the disclosure

triangle to the right of the Save As eld, and then navigate to the location you want to

save the document.

If you don’t see the Where pop-up menu, navigate to the location where you want to save the document.

4 If you want the document to be opened using Pages in iWork ’08, select “Save copy as,”

and then choose iWork ’08 from the pop-up menu. Or if you want the document to be

opened using Microsoft Word, select “Save copy as,” and then choose Word Document from the pop-up menu.

If the document you want to save as a previous iWork version is password-protected, its password protection is removed.

5 If you want the document to display a Quick Look in the Finder in Mac OS X v10.5 or

later, select “Include preview in document.”

6 If you or someone else will open the document on another computer, click Advanced

Options and consider the following:

Chapter 2 Creating, Opening, and Saving a Document 37

Copy audio and movies into document: Selecting this checkbox saves audio and

video les with the document so the les play if the document is opened on another computer. You might want to deselect this checkbox so that the le size will be smaller, but media les won’t play on another computer unless you transfer them as well.

Copy template images into document: If you don’t select this option and you open the document on a computer that doesn’t have the same template installed (if you created your own template, for example), the document might look dierent.

7 Click Save.

To archive a version of a document in Mac OS X v10.7 (Lion) or later:

Choose File > “Save a Version,” or press Command-S. m

Archived versions can only be created if you’re running Mac OS X v10.7 (Lion), or later.

To learn about restoring archived document versions, see “Finding an Archived Version of a Document” on page 40.

In general, you can save Pages documents only to computers and servers that use Mac OS X. Pages is not compatible with Mac OS 9 computers and Windows servers running Services for Macintosh. If you must use a Windows computer, try using AFP server software available for Windows to do so.

To learn about Go to

Exporting your document in other le formats

(including Microsoft Word, rich text format, plain text, and PDF)

Sharing your document on the web, with Mail, or using iWeb

Undoing changes made to your document “Undoing Changes” on page 39

Using your own document layout and saving it as a template

Creating a backup copy or multiple versions of your document

Setting your preferences to save backup versions of your document

Opening your document in outline mode “Saving a Document in Outline Mode” on page 42

Closing your document without quitting Pages “Closing a Document Without Quitting Pages” on

Viewing word count and other document statistics

“Exporting Pages Documents to Other File Formats” on page 256

“Sending Your Pages Document to iWork.com public beta” on page 261

“Emailing Your Pages Document” on page 264

“Sending a Pages Document to iWeb” on page 264

“Saving a Document as a Template” on page 39

“Saving a Copy of a Document” on page 39

“Saving a Backup Version of a Document Automatically” on page 40

page 42

“Viewing Document Information” on page 43

38 Chapter 2 Creating, Opening, and Saving a Document

Undoing Changes

If you don’t want to save changes you made to your document since you opened or

last saved it, you can undo the changes.

Here are ways to undo changes:

To undo your most recent change, choose Edit > Undo. m

To undo multiple changes, choose Edit > Undo multiple times. You can undo any m

changes you made since opening the document or reverting to the last saved version.

To undo one or more Edit > Undo operations, choose Edit > Redo one or more times. m

To undo all changes you made since the last time you saved your document, choose m

File > “Revert to Saved,” and then click Revert.

Saving a Document as a Template

When you save a document as a template, it appears when you select My Templates in the Template Chooser.

To save a document as a template:

Choose File > “Save as Template.” m

For information on custom templates, see “Saving a Custom Template” on page 272.

Saving a Copy of a Document

If you want to duplicate your open document, you can save it using a dierent name

or location.

To save a copy of a document in Mac OS X v10.7 (Lion) or later:

1 Choose File > Duplicate.

An untitled copy of the document is created. Both copies remain open on your desktop for you to view or edit.

2 Close the window of the untitled copy, type the document’s name, and then choose a

location from the pop-up menu.

3 Click Save.

To save a copy of a document in Mac OS X v10.6.x (Snow Leopard) or earlier:

Choose File > Save As, and then specify a name and location. m

When the document is copied in this way, the original document is closed; the

document that remains open on your desktop is the new copy you created. To work

with the original version, choose File > Open Recent and choose the previous version

from the submenu.

Chapter 2 Creating, Opening, and Saving a Document 39

You can also automate creating duplicate versions of the document every time you save, retaining the name and location of the original, but with the words “Backup of” preceding the lename. See “Saving a Backup Version of a Document Automatically” on page 40.

Saving a Backup Version of a Document Automatically

Each time you save a document, you can automatically retain a copy of the last saved version. That way, if you change your mind about edits you made, you can go back to (revert to) the backup version of the document.

The best way to create backup versions is dierent, depending upon which version of Mac OS X you’re running. Mac OS X v10.7 (Lion) and later automatically saves a

snapshot of your document every time you save. You can access an archive of all of the previous saved versions at any time. To learn about accessing and using past document versions in Mac OS X v10.7 (Lion), see “Finding an Archived Version of a Document” on page 40.

If you’re running Mac OS X v10.6.x (Snow Leopard) or earlier, you can set up Pages to

automatically create a copy of the last saved version of your document. You may also

nd this useful if you’re running Mac OS X v10.7 (Lion), and you want to save a backup

version of your document on another hard disk on your network.

To create an archive of previously saved versions of your document on Mac OS X v10.7 (Lion) or later:

Choose File > “Save a Version,” or press Command-S. m

To create a copy of the last saved version of your document:

Choose Pages > Preferences, click General, and then select “Back up previous version m

when saving.”

The next time you save your document, a backup version is created in the same

location, with “Backup of ” preceding the lename. Only one version—the last saved version—is backed up. Every time you save the document, the old backup le is replaced with the new backup le.

Finding an Archived Version of a Document

If you saved archived versions of your document on Mac OS X v10.7 (Lion) or later,

you can browse the archive to identify any earlier version that you want to restore or reference. After you identify the archived version that you want, you can restore it as a fully editable copy, or you can just extract from it any text, images, or document settings that you want to use again.

To browse archived versions of your document:

1 Open the document for which you want to access older versions, and hold your

pointer over the name of the document at the top of the Pages application window.

40 Chapter 2 Creating, Opening, and Saving a Document

A triangle appears.

Past document versions

Current document version

Click to restore the version currently

viewable on the right side of the screen.

Click to leave this view without

restoring an older version.

Drag along the timeline to see

versions saved at different times

in the past.

2 Click the triangle and choose Browse All Versions.

The view changes to show snapshots of all saved versions of the document receding against a background of stars. A timeline along the right side of the screen indicates when the frontmost version on the right was saved.

3 Drag the handle along the timeline to move back through time and look at older

versions of the document.

4 When you nd a version that you want to inspect more closely, click its image.

The version moves to the foreground, where you can click dierent documents

to view them, select items on a page, open the Inspectors, and copy objects or inspector settings.

5 Do any of the following:

To completely restore the older version, click Restore when the version you want Â is in the foreground. The restored document appears on your regular desktop, replacing the last version you were working on prior to viewing the older versions. (That version is then saved in the timeline, if you want to retrieve it.)

Chapter 2 Creating, Opening, and Saving a Document 41

To restore only an object or inspector setting from the older version, copy the object Â or setting by selecting it and pressing Command-C, and then click Done to return to

your regular desktop. Paste the object or setting where it’s appropriate by pressing

Command-V.

To compare the older version side-by-side with the current version, click Â Current Document.

6 To return to your regular desktop, click Done.

Saving a Document in Outline Mode

If your Pages word processing document was last saved in outline mode, the document will open in outline mode.

To save your word processing document in outline mode:

Open or create a word processing document, click Outline in the toolbar, and begin m

typing. When you’ve nished typing, save your document by choosing File > Save.

The next time you open your document, the document will open in outline mode.

For more information on creating and working with a document in outline mode, see “Creating an Outline” on page 98.

Locking a Document So It Can’t Be Edited

If you’re running Mac OS X v10.7 (Lion) or later, you can lock your document so you can’t edit it by accident, when you only intend to open and view it. You can easily

unlock the document at any time to continue editing it.

To lock a document:

1 Open the document you want to lock, and hold your pointer over the name of the

document at the top of the Pages application window.

A triangle appears.

2 Click the triangle and choose Lock.

To unlock a document for editing:

Hold your pointer over the name of the document at the top of the application m

window until the triangle appears, click the triangle, and then choose Unlock.

Closing a Document Without Quitting Pages

When you have nished working with a document, you can close it without quitting Pages.

Here are ways to close documents and keep the application open:

To close the active document, choose File > Close, or click the close button in the m

upper-left corner of the document window.

42 Chapter 2 Creating, Opening, and Saving a Document

To close all open Pages documents, press the Option key and choose File > Close All, m or click the active document’s close button.

If you’ve made changes since you last saved the document, Pages prompts you to save.

Viewing Document Information

You can store information such as author name and keywords and later display that information, as well as statistics created automatically.

Here are ways to work with information about a document:

To add or change descriptive information about a document (author, title, comments, m and keywords), click Inspector in the toolbar, click the Document button, and then

click Info. Enter or change information in the elds in the pane.

This information is searchable using Spotlight on computers with Mac OS X version

10.4 and later.

To display document statistics, such as number of words, pages, lines, paragraphs, m sections, graphics, and characters in the document, click Inspector in the toolbar, click the Document button, and then click Info.

A document’s word and page count are always visible at the bottom left of the window. To hide your document’s word count, choose Pages > Preferences, and then

deselect “Show word count at window bottom.”

If a range of text is selected, you can specify the extent of the displayed statistics by choosing Selection or Document from the Range pop-up menu in the Document inspector.

To display a saved document’s le information, including its size, its location, and m the dates it was created and last modied, click Inspector in the toolbar, click the

Document button, click Info, and then click the Show File Info button.

Chapter 2 Creating, Opening, and Saving a Document 43

Working with Document Parts

Set up overall document characteristics, including margins, facing pages, text columns, and sections. Learn how to create a table of contents, footnotes, and endnotes.

Before adding content to your document, it’s a good idea to specify document

settings, such as page orientation, page size, and page margins. Some documents also require changing settings for master objects (background graphics, such as watermarks) and facing-page attributes. You change most of these settings in the

Document inspector and the Layout inspector.

Managing Document Settings

Use the TOC pane to set

up a table of contents for

the document.

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.

Select the kind of note to create.

Adjust the space between notes.

Use any available font ligatures throughout the document.

Choose a footnote or endnote style.

Set up margins for the left, right, top, and bottom edges of the page.

Select to password-protect your document.

Use automatic

hyphenation throughout

the document.

Select to add headers and

footers to a document.

The Document

inspector button

To open the Document inspector:

Click Inspector in the toolbar, and then click the Document button. m

Chapter 3 Working with Document Parts 45

Formatting set in the Document inspector applies to the entire document.

To open the Layout inspector:

Use the Section pane to set up page number, facing-page, and other section attributes.

Deselect to set unequal column widths.

Select a column or gutter width and type a new value.

Set the margins for the current layout.

Set the number

of columns.

Select to start the

current layout at

the top of a page.

Set the space between

the current layout and

the preceding and

following layouts.

The Layout inspector button

Click Inspector in the toolbar, and then click the Layout button. m

You use the Layout inspector to set up text column layouts. You can also control formatting options for document sections, such as chapters; for example, you can create a dierent rst page, left page, and right page layout for each section.

Selecting 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 dierent 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.

“Setting the Paper Size and Orientation” on page 253 provides instructions for changing the page orientation and setting up paper size.

If you start with a Blank (word processing) or Blank Canvas (page layout) document, the templates are available in portrait and landscape orientation.

Setting Document Margins

Every document has margins (blank space between the document’s content and the edges of the paper). These margins are indicated onscreen by light gray lines when

you’re using layout view. To show layout view, click View in the toolbar, and then choose Show Layout.

46 Chapter 3 Working with Document Parts

The default margins for most of the Pages templates, including Blank, are set to 1 inch from the left and right sides of the page and 1 inch from the top and bottom. This means that the body text of the document will not expand outside these margins.

To change the page margins:

1 Click Inspector in the toolbar, click the Document button, and then click Document.

2 Enter values in the Left, Right, Top, and Bottom elds.

If you want to set dierent margins in dierent sections of your document, you must use the Layout inspector. To learn about setting layout margins, see “Dening Layout

Margins” on page 52.

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 “Using Left- and Right-Facing Pages” on page 52.

Using Page and Line Breaks

You can insert page breaks, make a particular paragraph always start on a new page, make sure certain paragraphs always remain on the same page, and more.

When you insert breaks, Pages inserts a special formatting character called an invisible. See “Formatting Characters (Invisibles)” on page 21 for more information about invisibles.

To learn about Go to

Creating a new page in your document “Inserting a Page Break” on page 47

Managing how paragraphs appear in your document

Adding a soft return and preventing single lines from appearing at the top or bottom of a page

“Starting Paragraphs on a New Page” on page 48

“Keeping Paragraphs Together on a Page” on page 48

“Keeping an Entire Paragraph on the Same Page” on page 48

“Inserting a Manual Line Break” on page 49

“Preventing Widow and Orphan Lines” on page 49

Inserting a Page Break

In a word processing document, you can force the page to break at a particular place by inserting a page break. This creates a new page within the current section that is ready for typing text.

Chapter 3 Working with Document Parts 47

In a page layout document, you can create a new page by adding a new page to your document. This creates a new page in a new section that is ready to have a text box added for typing text.

Here are ways to insert a page break:

In a word processing document, click where you want the break to occur, and then m

choose Insert > Page Break.

To remove a page break, click at the beginning of the line that follows the break and press the Delete key.

In a page layout document, to insert a new page in your document, click Pages in the m toolbar and choose from the template page options available.

Starting Paragraphs on a New Page

In a word processing document, you can make a paragraph always start on a new page, regardless of what precedes it in a document.

To start a paragraph on a new page:

1 Select the paragraph you want to start on a new page.

2 Click Inspector in the toolbar, click the Text button, and then click More.

3 Select “Paragraph starts on a new page.”

In a Blank Canvas (Page Layout) template, once a new page has been added, it’s ready

to have a text box added for typing text.

Keeping Paragraphs Together on a Page

You can choose to make two paragraphs appear on the same page. The last line of

the rst paragraph will always remain on the same page as the beginning of the next

paragraph, unless you insert a page or section break between them.

This is most useful for single-line, header paragraphs that you want to keep with the topic paragraphs following.

To keep paragraphs together on a page:

1 Click the paragraph that you want to keep with the paragraph following it.

2 Click Inspector in the toolbar, click the Text button, and then click More.

3 Select “Keep with following paragraph.”

Keeping an Entire Paragraph on the Same Page

You can make all the lines in a paragraph always appear on the same page.

To avoid breaking a paragraph across pages:

1 Click the paragraph whose lines you want to remain together.

2 Click Inspector in the toolbar, click the Text button, and then click More.

48 Chapter 3 Working with Document Parts

3 Select “Keep lines together.”

In a page layout document, text is contained in text boxes. For more information about linking text boxes, see “Linking Floating Text Boxes” on page 106.

Inserting a Manual Line Break

You can use a manual line break, also called a soft return, if you want to start a new line without starting a new paragraph.

To insert a manual line break:

1 Click where you want the break to occur.

2 Press Return while holding down the Shift key.

Preventing Widow and Orphan Lines

You can prevent the rst line of a paragraph from appearing alone at the bottom of a

page (called a widow line) or the last line of a paragraph from appearing alone at the top of a page (called an orphan line).

To prevent widow and orphan lines in a paragraph:

1 Click the paragraph in which you want to prevent a widow or orphan.

2 Click Inspector in the toolbar, click the Text button, and then click More.

3 Select “Prevent widow & orphan lines.”

Using Layouts

In Pages, you can vary the design in a page layout document by creating columns in text boxes, and in a word processing document through layouts separated by layout breaks.

For more information about working with text boxes in page layout documents, see “Using Text Boxes, Shapes, and Other Eects to Highlight Text” on page 104.

In a word processing document, layouts are separated by layout breaks. A layout is

part of a document in which you’ve dened specic column attributes and space

around the columns, called the layout margin.

You can have multiple layouts in a section of your document, or even on a single page.

To learn about Go to

Creating columns and controlling text ow from

one column to another

Changing layout characteristics in a word processing document

Chapter 3 Working with Document Parts 49

“Dening Columns” on page 50

“Dening Column Breaks” on page 51

“Dening Layout Breaks” on page 51

“Dening Layout Margins” on page 52

Dening Columns

Depending on the page size and column width you specify for a document, you can create as many as ten text columns (for example, in a standard letter size with landscape orientation). The space between the columns is called the gutter.

When you type in a column and reach the end of the column, text automatically

ows to the next column as you type. To change where a column breaks, follow the

instructions in “Dening Column Breaks” on page 51.

When you want to vary the number or appearance of columns at some point in a document, create a new layout. See “Dening Layout Breaks” on page 51 for instructions.

To format a document into multiple columns:

1 Click Inspector in the toolbar, click the Layout button, click Layout, and then specify the

number of columns you want in the Columns eld.

To type a number in the Columns eld, place the insertion point inside a text area in your document, type the number in the Columns eld, and then press Return.

2 To adjust the width of all columns, double-click any value in the Column list and type a

new number.

To adjust the space between each column, double-click any value in the Gutter list and type a new number.

3 To specify dierent widths for the columns, deselect “Equal column width.”

To adjust the width of a specic column, double-click its value in the Column list and

type a new number. To adjust the space between adjacent columns, double-click a value in the Gutter list and type a new number.

4 In a word processing document, to adjust the space around the outside margins of

columns, specify new values in the Left, Right, Before, and After elds.

Layout margins are not adjustable in a page layout document.

5 In a word processing document, to move columns to the top of the next page, select

“Layout starts on new page.”

You can’t select “Layout starts on new page” in a page layout document.

50 Chapter 3 Working with Document Parts

6 To quickly modify column width and spacing, use the document ruler. Click View in the

The white areas in the ruler denote the text area within columns.

The gray areas denote the column gutters.

toolbar, and then choose Show Rulers. Drag the left or right edges of the gray gutter areas in the horizontal ruler.

Note: To quickly create as many as four columns, click the Columns pop-up menu in the format bar and choose the number of columns you want to use.

Dening Column Breaks

A column break ends the text ow in one column (leaving the rest of the column

blank) and continues it in the next.

To create a column break:

1 Click after the word where you want to end the text ow.

2 Choose Insert > Column Break.

The text breaks where you placed the insertion point 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 invisibles in your document (click View in the toolbar and choose Show Invisibles), a column break symbol marks the location of the column break.

This column break symbol is a formatting character called an invisible. See “Formatting Characters (Invisibles)” on page 21 for more information about invisibles.

To delete a column break, click at the beginning of the line that follows the break and press the Delete key.

Dening Layout Breaks

In a word processing document, a layout break ends one layout and starts a new one

in which you can dene dierent column characteristics and dierent layout margins.

Chapter 3 Working with Document Parts 51

Using layout breaks doesn’t aect the headers, footers, page numbering, or other formatting specic to the document or section.

To insert a layout break in a word processing document:

1 Place the insertion point after the word where you want to end the current layout and

change to a new layout.

2 Choose Insert > Layout Break.

A layout break is inserted and the insertion point is moved to the top of the next layout.

The layout following the break has the same formatting and number of text columns as the previous layout until you change it. To change the layout attributes, click

Inspector in the toolbar and click the Layout button. In the Layout pane, set the

number of columns, and then format them.

3 To move the new layout to the top of a page, select “Layout starts on new page.”

When you show invisibles in your document (click View in the toolbar and then choose Show Invisibles), a layout break symbol marks the location of the layout break.

This layout break symbol is a formatting character called an invisible. See “Formatting Characters (Invisibles)” on page 21 for more information about invisibles.

To delete a layout break, click at the beginning of the line that follows the break and press the Delete key.

Dening Layout Margins

In a word processing document, a layout margin is the space around columns in a layout.

To change the layout margin in a word processing document:

1 Click in a column.

2 Click Inspector in the toolbar, click the Layout button, and then click Layout.

3 To change the outside margins of the column(s), enter values in the Left and Right

elds under Layout Margins.

4 To specify the amount of space above and below the column(s), enter values in the

Before and After elds under Layout Margins.

The new margins can’t extend outside the page margins set for the document in the

Document inspector.

Using Left- and Right-Facing Pages

If you intend to print a document double-sided and bind it, the document will have left- and right-facing pages.

52 Chapter 3 Working with Document Parts

The left and right pages of these documents usually have dierent inside and outside

Specify a value for the margin on the outside edges of the pages.

Select to set the margins for left- and right-facing pages independently.

Specify a value for the margin that will go into the binding.

margins. For example, you may want the inside margins of a document that will be bound to be wider than the outside margins. See “Dening Margins for Facing Pages” on page 53 for more information.

If your document contains sections, such as chapters, you can use dierent headers or

footers for left and right pages when you want to place page numbers on the outer corners of each page. For more information, see “Dening Headers and Footers for Facing Pages” on page 53.

After you have adjusted margins and modied the headers and footers, you may want

to review your document before printing it. See “Viewing Facing Pages” on page 54 for more information.

Dening Margins for Facing Pages

Use the Document inspector to set up dierent margins for left and right pages.

To create dierent margins for left- and right-facing pages:

1 Click Inspector in the toolbar, click the Document button, and then click Document.

2 Select Facing Pages.

3 Set inside and outside margins.

1 Click inside the section.

2 Click Inspector in the toolbar, click the Layout inspector, and then click Section.

3 Select “Left and right pages are dierent.”

Chapter 3 Working with Document Parts 53

The inside margin is the side of left or right pages that goes into the binding. The outside margin is the side that is on the outside edge of left or right pages.

Dening Headers and Footers for Facing Pages

In word processing documents, if your document uses sections, you can set up

dierent headers and footers for left and right pages, such as when you want the page

number to appear on the outer edge of the footers. See “Formatting Facing Pages in a Section” on page 62 for information about dening sections.

To set up headers and footers for facing pages in a section:

4 Deselect “Use previous headers & footers.”

5 On a left page in the section, dene the header and footer you want to use for all left

pages in the section.

See “Using Headers and Footers” on page 54 for instructions.

6 On a right page in the section, dene the header and footer you want to use for all

right pages in the section.

7 If you want the rst page of the section to have a unique header or footer, select “First

page is dierent” and dene the header and footer on the rst page of the section.

Viewing Facing Pages

When your document has facing pages, there are several ways to view them in Pages. View left and right pages in the thumbnail view or side by side in the document window.

Here are ways to view facing pages:

Click View in the toolbar and choose Page Thumbnails to view facing pages in the m thumbnail view.

Click the Page View control in the bottom-left corner of the window, and then m choose Two Up from the pop-up menu to view facing pages side by side in the main document window.

Using Headers and Footers

You can have the same text or graphic appear on multiple pages in a document. Recurring information that appears at the top of the page is called a header; at the

bottom it’s called a footer.

You can put your own text or graphics in a header or footer, and you can use formatted

text elds. Formatted text elds allow you to insert text that is automatically updated. For example, inserting the date eld shows the current date whenever you open the document. Similarly, page number elds keep track of page numbers as you add or

delete pages.

54 Chapter 3 Working with Document Parts

To dene the contents of a header or footer:

1 Click View in the toolbar and choose Show Layout.

You can see the header and footer areas at the top and bottom of the page.

2 To add text or graphics to a header or footer, place the insertion point in the header or

footer and type or paste text or graphics.

To add page numbers or other changeable values, see the instructions in “Adding Page Numbers and Other Changeable Values” on page 115 .

Whatever you type in a header or footer is repeated on every page. If you want

to change the header and footer text in dierent sections of your document, see “Changing Headers and Footers in a Section” on page 61.

Adding and Editing Footnotes and Endnotes

In a word processing document, you can add special marks (numbers or symbols) 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.

To learn about Go to

Adding and deleting footnotes and endnotes “Adding a Footnote” on page 55

“Adding an Endnote at the End of a Document” on page 56

“Adding an Endnote at the End of a Section” on page 56

“Deleting Footnotes and Endnotes” on page 57

Converting note types, modifying footnote and endnote appearance, and more

“Converting Footnotes to Endnotes and Vice Versa” on page 57

“Formatting Footnotes and Endnotes” on page 57

“Jumping Between a Mark and Its Related Footnote or Endnote” on page 57

Adding a Footnote

In a word processing document, you can add special marks in a document that link to notes at the bottom of the page. These notes are called footnotes.

To add a footnote:

1 Click Inspector in the toolbar, click the Document button, and then click Document.

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

3 Choose a numbering format from the Format pop-up menu.

Chapter 3 Working with Document Parts 55

4 Choose whether footnotes are continuous or restart on each page or section from the

Numbering pop-up menu.

5 Place the insertion point in the main text ow (not in a text box, table, or other object)

where you want the footnote mark to appear.

6 Choose Insert > Footnote.

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

footnote eld at the bottom of the page.

7 Type the footnote information.

In addition to text, you can use inline shapes, graphics, and other objects; see “What Are Floating and Inline Objects?” on page 137 for instructions.

Adding an Endnote at the End of a Document

In a word processing document, you can add special marks in a document that link to notes at the end of the document. These notes are called document endnotes.

To add a document endnote:

1 Click Inspector in the toolbar, click the Document button, and then click Document.

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

3 Choose a numbering format from the Format pop-up menu.

4 Choose whether endnotes are continuous or restart on each page or section from the

Numbering pop-up menu.

5 Place the insertion point in the main text ow (not in a text box, table, or other object)

where you want the endnote mark to appear.

6 Choose Insert > Endnote.

An endnote mark appears, and the insertion point moves to the corresponding

endnote eld 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.

7 Type the endnote information.

In addition to text, you can use inline shapes, graphics, and other objects; see “What Are Floating and Inline Objects?” on page 137 for instructions.

Adding an Endnote at the End of a Section

In a word processing document, you can add special marks in a document that link to notes at the end of each section. These notes are called section endnotes.

To add a section endnote:

1 Click Inspector in the toolbar, click the Document button, and then click Document.

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

3 Choose a numbering format from the Format pop-up menu.

56 Chapter 3 Working with Document Parts

4 From the Numbering pop-up menu, choose whether endnotes are continuous or

restart on each section.

5 Place the insertion point in the main text ow (not in a text box, table, or other object)

where you want the endnote mark to appear.

6 Choose Insert > Section Endnote.

An endnote mark appears, and the insertion point moves to the corresponding

endnote eld at the end of the section in which the mark appears. A line separates the

endnotes from other information in the section.

7 Type the endnote information.

In addition to text, you can use inline shapes, graphics, and other objects; see “What Are Floating and Inline Objects?” on page 137 for instructions.

Deleting Footnotes and Endnotes

In a word processing document, deleting footnotes and endnotes is easy.

To delete a footnote or endnote:

Delete the mark within your document that refers to the note. m

Converting Footnotes to Endnotes and Vice Versa

In a word processing document, you can change all the footnotes in a document into endnotes, or all the endnotes into footnotes. You can also convert all document

endnotes to section endnotes and vice versa. However, you can’t mix endnotes and

footnotes in the same document.

To convert footnotes to endnotes and vice versa:

In the Document pane of the Document inspector, change the setting in the m Footnotes & Endnotes pop-up menu.

Formatting Footnotes and Endnotes

In a word processing document, you can format footnotes, endnotes, and marks to change their appearance or control the amount of space between notes.

Here are ways to format notes:

To change the appearance of notes and marks, select the note text and/or mark and m format it as you would any text using the Fonts window, the Text inspector, and the Styles drawer.

To adjust the space between notes, in the Document pane of the Document inspector, m

increase or decrease the number in the Space Between Notes eld.

Jumping Between a Mark and Its Related Footnote or Endnote

In a word processing document, you can jump to a note from its mark or to the mark from a note.

Chapter 3 Working with Document Parts 57

Here are ways to jump between marks and notes:

In the note, double-click the mark to jump to the location in the document where the m mark appears.

In the document body, double-click the mark to jump to its note. m

Numbering Footnotes and Endnotes

In a word processing document, you can use one of the predened autonumbering styles for the mark that refers to the note. Predened 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. For more information, see “Restarting Footnote and Section Endnote Numbering” on page 59.

Instead of or in addition to using autonumbering, you can use custom marks, which you dene yourself. See “Dening Marks for Numbering Footnotes and Endnotes” on page 58 and “Changing Marks for Numbering Footnotes and Endnotes” on page 58

for more information. 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.

Dening Marks for Numbering Footnotes and Endnotes

In a word processing document, you can use a predened number or symbol format or dene your own marks.

Here are ways to dene marks:

To use a predened number or symbol format, in the Document pane of the m

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, place the insertion point at the location in the document m where you want the mark to appear.

Click the Insert menu, and 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.

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

The mark appears, and the insertion point moves to the appropriate location in the document for you to type the note.

Changing Marks for Numbering Footnotes and Endnotes

In a word processing document, you can switch from custom mark numbering to

predened number formatting and vice versa.

58 Chapter 3 Working with Document Parts

Here are ways to change mark numbering styles:

To change the numbering format from predened to custom, Control-click an endnote m

or footnote mark, and then choose Use Custom Mark from the shortcut menu.

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

custom mark replaces the predened mark.

To change custom numbering to predened numbering, Control-click a custom mark, m

and then choose Use Automatic Numbering from the shortcut menu.

The mark that replaces the custom mark reects the number format settings in the

Document pane of the Document inspector.

Restarting Footnote and Section Endnote Numbering

If you don’t want footnote or section endnote numbering to be continuous, you can

restart numbering on each page or for each section in a word processing document.

Use sections to dene document parts such as chapters.

To restart endnote or footnote numbering:

Choose “Restarts on Each Page” or “Restarts for Each Section” from the Numbering pop- m up menu in the Document pane of the Document inspector.

Creating Sections

Each Pages template consists of one or more predened sections. Every time you add

pages to the document by using the Sections (word processing) or Pages (page layout) button in the toolbar, you add a new section.

In a page layout document, each page is one section. You can use the predened

sections as they are, or you can modify or remove them one page at a time.

In a word processing document, you can use the predened sections as they are, or you can create or remove section breaks to dene your own sections.

To add section breaks in word processing documents:

Place the pointer where you want the break to occur, and then choose Insert > Section m

Break, or click Sections in the toolbar and choose an item from the list.

When you show invisibles in your document (click View in the toolbar and then choose Show Invisibles), a section break symbol marks the location of the section break.

The new section has the same formatting as the previous section until you change it. Changes you make to master objects, headers, footers, or page numbering apply only to the section in which you make the changes. See “Using Master Objects (Repeated Background Images)” on page 63 for information about master objects.

Chapter 3 Working with Document Parts 59

To remove a section break, click at the beginning of the line that follows the break and press the Delete key.

To learn about Go to

Navigating through a document and managing sections in it

Dening section attributes such as page

numbering, headers and footers, margins, and more

“Viewing Thumbnails” on page 60

“Adding and Deleting Sections” on page 60

“Reorganizing Sections” on page 61

“Changing Headers and Footers in a Section” on page 61

“Restarting Page Numbering in a Section” on page 61

“Setting Up a Unique Format for a Section’s First Page” on page 62

“Formatting Facing Pages in a Section” on page 62

“Reusing Sections” on page 63

Viewing Thumbnails

Using thumbnail view is a good way to get an overview of your Pages document.

Here are ways to view thumbnails:

To show the thumbnail view in a word processing document, click View in the toolbar m and choose Page Thumbnails. In a page layout document, thumbnails are displayed by default.

To hide the thumbnail view, click View in the toolbar and deselect Page Thumbnails.

To show facing pages in the thumbnail view, select Facing Pages in the Document m

inspector’s Document pane.

To go to a specic page, click its thumbnail. The page appears in the main viewing area m and the page’s thumbnail is highlighted to indicate your place in the document.

You can also navigate to a page in a document by clicking the Page button in the

lower left of the document window, typing the specic page number in the “Go to Page” eld, and then pressing Return.

You can make the thumbnail view area wider and page thumbnails larger by adjusting the resize control located at the bottom right of the thumbnail column.

Adding and Deleting Sections

You can quickly add and delete sections in your Pages document using thumbnails.

Here are ways to add and delete sections:

To delete a section and its contents, select the section in the thumbnail view, and press m the Delete key.

60 Chapter 3 Working with Document Parts

A yellow box surrounds all the page thumbnails that are in the same section as the selected page.

To copy (or cut) and paste one or more sections, in the thumbnail view select the m

sections you want to copy or cut and choose Edit > Copy or Edit > Cut.

Select the section after which you want to paste the sections, and then choose

Edit > Paste.

You can also copy and paste one or more sections by Option-dragging selected sections to a new destination in the thumbnail view. As you drag, sections shift to

make room for what you’re pasting.

To paste a copy of selected sections immediately following them, select the sections, m

and then choose Edit > Duplicate.

Reorganizing Sections

Reorganize your Pages document eectively using thumbnails.

Here are ways to reorganize sections:

To select one or more sections in the thumbnail view, click a page. A yellow box m surrounds all the page thumbnails that are in the same section as the selected page.

To select multiple adjacent sections, hold down the Shift key, and then select the rst

and last section you want.

You can also select multiple sections by dragging. Click to the left or right of a page thumbnail, and then drag up or down to select adjacent sections.

To move sections, select the sections, click a page thumbnail in one of the selected m sections, and then drag the sections to a new location in the thumbnail view. Sections shift to make room for your insertion as you drag.

Changing Headers and Footers in a Section

You can change headers and footers to be unique to a section. You can also change headers and footers within a section.

To change headers and footers:

1 Place the insertion point in the section.

2 Click Inspector in the toolbar, click the Layout button, and then click Section.

3 Deselect “Use previous headers and footers.”

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

Restarting Page Numbering in a Section

You can start a new page-numbering scheme for a section.

Chapter 3 Working with Document Parts 61

To restart page numbering in a document section:

Make page numbering continuous with the previous section or enter a number to start renumbering pages.

Make headers and footers and master objects 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.

Click in the section, select “Start at” in the Section pane of the Layout inspector, and m then specify the number of the rst page of the section.

Setting Up a Unique Format for a Section’s First Page

You can make the header, footer, and master objects dierent for the rst page of a section.

Here are ways to make the rst page of a section unique:

To make the headers and footers on the rst page unique, click in the section, select m “First page is dierent” in the Section pane of the Layout inspector, and then change the header and footer, as “Using Headers and Footers” on page 54 describes.

To place a master object on the rst page, follow the instructions in “ m Using Master

Objects (Repeated Background Images)” on page 63.

Formatting Facing Pages in a Section

You can make headers, footers, master objects, and margins dierent on facing pages

in a section.

Click in the section to select it, and then format its facing pages.

Here are ways to format facing pages in a selected section:

To put dierent headers and footers on alternate pages, select “Left and right pages m are dierent” in the Section pane of the Layout inspector.

To make the rst page of the section always start on the left- or right-facing page, m choose Left Page or Right Page from the “Section starts on” pop-up menu. Otherwise,

62 Chapter 3 Working with Document Parts

choose Any Page.

To place a master object on left or right pages, follow the instructions in “ m Using Master Objects (Repeated Background Images)” on page 63.

To set dierent margins in dierent sections of your document, you must use the m Layout inspector and change the layout margins. To learn about setting layout

margins, see “Dening Layout Margins” on page 52.

For more information about facing pages, see “Using Left- and Right-Facing Pages” on page 52.

Reusing Sections

You can make a section in a document reusable by adding it to the pop-up menu that appears when you click Pages in the toolbar.

To reuse some or all of the pages in a section:

1 Select the section in the thumbnail view.

2 Choose Format > Advanced > Capture Pages.

3 In the dialog that appears, type a name for the page or pages, use the Include pop-up

menu to indicate which pages you want to reuse, and then click OK.

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

Using Master Objects (Repeated Background Images)

You may want to add watermarks, logos, or other background images that appear in the same spot on every page of your word processing documents. These repeated graphics are called master objects.

If your document is divided into sections, you can put dierent master objects in each section. Within a section, you can put a dierent master object on the rst page of the

section and on right and left pages in the section. See “Setting Up a Unique Format for a Section’s First Page” on page 62 and “Formatting Facing Pages in a Section” on page 62 for more information.

To add a master object to your word processing document:

1 Add an object.

See “What Are Floating and Inline Objects?” on page 137 for information about

oating objects.

2 Position the object wherever you want it on the page.

3 Choose Format > Advanced > “Move Object to Section Master,” and make sure that

Format> Advanced > Make Master Objects Selectable does not have a checkmark next to it.

The selection handles disappear from the object, so you can no longer select it.

Chapter 3 Working with Document Parts 63

To edit or move a master object, you must rst make master objects selectable for the

Master objects have blue selection handles.

entire document by choosing Format > Advanced > Make Master Objects Selectable if that option has no checkmark in front of it. Selectable master objects look dierent

from other objects because they have blue selection handles.

Using a Table of Contents

Using a Word Processing template, Pages can automatically generate a table of contents for your document. Many Word Processing templates come with a preformatted table of contents that you can add to your document. To add a table of contents to your document, see “Creating and Updating a Table of Contents” on page 64.

To create a table of contents in a word processing document, you need to consistently use paragraph styles for headings in your document. To learn about styles, see “What Are Styles?” on page 12 3 and “Applying Styles” on page 12 5.

After you create a table of contents, you can format it to change its appearance. See “Styling a Table of Contents” on page 65 for more information.

Creating and Updating a Table of Contents

Each table of contents (TOC) you create using a Word Processing template 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, click any entry in the table of contents, or

click Update Now in the TOC pane of the Document inspector. If you don’t update the

table of contents after changing a document, it updates automatically when you close the document.

To create a table of contents:

1 Click Inspector in the toolbar, click the Document button, and then click TOC.

64 Chapter 3 Working with Document Parts

2 Select the checkboxes next to the paragraph styles whose text you want to appear

Select the checkbox in the #’s column if you want page numbers to appear with each entry.

Click to update the table of contents after making changes to your document.

Select the paragraph

styles whose text you

want to appear in the

table of contents.

Select to make all page numbers hyperlinks.

in the table of contents. For example, if you want all the rst-level headings and

subheadings to appear in the table of contents, select the paragraph style that you

used for rst-level headings and subheadings.

If the styles you select are not used anywhere in the document, you see a message that your table of contents is empty when you create the table of contents. If you select styles that are used very frequently in the document, your table of contents might be longer than you want.

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

include a page number.

4 Place the insertion point at the beginning of the line where you want the table of

contents to appear, and then choose Insert > “Table of Contents.”

If the Word Processing template you’re working with has a table of contents predened for it, click in the page preceding where you want to insert the table of

contents, click Sections in the toolbar, and then choose “Table of Contents.”

Styling a Table of Contents

You can change the look of text in the table of contents as you would any other text in a word processing document. You can also add a leader line between an entry and its associated page number, and you can create new TOC styles.

Chapter 3 Working with Document Parts 65

To change the look of a table of contents entry:

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

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

1 In the table of contents, select the entry type that you want to format, such as a rst-

level heading.

All entries of the same type are automatically selected. They cannot be individually selected.

2 To open the Styles drawer, click the Styles Drawer button in the format bar.

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.

3 To change the font attributes of the TOC heading, use the format bar controls.

Other ways to change font attributes are the Fonts window, the Text inspector, and the Colors window.

4 To create leader lines from an entry to its associated page number, select the TOC

entry, click the tab in the Tab Stops column in the Tabs pane of the Text inspector, and

then choose a line style from the Leader pop-up menu.

5 To change the style in the Styles drawer to match the entry, click the arrow to the right

of the style name and choose “Redene Style from Selection.”

To create a new TOC style instead, 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. You can also add a new style by clicking the Add (+) button at the bottom-left corner of the Styles drawer. In either case, type a name for the new style, and then select “Apply this new style on creation” if you want it to be applied immediately to the selected text.

6 To rename the style in the Styles drawer, click the arrow next to the style name and

choose Rename Style. Type a new name for the style.

Adding Citations and Bibliographies Using EndNote

Pages works with EndNote X2, software that lets you search and manage references

66 Chapter 3 Working with Document Parts

and create bibliographies. To take advantage of these features, you must have EndNote X2 installed, and you must have assigned, in Endnote X2, a default library to open when EndNote X2 is opened.

Note: If you downloaded Pages from the Mac App Store, you may need to install the Pages EndNote Plug-in. For details, please see the Knowledge Base article, Pages and EndNote Plug-in.

To add and edit a citation:

1 Place the insertion point where you want the citation to appear in your document, and

choose Insert > EndNote Citation.

EndNote X2 automatically opens, and the Find EndNote Citations window appears.

2 Type text into the Find Citation eld, and press Return to search your EndNote X2

library for corresponding citations.

Narrow your search by clicking the magnifying glass in the Find Citation eld and

selecting a search option.

Sort the citations by clicking a column heading.

3 Select the options for how the citations will appear in your document from the Find

EndNote Citations window controls.

Select the Author or Year checkboxes to hide the author or year information in the citation.

Enter a page range in the Citation Range eld to have the citation in the document

display a page range.

Type text in the Prex and Sux elds that you want to appear before or after a citation.

Select “In Bibliography only” to add the citation to the bibliography, but not include it in the document.

4 Select a citation from the list and click Insert. The citation is added to your document.

When you insert the rst citation in your document, a bibliography is added at the end

of your document. If your document already contains a bibliography, the bibliography is updated to include the new citation.

5 To edit the format for citations and bibliographies, choose Edit > EndNote Citations >

Bibliography Format, and select a bibliography style option.

You can also choose Edit > EndNote Citations > Manage Citations, and then select a

bibliography style option from the Bibliography pop-up menu.

6 To delete a citation in your document, select the citation and press Delete.

You can also double-click the bibliography, select the citation in the Manage Citations window, and click Delete (–).

The citation is deleted from the document and the bibliography is updated.

Chapter 3 Working with Document Parts 67

7 To delete a citation that appears only in the bibliography, choose Edit > EndNote

Citations > Manage Citations. Select a citation in the Manage Citations window and

click Delete (–).

The citation is deleted from the bibliography.

To add and edit a bibliography:

1 Place the insertion point where you want the bibliography to appear in your

document, and choose Insert > EndNote Bibliography.

2 To edit a Bibliography, choose Edit > EndNote Citations > Bibliography, or double-click

the Bibliography.

To change the citation and bibliography format, choose a format from the Bibliography pop-up menu. The bibliography format options are a set of default formats.

To update the bibliography format options, restart EndNote X2, and then restart Pages.

Note: Only one automatically updating bibliography can exist in a document at a time. If a bibliography already exists in the document, an additional bibliography will be

added as text only and won’t update when citations are added or deleted. To paste an automatically updating bibliography, rst delete the existing bibliography, then paste.

68 Chapter 3 Working with Document Parts

Reviewing and Revising Documents

Use tracked changes, comments, and other Pages features that are useful when you review and revise documents.

Pages includes several features that are especially useful when you’re revising a document:

Â Track changes: View edits within a document until you decide which changes you

want to accept or reject.

Â Comments: Like margin notes, they allow you to annotate a parts of a document

without changing it.

Â Color and font changes: Draw attention to particular parts of a document by

modifying color and font style. For example, color the background of several paragraphs orange, and then use a comment at the beginning of the document to ask reviewers to help complete the orange paragraphs.

This chapter focuses on tracked changes and comments. To learn about emphasizing text using color and font changes, see “Formatting Text Size and Appearance” on page 82. Instructions for using color appear in “Setting Character and Paragraph Fill Colors” on page 107.

Use the tracking bar to manage and navigate changes to your document.

Tracked changes made

to your document

are highlighted in the

page thumbnails.

Change bubbles flag edits

made to your document.

Tracking Changes in Your Document

With tracked changes, you can monitor changes that you or others make to text,

tables, oating objects, character format, or paragraph style.

When tracking changes, you can see:

Text that has been added, deleted, edited, or replaced in the document body, header, m footer, footnotes, shapes, text boxes, and table cells

Tables, charts, and shapes that have been added or deleted inline m

Table cells with changes to cell type (text to number), number format (percent to m

scientic), and cell format (cell opacity or cell background)

Table formulas and values that have been added, deleted, or edited m

Floating objects that have been added, deleted, edited, moved, or resized m

Paragraph additions, deletions, or replacements m

Text with style changes m

Character and paragraph formatting changes m

New or deleted hyperlinks, Merge elds, placeholders, or bookmarks m

An added or deleted table of contents m

Edits displayed in thumbnail view m

To learn about Go to

Starting, stopping, and pausing tracked changes “Controlling Tracked Changes” on page 72

Modifying author color, text markup, and more “Viewing Tracked Changes” on page 73

Tracking changes made to table cells “Tracking Changes in Table Cells” on page 74

70 Chapter 4 Reviewing and Revising Documents

To learn about Go to

Click to accept or reject selected changes.

Click arrow buttons to navigate between change bubbles.

Click to open the Markup

View pop-up menu.

Click to open the

Action menu.

Click to pause change tracking.

Choose how

tracking bubbles

are displayed.

Click to open and close the “Comments and Changes Pane.”

Choosing the changes you want to keep “Accepting and Rejecting Changes” on page 75

Saving a copy of your document without changes or comments

“Saving with Tracked Changes O” on page 76

A Tour of Tracking Changes in a Document

The following scenario illustrates how to use tracked changes to consolidate and respond to changes that two reviewers, Anne and Tom, make to text in a document.

1 With a document open, Tom turns on tracked changes by choosing

Edit > Track Changes.

When tracked changes is on, the tracking bar is visible below the format bar.

These controls help manage and navigate changes to your document. For more information about the tracking bar see, “Controlling Tracked Changes” on page 72.

2 Tom saves the document without making changes, closes it, and emails it to Anne. This

version of the document is the original version.

3 Anne opens the document and changes some text.

4 To display tracking bubbles, Anne clicks View in the toolbar, and chooses “Show

5 Anne saves the document, closes it, and emails it back to Tom.

6 Tom opens the document and reads Anne’s edited version of the text.

Chapter 4 Reviewing and Revising Documents 71

Anne’s edits are displayed with change markup, and a change bar appears to the left

of her edited text.

Comments and Changes Pane.”

In the following examples, you can see Tom’s original document and the edited version

Edited text is displayed in color.

Original text is displayed in black.

The change bubble displays author name, date and time, and type of edit.

Click to accept changes.

Click to reject changes.

using tracked changes.

The document now displays the original text in black, and Anne’s edits appear in

change markup.

7 Tom decides he likes Anne’s revisions and clicks the checkmark in the tracking bubbles.

The tracking bubbles disappear. The text is no longer tracked as changed and the text is black.

See “Accepting and Rejecting Changes” on page 75 to learn other ways to accept and reject changes.

Controlling Tracked Changes

After you start tracking changes in a document, changes are tracked until you pause or stop tracking changes.

72 Chapter 4 Reviewing and Revising Documents

Here are ways to control tracked changes:

Select to stop tracking changes.

Choose how edited text is displayed.

Choose how tracking bubbles are displayed.

To start tracking changes, choose Edit > Track Changes. m

When tracking is turned on, the tracking bar is displayed.

To pause tracking changes, click Paused in the tracking bar. To resume tracking, click m

Tracking: On.

Pausing retains all previous changes, but doesn’t track any additional changes until

you resume tracking.

To stop tracking changes, choose Edit > Turn O Tracking. m

You can also choose Turn O Tracking from the Action menu in the tracking bar.

If your document has changes you haven’t yet accepted or rejected, a dialog asks you

to cancel the operation or accept or reject the edits before continuing.

Viewing Tracked Changes

Show or hide tracking bubbles, select your author color, and more, with the tracking bar.

Here are ways to view tracked changes information:

To show or hide all tracking bubbles, click View in the toolbar, and choose “Show m

Comments and Changes Pane” or “Hide Comments and Changes Pane.”

When the Comments and Changes pane is hidden, change bars appear next to edited portions of your document.

To show tracking bubbles for edits made to a specic section of text or an object, m

select the text or object and choose “Show Only for Selection” from the Tracking Bubbles pop-up menu. Only the tracking bubbles associated with the selected text or object are displayed.

Chapter 4 Reviewing and Revising Documents 73

To show or hide tracking bubbles for formatting edits (for example, changing text m from bold to italic), choose Show Formatting Bubbles from the Tracking Bubbles popup menu.

To view your document using thumbnails, click the View button on the toolbar, and m then choose Page Thumbnails.

Tracked changes made to your document are highlighted in the page thumbnails.

To show text markup, choose View Markup from the View Markup pop-up menu. m

When text markup is visible, edits in your document are displayed with the author color per markup preferences.

To hide deleted text and other deleted objects, choose View Markup Without m Deletions from the View Markup pop-up menu.

When deleted text and objects are hidden, a deletion indicator is displayed on the page.

When deleted text edits are visible in your document, the text deletions are displayed with a strikethrough.

To hide all text markup, deleted text and objects, choose View Final from the View m Markup pop-up menu.

To change your author name, or inserted and deleted text markup style, and deleted m text style, choose Preferences from the Action menu.

To choose a dierent author color for yourself, choose Author Color from the Action m

menu on the tracking bar.

Tracking Changes in Table Cells

Track the changes made to cell content such as text, formulas, and inline images. You can also track changes to cell attributes such as the cell format, background, or opacity.

Changes that involve adding, removing, and moving rows or columns aren’t tracked. In addition, changes to a cell’s borders, merging and splitting cells, and autolling aren’t tracked.

Information about tracked changes is displayed and can be viewed at all times, or only when a change or a cell containing a change is selected.

To track changes in table cells:

1 Choose Edit > Track Changes.

The tracking bar is displayed.

2 Select one or more table cells and edit the cell contents.

Table cells with tracked changes are marked with an indicator in the upper-right

corner of the cell, in the author’s assigned color.

If multiple authors have made changes to a table cell, the cell’s indicator color is gray.

74 Chapter 4 Reviewing and Revising Documents

3 To show tracking bubbles, choose View > “Show Comments and Changes Pane,” and

Click the arrow buttons to navigate between change bubbles.

Select change bubbles to review edits made to your document.

then choose Show All from the Tracking Bubbles pop-up menu.

To view tracking bubbles only for one or more edited table cells, choose “Show Only for Selection” from the Tracking Bubbles pop-up menu, and select one or more table cells marked with an indicator.

Accepting and Rejecting Changes

You can accept or reject edits made to text and objects in your Pages document.

Control-click changed text or objects to quickly accept or reject edits.

Here are ways of accepting or rejecting tracked changes:

To accept a single change, select the edited text and click the Accept button in the m tracking bubble or click Accept in the tracking bar.

To reject a single change, select the edited text and click the Reject button in the m tracking bubble or click Reject in the tracking bar.

To accept all changes, choose Accept All Changes from the Action menu. m

To reject all changes, choose Reject All Changes from the Action menu. m

To accept multiple changes at once, select the text or table cells containing changes m you want to keep, and then click the Accept button in the tracking bar.

To reject multiple changes at once, select the text or table cells containing changes m

you don’t want, and then click the Reject button in the tracking bar.

To select changes for review one at a time, click the up or down arrow buttons in the m tracking bar.

Chapter 4 Reviewing and Revising Documents 75

Saving with Tracked Changes O

Select to save a “clean” copy of your document.

Click Comment to add a comment to your document.

Comments are displayed in the Comments pane and are anchored to part of the document.

Save a “clean” copy of your document with tracked changes turned o and

comments removed.

Saving a copy of your document with tracked changes turned o is useful when you

want a version with all the changes accepted. For example, you want to continue to

track changes, but want to send a “clean” copy to a reviewer so that the reviewer can’t

see the original document content.

To save a document with tracked changes o:

With tracked changes on, choose “Save a Copy as Final” from the Action menu in the m tracking bar.

All editing changes made to this version of your document are accepted and all comments are removed.

Using Comments

With comments, you can annotate a document or parts of it without changing the document. Comments are useful for making notes to yourself, asking questions of reviewers, conveying editorial suggestions, and so on.

Identify the part of the document a comment applies to by placing an insertion point or by selecting words or objects. The part of the document associated with a comment is called the comment anchor.

76 Chapter 4 Reviewing and Revising Documents

Here are ways to manage comments:

Click to delete the comment.

To add comments to your document, select some text or an object, and click m

Comment in the toolbar or choose Insert > Comment.

In the comment bubble that appears, type your comment. The size of the comment bubble resizes to accommodate your text.

To add a comment to a table cell, select the cell and click Comment in the toolbar, or m

choose Insert > Comment. Type in the comment bubble.

To change a comment, click in the comment bubble and edit it just as you would text m and objects elsewhere in your document.

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

To delete a comment, click the Delete button in the right corner of the comment bubble. m

To view comments, click the View button in the toolbar, and then choose m Show Comments.

If comments are not visible, inserting one displays all comments.

To view comments when you are tracking changes, choose View > “Show Comments m

and Changes Pane.”

To hide comments, click the View button, and then choose Hide Comments. m

To print comments, choose File > Print while comments are visible. Printed pages are m

adjusted to make room for the comments.

If comments are hidden, they won’t appear on the printed pages.

Chapter 4 Reviewing and Revising Documents 77

Working with Text

Add and modify the appearance of text, including lists, in text boxes, table cells, and shapes.

Understanding Text

Add text by typing in a blank word processing document, replacing placeholder text, using text boxes and lists, placing text in shapes, and more.

To learn about working with placeholder text in templates and merge elds, see Â

“Using Placeholder Text” on page 78 and “What Are Merge Fields?” on page 246.

To add dierent text styles, or create your own, see “ Â What Are Styles?” on page 123 .

To learn how to add new template pages, see “ Â Adding New Template Pages” on page 80.

To delete pages from your document, see “ Â Deleting Pages” on page 80.

To learn how to delete, copy, and paste text, see “ Â Deleting, Copying, and Pasting Tex t” on page 81.

To add text to a text box or shape, see “ Â Using Text Boxes, Shapes, and Other Eects

to Highlight Text” on page 104.

To add text that’s formatted as a list, see “ Â Creating Lists” on page 100.

To learn how to add text to table cells, see “ Â Working with Text in Table Cells” on page 192 .

Using Placeholder Text

Templates contain placeholder text, which shows you what text will look like and

where it will be placed in the nished document. Most placeholder text appears in Latin (for example, lorem ipsum) in the document body, text boxes, headers, and elsewhere. Other predened text, such as the title of a newsletter, appears in the language you’re using.

You click to select the placeholder text and then type your own text to replace it. The

Placeholder text

The entire text area is selected when you click.

text you type keeps the same style and formatting as the placeholder text. If you don’t

want to use the style and size of fonts the placeholder text uses, you can change the selected text by clicking the font family and font size controls in the format bar.

Here are ways to work with placeholder text:

To add text in a main text area, click the placeholder text to highlight it, and then start m typing to replace it with your own text.

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

To add text inside a text box, click once to select the text box, click to select the text m inside the box, and begin typing.

Text boxes are displayed when layout view is turned on. To turn layout view on, click

View in the toolbar and choose Show Layout.

To add text to a table with placeholder text, click once to select the table, double-click m to select an individual cell and its placeholder text, and begin typing.

You can also add text to table cells that don’t contain placeholder text. See “Working with Text in Table Cells” on page 19 2 for instructions.

To add text to a column, click the placeholder text in the column and begin typing. m

You may nd it easier to work with text columns if the document layout is visible. To show the document layout, click View in the toolbar and choose Show Layout.

Chapter 5 Working with Text 79

Text box and table placeholder text are part of a template’s default design. To preserve

Choose additional pages

from the Sections or

Pages pop-up menu.

the design, be careful not to press Delete after you select the text box or table or you’ll

remove the placeholder from the page. If you accidentally delete a text box or table, press Command-Z (the shortcut for Undo).

Adding New Template Pages

Each page of a Pages template has a unique design. You can choose to use the page

design shown when the document rst opens. Or, if the page design doesn’t meet your needs, you can choose from additional pages designed to t the template.

Adding new template pages lets you quickly add pages that already contain text, images, tables, charts, or other formatting options you want to use.

To add a new template page:

1 Click in the section you want the new page to follow.

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.

2 Click the Sections (Word Processing template) or Pages (Page Layout template) button

in the toolbar, and choose a page type to add to your document.

See “Creating Sections” on page 59 for more information about working with sections.

Deleting Pages

There are several techniques for deleting entire pages.

To delete a page in a word processing document, do the following:

To remove a page without deleting other pages in its section, delete all the text and m objects on the page.

To delete a section and all the pages in it, click View in the toolbar, and then choose m Page Thumbnails. Select the section in the thumbnail view and press Delete. Pages

80 Chapter 5 Working with Text

conrms which pages will be deleted. Click Delete.

You can also delete a section by clicking in a paragraph in the section and choosing m

Edit > Delete Page. Pages conrms which pages will be deleted. Click Delete.

For more information about sections, see “Adding and Deleting Sections” on page 60.

To delete a page in a page layout document:

Click View and choose Page Thumbnails. Select the page or pages in the thumbnail m

view you wish to remove, and press Delete. After Pages conrms which pages will be

removed from your document, click Delete.

Selecting Text

Before you format or perform other operations on text, you need to select the text you want to work with.

Here are ways to select text:

To select one or more characters, click in front of the rst character and drag across the m

characters you want to select.

To select a word, double-click the word. m

To select a paragraph, triple-click in the paragraph. m

To select all text in a document, choose Edit > Select All. m

To select blocks of text, click the start of a text block, and then click the end of another m text block while holding down the Shift key.

To select from the insertion point to the beginning of the paragraph, press the Up m Arrow key while holding down the Shift and Option keys.

To select from the insertion point to the end of the paragraph, press the Down Arrow m key while holding down the Shift and Option keys.

To extend the selection one character at a time, press the Left Arrow or Right Arrow m

key while holding down the Shift key.

To extend the selection one line at a time, press the Up Arrow or Down Arrow key m while holding down the Shift key.

To select multiple words or blocks of text that are not next to each other, select the m

rst block of text you want, and then select additional text while holding down the

Command key.

Deleting, Copying, and Pasting Text

The Edit menu contains commands for text editing operations.

Here are ways to edit text:

To copy (or cut) and paste text, select the text and choose Edit > Copy or Edit > Cut. m

Click where you want to paste the text.

To have the copied text retain its style formatting, choose Edit > Paste.

Chapter 5 Working with Text 81

To have the copied text take on the style formatting of the text around it,

choose Edit > “Paste and Match Style.”

To delete text, select the text and choose Edit > Delete or press the Delete key. m

If you accidentally delete text, choose Edit > Undo to restore it.

When you use the Copy or Cut command, the selected text is placed in a holding area called the Clipboard, where it remains until you choose Copy or Cut again or you turn

o your computer. The Clipboard holds the contents of only one copy or cut operation

at a time.

To avoid unintentionally changing a document’s format by removing formatting characters in addition to text, it’s a good idea to display formatting characters

(invisibles) before cutting or deleting text. To show invisibles, click View in the toolbar, and then click Show Invisibles.

Formatting Text Size and Appearance

You can format text using the format bar, the Pages menus, the Text inspector, and the Fonts window.

To learn about Go to

Changing text appearance “Making Text Bold, Italic, or Underlined” on

page 83

“Adding Shadow and Strikethrough to Text” on page 83

“Creating Outlined Text” on page 84

“Changing Text Size” on page 84

“Making Text Subscript or Superscript” on page 85

“Changing Text Capitalization” on page 85

“Changing Fonts ” on page 86

“Adjusting Font Smoothing” on page 86

Adding accent marks, viewing international keyboard layouts, and more

Adjusting tracking, ligatures, baseline, and capitalization

“Adding Accent Marks” on page 87

“Viewing Keyboard Layouts for Other Languages” on page 87

“Typing Special Characters and Symbols” on page 88

“Using Smart Quotes” on page 89

“Using Advanced Typography Features” on page 89

82 Chapter 5 Working with Text

Making Text Bold, Italic, or Underlined

Set color of text.

Set text background color.

Change font typeface, style, and size.

Make text bold, italic, or

underlined.

Create interesting

text effects using

these buttons.

The Action menu

Choose a typeface to apply to selected text.

Find fonts by typing a font

name in the search field.

Choose a font size to apply to selected text.

Apply a shadow to selected text. Modify the shadow using the opacity, blur, offset, and angle controls.

Preview the selected

typeface (you might need to

choose Show Preview from

the Action menu).

The format bar, Format menu, and the Fonts window make changing the appearance of text quick and easy. When text is selected, you can make text bold or italic or underlined.

Here are ways to make text bold, italic, or underlined:

To use the format bar, select some text or click where you want to type new text, and m then use the format bar controls to change text appearance.

Many templates include an underline character style. To display the character styles

dened for your document, click the Character Styles button in the format bar. Select

the text you want to underline, and then choose the underline character style from the character styles displayed.

To use the Format menu, select some text, or click where you want to type new text, m

and choose Format > Font > Bold, Italic, or Underline.

To use the Fonts window, click Fonts in the toolbar, and then use controls in the Fonts m window to make text bold, italic, or underlined.

If you don’t see the text eect buttons, choose Show Eects from the Action pop-up

menu in the lower-left corner of the Fonts window.

Chapter 5 Working with Text 83

Adding Shadow and Strikethrough to Text

You can use the Fonts window to create and format shadows on text and mark text with a strikethrough line.

Here are ways to add a strikethrough and shadows:

To add a strikethrough to selected text, click Fonts in the toolbar, click the Text m Strikethrough button, and choose None, Single, or Double from the pop-up menu.

Or select text, and choose Format > Font > Strikethrough.

A strikethrough appears through the selected text in the same color as the text. To change the strikethrough color, choose Color from the Text Strikethrough pop-up menu, and then select a color in the Colors window. The strikethrough takes on the color you selected, but the text retains its original color.

To add a shadow to selected text, click Fonts in the toolbar, and then click the Text m Shadow button.

Drag the shadow opacity slider (the rst slider on the left) to the right to make the

shadow darker.

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

more diuse.

Drag the shadow oset slider (the third slider) to the right to separate the shadow

from the text.

Rotate the Shadow Angle wheel to set the direction of the shadow.

To set text shadows using the Graphic inspector, see “ m Adding Shadows” on page 168 for more information.

Many templates include a strikethrough character style. To display the character styles

dened for your document, click the Character Styles button in the format bar. You

can also select the text you want to strike through, and then choose the strikethrough character style in the Styles drawer.

Creating Outlined Text

You can change text to appear as a stenciled outline.

To create outlined text:

1 Select the text you want to appear outlined, or click where you want to type new text.

2 Choose Format > Font > Outline.

Outlined text you create in Pages may look dierent if the document is opened in

another application. If you plan to share a document that contains outlined text with

people who don’t have Pages installed on their computers, export the document as a PDF le and then share this le with others.

Changing Text Size

You can change the point size of text to make the text larger or smaller.

84 Chapter 5 Working with Text

To change the size of selected text:

1 Select the text you want to resize.

2 To change the text size in 1-point increments, choose Format > Font > Bigger. Or

choose Format > Font > Smaller.

To specify a precise size for selected text, click Fonts in the toolbar and use the Size controls in the Fonts window. See “Changing Fonts ” on page 86 for more information.

Making Text Subscript or Superscript

You can raise or lower text from its baseline.

To make text subscript or superscript:

1 Select the text you want to raise or lower, or click where you want to type new text.

2 To create a subscript or superscript that has a smaller font size than the text

it accompanies, choose Format > Font > Baseline > Subscript. Or choose Format > Font > Baseline > Superscript.

To raise or lower text relative to the other text on the same line, choose Raise or Lower

from the Baseline submenu.

To restore text to the same baseline as the body text, choose Use Default from the Baseline submenu.

To specify a precise amount to raise or lower text, use the Text inspector. Click Inspector in the toolbar, click Text, click More, and then use the Baseline Shift controls.

You can add Subscript and Superscript icons to the toolbar. Choose View > Customize

Toolbar, drag the icons to the toolbar, and then click Done.

Changing Text Capitalization

You can quickly make blocks of text all uppercase or lowercase or format text as a title.

To change text capitalization:

1 Select the text you want to change, or click where you want to type new text.

2 Choose Format > Font > Capitalization and choose an option from the submenu.

All Caps: Choose to change the text to capitals.

Small Caps: Choose to change the text to smaller capitals with larger capitals for

uppercase letters.

Title: Choose to change the text to a title format, which capitalizes the rst letter of

each word.

None: Choose to change text from all capitals to initial caps. For example, the rst character in the rst word of a sentence is capitalized, but the rest of the text is lowercase.

Chapter 5 Working with Text 85

Changing Fonts

When text is selected, quickly change font family, type, size, color, and background color using the controls in the format bar.

The Fonts window gives you extensive control over fonts. Use size controls and typography settings to customize the appearance of your text.

To modify the font of selected text:

1 Click Fonts in the toolbar.

2 In the Fonts window, 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 eld at the bottom of the Fonts window.

A preview of the selected font appears in the preview pane at the top of the Fonts

window. If you don’t see a preview pane, choose Show Preview from the Action pop-

up menu in the lower-left corner of the Fonts window.

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

4 Adjust the typography settings of the selected font by choosing Typography from the

Action pop-up menu. In the Typography window, click the disclosure triangles to see

and select the dierent typography eects that are available for the selected font.

Dierent fonts have dierent typography eects available. See “Using Advanced

Typography Features” on page 89 for more information.

Adjusting Font Smoothing

If the fonts on your screen look fuzzy, blurry, or jagged, you may want to adjust the font smoothing style or change the text size at which Mac OS X starts to smooth

fonts. Fonts may also be distorted when exporting to a PDF le. You can adjust font smoothing settings to smooth the fonts exported to PDF les.

To smooth the fonts on your screen:

1 Open System Preferences and click Appearance.

2 To turn on font smoothing in Mac OS X v10.6 or later, select “Use LCD font smoothing

when available.”

To specify a font smoothing style in Mac OS X v10.5.7 or earlier, choose a font smoothing style from the “Font smoothing style” pop-up menu.

Depending on the type of display you have, you may notice only small or no

dierences between smoothing styles.

3 If you plan to use small font sizes in your document, choose a point size from the “Turn

o text smoothing for font sizes” pop-up menu.

86 Chapter 5 Working with Text

When text smoothing (“antialiasing”) is on, smaller fonts can be harder to read so you

may want to turn it o for smaller font sizes.

To learn more about font smoothing in Mac OS X, click the Help button in the lower-

right corner of the Appearance preferences window.

Adding Accent Marks

You can use the Keyboard Viewer to add accent marks to characters. 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.

To add accent marks:

1 Choose Show Keyboard Viewer from the Input menu on the right side of the menu bar.

The Input menu appears on the right side of your menu bar and looks like a ag or character. If you don't see the Input menu, go to “Viewing Keyboard Layouts for Other Languages” on page 87 for instructions on viewing the Input menu.

2 Press Shift, Option, or Option-Shift to highlight the available accent marks in the

Keyboard Viewer.

The accent mark keys are highlighted. Depending on your keyboard, you may not

need to press any of the modier keys to see the accent keys.

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

4 Press the modier key you pressed in step 2 (Shift, Option, Option-Shift, or none) and

then press the key on your keyboard that is in the same place as the accent you see in the Keyboard Viewer.

5 Release the modier key, and then press the key for the character you want to accent.

For example, on a U.S. keyboard, to make é appear, press Option and E (the accent key), and then press E (the letter on which you want that accent to appear).

Viewing Keyboard Layouts for Other Languages

The Keyboard Viewer shows the characters for the keyboard layout or input method that is 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.

You can use the Keyboard Viewer to see where characters are located on keyboards used for other languages if you have those fonts installed.

To access the Keyboard Viewer, the Input menu must be visible in the menu bar.

To show the Input menu:

1 Choose Apple > System Preferences and do one of the following:

Chapter 5 Working with Text 87

For Mac OS X 10.6 or later, click Language & Text, then click Input Sources, and then Â

select the checkbox next to Keyboard & Character Viewer.

For Mac OS X 10.5.7 and earlier, click International, then click Input Menu, and then Â select the checkbox next to Keyboard Viewer.

The Input menu appears on the right side of your menu bar and looks like a ag

or character.

2 Select the checkbox next to a country's keyboard layout or input method to see the

character layout on keyboards used in that country.

3 Select the checkbox next to “Show input menu in menu bar.”

To see the keyboard layout for another language:

1 Choose a language or input method from the Input menu that appears on the right

side of the menu bar.

2 Choose Show Keyboard Viewer from the Input menu.

3 Press keys on your keyboard to see their location on the Keyboard Viewer. Press

Option, Shift, and Command-Option to see accents and special characters.

4 To place a character at the insertion point of your document, click the key for that

character on the Keyboard Viewer.

Typing Special Characters and Symbols

Using the Mac OS X Characters window, you can insert special characters, such as mathematical symbols, letters with accent marks, arrows and other “dingbats,” and

more. You can also use this palette to enter Japanese, Traditional Chinese, Simplied

Chinese, and Korean characters, as well as characters from other languages.

To insert special characters or symbols:

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

2 Choose Edit > Special Characters to open the Characters window (or choose Characters

from the Action pop-up menu in the lower-left corner of the Fonts window).

3 Choose the type of characters you want to see from the View pop-up menu at the

top of the Characters window. 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.

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

each category.

5 Double-click the character or symbol on the right that you want to insert into your

document, or select the character and click Insert.

If the character or symbol has variations, they appear at the bottom of the window when you click the Character Info triangle or Font Variation triangle at the bottom of the palette. Double-click one to insert it in your document.

88 Chapter 5 Working with Text

If the character doesn’t appear in your document, Pages may not support that character.

Smart Quotes

Straight Quotes

Ligature not used

Ligature used

Using Smart Quotes

Smart quotes are opening and closing quotation marks that are curly; the opening quotation marks are dierent from the closing marks. When you don’t use smart quotes, the marks are straight and the opening and closing marks don’t dier.

To use smart quotes:

Choose Pages > Preferences, click Auto-Correction, and then select “Use smart quotes.” m

Using Advanced Typography Features

Some fonts, such as Zapno and Hoeer, have advanced typography features, which let you create dierent eects. If you are using a font in a text box that has dierent typography eects available, you can change many of the eects in the Font submenu of the Format menu. For example, you may be able to adjust the following:

Tracking: Place characters closer together or farther apart.

Ligature: Use or leave out stylish ourishes between letters or at the end or beginning

of lines that combine two or more text characters into one glyph.

In the Ligature submenu, choose Use Default to use ligature settings specied in the Typography window for the font you’re using. Choose Use None to turn o ligatures

for selected text, or choose Use All to turn on additional ligatures for the selected text.

Advanced typography features are available in the Typography window.

To open the Typography window:

1 Click Fonts in the toolbar.

2 In the Fonts window, choose Typography from the Action pop-up menu (in the lower-

left corner).

To enable ligatures for an entire document, Click Inspector in the toolbar, click the

Document button, click Document, and then select “Use ligatures.” To turn o ligatures for a specic paragraph, click in the paragraph, open the Text inspector, click More, and

then select “Remove ligatures.”

Chapter 5 Working with Text 89

Setting Text Alignment, Spacing, and Color

Align text horizontally.

Align text vertically.

The primary tools for adjusting text attributes are the format bar and 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.

Color and alignment controls are also available on the format bar when text is selected. When text in a text box, comment, or shape is selected, you can set the color of text and its background, align text, and set line spacing.

To learn about Go to

Aligning text “Aligning Text Horizontally” on page 90

“Aligning Text Vertically” on page 91

Adjusting text spacing “Setting the Spacing Between Lines of Text” on

page 91

“Setting the Spacing Before or After a Paragraph” on page 92

“Adjusting the Spacing Between Characters” on page 93

Adjusting text color “Changing Text Color” on page 93

Aligning Text Horizontally

You can change the alignment of paragraphs in a page, column, table cell, text box, or shape so that text is aligned to the left or right border, centered, or aligned on both

left and right (justied).

Use the Alignment buttons in the format bar to quickly change the alignment of text in your document. To change the alignment of text, select the text, and then click the Alignment buttons in the format bar.

To align text left, center, right, or justied using the Text inspector:

1 Select the text you want to change.

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

3 Click one of the ve horizontal alignment buttons, located to the right of the color

well. From left to right, these buttons have the following eects.

Align Left: Places each line of text against the left margin of the object.

Center: Sets the center of each line of text at the center of the object.

Align Right: Sets each line of text against the right margin of the object.

90 Chapter 5 Working with Text

Justify: Spaces characters in each line so that the lines reach both the left and right

Click to change the amount of space between lines of text.

margins of the object.

Auto Align Table Cell: Left-justies text and right-justies numbers in a table cell.

The rst four alignment buttons are available on the format bar when text is selected. The fth horizontal alignment button is also available on the format bar when a table

cell is selected.

You can also align text horizontally by choosing Format > Text > Align Left, Center,

Align Right, Justify, or Auto Align Table Cell.

If you want to indent the rst line of text in a paragraph or learn how to remove

paragraph indenting, see “Setting Indents” on page 97.

Aligning Text Vertically

You can change the vertical alignment of paragraphs in a table cell, text box, or shape so that text is aligned to the top or bottom border or centered between top and bottom.

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

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

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

3 Click one of the three vertical alignment buttons to align text to the top, middle, or

bottom of the table cell, text box, or shape.

The vertical alignment buttons are also available on the format bar when you’re

working with a table cell.

Setting the Spacing Between Lines of Text

You can increase or decrease the distance between lines of text.

Use the Line Spacing control in the format bar to quickly change the distance between lines of text. To adjust line spacing before you start typing, click the Line Spacing

control in the format bar.

To change the line spacing for existing text, select the text, then change the spacing

using the Line Spacing control in the format bar.

To adjust spacing using the Text inspector:

1 Select the text you want to change.

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

3 Move the Line slider left to decrease spacing or right to increase it.

Chapter 5 Working with Text 91

To specify a precise line spacing value, type a point value in the Line eld, or click the

Line spacing pop-up menu

Click the text below the Line field and choose a line spacing option.

Line field

Type a value (or click the arrows) to specify the space between lines of text in a paragraph.

up or down arrow next to the eld.

4 Choose a line spacing option from the Line spacing pop-up menu that appears when

you click the text below the line eld.

Standard line spacing (Single, Double, Multiple): 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 xed. Single sets line spacing to single-spaced,

and Double sets it to double-spaced. Multiple lets you set line spacing values between single and double, or greater than double.

At Least: The distance from one line to the next will never be less than the value you set, but it may be larger for larger fonts to prevent overlapping text lines. Use this

when the distance between lines should remain xed, but overlap is not desired if the

text gets large.

Exactly: The distance between the baselines.

Between: The value you set increases the space between the lines, instead of

increasing the height of the lines. By contrast, double-spacing doubles the height of each line.

Setting the Spacing Before or After a Paragraph

You can increase or decrease the spacing before or after paragraphs.

Use the Line Spacing control in the format bar to quickly change the distance before

or after paragraphs. To adjust spacing before or after paragraphs, select the text, and

then click the Line Spacing control in the format bar.

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

1 Select the paragraphs you want to change.

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

3 Drag the Before Paragraph or After Paragraph slider. You can also specify a precise

92 Chapter 5 Working with Text

value (5 pt, for example) in the text boxes.

If the Before Paragraph or After Paragraph values for adjacent paragraphs aren’t equal, the higher spacing value will be used. For example, if the current paragraph’s Before

Paragraph value is 12 points and the paragraph preceding it has an After Paragraph value of 14 points, the spacing between paragraphs will be 14 points.

Spacing before a paragraph does not appear if the paragraph is the paragraph in a text box, shape, or table cell.

To set spacing around text in boxes, shapes, and table cells, use the Inset Margin control, described in “Changing the Inset Margin of Text in Objects” on page 98.

Adjusting the Spacing Between Characters

You can increase or decrease the amount of space between characters.

To adjust the amount of space between characters:

1 Select the text you want to change, or click where you want to type new text.

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

3 Drag the Character slider or specify a new percentage in the Character eld.

You can also adjust the space between selected characters by choosing

Format > Font > Tracking and choosing an option from the submenu.

Changing Text Color

You can change text color by using the format bar, the Text inspector, and the Fonts window. Changes you make with any of these tools override color changes already made with the other tools.

Here are ways to change text color:

Click the Text Color well in the format bar. In the color matrix that appears, select a m color by clicking it, or click Show Colors to open the Colors window for additional color options.

Click Inspector in the toolbar, click the Text button, click Text, and then click the color m well. The Colors window opens.

Click Fonts in the toolbar, click the Document Color button in the Fonts window (the m fourth button from the left), and then select a color in the Colors window.

“The Colors Window” on page 26 provides instructions for using the Colors window.

Chapter 5 Working with Text 93

Setting Tab Stops to Align Text

Blue tab symbols appear on the horizontal ruler when you select tabbed text.

Decimal tab

Right tab

Center tab

Left tab

Choose from among these tab types.

You can align text at specic points by setting tab stops in a document, text box, table cell, or shape. When you press the Tab key (or Option-Tab when you’re working in a

table cell), the insertion point (and any text to the right of it) moves to the next tab stop, and text you type starts at that point. You can use the symbols on the horizontal ruler or the Text inspector to manage tab stops.

To learn about Go to

Adding a new tab stop “Setting a New Tab Stop” on page 94

Changing the location and type of tab stops “Changing a Tab Stop” on page 95

Removing a tab stop “Deleting a Tab Stop” on page 96

Changing the distance between tab stops “Setting the Default Distance Between Tabs” on

page 96

Adjusting ruler preferences “Changing Ruler Settings” on page 96

Setting a New Tab Stop

You can use the horizontal ruler or the Text inspector to add a new tab stop.

If the horizontal ruler is hidden, click View in the toolbar and choose Show Rulers. To learn more about adjusting your ruler preferences see “Changing Ruler Settings” on page 96.

Here are ways to create a new tab stop:

To create a new tab stop using the horizontal ruler, click the horizontal ruler to place a m tab symbol where you want to set the tab stop, and then Control-click the tab symbol. Choose an alignment option from the shortcut menu.

You can also double-click the tab symbol repeatedly until the type of tab you want appears.

94 Chapter 5 Working with Text

To create a new tab stop using the Text inspector, click in the document where you m

If you want to indent a paragraph relative to the page margins, specify how far to indent it.

Set the default distance between tabs.

For a tab stop selected in the Tab Stops column, select how you want the text to align.

Choose a leader line for any tab stop selected in the Tab Stops column.

Add or remove tab stops from the column.

Set how far you want

the first line of each

paragraph to indent.

Type a new character

to change the character

used for decimal tabs.

want to create a new tab stop, click Inspector in the toolbar, and then click Tabs. Click the Add (+) button in the bottom-left corner of the Tabs pane. The new tab stop appears in the Tab Stops column.

To align text at the tab stop, select the tab stop, and then select an alignment option:

Left Tab: Aligns the left side of text with the tab stop.

Chapter 5 Working with Text 95

Center Tab: Places the center of text at the tab stop.

Right Tab: Aligns the right side of text with the tab stop.

Decimal Tab: For numbers, aligns the decimal character (such as a period or comma)

with the tab stop.

To change the tab stop location, double-click the tab stop in the Tab Stops column and type a new value.

To specify a decimal tab character for the document, type a new character in the

Decimal Tab Character eld.

To add a dashed or dotted line to the tab, choose a line style from the Leader pop-up

menu. Otherwise, choose None.

Changing a Tab Stop

Change the location and type of tab stops using the horizontal ruler and the Text inspector. If the horizontal ruler is hidden, click View in the toolbar and choose Show Rulers. To learn more about adjusting your ruler preferences see “Changing Ruler Settings” on page 96.

You can also change the decimal tab character for a document using the Text inspector.

Here are ways to change tab stops:

To move a tab stop, drag its blue tab symbol in the horizontal ruler. m

To change the tab to a dierent type using the horizontal ruler, Control-click the tab m

symbol, and choose an option from the shortcut menu. Or double-click the tab symbol in the ruler repeatedly until the type of tab you want appears.

To change a tab stop using the Text inspector, click Inspector in the toolbar, click the m Text button, and then click Tabs.

To change the tab stop location, double-click the tab stop in the Tab Stops column and type a new value.

To change the tab to a dierent type, select an Alignment option.

To change the decimal tab character for the document, type a new character in the

Decimal Tab Character eld.

To change the leader line setting, choose an option from the Leader pop-up menu.

To change the default spacing between tabs, use the Default Tabs eld.

Deleting a Tab Stop

You can quickly remove a tab stop using the horizontal ruler or the Text inspector.

Here are ways to delete a tab stop:

To delete a tab stop, drag the tab o the horizontal ruler. m

If the horizontal ruler is hidden, click View in the toolbar and choose Show Rulers.

To delete a tab stop using the Text inspector, click Inspector in the toolbar, click the m Text button, and then click Tabs. Select the tab stop you want to delete in the Tab Stops column, and then click the Delete (–) button.

Setting the Default Distance Between Tabs

Although the default distance between tab stops is usually a half-inch, you can change the distance using the Text inspector.

To change how far apart tabs are by default:

1 Click Inspector in the toolbar, click the Text button, and then click Tabs.

2 Use the Default Tabs eld to set the default distance between tabs.

Changing Ruler Settings

You can quickly change your ruler settings in Pages Preferences.

Here are ways to work with rulers:

To change the units of measure in the rulers, choose Pages > Preferences, click Rulers, m

and choose an item from the Ruler Units pop-up menu.

96 Chapter 5 Working with Text

To display measurements as a percentage of the distance across the page, choose m

First-line indentation

Left indentation

Right indentation

Pages > Preferences, click Rulers, and then select “Display ruler units as percentage.”

To place the ruler’s horizontal origin point at the center of the page, choose m Pages > Preferences, click Rulers, and then select “Place origin at center of ruler.”

To display the vertical ruler in a word processing document, choose m

Pages > Preferences, click Rulers, and then select “Enable vertical ruler in word

processing documents.”

When you change ruler settings in Pages preferences, the new settings apply to all documents viewed in Pages until you change the settings again.

Setting Indents

You can modify the amount of space between the edge of a paragraph and the document margins. You can also adjust the amount of space between text and the inside border of a text box, shape, or table cell.

To learn about Go to

Changing indentation “Setting Indents for Paragraphs” on page 97

Adjusting the space between text and the inside border of objects

“Changing the Inset Margin of Text in Objects” on page 98

Setting Indents for Paragraphs

You can use the horizontal ruler and the Text inspector to set indents for paragraphs.

Here are ways to set indents:

To change indentation using the horizontal ruler, drag the indentation controls. m

To change the right indent, drag the right indent symbol (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.

To change the left indent, drag the left indent symbol (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.

To change indentation of the rst line, drag the rst line indent (blue rectangle) to where you want the rst line of each paragraph to start.

Chapter 5 Working with Text 97

If you want the rst line to remain ush with the left margin, make sure the rectangle

Specify how much space you want around text inside a text box, shape, or table cell.

aligns with the left indent symbol.

To create a hanging indent, drag the rectangle to the left of the left indent symbol.

To set indents using the Text inspector, click Inspector in the toolbar, click the Text m button, and then click Tabs. Select the paragraph or paragraphs you want to change.

To set the rst line indent (or overhang), specify values in the First Line and Left elds

under Paragraph Indents.

If you want the rst line to be indented relative to the second line of text, the First Line value should be higher than the value in the Left eld.

If you want the rst line to overhang the left side of the paragraph margin, the value in the First Line eld should be lower than the value in the Left eld.

To set o a paragraph using indentation (as when you want to include a long quotation in your text), enter a value in the Left eld and the Right eld under

Paragraph Indents.

Changing the Inset Margin of Text in Objects

You can change the amount of space between text and the inside border of a 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 border of its object:

1 If there’s no insertion point in the object, select the object. (If the insertion point is

inside the object, press Command-Return to get out of text editing mode and select the object.)

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

3 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.

Creating an Outline

In a word processing document, you can create an outline of topics and subtopics

that’s easy to organize and view in dierent ways. If you already have a word

processing document you want to turn into an outline, just click Outline in the toolbar. Or choose an outline template from the Template Chooser.

98 Chapter 5 Working with Text

To create and organize an outline:

Choose the number of outline levels to display.

Show only the first line of paragraphs in an outline.

Show objects as thumbnails or actual size in an outline.

Click to promote or demote outline topics or convert selected text to body text.

Choose paragraph and character styles for selected text.

1 In a word processing document, click Outline in the toolbar or choose View > Show

Document Outline, and then begin typing.

2 Press Return to add a new outline topic.

If a topic’s text is too lengthy, click the truncation button in the format bar to display only the rst line.

3 Press Tab to add a subtopic. Press Return to add another subtopic.

Indent subtopics up to nine levels by pressing Tab or clicking the Promote and Demote buttons in the format bar.

4 Add inline images, tables, and movies to outline topics and subtopics. To display an

image or movie at a smaller size, choose Thumbnail from the pop-up menu in the format bar.

When images, tables, and movies are full size, they are editable.

5 Double-click an Outline control to expand or collapse all the subtopics of a topic at

that level.

Choose how many levels of your outline are displayed using the Levels pop-up menu

in the format bar.

6 Click an Outline control and drag it to rearrange topics and subtopics.

Drag Outline controls up or down to reorder topics within the same outline level.

Drag Outline controls left or right to promote or demote topics or subtopics to a

dierent outline level.

Chapter 5 Working with Text 99

When you move a topic, all of its subtopics move with it.

Drag outline controls to move topics and related subtopics in an outline, or double-click controls to expand or collapse outline topics.

7 To exit outline mode, click Outline in the toolbar or choose

View > Hide Document Outline.

For information about saving your document in outline mode, see “Saving a Document in Outline Mode” on page 42.

The Outline controls don’t appear on printed documents. To add numbers or bullets to your outline, click the Styles drawer button in the format bar, and select one of the List

style options.

Creating Lists

When you use automatic list generation, Pages automatically formats a list for you

based on what you type. To use this feature, rst choose Pages > Preferences, click

Auto-Correction, and make sure that “Automatically detect lists” is selected.

Pages provides preformatted bullet and numbering styles for creating simple or ordered lists. Bulleted and numbered lists are simple lists without the nested hierarchies of information like those you might see in an outline.

To create a list:

1 Place the insertion point where you want the list to begin.

2 Create a list.

To create a bulleted list, press Option-8 to type a bullet (•) or a hyphen (-), a space,

and some text, and then press Return. To learn how to format your bulleted list see “Formatting Bulleted Lists” on page 101.

To create a list with labels that are asterisks (*) or hyphens (-), type an asterisk or a hyphen, a space, and some text, and then press Return.

To create a list with labels that are numbers, letters, or Roman numerals, type the

number, letter, or Roman numeral; a period; a space; and some text. Then press Return.

To learn how to format your numbered or ordered list see “Formatting Numbered Lists” on page 102 and “Formatting Ordered Lists” on page 103.

3 To add a new topic at the current indent level, press Return.

10 0 Chapter 5 Working with Text

Apple Pages User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

Pages Templates

Word Processing Templates

Page Layout Templates

Document Viewing Aids

Zoom Levels

Document Page Views

Layout View

Formatting Characters (Invisibles)

The Toolbar

The Format Bar

The Inspector Window

The Media Browser

The Fonts Window

The Colors Window

Rulers and Alignment Guides

The Styles Drawer

Scroll Bars, Scroll Arrows, and Thumbnails

Research and Reference Tools

Keyboard Shortcuts and Shortcut Menus

The Warnings Window

Creating a New Document

Opening an Existing Document

Opening a Document from Another Application

Viewing and Editing Your Document in Full Screen

Password-Protecting Your Document

Saving A Document

Undoing Changes

Saving a Document as a Template

Saving a Copy of a Document

Saving a Backup Version of a Document Automatically

Finding an Archived Version of a Document

Saving a Document in Outline Mode

Locking a Document So It Can’t Be Edited

Closing a Document Without Quitting Pages

Viewing Document Information

Managing Document Settings

Selecting Page Orientation and Size

Setting Document Margins

Using Page and Line Breaks

Inserting a Page Break

Starting Paragraphs on a New Page

Keeping Paragraphs Together on a Page

Keeping an Entire Paragraph on the Same Page

Inserting a Manual Line Break

Preventing Widow and Orphan Lines

Using Layouts

Using Left- and Right-Facing Pages

Viewing Facing Pages

Using Headers and Footers

Adding and Editing Footnotes and Endnotes

Adding a Footnote

Adding an Endnote at the End of a Document

Adding an Endnote at the End of a Section

Deleting Footnotes and Endnotes

Converting Footnotes to Endnotes and Vice Versa

Formatting Footnotes and Endnotes

Jumping Between a Mark and Its Related Footnote or Endnote

Numbering Footnotes and Endnotes

Changing Marks for Numbering Footnotes and Endnotes

Restarting Footnote and Section Endnote Numbering

Creating Sections

Viewing Thumbnails

Adding and Deleting Sections

Reorganizing Sections

Changing Headers and Footers in a Section

Restarting Page Numbering in a Section

Setting Up a Unique Format for a Section’s First Page

Formatting Facing Pages in a Section

Reusing Sections

Using Master Objects (Repeated Background Images)

Using a Table of Contents

Creating and Updating a Table of Contents

Styling a Table of Contents

Adding Citations and Bibliographies Using EndNote

Tracking Changes in Your Document