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Apple Pages User Manual

Pages ’09
User Guide
Apple Inc. K
Copyright © 2011 Apple Inc. All rights reserved.
Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement.
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.
iPad and iWeb are trademarks of Apple Inc.
App Store and MobileMe are service marks of Apple Inc.
Adobe and Acrobat are either registered trademarks or trademarks of Adobe Systems Incorporated in the United States and/or other countries.
Other company and product names mentioned herein are trademarks of their respective companies. Mention of third-party products is for informational purposes only and constitutes neither an endorsement nor a recommendation. Apple assumes no responsibility with regard to the performance or use of these products.
019-2124 07/2011

Contents

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
3
39 Saving a Copy of a Document 40 Saving a Backup Version of a Document Automatically 40 Finding an Archived Version of a Document 42 Saving a Document in Outline Mode 42 Locking a Document So It Can’t Be Edited 42 Closing a Document Without Quitting Pages 43 Viewing Document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.
13
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
1
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.
15
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:
 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.
 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  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  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  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:
 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.
 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  or double).
The Text Strikethrough pop-up menu lets you choose a strikethrough style (such as  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
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