Apple PAGES User Manual 2008

Pages ’08

User’s Guide

Apple Inc.

Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement.

The Apple logo is a trademark of Apple Inc., registered in the U.S. and other countries. Use of the “keyboard” Apple logo (Option-Shift-K) for commercial purposes without the prior written consent of Apple may constitute trademark infringement and unfair competition in violation of federal and state laws.

Every effort has been made to ensure that the information in this manual is accurate. Apple is not responsible for printing or clerical errors.

Apple 1 Infinite Loop Cupertino, CA 95014-2084 408-996-1010 www.apple.com

Apple, the Apple logo, AppleWorks, ColorSync, iMovie, iPhoto, iTunes, Mac, Mac OS, Numbers, Pages, Quartz, and QuickTime are trademarks of Apple Inc., registered in the U.S. and other countries.

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019-1278 06/2008

Preface 14 Welcome to the

Pages User’s Guide

Chapter 1 16 Pages Tools and Techniques

Pages Templates

Document Viewing Aids

18 19 19

21 22 23 23 24 25 25 25 26 27 28 28 29

Zoom Levels Document Page Views Layout View

Formatting Characters (Invisibles) The Toolbar The Format Bar The Inspector Window The Media Browser The Font Panel The Colors Window Rulers and Alignment Guides The Styles Drawer Scroll Bars, Scroll Arrows, and Thumbnails The Warnings Window Research and Reference Tools Keyboard Shortcuts and Shortcut Menus

Chapter 2 30 Working with a Pages Document

Working with Word Processing and Page Layout Templates

31 31

31 33 33

34 34

Word Processing Templates Page Layout Templates

Creating, Opening, and Importing a Pages Document

Creating a New Document Importing a Document Opening an Existing Pages Document

Saving Your Document

Saving a Document

35 35 35 36 36 36 37 37 38 38

Undoing Changes Saving a Document as a Template Saving a Copy of a Document Automatically Saving a Backup Version of a Document Closing a Document Without Quitting Pages Storing Information About a Document

Designing Documents

Document Layout and Style Appearance of Text Graphics and Other Objects

Chapter 3 39 Working with Document Parts

Setting Page Orientation and Size

Setting Document Margins

Using Page and Line Breaks

42 43 43 43 44 44 44 44 45 46 47 47 47 48 48 49 49 49 49 50 50

51 52

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

Defining Columns Defining Column Breaks Defining Layout Breaks Defining Layout Margins

Using Left- and Right-Facing Pages

Defining Margins for Facing Pages Defining Headers and Footers for Facing Pages

Viewing Facing Pages Using Headers and Footers Using Footnotes and Endnotes

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

Contents

52 52 53 53

53 54 54 54

Defining Marks for Numbering Footnotes and Endnotes Changing Marks for Numbering Footnotes and Endnotes Restarting Footnote and Section Endnote Numbering

Using Sections

Creating Sections Managing Sections with the Thumbnail View

Viewing Thumbnails Adding and Deleting Sections Reorganizing Sections

Defining Section Attributes

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 Setting Section Margins

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

Chapter 4 61 Reviewing and Revising Documents

Using Change Tracking

63 65

67 68 68

A Tour of Change Tracking Starting, Pausing, and Stopping Change Tracking Controlling Change Tracking Information Accepting and Rejecting Edits Saving with Change Tracking Off

Using Comments

Chapter 5 70 Working with Text

Adding Text

Using Placeholder Text

Placeholders in Main Text Areas Placeholders in Text Boxes Placeholders in Tables

Placeholders in Columns Adding New Template Pages Deleting Pages

Deleting, Copying, and Pasting Text Selecting Text Formatting Text Size and Appearance

Contents

75 75 75 76 76 76 77 77 77

Using the Format Bar to Format Text Using the Format Menu to Format Text

Making Text Bold or Italic Using the Menus

Creating Outlined Text Using the Menus

Underlining Text Using the Menus

Changing Text Size Using the Menus

Making Text Subscript or Superscript Using the Menus

Changing Text Capitalization Using the Menus Using the Font Panel to Format Text

79 Making the Font Panel Easy to Use 79 Changing Fonts Using the Font Panel

79 Changing Underlining Using the Font Panel 80 Adding a Strikethrough to Text Using the Font Panel 80 Changing Text Color Using the Font Panel 80 Changing the Paragraph Background Color Using the Font Panel

81 Creating Shadows on Text Using the Font Panel 81 Adding Accents and Special Characters

81 Adding Accent Marks 82 Viewing Keyboard Layouts for Other Languages 82 Typing Special Characters and Symbols

83 Using Smart Quotes

83 Using Advanced Typography Features 84 Adjusting Font Smoothing 84 Setting Text Alignment, Spacing, and Color

85 Aligning Text Horizontally 86 Aligning Text Vertically

87 Adjusting the Spacing Between Lines of Text 88 Adjusting the Spacing Before or After a Paragraph 88 Adjusting the Spacing Between Characters 89 Changing Text Color 89 Setting Tab Stops to Align Text 90 Setting Tab Stops Using the Horizontal Ruler 90 Setting a New Tab Stop Using the Horizontal Ruler

91 Changing a Tab Stop Using the Horizontal Ruler 91 Deleting a Tab Stop Using the Horizontal Ruler

91 Setting Tab Stops Using the Text Inspector 92 Setting the Default Distance Between Tabs 92 Setting a New Tab Stop Using the Text Inspector 93 Changing a Tab Stop Using the Text Inspector 93 Deleting a Tab Stop Using the Text Inspector

Contents

94 Setting Indents 94 Setting Indents for Paragraphs Using the Text Inspector 94 Setting Indents for Paragraphs Using the Horizontal Ruler

95 Changing the Inset Margin of Text in Objects 95 Setting Indents for Lists 95 Using Bulleted, Numbered, and Ordered Lists (Outlines) 95 Generating Lists Automatically

96 Using Bulleted Lists 98 Using Numbered Lists

99 Using Ordered Lists (Outlines) 10 0 Using Text Boxes, Shapes, and Other Effects to Highlight Text 10 0 Adding Text Boxes 10 0 Adding a Floating Text Box

101 Adding an Inline Text Box 10 2 Linking Floating Text Boxes 10 4 Setting Character and Paragraph Fill Colors 10 4 Adding Borders and Rules 10 5 Presenting Text in Columns 10 6 Putting Text Inside a Shape 10 6 Formatting a Text Box or Shape 10 7 Using Hyperlinks and Bookmarks 10 7 Linking to a Webpage 10 8 Linking to a Preaddressed Email Message 10 9 Linking to Pages in a Document

11 0 Editing Hyperlink Text 11 0 Wrapping Text Around an Object 11 0 Wrapping Text Around a Floating Object

111 Wrapping Text Around an Inline Object

111 Adjusting Text Around an Inline or Floating Object 112 Inserting Page Numbers and Other Changeable Values 113 Using Automatic Hyphenation 113 Automatically Substituting Text 11 4 Inserting a Nonbreaking Space 11 4 Checking for Spelling and Proofreading Documents 11 4 Finding Misspelled Words 11 4 Working with Spelling Suggestions 11 5 Proofreading Documents 11 6 Finding and Replacing Text 117 Searching for All Occurrences of Words and Phrases

Contents 7

Chapter 6 118 Working with Styles

11 9 About Styles

12 0 Applying Styles

121 Importing Styles From Another Document 12 2 Changing the Style of Text 12 2 Finding and Replacing a Style 12 3 Copying and Pasting Character and Paragraph Styles 12 3 Modifying and Creating New Paragraph Styles 12 3 Modifying Paragraph Styles 12 6 Creating New Paragraph Styles 12 7 Modifying and Creating New Character Styles

12 7 Modifying Character Styles 12 8 Creating New Character Styles 12 9 Modifying and Creating New List Styles 12 9 Modifying Bulleted or Numbered List Styles

13 2 Modifying a Tiered List Style for Ordered Lists

13 3 Creating New List Styles

13 3 Renaming a Style

13 3 Deleting a Style

Chapter 7 134 Working with Shapes, Graphics, and Other Objects

13 4 Using Floating and Inline Objects

13 5 Selecting Objects

13 6 Copying or Duplicating Objects

13 6 Deleting Objects

13 7 Moving Objects

13 7 Moving an Object Forward or Backward

13 8 Moving an Object to the Background

13 8 Aligning Objects

13 9 Spacing Objects Evenly on a Page

13 9 Using Alignment Guides

13 9 Changing How Alignment Guides Appear 14 0 Creating New Alignment Guides 14 0 Setting Precise Positions of Floating Objects

141 Modifying Objects

141 Resizing Objects 14 2 Flipping and Rotating Objects 14 2 Changing the Style of Borders 14 3 Framing Objects 14 4 Adding Shadows 14 5 Adding a Reflection

8 Contents

14 6 Adjusting Opacity 14 7 Grouping and Locking Objects 14 7 Grouping and Ungrouping Objects 14 7 Locking and Unlocking Objects 14 7 Filling Objects 14 7 Filling an Object with Color 14 8 Using the Colors Window 14 9 Filling an Object with an Image

151 Using Shapes

151 Adding a Predrawn Shape

151 Adding a Custom Shape

15 2 Making Shapes Editable

15 3 Manipulating Points of a Shape 15 4 Reshaping a Curve 15 4 Reshaping a Straight Segment

15 5 Transforming Corner Points into Curved Points and Vice Versa

15 5 Editing Specific Predrawn Shapes

15 5 Editing a Rounded Rectangle

15 5 Editing Single and Double Arrows 15 6 Editing a Star 15 6 Editing a Polygon

157 Using Media Placeholders 15 8 Working with Images 15 8 Adding Images 15 8 Importing an Image as a Floating Object 15 8 Importing an Image as an Inline Object 15 9 Masking (Cropping) Images 15 9 Cropping an Image Using the Default (Rectangular) Mask 160 Masking an Image with a Shape

161 Unmasking an Image

161 Removing the Background or Unwanted Elements from an Image 162 Changing an Image’s Brightness, Contrast, and Other Settings 163 Using PDF Files as Graphics 164 Using Sound and Movies 164 Adding a Sound File 165 Adding a Movie File 165 Adjusting Media Playback Settings

Chapter 8 167 Using Tables

167 About Tables 168 Working with Tables 168 Adding a Table

Contents 9

168 Using Table Tools 17 0 Resizing a Table

171 Moving Tables

171 Copying Tables Among iWork Applications

17 2 Converting Text to a Table

17 2 Selecting Tables and Their Components

17 2 Selecting a Table

17 2 Selecting a Table Cell

17 3 Selecting a Group of Table Cells

174 Selecting a Row or Column

174 Selecting Table Cell Borders

17 5 Working with Content in Table Cells

17 5 Adding and Editing Cell Values

17 5 Working with Text in Cells

17 6 Working with Numbers in Cells

17 7 Working with Dates in Cells

17 7 Displaying Content Too Large for Its Cell

17 8 Formatting Cell Values

17 8 Using the Number Format

17 9 Using the Currency Format

17 9 Using the Percentage Format 18 0 Using the Date and Time Format 18 0 Using the Fraction Format 18 0 Using the Scientific Format 18 0 Using the Text Format

181 Monitoring Cell Values 18 2 Adding Images or Color to Cells 18 2 Autofilling Table Cells 183 Working with Rows and Columns 183 Adding Rows 183 Adding Columns 18 4 Deleting Table Rows and Columns 18 4 Using a Table Header Row or Column 185 Using a Footer Row 185 Resizing Table Rows and Columns 185 Alternating Row Colors 18 6 Working with Table Cells 18 6 Merging Table Cells 18 6 Splitting Table Cells

10 Contents

187 Formatting Table Cell Borders 187 Copying and Moving Cells 18 8 Sorting Table Cells

Chapter 9 189 Using Formulas and Functions in Tables

18 9 Using Formulas 19 0 A Tour of Using Formulas 19 2 Adding a Quick Formula 19 3 Performing a Basic Calculation Using Column Values 19 3 Performing a Basic Calculation Using Row Values 19 4 Removing a Formula 19 4 Using the Formula Editor 19 4 Adding a New Formula with the Formula Editor 19 5 Editing a Formula with the Formula Editor 19 5 Using Cell References 19 6 Adding Cell References to a Formula 19 6 Copying or Moving Formulas with Cell References 19 7 Applying a Formula Once to Cells in a Column or Row 19 7 Handling Errors and Warnings 19 7 Using Operators 19 8 Performing Arithmetic Operations 19 8 Understanding the Arithmetic Operators 19 9 Understanding the Comparison Operators 200 Using Functions

Chapter 10 201 Using Charts

201 About Charts 204 Adding a Chart 204 Selecting a Chart Type 204 Picking an Initial Chart Type 205 Changing a Chart from One Type to Another 206 Editing Chart Data 207 Copying Data into the Chart Data Editor 207 Working with Rows and Columns in the Chart Data Editor 207 Formatting General Chart Attributes 207 Using a Legend 208 Using a Chart Title 208 Resizing a Chart 209 Rotating Charts 209 Adding Labels and Axis Markings 209 Showing Axes and Borders

210 Using Axis Titles

Contents 11

210 Showing Data Point Labels

211 Formatting the Value Axis 212 Placing Labels, Gridlines, and Tick Marks 213 Formatting the Elements in a Data Series 213 Formatting Titles, Labels, and Legends 214 Adding Descriptive Text to a Chart 214 Formatting Specific Types of Charts 214 Pie Charts 214 Selecting Individual Pie Wedges 214 Showing Series Names in a Pie Chart 215 Separating Individual Pie Wedges 215 Adding Shadows to Pie Charts and Wedges 216 Adjusting the Opacity of Pie Charts 216 Rotating 2D Pie Charts 216 Bar and Column Charts 216 Adjusting Spacing of Bar and Column Charts 217 Adding Shadows to Bar and Column Charts 217 Adjusting the Opacity of Bar and Column Charts 217 Area Charts and Line Charts 218 Scatter Charts 219 3D Charts

Chapter 11 220 Personalizing Documents with Address Book Data

220 Using Address Book Fields 221 Using Address Book Fields 221 Inserting Sender Data 221 Inserting Recipient Data for One Contact 222 Inserting Recipient Data for Address Book Groups 222 Inserting Recipient Data for Contacts in Multiple Cards 222 Using Contact Data Not in Address Book or a vCard 223 Defining Your Own Address Book Fields 223 Creating an Address Book Field 224 Changing an Address Book Field 224 Changing an Address Book Field Label

Chapter 12 225 Printing and Exporting Your Document to Other Formats

225 Printing Your Document 225 Setting the Paper Size and Orientation 226 Previewing a Document Before Printing It 227 Printing Comments 227 Printing All or Part of Your Document

12 Contents

228 Setting a Print Layout and Other Options 229 Adjusting the Document Color with ColorSync 230 Exporting to Other Document Formats 230 Exporting a Document for Use in Another Application 231 Saving a Document as a Previous iWork Version 232 Sending a Pages Document to iWeb

Chapter 13 233 Designing Your Own Document Templates

233 Designing a Template 234 Step 1: Set Up the Document 234 Step 2: Define Default Attributes 235 Defining Default Styles 235 Defining Default Table of Contents Attributes 235 Defining Default Attributes for Text Boxes and Shapes 236 Defining Default Attributes for Tables 236 Defining Default Attributes for Charts 237 Defining Default Attributes for Imported Images 238 Step 3: Create Placeholder Text and Media Placeholders 238 Creating Placeholder Text 238 Creating Media Placeholders 239 Step 4: Add Sections to Your Template 240 Step 5: Save a Custom Template

Index 241

Contents 13

Welcome to the Pages User’s Guide

This full-color PDF document provides extensive instructions for using Pages.

Before using this document, you may want to look at the Pages tutorial in iWork ’08 Getting Started. It’s a quick way to prepare yourself to be a self-sufficient Pages user. iWork ’08 Getting Started also provides additional resources for getting acquainted with

Pages, such as a tour of its features and how-to videos.

When you need detailed instructions to help you accomplish specific tasks, you’ll find them in this user’s guide. Most of the tasks in this guide are also available in online help.

Preface

The following table tells you where to find information in this guide. In Help, you can find information by browsing or searching.

For information about See

Using Pages windows and tools to create and format documents

Creating, saving, and managing a Pages document

Creating, organizing, and formatting document parts

Tracking edits in a Pages document

Formatting text in a Pages document

Changing the appearance of text with paragraph, character, and list styles

Using graphics, shapes, sound, and more to enhance a document

Creating, organizing, and formatting tables and the table values in them

Automating calculations by using formulas and functions

Creating charts to graphically display data

Displaying Address Book data in a Pages document

Sharing a Pages document Chapter 12, “Printing and Exporting Your Document to Other

Modifying an existing Pages template

Chapter 1, “Pages Tools and Techniques,” on page 16

Chapter 2, “Working with a Pages Document,” on page 30

Chapter 3, “Working with Document Parts,” on page 39

Chapter 4, “Reviewing and Revising Documents,” on page 61

Chapter 5, “Working with Text,” on page 70

Chapter 6, “Working with Styles,” on page 118

Chapter 7, “Working with Shapes, Graphics, and Other Objects,” on page 134

Chapter 8, “Using Tables,” on page 167

Chapter 9, “Using Formulas and Functions in Tables,” on page 189

Chapter 10, “Using Charts,” on page 201

Chapter 11, “Personalizing Documents with Address Book Data,” on page 220

Formats,” on page 225

Chapter 13, “Designing Your Own Document Templates,” on page 233

Preface Welcome to the Pages User’s Guide 15

1 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 first select a template to start from.

Pages Templates

When you first 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 the type that best fits your purpose and design goals. Use Word Processing templates to write documents such as letters, reports, and resumes. Use Page Layout templates to arrange elements in documents, such as invitations, posters, and flyers. 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 finished document:

Address Book fields let you personalize documents with Address Book data.

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

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

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

Chapter 1 Pages Tools and Techniques 17

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 70.

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

audio files, or movies to the placeholder. Media placeholders automatically size and position the image or movie. You can drag media files anywhere in a document (not only to a media placeholder). To learn more, see “Using Media Placeholders” on page 157.

Â Many templates also contain Address Book fields. Address Book fields let you easily

insert names, phone numbers, addresses (any data you’ve defined for contacts in Address Book) into Pages documents. This capability lets you reuse a document, such as a letter or contract, for multiple people by inserting person-specific data into Address Book fields in the document. To learn more, see “Using Address Book Fields” on page 221.

Â 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 57.

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.

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.

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:

m Choose View > Zoom > zoom level.

18 Chapter 1 Pages Tools and Techniques

m Choose a magnification level from the View pop-up menu at the bottom left of the

window.

To use a certain zoom level every time you open a document, choose Pages > Preferences, click General, and then choose a zoom level from the Default Zoom popup menu.

Document Page Views

You can arrange the way pages are displayed 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 fill 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 causes a single document page to fill the window.

Layout View

In layout view you can see the outlines of the different text areas of your document, including headers, footers, 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:

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

In the following example, you can see the page layout includes two columns at the top, two layout breaks, and then three columns, a floating image, and the footer area.

Two columns

Layout break

A floating image

Three columns

Layout break

Footer

A layout is part of a document in which you have defined layout margins and columns. As the example above illustrates, you can have multiple layouts on a single page. A layout break ends one layout and starts a new one with a different number of columns. See “Using Layouts” on page 44 for details.

The example above shows a floating image. A floating image stays where you place it on a page, unless you drag it to a new position. Text flows around a floating 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 floating or inline, see “Adding Images” on page 158.

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 (page 46)

Layout break (page 46)

Section break (page 53)

Anchor point (for inline objects with text wrapping)

Chapter 1 Pages Tools and Techniques 21

Show thumbnails,

comments, the Styles drawer, rulers, invisibles, and more.

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.

The default set of toolbar buttons for a word processing document is shown below.

Add a comment for selected text or object.

Add preformatted pages to your document.

Add text boxes, shapes, tables, and charts.

To customize the toolbar:

1 Choose View > Customize Toolbar or Control-click on 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 at the top.

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 display only icons or only text, choose an option from the Show pop-up menu.

To rearrange items in the toolbar, drag them.

3 Click Done when you have finished.

Track edits in your document.

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

You can perform several toolbar customization activities without using the Customize Toolbar sheet:

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

out of the toolbar.

You can also press the Control key while you click the item, and then choose Remove Item from the shortcut menu.

22 Chapter 1 Pages Tools and Techniques

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.

Choose a paragraph

or character style.

Choose the line spacing and the number of columns.

Choose a list style.

Click to open the Styles drawer.

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

Align selected text.

To show or hide the Format Bar:

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

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 a Graphic Inspector and a Text Inspector open, you have all the text and image formatting options at your fingertips 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 an Inspector window:

m Click Inspector in the toolbar.

m Choose View > Show Inspector.

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

Chapter 1 Pages Tools and Techniques 23

Click one of the buttons at the top of the Inspector window to display a particular Inspector. Hover the pointer over a button to display its name. Clicking the fourth button from the left, for example, displays the Text Inspector.

m To open another Inspector window, press the Option key while clicking an Inspector

window button.

When the Inspector window opens, click one of the buttons at the top to display a different inspector. Clicking the second button from the left, for example, displays the Layout Inspector.

The Media Browser

The Media Browser provides access to all the media files in your iPhoto library, your iTunes 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.

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.

Here are ways to open the Media Browser:

m Click Media in the toolbar.

m Choose View > Show Media Browser.

24 Chapter 1 Pages Tools and Techniques

The Font Panel

Using the Mac OS X Font panel—accessible from any application—you can change a font’s typeface, size, and other options.

To open the Font panel:

m Click Fonts in the toolbar.

Use the Font panel to select fonts, font sizes, and other font formatting features, including text shadows and strikethrough. For more detailed information about using the Font panel and changing the look of text, see “Using the Font Panel to Format Text” on page 77.

The Colors Window

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

Here are ways to open the Colors window:

m Click the color well in the Format Bar and choose “Show Colors”.

m Click Colors in the toolbar.

For more information, see “Using the Colors Window” on page 148.

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 “Aligning Objects” on page 138 for details about using the alignment guides.

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

You can use the horizontal ruler to set tab stops, page margins, and column widths. For more information, see “Setting Tab Stops Using the Horizontal Ruler” on page 90, “Setting Indents for Paragraphs Using the Horizontal Ruler” on page 94, and “Defining Columns” on page 44.

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.

Chapter 1 Pages Tools and Techniques 25

You can also display the vertical ruler in a Word Processing template. See “Setting Tab Stops Using the Horizontal Ruler” on page 90 for more information.

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. “About Styles” on page 119 provides more details about styles.

The Styles drawer lists and provides a preview of all the text styles in the template you are using, so you can create, customize, and manage styles easily.

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.

Press and hold, and then choose an option to create a new style.

Here are ways to open the Styles drawer:

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

m Click the Styles Drawer button in the Format Bar.

See “Applying Styles” on page 120 to learn how to use the Styles drawer.

26 Chapter 1 Pages Tools and Techniques

Scroll Bars, Scroll Arrows, and Thumbnails

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

Click a thumbnail to

display a particular page.

Click the Page button

to toggle to the Go to

Page button.

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 move forward or

back a page at a time.

Drag the horizontal scroller to scroll left and right.

Here are ways to navigate through a document:

m 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

from left to right.

m To move forward or backward one page at a time, click the Previous Page button (looks

like an up arrow) or the Next Page button (looks like a down arrow) at the bottom of the document window.

m To go to a specific page in a document, click View in the toolbar and choose Show

Page 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 specific page number in the Go to Page field, and then pressing Return.

Chapter 1 Pages Tools and Techniques 27

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

Inspector’s Document pane. To open the Inspector window, click Inspector in the toolbar, then click the Document Inspector button.

See “Managing Sections with the Thumbnail View” on page 54 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.

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 problems are encountered, you’ll see a message enabling you to 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 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 file, or some other document.

Research and Reference Tools

Use the research and reference tools to look for files on your hard drive, review document information, and find word definitions or facts on selected text.

Here are ways to access research and reference tools:

m To locate files on your hard drive, select the text related to the files you wish to find and

choose Edit > Writing Tools > Search in Spotlight.

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

m To look up word definitions quickly, select the word you wish to reference and choose

Edit > Writing Tools > Look Up in Dictionary and Thesaurus.

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

choose Edit > Writing Tools > Search in Google or Edit > Writing Tools > Search in Wikipedia.

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

28 Chapter 1 Pages Tools and Techniques

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.

To open a shortcut menu:

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

Chapter 1 Pages Tools and Techniques 29

2 Working with a Pages Document

This chapter describes how to create, open, import, and save Pages documents. It also tells you how to design and lay out a Pages document.

Working with Word Processing and Page Layout Templates

Word Processing and Page Layout templates have styles and formatting features tailored to their use: Â Word Processing templates are best suited for text-intensive documents, such as

letters and reports.

Â Page Layout templates are most useful for documents that are more layout intensive,

such as invitations and flyers.

Word Processing Templates

Use Word Processing templates to create linear, text-intensive documents.

Here are the distinguishing features of a Word Processing template:

Â You can add and edit a table of contents in your document. See “Using a Table of

Contents” on page 58 for more information.

Â Text flows from one page to another. See “Adding Text” on page 70 for more

information.

Â Page thumbnails are hidden by default. See “Using Sections” on page 53 for more

information.

Â Only a horizontal ruler is available by default. See “Rulers and Alignment Guides” on

page 25 for more information.

You can also display the vertical ruler in a Word Processing template. See “Setting Tab Stops Using the Horizontal Ruler” on page 90 for more information.

Â Word Processing templates contain floating and inline objects. For more information

about working with floating and inline objects, see “Using Floating and Inline Objects” on page 134.

Page Layout Templates

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

Here are the distinguishing features of a Page Layout template:

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

can be easily moved anywhere on the page. For more information about working with floating objects, see “Using Floating and Inline Objects” on page 134.

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

text box or a text box must be added to the page. See “Adding Text” on page 70 for more information.

Â Text can flow between text boxes. See “Linking Floating Text Boxes” on page 102 for

more information.

Â Vertical and horizontal rulers are displayed by default. See “Rulers and Alignment

Guides” on page 25 for more information.

Â Page thumbnails are displayed by default. See “Layout View” on page 19 and

“Managing Sections with the Thumbnail View” on page 54 for more information.

Creating, Opening, and Importing a Pages Document

When you create a new Pages document, you pick a template to provide its initial formatting. You expand your new document by adding text, images, and other objects to it. You can also create a new Pages document by importing a document created in another application, such as Microsoft Word or AppleWorks.

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.

Chapter 2 Working with a Pages Document 31

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

display related Word Processing or Page Layout templates, and then select the template that best matches the document you want to create.

If you want to begin in a document without any text or media placeholders, select Blank under Word Processing or Page Layout.

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 first 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 it. Choose Pages > Preferences, click General, select “For New Documents: Use template: template name,” and then click Choose. Select a template name, and then click Choose.

32 Chapter 2 Working with a Pages Document

Importing a Document

You can create a new Pages document by importing a document created in another application, such as Microsoft Office 2007 or AppleWorks. Pages can import the following file 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 floating objects, charts, footnotes and endnotes, bookmarks, hyperlinks, lists, sections, change tracking, and more.

From AppleWorks, you can only import word processing documents.

Here are ways to import a document:

m Drag the document to the Pages application icon. A new Pages document opens, and

the contents of the imported document are displayed.

m Choose File > Open, select the document, and then click Open.

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, PDF, Rich Text Format (RTF), and Plain Text. See “Exporting a Document for Use in Another Application” on page 230 for details.

Opening an Existing Pages Document

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

Here are ways to open a Pages document:

m To open a document when you’re working in Pages, choose File > Open, select the

document, and then click Open.

m To open a document you’ve worked with recently, choose File > Open Recent and

choose the document from the submenu.

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

to the Pages application icon.

Chapter 2 Working with a Pages Document 33

You can open a Pages document created using an older version of Pages (from iWork ’05 or iWork ’06). To take advantage of new features, save the document in iWork ’08 format. To preserve the document for use with iWork ’05 or iWork ’06, save it in the same format. See “Saving a Document as a Previous iWork Version” on page 231.

If you see a message that a font or file 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 files appear, add them to the document again.

Saving Your Document

When you create a Pages document, all of the graphics and any chart data are contained within that document, which can be moved from one computer to another. However, fonts are not included as part of the document. If you transfer a Pages document to another computer, make sure the fonts used in the document have been installed in the Fonts folder of that computer.

Saving a Document

It’s a good idea to save your document often as you work. After you’ve saved it for the first time, you can press Command-S to resave it using the same settings.

To save a document for the first time:

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

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

3 If your file directory isn’t visible in the Where pop-up menu, click the disclosure triangle

to the right of the Save As field.

4 Choose where you want to save the document.

5 If you want the document to be opened using Pages in iWork ’05 or iWork ’06, select

“Save a copy as,” and then choose iWork ’05 or iWork ’06 from the pop-up menu.

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

Options and consider the following:

Copy audio and movies into document: Selecting this checkbox saves audio and video files with the document, so the files play if the document is opened on another computer. You might want to deselect this checkbox so that the file size is smaller, but media files 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 different.

34 Chapter 2 Working with a Pages Document

7 Click Save.

You can generally 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.

If you plan to share the document with others who don’t have Pages installed on their computers, you can export the document for use in another application. To learn about exporting your document in other file formats (including Microsoft Word, rich text format, plain text, and PDF), see “Exporting a Document for Use in Another Application” on page 230.

You can also send a document to iWeb. For more information, see “Sending a Pages Document to iWeb” on page 232.

Undoing Changes

If you don’t want to save changes you made to your document since opening it or last saving it, you can undo them.

Here are ways to undo changes:

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

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

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

m 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

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

Saving a Document as a Template

When you save a document as a template, it appears in the Template Chooser.

To save a document as a template:

m Choose File > Save as Template.

Saving a Copy of a Document

If you want to make a copy of your document—to create a backup copy or multiple versions, for example—you can save it using a different name or location. (You can also automate saving a backup version, as “Automatically Saving a Backup Version of a Document” describes.)

Chapter 2 Working with a Pages Document 35

To save a copy of a document:

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

The document with the new name remains open. To work with the previous version, choose File > Open Recent and choose the previous version from the submenu.

Automatically Saving a Backup Version of a Document

Each time you save a document, you can save a copy without the changes you made since last saving it. That way, if you change your mind about edits you have made, you can go back to (revert to) the backup version of the document.

Here are ways to create and use a backup version:

m To automatically save a backup version of a document, choose Pages > Preferences,

click General, and then select “Back up previous version when saving.”

The next time you save your document, a backup version is created in the same location, with “Backup of” preceding the filename. Only one version—the last saved version—is backed up. Every time you save the document, the old backup file is replaced with the new backup file.

m To revert to the last saved version after making unsaved changes, choose File > Revert

to Saved. The changes in your open document are undone.

Closing a Document Without Quitting Pages

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

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

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

upper-left corner of the document window.

m To close all open Pages documents, press the Option key and choose File > Close All or

click the active document’s close button.

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

Storing Information About a Document

You can store such information as author name and keywords and later display that information as well as statistics created automatically (number of words, creation date, and so forth).

Here are ways to work with information about a document:

m To add or change descriptive information about a document (author, title, comments,

and keywords), click Inspector in the toolbar, click the Document Inspector button, and then click Info. Enter or change information in the fields in the pane.

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

10.4 and later.

36 Chapter 2 Working with a Pages Document

m To display document statistics, such as number of words, pages, lines, paragraphs,

sections, graphics, and characters in the document, click Inspector in the toolbar, click the Document Inspector button, and then click Info.

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.

m To display a document’s file information, including its size, its location, and the dates it

was created and last modified, click Inspector in the toolbar, click the Document Inspector button, click Info, and then click the Show File Info button.

Designing Documents

Document layout and style, the appearance of text, and the use of graphics and other media all play a role in a document’s effectiveness.

Document Layout and Style

Think about how you want the document to appear as a whole, including how it’s laid out and how it uses space. Â What type of document are you creating and which template most closely matches

the layout you need?

Â Does the document need a landscape or portrait page orientation? Make sure to set

this option in the Page Setup dialog before you begin. See “Setting the Paper Size and Orientation” on page 225.

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

you need? See “Setting Document Margins” on page 42.

Â Will the document be divided into sections with different page numbering, headers

and footers, or design elements? See “Using Headers and Footers” on page 49 and “Using Sections” on page 53.

Â Will the document be bound? If so, be aware of how the page numbers, margins,

and section breaks will fall on the right- and left-facing pages of your document. See “Using Left- and Right-Facing Pages” on page 47.

Â Does the document layout require columns? See “Using Layouts” on page 44.

Â Will the document require a table of contents? If so, make sure to use consistent

heading styles throughout the document. See “Using a Table of Contents” on page 58.

Chapter 2 Working with a Pages Document 37

Appearance of Text

Consider how you might use text in your document to emphasize the organization of content and to create a compelling design. Â Which fonts will you use in the document? See “Formatting Text Size and

Appearance” on page 75.

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

the document? See “About Styles” on page 119.

Â What shape or image would you like to use for bullets? What number styles for

outlines? See “Using Bulleted, Numbered, and Ordered Lists (Outlines)” on page 95.

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

See “Using Text Boxes, Shapes, and Other Effects to Highlight Text” on page 100.

Graphics and Other Objects

Think about how you will use graphical elements in your document, where they will appear in the document flow, and what kinds of graphics you might use. Â Do you want objects to remain with text as the text changes (inline objects), or do

you want objects to stay in a particular location (floating objects)? See “Using Floating and Inline Objects” on page 134 for more information about these two options.

Â How will images be used in your document? See “Working with Images” on

page 158.

Â Can you use tables to clearly present information? See “About Tables” on page 167.

Â Can you use charts to effectively display data? See “About Charts” on page 201.

Â What will be the final format for your document (printed page, and so on)? See

“Printing Your Document” on page 225 and “Exporting to Other Document Formats” on page 230.

Â Will you make use of sound or movies in your document? See “Using Sound and

Movies” on page 164.

38 Chapter 2 Working with a Pages Document

3 Working with Document Parts

This chapter describes how to set up overall document characteristics, including margins, facing pages, text columns, and sections, and how to create a table of contents, footnotes, and endnotes.

Before adding content to your document, it’s a good idea to set up such document settings as page orientation and size, page margins, master objects (background graphics, such as watermarks), and facing-page differences. You change most of these settings in the Document Inspector and the Layout Inspector.

To open the Document Inspector:

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

Use the TOC pane to set up a table of contents for the document.

The Document

Inspector button

Select to add headers

and footers to a

document.

Use automatic

hyphenation throughout

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.

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

Select the kind of note to create.

Choose a footnote or endnote style.

Adjust the space between notes.

Use any available font ligatures throughout the document.

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

40 Chapter 3 Working with Document Parts

To open the Layout Inspector:

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

The Layout Inspector button

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

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.

Deselect to set unequal column widths.

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

Set the margins for the current layout.

You use the Layout Inspector to set up text column layouts. It also lets you control formatting options for document sections, such as chapters; for example, you can create a different first page, left page, and right page layout for each section.

Setting Page Orientation and Size

By default, most Pages templates are created for standard paper sizes, with the text printed in portrait (vertical) orientation. If your document will require a different paper size or you want to print it in landscape (horizontal) orientation, you should set the paper size and orientation at the start. This way, as you work in your document, you will have a clearer idea of what it’s going to look like.

If you start with a Blank (word processing) or Blank Canvas (page layout) document, it is in portrait orientation by default. “Setting the Paper Size and Orientation” on page 225 provides instructions for changing the page orientation and setting up paper size.

Chapter 3 Working with Document Parts 41

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.

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

To change the page margins:

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

Document.

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

If you want to set different margins in different sections of your document, you must use the Layout Inspector. To learn about setting layout margins, see “Defining Layout Margins” on page 47.

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 47.

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.

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 and is ready for typing text. 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, and is ready to have a text box added for typing text.

42 Chapter 3 Working with Document Parts

Here are ways to insert a page break:

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

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.

m In a page layout document, to insert a new page in your document, choose Insert >

Pages > template page.

Starting Paragraphs on a New Page

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 Inspector 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 make two or more paragraphs always appear on the same page unless you insert a page break between them.

To keep paragraphs together on a page:

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

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

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 102.

Chapter 3 Working with Document Parts 43

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 first 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 Inspector button, and then click More.

3 Select “Prevent widow & orphan lines.”

Using Layouts

In Pages, you can vary the design of pages 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, “Using Text Boxes, Shapes, and Other Effects to Highlight Text” on page 100.

In a word processing document, layouts are separated by layout breaks. A layout is part of a document in which you’ve defined specific 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.

Defining 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).

When you type in a column and reach the end of the column, text automatically flows to the next column as you type. To change where a column breaks, follow the instructions in “Defining Column Breaks” on page 45.

When you want to vary the number or appearance of columns at some point in a document, create a new layout. See “Defining Layout Breaks” on page 46 for instructions.

44 Chapter 3 Working with Document Parts

To format a document into multiple columns:

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

specify the number of columns you want in the Columns field. To type a number in the Columns field, place the insertion point inside a text area in your document, type the number in the Columns field, and then press Return.

2 To make all columns the same width, select “Equal column width.”

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 different widths for the columns, deselect “Equal column width.”

To adjust the width of a specific 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 fields.

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 a new page.”

“Layout starts on a new page” is not selectable in a page layout document.

6 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 from the pop-up menu.

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

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

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

The gray areas denote the column gutters.

Defining Column Breaks

In a word processing document, a column break ends the text flow in one column (leaving the rest of the column blank) and continues it in the next.

Chapter 3 Working with Document Parts 45

To create a column break:

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

2 Choose Insert > Column Break.

The text breaks where the insertion point was placed 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.

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

Defining Layout Breaks

In a word processing document, a layout break ends one layout and starts a new one in which you can define different column characteristics and different layout margins.

Using layout breaks doesn’t affect the headers, footers, page numbering, or other formatting specific 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.

3 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 Inspector button. In the Layout pane, set the number of columns, and then format them.

4 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.

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

46 Chapter 3 Working with Document Parts

Defining 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 Inspector button, and then click Layout.

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

fields under Layout Margins.

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

Before and After fields 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.

The left and right pages of these documents usually have different inside and outside margins. For example, you may want the inside margins of a document that will be bound to be wider than the outside margins.

Select to set the margins

for left- and right-facing

pages independently.

If your document contains sections, such as chapters, you can use different headers or footers for left and right pages when you want to place page numbers on the outer corners of each page.

Defining Margins for Facing Pages

Use the Document Inspector to set up different margins for left and right pages.

To create different margins for left- and right-facing pages:

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

Document.

2 Select Facing Pages.

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

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

Chapter 3 Working with Document Parts 47

3 Set inside and outside margins. 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.

Defining Headers and Footers for Facing Pages

In word processing documents, if your document uses sections, you can set up different 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 “Using Sections” on page 53 for information about defining sections.

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

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 different.”

4 Deselect “Use previous headers & footers.”

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

pages in the section. See “Using Headers and Footers” on page 49 for instructions.

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

right pages in the section.

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

page is different” and define the header and footer on the first page of the section.

Viewing Facing Pages

When your document has facing pages, there are several ways to view them in Pages.

Here are ways to view facing pages:

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

the thumbnail view.

m Click the Page View control in the bottom-left corner of the window, and then choose

Two Up from the pop-up menu to view facing pages side by side in the main document window.

48 Chapter 3 Working with Document Parts

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

To define 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.

3 To add page numbers or other changeable values, see the instructions in “Inserting

Page Numbers and Other Changeable Values” on page 112.

Whatever you type in a header or footer is repeated on every page. If you want to change the header and footer text in different sections of your document, see “Changing Headers and Footers in a Section” on page 55.

Using Footnotes and Endnotes

In a word processing document, you can add special marks (numbers or symbols) in a document that link to notes at the bottom of a page (footnotes) or at the end of a document or section (endnotes).

You can’t mix footnotes and endnotes in a document, but you can convert notes from one type to the other.

Adding and Editing Footnotes and Endnotes

In a word processing document, footnotes and endnotes can contain text as well as inline objects.

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 Inspector button, and then click

Document.

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

Chapter 3 Working with Document Parts 49

3 Choose a numbering format.

4 Place the insertion point in the main text flow (not in a text box, table, or other object)

where you want the footnote mark to appear.

5 Choose Insert > Footnote.

A footnote mark appears and the insertion point moves to the corresponding footnote field at the bottom of the page.

6 Type the footnote information. In addition to text, you can use inline shapes, graphics,

and other objects; see “Using Floating and Inline Objects” on page 134 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 an endnote at the end of a document:

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

Document.

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

3 Choose a numbering format.

4 Place the insertion point in the main text flow (not in a text box, table, or other object)

where you want the endnote mark to appear.

5 Choose Insert > Endnote.

An endnote mark appears and the insertion point moves to the corresponding endnote field, at the end of the document following a section break. If you don’t want the endnotes on a new page, delete the section break.

6 Type the endnote information.

In addition to text, you can use inline shapes, graphics, and other objects; see “Using Floating and Inline Objects” on page 134 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 an endnote at the end of a section:

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

Document.

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

3 Choose a numbering format.

4 Place the insertion point in the main text flow (not in a text box, table, or other object)

where you want the endnote mark to appear.

50 Chapter 3 Working with Document Parts

5 Choose Insert > Section Endnote.

An endnote mark appears and the insertion point moves to the corresponding endnote field, at the end of the section in which the mark appears. A line separates the endnotes from other information in the section.

6 Type the endnote information.

In addition to text, you can use inline shapes, graphics, and other objects; see “Using Floating and Inline Objects” on page 134 for instructions.

Deleting Footnotes and Endnotes

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

To delete a footnote or endnote:

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

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:

m In the Document pane of the Document Inspector, change the setting in the

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:

m To change the appearance of notes and marks, select the note text and/or mark and

format it as you would any text using the Font panel, the Text Inspector, and the Styles drawer.

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

increase or decrease the number in the Space Between Notes field.

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.

Here are ways to jump between marks and notes:

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

mark appears.

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

Chapter 3 Working with Document Parts 51

Numbering Footnotes and Endnotes

In a word processing document, you can use one of the predefined autonumbering styles for the mark that refers to the note. Predefined numbering styles are Arabic numbers (1, 2, 3), Roman numerals (i, ii, iii), and symbols (*, †, ‡). Numbering can be continuous through the document, or restarted for each document section or page.

Instead of or in addition to using autonumbering, you can use custom marks, which you define yourself. There’s no autonumbering for custom marks; if you use custom marks, you need to specify the mark you want to use every time you create a footnote or endnote.

Defining Marks for Numbering Footnotes and Endnotes

In a word processing document, you can use a predefined number or symbol format or define your own marks.

Here are ways to define marks:

m To use a predefined number or symbol format, in the Document pane of the Document

Inspector, choose a numbering style from the Format pop-up menu. The numbering style you choose will be the same throughout the document.

m To insert a custom mark, place the insertion point at the location in the document

where you want the mark to appear.

Click the Insert menu, then press the Option key. Choose Custom Endnote, Custom Section Endnote, or Custom Footnote. What appears in the menu depends on the setting in the Footnotes & Endnotes pop-up menu.

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 predefined number formatting and vice versa.

Here are ways to change mark numbering styles:

m To change the numbering format from predefined to custom, Control-click an endnote

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 predefined mark.

m To change custom numbering to predefined numbering, Control-click a custom mark,

and then choose Use Automatic Numbering from the shortcut menu.

The mark that replaces the custom mark reflects the number format settings in the Document pane of the Document Inspector.

52 Chapter 3 Working with Document Parts

Restarting Footnote and Section Endnote Numbering

If you don’t want mark numbers to be continuous, you can restart numbering on each page or for each section in a word processing document.

To restart mark numbering:

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

up menu in the Document pane of the Document Inspector.

Using Sections

Use sections to separate your document into distinct parts that use different layouts, numbering, or other document formatting. You can use sections to make the following formatting elements different from one part of your document to the next: headers, footers, page numbering, margins, column layout, and master objects (repeated background images).

Creating Sections

In a word processing document, a section consists of one or more pages.

Each Pages template consists of one or more predefined 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 predefined 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 predefined sections as they are, or you can create or remove section breaks to define your own sections. To add a page to a section, add more content and pages will be automatically added, or insert a page break.

Here are ways to work with section breaks in word processing documents:

m To insert a section break, place the pointer where you want the break to occur, and

then choose Insert > Section 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 will apply only to the section in which you make the changes. See “Using Master Objects (Repeated Background Images)” on page 57 for information about master objects.

Chapter 3 Working with Document Parts 53

m To remove a section break, click at the beginning of the line that follows the break and

press the Delete key.

Managing Sections with the Thumbnail View

You can view miniature versions (thumbnails) of all the pages in a document. Displaying page thumbnails makes it easy to see all your document’s pages at once, quickly duplicate or go to a specific page, or change the order of sections in a document.

Viewing Thumbnails

Use thumbnails to view your Pages document.

Here are ways to view thumbnails:

m To show the thumbnail view in a word processing document, click View in the toolbar

and choose Show Page Thumbnails. In a page layout document, thumbnails are displayed by default.

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

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

Inspector’s Document pane.

m To go to a specific page, click its thumbnail or click on the page in the document. The

page appears in the main viewing area 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 specific page number in the Go to Page field, and then pressing Return.

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:

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

Delete key.

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

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.

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

and then choose Edit > Duplicate.

54 Chapter 3 Working with Document Parts

Reorganizing Sections

Reorganize your Pages document effectively using thumbnails.

Here are ways to reorganize sections:

m To select one or more sections in the thumbnail view, click a page. A yellow box

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 first 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.

m To move sections, select the sections, click a page thumbnail in one of the selected

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.

Defining Section Attributes

When you insert a section break, the new document section inherits all of the formatting and layout attributes of the previous section. You can change settings such as page numbering, headers and footers, margins, and master objects for each section.

Many section attributes are set in the Section pane of the Layout Inspector.

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.

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 Inspector 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.

Chapter 3 Working with Document Parts 55

Restarting Page Numbering in a Section

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

To restart page numbering in a document section:

m Click in the section, select “Start at” in the Section pane of the Layout Inspector, and

then specify the number of the first page of the section.

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

You can make the header, footer, and master objects different for the first page of a section.

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

m To make the headers and footers on the first page unique, click in the section, select

“First page is different” in the Section pane of the layout inspector, and then change the header and footer as “Using Headers and Footers” on page 49 describes.

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

Objects (Repeated Background Images)” on page 57.

Formatting Facing Pages in a Section

You can make headers, footers, and master objects different 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:

m To put different headers and footers on alternate pages, select “Left and right pages are

different” in the Section pane of the Layout Inspector.

m To make the first page of the section always start on the left- or right-facing page,

choose Left Page or Right Page from the “Section starts on” pop-up menu. Otherwise, choose Any Page.

m To place a master object on left or right pages, follow the instructions in “Using Master

Objects (Repeated Background Images)” on page 57.

For more information about facing pages, see “Using Left- and Right-Facing Pages” on page 47.

Setting Section Margins

If you want to set different margins in different sections of your document, you must use the Layout Inspector and change the layout margins. To learn about setting layout margins, see “Defining Layout Margins” on page 47.

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.

56 Chapter 3 Working with Document Parts

To reuse some or all the pages in a section:

1 Select the section in the thumbnail view.

2 Choose Format > Advanced > Capture Pages.

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

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

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 and page layout documents. These repeated graphics are called master objects.

If your document is divided into sections, you can put different master objects in each section. Within a section, you can put a different master object on the first 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 56 and “Formatting Facing Pages in a Section” on page 56 for more information.

To add a master object:

1 Add an object.

See “Using Floating and Inline Objects” on page 134 for information about floating 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.

To edit or move a master object, you must first make master objects selectable for the entire document by choosing Format > Advanced > Make Master Objects Selectable if it has no checkmark in front of it. Selectable master objects look different from other objects because they have blue selection handles.

Master objects have blue selection handles.

Chapter 3 Working with Document Parts 57

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.

In order 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 “About Styles” on page 119 and “Applying Styles” on page 120.

After you create a table of contents, you can format it to change its appearance.

Creating and Updating a Table of Contents

Each table of contents 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 create a table of contents:

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

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

the table of contents. For example, if you want all the first-level headings and subheadings to appear in the table of contents, select the paragraph style that you used for first-level headings and subheadings.

Select the checkbox in

Select the paragraph

styles whose text you

want to appear in the

table of contents.

58 Chapter 3 Working with Document Parts

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.

If the styles you select are not used anywhere in the document, you will see a message that your table of contents is empty when you create the table of contents. If you select styles that are used 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 predefined 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.

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.

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.

To change the look of a table of contents entry:

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

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.

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.

Chapter 3 Working with Document Parts 59

3 To change the font attributes of the TOC heading, use the Format Bar controls. Other

ways to change font attributes are the Font panel, 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 Redefine 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.

60 Chapter 3 Working with Document Parts

4 Reviewing and Revising

Documents

In this chapter, learn how to use change tracking, 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 Change tracking: Track changes within a document until you decide which edits you

want to accept or reject.

Â Comments: Like margin notes, they allow you to annotate a paragraph 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 change tracking and comments. To learn about emphasizing text using color and font changes, see “Formatting Text Size and Appearance” on page 75 and “Adding Accents and Special Characters” on page 81. Instructions for using color appear in “Setting Character and Paragraph Fill Colors” on page 104.

Tracked changes made

to your document are

highlighted in the page

thumbnails.

Using Change Tracking

With change tracking you can monitor changes that you or others make to text, character format, or paragraph style.

Click to start and stop

change tracking.

Use the Change Tracking control bar to manage and navigate changes to your document.

Change bubbles flag edits made to your document.

When change tracking is on, you can see:

Â Text that has been added, deleted, edited, or replaced in the document body, header,

footer, shapes, and text boxes

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

Â Paragraph additions, deletions, or replacements

Â Text with style changes

Â Character and paragraph formatting changes

Â New or deleted hyperlinks, Address Book fields, placeholders, or bookmarks

Â A new or deleted table of contents

Â Edits displayed in thumbnail view

62 Chapter 4 Reviewing and Revising Documents

A Tour of Change Tracking

The following scenario illustrates how to use change tracking 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 change tracking by clicking the Track Changes

button in the toolbar.

Click to start and stop

change tracking.

Click Track Changes in the toolbar and the Change Tracking control bar is displayed.

The Comments pane opens when you use change tracking.

When change tracking is on, the Change Tracking control bar is visible below the Format Bar.

Click arrow buttons to navigate between change bubbles.

Click to pause change tracking.

Click to accept or reject selected changes.

Click to open Markup

View pop-up menu.

Click to open the

Action menu.

These controls help manage and navigate changes to your document. For more information about the Change Tracking control bar see, “Starting, Pausing, and Stopping Change Tracking” on page 65.

Chapter 4 Reviewing and Revising Documents 63

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 decides to change some text.

A change bubble flags her changes.

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

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

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

The document now displays the original text in black, and Anne’s changes in colored text.

6 When Tom opens the document, both the original text and the colored, edited text are

visible.

Original text is displayed in black.

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

64 Chapter 4 Reviewing and Revising Documents

Edited text is displayed in color.

7 Tom decides he likes Anne’s revisions and clicks the checkmark in Anne’s change

bubbles.

Click to accept changes.

Click to reject changes.

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

See “Accepting and Rejecting Edits” on page 67, to learn other ways to accept and reject changes.

Starting, Pausing, and Stopping Change Tracking

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

Here are ways to control change tracking:

m To start change tracking, click the Track Changes button in the toolbar or choose Edit >

Track Text Changes.

When change tracking is turned on, the Comments pane opens and the Change Tracking control bar is displayed.

m To pause change tracking, click Paused on the Change Tracking control bar. To resume

tracking, click Tracking: On.

Pausing retains all previous changes, but suspends change tracking until you resume it.

Pause change tracking when you want to make changes but don’t want to track them. For example, you may decide to change the color of all the text in a document or apply a new text margin to all the text in a section.

m To stop change tracking, click Stop Tracking in the toolbar or choose Edit > Turn Off

Tracking.

You can also choose Turn Off Tracking from the Action menu on the Change Tracking control bar.

Select to stop tracking changes.

Chapter 4 Reviewing and Revising Documents 65

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.

Controlling Change Tracking Information

Select your change bubble color, review your document using thumbnails, and more with change tracking.

Choose how edited text is displayed, author color, and set change tracking preferences.

Here are ways to control change tracking information:

m To hide text markup, choose Hide Text Markup from the Markup View pop-up menu.

Edits in your document are displayed without author color or markup preferences. To show text markup, choose Show Text Markup from the Markup View pop-up menu.

m To hide deleted text, choose Hide Deleted Text from the Markup View pop-up menu.

The text previously displayed with a strikethrough is hidden from view. To display deleted text, choose Show Deleted Text from the Markup View pop-up menu.

Deleted text can be displayed in different text styles. To change how deleted text is displayed, choose Preferences from the Markup View pop-up menu, and then choose a text style from the Deleted Text Style pop-up menu.

m To hide change bubbles, choose Hide Change Bubbles from the Markup View pop-up

menu. The Comments pane closes and change bars appear next to edited portions of your document. To show change bubbles, choose Show Change Bubbles from the Markup View pop-up menu.

m To select your author color, choose Select Author Color from the Markup View pop-up

menu on the Change Tracking control bar, and then choose your author color.

m To change your author name, markup text style, and deleted text style, choose

Preferences from the Markup View pop-up menu.

m To view your document using thumbnails, click the View button on the toolbar, and

then choose Show Page Thumbnails.

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

66 Chapter 4 Reviewing and Revising Documents

Accepting and Rejecting Edits

Change tracking allows you to accept or reject edits made to text in your Pages document.

Here are ways of accepting or rejecting edits:

m To accept an edit, select the edited text and click the Accept Change button in the

change bubble or click the Accept button on the Change Tracking control bar.

m To reject an edit, select the edited text and click the Reject Change button in the

change bubble or click the Reject button on the Change Tracking control bar.

m To accept selected edits, select the text with the editing changes you want to keep,

and then choose Accept Selected Changes from the Action menu in the Change Tracking control bar.

m To review edits for selection, click a change bubble in the Comments pane or click

anywhere in the document body, and then click the up or down arrow buttons in the Change Tracking control bar.

Click arrow buttons to navigate between change bubbles.

Select change bubbles to review edits made to your document.

m To reject selected edits, select the text with the editing changes you don’t want, and

then choose Reject Selected Changes from the Action menu.

m To accept all edits, choose Accept all Changes from the Action menu.

m To reject all edits, choose Reject all Changes from the Action menu.

Chapter 4 Reviewing and Revising Documents 67

Saving with Change Tracking Off

Save a “clean” copy of your document with change tracking turned off and comments deleted.

Saving a copy of your document with change tracking turned off is useful when you want a version with all the changes accepted.

Select to save a “clean” copy of your document.

To save a document with change tracking off:

m With change tracking on, choose Save a Copy as Final from the Action menu in the

Change Tracking control bar. All editing changes made to your document are accepted.

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.

Comments are

displayed in the

Comments pane and

are anchored to part

of the document.

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.

Click Comment to add a comment to your document.

68 Chapter 4 Reviewing and Revising Documents

Here are ways to manage comments:

m To add comments to your document, click Comment in the toolbar or choose Insert >

Comment.

In the comment bubble that appears, type your comment. The size of the comment bubble grows and shrinks to accommodate your text.

m To change a comment, click in the comment bubble and edit it just as you would text

and objects elsewhere in your document.

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

m To delete a comment, click the Delete button in the right corner of the comment

bubble.

Click to delete the comment.

m To view comments, click the View button, and then choose Show Comments.

If change tracking is on, all comments and change bubbles associated with the current version are visible in the Comments pane.

If comments are not visible, inserting one displays all comments.

m To hide comments, click the View button and then choose Hide Comments.

m To print comments, choose File > Print. Printed pages are adjusted to make room for

the comments.

Chapter 4 Reviewing and Revising Documents 69

5 Working with Text

This chapter describes how to add and modify the appearance of text, including lists, in text boxes, table cells, and shapes.

Adding 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. Â To learn about working with placeholder text in templates and Address Book fields,

see “Using Placeholder Text” on page 70 and “Using Address Book Fields” on page 220.

Â To add different text styles, or create your own, see “About Styles” on page 119.

Â To learn how to add new template pages, see “Adding New Template Pages” on

page 72.

Â To delete pages from your document, see “Deleting Pages” on page 73.

Â To learn how to delete, copy, and paste text, see “Deleting, Copying, and Pasting

Text” on page 74.

Â To add text to a text box or shape, see “Using Text Boxes, Shapes, and Other Effects

to Highlight Text” on page 100.

Â To add text that’s formatted as a list, see “Using Bulleted, Numbered, and Ordered

Lists (Outlines)” on page 95.

Â To learn how to add text to table cells, see “Working with Text in Cells” on page 175

or “Working with Content in Table Cells” on page 175.

Using Placeholder Text

Templates contain placeholder text, which shows you what text will look like and where it will be placed in the finished document. Most placeholder text appears in Latin (for example, lorem ipsum) in the document body, text boxes, headers, and elsewhere. Other predefined text, such as the title of a newsletter, appears in the language you’re using.

You select the placeholder text, and then type your own text to replace it. The 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.

Placeholders in Main Text Areas

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

Placeholder text

The entire text area is selected when you click.

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

Placeholders in Text Boxes

Some placeholder text is contained in text boxes to preserve formatting. When you click placeholder text that’s in a text box, a rectangular, gray border appears around it when layout view is turned on. To turn layout view on, Click View in the toolbar and choose Show Layout.

To select the placeholder text inside a text box:

m Click once to select the text box, and then click to select the text inside the box.

Text box placeholder text is part of the template’s default design. To preserve the design, be careful not to press Delete after you select the text box or you’ll remove the text box from the page. If you accidentally delete a text box, press Command-Z (the shortcut for undo).

Chapter 5 Working with Text 71

Placeholders in Tables

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

Individual table cell selected for editing.

To select the placeholder text inside a table:

m Click once to select the table, and then double-click to select an individual cell and its

placeholder text.

The text inside the cell is selected for editing when you select the individual cell. You can tell it’s placeholder text if it is highlighted; otherwise, it’s regular text.

Table placeholder text is part of the template’s default design. To preserve the design, be careful not to press Delete after you select the table or you’ll remove it from the page. If you accidentally delete a table, press Command-Z.

You can also add text to table cells that don’t contain placeholder text. See “Working with Content in Table Cells” on page 175 for instructions.

Placeholders in Columns

Occasionally, templates may contain placeholder text formatted in columns. It may be easier to work with text columns if the document layout is visible. To show the document layout, click View in the toolbar and choose Show Layout.

To select the placeholder text inside a column:

m Click the placeholder text in the column.

Adding New Template Pages

Each page of a Pages template has a unique design. You can choose to use the page designs shown when the document first opens. Or, if the page designs don’t meet your needs, you can choose from additional pages designed to fit 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.

72 Chapter 5 Working with Text

Choose additional pages

from the Sections or

Pages pop-up menu.

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 “Using Sections” on page 53 for more information about working with sections.

Deleting Pages

There are several techniques for deleting entire pages.

Here are ways to delete a page:

m To remove a page without deleting other pages in its section, delete all the text and

objects on the page or select a thumbnail and press Delete.

m To delete a section and all the pages in it, click View in the toolbar and then choose

Show Page Thumbnails. Select the section in the thumbnail view and press the Delete key. Pages confirms which pages will be deleted. Click Delete.

m You can also delete a section by clicking in a paragraph in the section and choosing

Edit > Delete Pages. Pages confirms which pages will be deleted. Click Delete.

For more information about sections, see “Using Sections” on page 53.

Chapter 5 Working with Text 73

Deleting, Copying, and Pasting Text

The Edit menu contains commands that help you perform text editing operations.

Here are ways to edit text:

m To copy (or cut) and paste text, select the text and choose Edit > Copy or Edit > Cut.

Click where you want to paste the text.

To have the copied text retain its style formatting, choose Edit > Paste.

To have the copied text take on the style formatting of the text around it, choose Edit > Paste and Match Style.

m To delete text, select the text and choose Edit > Delete or press the Delete key.

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 off 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.

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:

m To select one or more characters, click in front of the first character and drag across the

characters you want to select.

m To select a word, double-click the word.

m To select a paragraph, click three times 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

text block while holding down the Shift key.

m To select from the insertion point to the beginning of the paragraph, press the Up

Arrow key while holding down the Shift and Option keys.

m To select from the insertion point to the end of the paragraph, press the Down Arrow

key while holding down the Shift and Option keys.

m To extend the selection one character at a time, press the Left Arrow or Right Arrow key

while holding down the Shift key.

74 Chapter 5 Working with Text

m To extend the selection one line at a time, press the Up Arrow or Down Arrow key

while holding down the Shift key.

m To select multiple words or blocks of text that are not next to each other, select the first

amount of text you want, and then select additional text while holding down the Command key.

Formatting Text Size and Appearance

You can do text formatting using the Format Bar, the Pages menus, the Text Inspector, and the Font panel.

You can do basic text formatting using the Format Bar and the Format menu. If you want to apply advanced formatting to text, use the Font panel and Text Inspector.

Using the Format Bar to Format Text

The Format Bar makes changing the size and appearance of text in a text box, shape, or comment quick and easy. When text in a text box, shape, or comment is selected, you can change the font style and size, adjust the color of the text and its background, make text bold or italics or underlined, align text, and set line spacing.

Here’s what the Format Bar looks like when text is selected. The first four controls are also available in the Format Bar when text in a table is selected.

Set color of text.

Change font typeface, style, and size.

Set text background color.

Make text bold, italics,

or underlined.

Using the Format Menu to Format Text

The items in the Font submenu of the Format menu give you basic control over the size and appearance of text.

Making Text Bold or Italic Using the Menus

You can make characters bold or italic.

To make text bold or italic:

1 Select the text you want to make bold or italic, or click where you want to type new

text.

2 Choose Format > Font > Bold. Or choose Format > Font > Italic.

Some fonts contain several bold and italic typefaces. To choose from a variety of bold and italic typefaces, use the Font panel. See “Using the Font Panel to Format Text” on page 77.

Chapter 5 Working with Text 75

Creating Outlined Text Using the Menus

You can change text to appear as a stenciled outline.

To create outlined text:

1 Select the text you want to make outlined, or click where you want to type new text.

2 Choose Format > Font > Outline.

Outlined text you create in Pages may look different 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 file and then share this file with others.

Underlining Text Using the Menus

You can underline text and then format the underline to change the underline style or color.

To underline text:

1 Select the text you want to underline, or click where you want to type new text.

2 Choose Format > Font > Underline.

To modify the underline style or color, click Fonts in the toolbar and use the Text Underline button in the Font panel. See “Using the Font Panel to Format Text” on page 77.

Many templates include an underline character style. To display the character styles defined 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.

Changing Text Size Using the Menus

You can change the point size of text to make the text larger or smaller.

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.

You can also add Bigger and Smaller icons to the toolbar. Choose View > Customize Toolbar, drag the icons to the toolbar, and then click Done.

To specify a precise size for selected text, click Fonts in the toolbar and use the Size controls in the Font panel. See “Using the Font Panel to Format Text” on page 77.

76 Chapter 5 Working with Text

Making Text Subscript or Superscript Using the Menus

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.

3 To raise or lower text without reducing its font size, choose Raise or Lower from the

Baseline submenu.

4 To restore text to the same baseline as the body text, choose Use Default from the

Baseline submenu.

You can add Subscript and Superscript icons to the toolbar. Choose View > Customize Toolbar, drag the icons to the toolbar, and then click Done.

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.

Changing Text Capitalization Using the Menus

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.

Choose All Caps to change the text to capitals.

Choose Small Caps to change the text to smaller capitals with larger capitals for uppercase letters.

Choose Title to change the text to a title format, which capitalizes the first letter of each word.

Choose None to change text from all capitals to initial caps. Uppercase characters, such as the first word of each sentence, are capitals but the rest are lowercase.

Using the Font Panel to Format Text

The Mac OS X Font panel gives you access to all the fonts installed on your computer. It provides a preview of the available typefaces (such as bold and italic) and sizes for each font. The buttons in the Font panel let you add underlines, strikethrough lines, color, and shadow to text. You can even change the background page color in the Font panel.

For information on installing fonts, creating and managing font collections, or troubleshooting font-related issues, see Mac Help.

Chapter 5 Working with Text 77

Create interesting

text effects using

these buttons.

The Action menu

To open the Font panel:

m Click Fonts in the toolbar.

Preview the selected typeface (you might need to choose Show Preview from the Action menu).

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

Select a font size to apply to selected text in your document.

Find fonts by typing

a font name in the

search field.

Select a typeface to apply to selected text in your document.

You can change the appearance of any text in your document by selecting it and then selecting options in the Font panel. When you make formatting changes in the Font panel, the selected text changes right away, so you can try different formatting options and quickly see what looks best.

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

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

or double).

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

single or double).

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

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

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

Â The Shadow Opacity, Shadow Blur, Shadow Offset, and Shadow Angle controls

control the appearance of the shadow.

If you don’t see the text effects buttons, choose Show Effects from the Action pop-up menu in the lower-left corner of the Font panel.

78 Chapter 5 Working with Text

Making the Font Panel Easy to Use

If you frequently use the Font panel, there are several techniques for saving time.

Here are tips for using the Font panel:

m To quickly locate fonts you frequently use, organize them into font collections. Click the

Add (+) button to create a font collection, and then drag a typeface into the new collection.

m To make it easy to change fonts often, leave the Font panel open. If it takes up too

much space on your screen, you can shrink it by dragging its resize control (the bottom-right corner of the panel), so that only the font families and typefaces in your selected font collection are visible. To close the panel, click the Fonts button again or the Close button in the upper-left corner.

Changing Fonts Using the Font Panel

The Font panel 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 Font panel, select a font style in the Family column and then select the typeface

in the Typeface column.

If you don't see all the font families you know are installed on your computer, select All Fonts in the Collections column or type the name of the font you are looking for in the search field at the bottom of the Font panel.

A preview of the selected font appears in the preview pane at the top of the Font panel. If you don't see a preview pane, choose Show Preview from the Action pop-up menu in the lower-left corner of the Font panel.

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 different typography effects that are available for the selected font. Different fonts have different typography effects available. See “Using Advanced Typography Features” on page 83 for more information.

Changing Underlining Using the Font Panel

You can use the Font panel to change the appearance of underlines.

To modify underlining of text:

1 Click Fonts in the toolbar.

2 Click the Text Underline button in the Font panel (the first button on the left), and

choose None, Single, or Double from the pop-up menu.

Chapter 5 Working with Text 79

3 To change the underline color, choose Color from the Text Underline pop-up menu,

and then select a color in the Colors window.

Adding a Strikethrough to Text Using the Font Panel

You can mark text with a strikethrough line, and make the line’s color different from the text color.

To add a strikethrough to selected text:

1 Click Fonts in the toolbar.

2 Click the Text Strikethrough button (the second button from the left), and choose

None, Single, or Double from the pop-up menu. A single or double strikethrough appears through the selected text in the same color as the text.

3 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 select in the Colors window, but the text remains its original color.

Many templates include a strikethrough character style. To display the character styles defined for your document, click the Character Styles button in the Format Bar. Select the text you want to strike through, and then choose the strikethrough character style in the Styles drawer.

Changing Text Color Using the Font Panel

Changes made to text color in the Font panel will override text color changes made in the Text Inspector, and vice versa. (To read about changing color using the Text Inspector, see “Changing Text Color” on page 89.)

To modify the color of selected text:

1 Click Fonts in the toolbar.

2 Click the Text Color button menu in the Font panel (the third button from the left), and

then select a color in the Colors window. See “Using the Colors Window” on page 148 for instructions.

Changing the Paragraph Background Color Using the Font Panel

You can use the Font panel to add a color behind a paragraph.

To modify the background color of a selected paragraph:

1 Click Fonts in the toolbar.

2 Click the Document Color button in the Font panel (the fourth button from the left),

and then select a color in the Colors window. See “Using the Colors Window” on page 148 for instructions.

You can also modify paragraph background color in the Text Inspector, as described in “Setting Character and Paragraph Fill Colors” on page 104.

80 Chapter 5 Working with Text

Creating Shadows on Text Using the Font Panel

You can use the Font panel to create and format shadows on text.

To define shadows on selected text:

1 Click Fonts in the toolbar.

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

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

shadow darker.

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

diffuse.

5 Drag the shadow offset slider (the third slider) to the right to separate the shadow from

the text.

6 Rotate the Shadow Angle wheel to set the direction of the shadow.

You can also set text shadows in the Graphic Inspector, as described in “Adding Shadows” on page 144.

Adding Accents and Special Characters

If you need to type characters with accent marks (such as ü), mathematical symbols, arrows, or other special characters, you can use the International preferences pane or the Character Palette. You can also see where characters are located on keyboards used for other languages by using the Keyboard Viewer (for example, you can see how the keys on an Italian keyboard are laid out). All of these are built-in tools of Mac OS X.

Adding Accent Marks

You can use the Keyboard Viewer available in System Preferences to add accent marks to characters.

To add accent marks:

1 Choose Apple > System Preferences and click International.

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

3 Choose Show Keyboard Viewer from the Input menu on the right side of the menu bar

(the one that looks like a flag or alphabetical symbol).

The Keyboard Viewer shows the characters for your keyboard. (If you've selected a different keyboard layout or input method in the Input menu, it shows the characters for the selected keyboard layout.) For example, if U.S. is chosen in the Input menu, you see the characters that appear on a U.S. keyboard in the Keyboard Viewer.

4 To see the different accent marks that you can type highlighted in the Keyboard

Viewer, press Option, or the Option and Shift keys.

The accent mark keys appear with white outlines. Depending on your keyboard, you may not need to press any of the modifier keys to see the accent keys.

Chapter 5 Working with Text 81

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

6 Press the modifier key you pressed in step 4 (Shift, Option, Option-Shift, or none) and

press the key on your keyboard that is in the same place as the accent you see in the Keyboard Viewer. Then release the modifier key and press the key for the character you want to accent.

The accent key modifies the key you type next. For example, on a U.S. keyboard, to make the é appear, press Option and E (the accent key), then press E (the letter on which you want that accent to appear).

Viewing Keyboard Layouts for Other Languages

You can use the Keyboard Viewer available in System Preferences to see where characters are located on keyboards used for other languages.

You must have fonts installed for the language you want to see in the Keyboard Viewer.

To see keyboard layouts for different languages:

1 Choose Apple > System Preferences and click International.

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

3 To see the character layout on keyboards used in different countries, select the On

checkbox next to the country's keyboard layout or input method.

4 Choose Show Keyboard Viewer from the Input menu on the right side of the menu bar

(the one that looks like a flag or alphabetical character).

The Keyboard Viewer shows the characters for the keyboard layout or input method selected in the Input menu. For example, if U.S. is chosen in the Input menu, you see the characters that appear on a U.S. keyboard in the Keyboard Viewer.

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

Input menu.

Typing Special Characters and Symbols

Using the Mac OS X Character Palette, 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, Simplified 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 Character Palette (or choose Characters

from the Action pop-up menu in the lower-left corner of the Font panel).

3 Choose the type of characters you want to see from the View pop-up menu at the top

of the Character Palette. If you don't see the View menu, click the button in the upperright corner of the window to show the top portion of the window. Click this button again to hide the top portion of the window.

82 Chapter 5 Working with Text

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.

If the character doesn’t appear in your document, Pages may not support that character.

Using Smart Quotes

Smart quotes are opening and closing quotation marks that are curly; the opening quotation marks are different from the closing marks. When you don’t use smart quotes, the marks are straight and the opening and closing marks don’t differ.

Smart quotes

Straight quotes

To use smart quotes:

m Choose Pages > Preferences, click Auto-Correction, and then select “Use smart quotes.”

Using Advanced Typography Features

Some fonts, such as Zapfino and Hoefler, have advanced typography features, which let you create different effects. If you are using a font in a text box that has different typography effects available, you can change many of the effects in the Font submenu of the Format menu. For example, you may be able to adjust the following:

Â Tracking: Place characters closer together or farther apart.

Â Ligature: Use or leave out stylish flourishes between letters or at the end or

beginning of lines that combine two or more text characters into one glyph.

Ligature not used

Ligature used

In the Ligature submenu, choose Use Default to use ligature settings specified in the Typography window for the font you’re using, choose Use None to turn off ligatures for selected text, or choose Use All to turn on additional ligatures for the selected text.

Â Baseline: Move text higher or lower than the text around it.

Â Capitalization: Convert characters to all capital letters, small capital letters, or initial

capital letters (title style).

Chapter 5 Working with Text 83

Advanced typography features are available in the Typography window.

To open the Typography window:

1 Click Fonts in the toolbar.

2 In the Font panel, 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 Inspector button, click Document, and then select “Use ligatures.” To turn off ligatures for a specific paragraph, click in the paragraph, open the Text Inspector, click More, and then select “Remove ligatures.”

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.

To smooth the fonts on your screen:

1 Open System Preferences and click Appearance.

2 Choose a font smoothing style from the pop-up menu at the bottom. Depending on

the type of display you have, you may notice only small or no differences between smoothing styles.

3 If you plan to use small font sizes in your document, choose a point size from the “Turn

off text smoothing for font sizes” pop-up menu. When text smoothing (or “antialiasing”) is on, smaller fonts can be harder to read.

Setting Text Alignment, Spacing, and Color

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.

Set color of text and

its background.

84 Chapter 5 Working with Text

Align text horizontally.

Set line spacing.

The Text Inspector

When you’re working with text in a table cell, you can use the Format Bar to align text both horizontally and vertically in the cell.

Align text horizontally.

Align text vertically.

The Text pane of the Text Inspector gives you access to more alignment and line spacing settings.

Horizontal alignment buttons:

Click to align selected text left, right, center, or to the left and right, or special table cell alignment.

button.

Click to change the

color of selected text.

Character and

line spacing:

Adjust character, line,

and paragraph spacing

for selected text.

Vertical alignment buttons:

Click to align text to the top, center, or bottom of a text box, shape, or table cell.

Drag to adjust the amount of space between text and the inside borders of text boxes, table cells, and shapes.

To open the Text pane of the Text Inspector:

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

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 (justified).

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.

Chapter 5 Working with Text 85

To align text left, center, right, or justified using the Text Inspector:

1 Select the text you want to change.

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

3 Click one of the five horizontal alignment buttons, located to the right of the color well.

From left to right, these buttons have the following effects.

The Align Left button places each line of text against the left margin of the object.

The Center button sets the center of each line of text at the center of the object.

The Align Right button sets each line of text against the right margin of the object.

The Justify button spaces characters in each line so that the lines reach both the left and right margins of the object.

The Auto Align Table Cell button left justifies text and right justifies numbers in a table cell.

The first four alignment buttons are available on the Format Bar when text is selected. Five horizontal alignment buttons are 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.

If you want to indent the first line of text in a paragraph, or learn how to undo paragraph indenting, see “Setting Indents” on page 94.

Aligning Text Vertically

You can change the 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 them.

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 Inspector button, and then click Text.

3 Click one of the three vertical alignment buttons, located below Color & Alignment, 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.

86 Chapter 5 Working with Text

Adjusting 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, select the text, and then click 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 Inspector button, and then click Text.

3 Move the Line slider left to decrease spacing or right to increase it.

To specify a precise line spacing value, type a point value in the Line field, or click the Up Arrow or Down Arrow next to the field.

4 Choose a line spacing option from the Line spacing pop-up menu that appears when

you click the text below the line field.

Line field: Type a value (or click the arrows) to specify the space between lines of text in a paragraph.

Line spacing pop-up menu: Click the text below the Line field and choose a line spacing option.

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 fixed. 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 in order to prevent overlapping text lines. Use this when the distance between lines should remain fixed, but overlap is not desired if the text gets large.

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.

Chapter 5 Working with Text 87

Line spacing can also be controlled by using the Line Spacing pop-up menu on the Format Bar when text is selected.

Click to change the amount of space between lines of text.

Adjusting 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 Inspector button, and then click Text.

3 Drag the Before Paragraph or After Paragraph slider. You can also specify a precise 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 95.

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 Inspector button, and then click Text.

3 Drag the Character slider or specify a new percentage in the Character field.

You can also adjust the space between selected characters by choosing Format > Font > Tracking and choosing an option from the submenu.

88 Chapter 5 Working with Text

Changing Text Color

You can change text color by using the Format Bar, the Text Inspector, and the Font panel. Changes you make with any of these tools overrides color changes already made with the other tools.

Here are ways to change text color:

m Click the Text Color or Text Background color well in the Format Bar. In the color matrix

that appears, select a color by clicking it or click Show Colors to open the Colors window for additional color options.

m Click Inspector in the toolbar, click the Text Inspector button, click Text, and then click

the color well. The Colors window opens.

“Using the Colors Window” on page 148 provides instructions for using the Colors window.

Setting Tab Stops to Align Text

You can align text at specific 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 work with tab stop settings by manipulating the tab symbols on the horizontal rulers. You can see symbols for existing tab stops on the horizontal ruler when you click View in the toolbar, choose Show Rulers, and then select some text on a page.

Note: Don’t use these instructions to set tab stops in lists. See “Using Bulleted, Numbered, and Ordered Lists (Outlines)” on page 95 for information about indenting items in lists.

Chapter 5 Working with Text 89

Setting Tab Stops Using the Horizontal Ruler

Left tab

Center tab

Right tab

Blue tab symbols appear on the horizontal ruler when you select tabbed text.

Decimal tab

To set tab stops in lists, see “Using Bulleted, Numbered, and Ordered Lists (Outlines)” on page 95 for information about indenting items in lists.

Here are ways to work with rulers:

m To show or hide rulers, click View in the toolbar and choose Show Rulers or Hide Rulers.

m To change the units of measure in the rulers, choose Pages > Preferences, click General,

and choose an item from the Ruler Units pop-up menu.

m To display measurements as a percentage of the distance across the page, choose

Pages > Preferences, click General, and then select “Display ruler units as percentage.”

m To place the ruler’s horizontal origin point at the center of the page, choose Pages >

Preferences, click General, and then select “Place origin at center of ruler.”

m To display the vertical ruler in a word processing document, choose Pages >

Preferences, 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 a New Tab Stop Using the Horizontal Ruler

You use the horizontal ruler to add a new tab stop.

To create a new tab stop:

1 Click View in the toolbar and choose Show Rulers.

2 Click the horizontal ruler to place a tab symbol where you want to set the tab stop.

3 Control-click the tab symbol and choose an option from the shortcut menu.

Choose from among these tab types.

Left Tab: Aligns the left side of text with the tab stop.

Center Tab: Places the center of text at the tab stop.

90 Chapter 5 Working with Text

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. (You can specify the character to serve as the decimal tab character; see “Setting a New Tab Stop Using the Text Inspector” on page 92.)

You can also double-click the tab symbol repeatedly until the type of tab you want appears.

Changing a Tab Stop Using the Horizontal Ruler

You can change the location and type of tab stops using the horizontal ruler.

To change tab stops:

1 Click View in the toolbar and choose Show Rulers.

2 To move a tab stop, drag its blue tab symbol in the horizontal ruler.

3 To change the tab to a different type, Control-click the tab 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.

Deleting a Tab Stop Using the Horizontal Ruler

You can quickly remove a tab stop using the horizontal ruler.

To delete a tab stop:

1 Click View in the toolbar and choose Show Rulers.

2 Drag the tab off the horizontal ruler.

Setting Tab Stops Using the Text Inspector

Every document has built-in tab stops, usually spaced half an inch apart across the page.

In the Tabs pane of the Text Inspector, you can change the default tab spacing or the decimal tab character for the entire document. You can also set additional tab stops in any paragraph, or add a leader line, so that when you press the Tab key, a dashed or dotted line extends across the tabbed distance. This is useful, for example, for inserting dashed lines between a chapter title and its page number in a table of contents.

Chapter 5 Working with Text 91

To open the Tabs pane of the Text Inspector:

1 Click Inspector in the toolbar.

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

Set how far you want

the first line of each

paragraph to indent.

Type a new character

to change the character

used for decimal tabs.

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.

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 Inspector button, and then click Tabs.

2 Use the Default Tabs field to set the default distance between tabs.

Setting a New Tab Stop Using the Text Inspector

You can use the Tab pane of the Text Inspector to add a new tab stop.

To create a new tab stop:

1 In the document, click where you want to create a new tab stop.

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

3 Click the Add (+) button in the bottom-left corner of the Tabs pane of the Text

Inspector. The new tab stop appears in the Tab Stops column.

4 To change the tab stop location, double-click the tab stop in the Tab Stops column and

type a new value.

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5 With the tab stop selected, select an Alignment option to indicate how you want text

to align at the tab stop.

Left: Aligns the left side of text with the tab stop.

Center: Places the center of text at the tab stop.

Right: Aligns the right side of text with the tab stop.

Decimal: For numbers, aligns the decimal character (such as a period or comma) with

the tab stop.

6 To specify a decimal tab character for the document, type a new character in the

Decimal Tab Character field.

7 If you want 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 Using the Text Inspector

You can change the location and type of tab stops and the decimal tab character for the document using the Text Inspector.

To change tab stops:

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

2 To change the tab stop location, double-click the tab stop in the Tab Stops column and

type a new value.

3 To change the tab to a different type, select an Alignment option.

4 To change the decimal tab character for the document, type a new character in the

Decimal Tab Character field.

5 To change the leader line setting, choose an option from the Leader pop-up menu.

6 To change the default spacing between tabs, use the Default Tabs field.

Deleting a Tab Stop Using the Text Inspector

You can quickly remove a tab stop using the Text Inspector.

To delete a tab stop:

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

2 Select the tab stop you want to delete in the Tab Stops column, and then click the

Delete (–) button.

Chapter 5 Working with Text 93

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.

Setting Indents for Paragraphs Using the Text Inspector

You can use the Text Inspector to set indents for paragraphs.

To set indents using the Text Inspector:

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

2 Select the paragraph or paragraphs you want to change.

3 To set the first line indent (or overhang), specify values in the First Line and Left fields

under Paragraph Indents. If you want the first line to be indented relative to the second line of text, the First Line value should be higher than the value in the Left field. If you want the first line to overhang the left side of the paragraph margin, the value in the First Line field should be lower than the value in the Left field.

4 To set off a paragraph using indentation (as when you want to include a long quote in

your text), enter a value in the Left field and the Right field under Paragraph Indents.

You can also drag the margin symbols in the document ruler to change the margins for selected paragraphs.

Setting Indents for Paragraphs Using the Horizontal Ruler

You can change indentation by dragging the indentation controls on the text ruler.

To set indents using the rulers:

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

2 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.

Left indent

First line indent

3 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.

Right indent

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

want the first line to start.

If you want the first line to remain flush with the left margin, make sure the rectangle aligns with the left indent symbol.

If you want to create a hanging indent, drag the rectangle to the left of the left indent symbol.

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 Inspector 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.

Specify how much space you want around text inside a text box, shape, or table. cell.

Setting Indents for Lists

To manage the indentation of bullets, numbers, and text that accompanies them in bulleted lists, numbered lists, and ordered lists, you use the Text Inspector. See “Using Bulleted, Numbered, and Ordered Lists (Outlines)” for details.

Using Bulleted, Numbered, and Ordered Lists (Outlines)

Pages provides pre-formatted bullet and numbering styles for creating simple or ordered lists (outlines). Bulleted and numbered lists are simple lists without the nested hierarchies of information like those you would see in an outline.

Generating Lists Automatically

When you use automatic list generation, Pages automatically formats a list for you based on what you type. To use this feature, first choose Pages > Preferences, click Auto-Correction, and make sure that “Automatically detect lists” is selected.

Chapter 5 Working with Text 95

Here are ways to automatically generate lists:

m To create a bulleted list, press Option-8 to type a bullet (•) or a hyphen (-), a space,

some text, and then press Return.

m To create a list with labels that are asterisks (*) or hyphens (-), type an asterisk or a

hyphen, a space, some text, and then press Return.

m 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.

You can use any of the character formats on the numbering style pop-up menu in the Text Inspector. To access this menu, in the Text Inspector click Bullets and choose Numbers from the Bullets & Numbering pop-up menu.

m To enter a new list topic at the next lower indent level, press Tab. To enter a new list

topic at the next higher level, press Shift-Tab.

m To end your list, press Return twice.

Note: If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, press Option-Return instead of Return.

Using Bulleted Lists

Although you can use automatic list generation to create a simple bulleted list, using the Text Inspector gives you many options for formatting bulleted lists. See “Generating Lists Automatically” on page 95 for information about automatic list generation.

You can also add a bulleted list style by using the List button in the Format Bar. Place the insertion point where you want the list to begin, click the List button in the Format Bar, and then select Bullet.

To add and format a bulleted list using the Text Inspector:

1 Place the insertion point where you want the list to begin.

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

3 Choose a bullet style from the Bullets & Numbering pop-up menu.

To use a typed character as a bullet, choose Text Bullets and choose a character from the list or type a new character in the field.

96 Chapter 5 Working with Text

Select a list style to apply it to selected text.

Click to make list styles appear in the Styles drawer.

To use one of the image bullets that comes with Pages, choose Image Bullets and choose an image from the scrolling list.

To use your own image as a bullet, choose Custom Image and choose an image in the Open dialog that appears.

4 To change the size of an image bullet, specify a percentage of the original image size in

the Size field. Or, select the “Scale with text” checkbox and specify a percentage of the text size; this option maintains the image-to-text size ratio of the bullets even if you later change the font size of text.

5 To adjust the space between bullets and the left margin, use the Bullet Indent field. To

adjust the space between bullets and text, use the Text Indent field.

6 To position bullets higher or lower relative to text, use the Align field.

Use these techniques to add and indent bulleted items in your list:

Â To add a new topic at the current indent level, press Return. If you’re working in a

table cell and “Return key moves to next cell” is selected in the Table Inspector, press Option-Return instead.

Â To create an unbulleted paragraph within a topic, press Return while holding down

the Shift key. If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, press Control-Return instead.

Â To enter a new topic at the next lower indent level, press Tab. To enter a new topic at

the next higher level, press Shift-Tab. You can also click and hold a bullet, and then drag to the right, to the left, down and to the right, or down and to the left.

If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, use the Indent Level controls in the List pane of the Text Inspector to increase or decrease the indentation of list entries.

Â To return to regular text at the end of your list, press Return and choose No Bullets

from the Bullets & Numbering pop-up menu. You may also need to adjust the indent level.

If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, press Option-Return instead of Return.

To learn about modifying list styles or creating your own list style, see “Modifying and Creating New List Styles” on page 129.

Chapter 5 Working with Text 97

Using Numbered Lists

Although you can use automatic list generation to create a simple numbered list, using the Text Inspector gives you many options for formatting numbered lists. See “Generating Lists Automatically” on page 95 for information about automatic list generation.

You can also choose a numbered list style in the Styles drawer. Click the Styles Drawer button in the Format Bar, and then select the list style. If you don’t see list styles in the Styles drawer, click the button in the lower-right corner of the drawer to make the styles appear.

Here are ways to add and format a numbered list:

m Place the insertion point where you want the list to begin, click the List button in the

Format Bar, and then choose Numbered List.

m Place the insertion point where you want the list to begin, click Inspector in the toolbar,

click the Text Inspector button, and then click List. Choose Numbers from the Bullets & Numbering pop-up menu, and then choose a numbering style from the pop-up menu directly below it.

To adjust the space between numbers and the left margin, use the Number Indent field. To adjust the space between numbers and text, use the Text Indent field.

Use these techniques to add and indent items in your list:

Â To add a new topic at the current indent level, press Return. If you’re working in a

table cell and “Return key moves to next cell” is selected in the Table Inspector, press Option-Return instead.

Â To create an unnumbered paragraph within a topic, press Return while holding

down the Shift key. If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, press Control-Return instead.

Â To enter a new topic at the next lower indent level, press Tab. To enter a new topic at

the next higher level, press Shift-Tab. You can also click and hold a number, and then drag to the right, to the left, down and to the right, or down and to the left.

Â To return to regular text at the end of your list, press Return and choose No Bullets

from the Bullets & Numbering pop-up menu. You may also need to adjust the indent level.

If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, press Option-Return instead of Return.

Â To add an existing paragraph to a numbered list, click the paragraph, choose a

numbering style, and click “Continue from previous.”

98 Chapter 5 Working with Text

Â To start a new numbered sequence in a list, click “Start at” and specify the number

you want the sequence to begin with.

If you want items in your list to have labeled subtopics (like in an outline), use an ordered list instead of a numbered list.

To learn about modifying list styles or creating your own list style, see “Modifying and Creating New List Styles” on page 129.

Using Ordered Lists (Outlines)

Ordered lists (or outlines) provide different numbering styles for each indent level in a list, allowing you to create a hierarchy of information. For example: Â You can create an outline using numbering sequence such as the following as you

proceed from the highest level to lower levels: I, A, 1, a), (1), (a), i), (1), and (a).

Â You can create a legal style outline, which appends an additional number or letter at

each lower level: 1, 1.1, 1.1.1 , and so on.

You can also choose an ordered list style in the Styles drawer. Click the Styles Drawer button in the Format Bar, and then select the list style. If you don’t see list styles in the Styles drawer, click the List Styles button in the lower-right corner of the drawer to make the styles appear.

You can add and format ordered lists using the Text Inspector.

To add and format an ordered list:

1 Place the insertion point where you want the list to begin.

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

3 To create a legal style list, choose Tiered Numbers from the Bullets & Numbering pop-

up menu. Otherwise, choose Numbers instead.

4 Choose a numbering style from the pop-up menu directly below it.

5 To adjust the space between numbers and the left margin, use the Number Indent

field. To adjust the space between numbers and text, use the Text Indent field.

Use these techniques to add and indent items in your list:

Â To add a new topic at the current indent level, press Return. If you’re working in a

table cell and “Return key moves to next cell” is selected in the Table Inspector, press Option-Return instead.

Â To create an unnumbered paragraph within a topic, press Return while holding

down the Shift key. If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, press Control-Return instead.

Chapter 5 Working with Text 99

Â To enter a new topic at the next lower indent level, press Tab. To enter a new topic at

the next higher level, press Shift-Tab. To move among levels you can also click and hold a number, and then drag to the right, to the left, down and to the right, or down and to the left.

Â To return to regular text at the end of your list, press Return and choose No Bullets

from the Bullets & Numbering pop-up menu. You may also need to adjust the indent level.

If you’re working in a table cell and “Return key moves to next cell” is selected in the Table Inspector, press Option-Return instead of Return.

Â To add an existing paragraph to a numbered list, click the paragraph, choose a

numbering style, and then click “Continue from previous.”

Â To start a new numbered sequence in a list, click “Start at” and specify the number

you want the sequence to begin with.

To learn about modifying list styles or creating your own list style, see “Modifying and Creating New List Styles” on page 129.

Using Text Boxes, Shapes, and Other Effects to Highlight Text

Callouts and sidebars are used to make text stand out from the main body of text in a document. Pages offers many ways to emphasize text:

Â Adding text to text boxes

Â Adding a background (or fill color) to paragraphs

Â Adding borders and rules to text

Â Typing text in shapes

You can also use table cells to hold callouts. To read about working with tables, see “Working with Tables” on page 168

Adding Text Boxes

You can add text boxes to create rectangular blocks of text anywhere on your page. You can format text inside a text box as you would any other text, changing colors, adding shadows, applying styles, and so on.

Adding a Floating Text Box

When you add a text box as a floating text box, it’s anchored to a position on the page so that body text on the page flows around it. You can move the floating text box by selecting it and dragging it.

100 Chapter 5 Working with Text

Apple PAGES User Manual 2008

Specifications and Main Features

Frequently Asked Questions

User Manual

Contents

1 Pages Tools and Techniques

Pages 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 Font Panel

The Colors Window

Rulers and Alignment Guides

The Styles Drawer

Scroll Bars, Scroll Arrows, and Thumbnails

The Warnings Window

Research and Reference Tools

Keyboard Shortcuts and Shortcut Menus

2 Working with a Pages Document

Working with Word Processing and Page Layout Templates

Word Processing Templates

Page Layout Templates

Creating, Opening, and Importing a Pages Document

Creating a New Document

Importing a Document

Opening an Existing Pages Document

Saving Your Document

Saving a Document

Undoing Changes

Saving a Document as a Template

Saving a Copy of a Document

Automatically Saving a Backup Version of a Document

Closing a Document Without Quitting Pages

Storing Information About a Document

Designing Documents

Document Layout and Style

Appearance of Text

Graphics and Other Objects

3 Working with Document Parts

Setting 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

Defining Columns

Defining Column Breaks

Defining Layout Breaks

Defining Layout Margins

Using Left- and Right-Facing Pages

Defining Margins for Facing Pages

Defining Headers and Footers for Facing Pages

Viewing Facing Pages

Using Headers and Footers

Using Footnotes and Endnotes

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

Defining Marks for Numbering Footnotes and Endnotes

Changing Marks for Numbering Footnotes and Endnotes

Restarting Footnote and Section Endnote Numbering

Using Sections

Creating Sections

Managing Sections with the Thumbnail View