Apple PAGES User Manual

Pages

User’s Guide

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Apple, the Apple logo, AppleWorks, iBook, iMovie, iTunes, Mac, Mac OS, PowerBook, and QuickTime are trademarks of Apple Computer, Inc., registered in the U.S. and other countries.

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Contents

7 Preface: Welcome to Pages

Pages Features at a Glance

Resources for Learning More

15 Chapter 1: Overview of Pages

The Pages Window

The Styles Drawer

Pages Tools

Shortcuts

The Pages Document

29 Chapter 2: Creating a Document Using the Pages Templates

Step 1: Select a Document Type

Step 2: Add Text

Step 3: Add Graphics and Other Media

Step 4: Edit Your Document

Step 5: Save and Share Your Document

47 Chapter 3: Formatting Text and Paragraphs

Formatting Text Size and Appearance

Setting Text Alignment and Spacing

Setting Tab Stops to Align Text

Creating Bulleted or Numbered Lists and Outlines

Creating Callouts, Sidebars, and Highlighted Text

71 Chapter 4: Working With Styles

Applying Styles

Style Overrides

Finding and Replacing Styles

Modifying and Creating New Paragraph Styles

Modifying and Creating New Character Styles

Modifying and Creating New List Styles

89 Chapter 5: Formatting a Document’s Layout and Table of Contents

Setting Page Orientation and Size

Setting Page Margins

Creating Columns

Creating a Document with Left- and Right-Facing Pages

Adding Headers and Footers, Page Numbers, and Footnotes

Varying Document Formatting Using Section Breaks

102

Generating a Table of Contents

105 Chapter 6: Working With Graphics

and Other Media

105

Working With Graphics

107

Adding Fixed and Inline Objects

110

Using PDF Files as Graphics

111

Cropping (Masking) Fixed Images

113

Using the Media Browser

114

Resizing, Moving, and Layering Text or Graphic Objects

118

Wrapping Text Around an Object

122

Including Sound and Movies

124

Adding Hyperlinks and Bookmarks

127 Chapter 7: Changing Object Properties

127

Using Color and Image Fills

132

Changing Line Style

133

Adding Shadows

135

Adjusting Opacity

136

Changing the Orientation

Contents

137

Adjusting Size and Position of Objects

139 Chapter 8: Creating Tables

140

Adding a Table

141

Selecting Table Cells and Borders

144

Formatting Tables

150

Adding Images or Background Colors

153 Chapter 9: Creating Charts

153

About Charts

156

Adding a Chart

157

Editing Chart Data

159

Formatting Charts

169 Chapter 10: Printing and Exporting Your Document to Other Formats

169

Printing Your Document

175

Exporting to Other Document Formats

177 Chapter 11: Designing Your Own Document Templates

178

Step 1: Setting Up the Document

180

Step 2: Defining Styles

183

Step 3: Creating Placeholder Text and Graphics

186

Step 4: Saving a Custom Template

187 Index

Contents

Welcome to Pages

Pages is a streamlined, yet powerful wordprocessing application that gives everyone the ability to easily create great-looking documents, from a simple letter or invitation to a monthly newsletter or three-panel brochure. This preface provides an overview of the features of Pages and a list of resources for learning to use it.

Pages makes it easy to compose and design a variety of documents on your computer, from a simple memo, to a neatly structured school report, to a highly designed, elegant brochure. With the Pages tools, you can easily change the layout and look of any document as you work. Present your data using any of the tables or charts built right into Pages. Incorporate a multitude of text and graphics types—you can even include movies, hyperlinks, and audio if you intend to publish your document online. Use the templates that come with Pages to create smart, consistently styled documents. Or create your own to suit your specific needs. With Pages, anything you write is a pleasure to read.

Your Pages document can be exported to several different file types, including HTML for online viewing, PDF, and Microsoft Word.

Preface

Pages Features at a Glance

Easy to Use

Using the templates that come with Pages, it’s easy to create professional-looking documents. Text and image placeholders let you customize document designs with drag-and-drop ease. Import documents from Microsoft Word and AppleWorks. Or create your own templates and share them with your colleagues.

Use the toolbar buttons to format pages and text as you type.

Add graphics with drag-and-drop ease.

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

Insert multiple-column layouts.

8 Preface

Welcome to Pages

Page Templates

Each template includes Pages building blocks that help you build a full document from a selection of professionally designed layouts.

Preface

Welcome to Pages

Styles Done Right

Just type into the templates and the styles are automatically applied to paragraphs, characters, and numbered or bulleted lists. You can also select different styles, or create your own. Use the Inspector window to format your document’s layout, text, and graphics as you work.

Use the Styles menu to apply consistent text formatting across your documents.

Bring in photos from iPhoto using the iLife Media Browser.

10 Preface

Welcome to Pages

Powerful Word Processing

Pages provides multiple-column layouts that flow from page to page as you type, and preformatted document designs that allow you to create stunning documents. It’s also simple to set up a table of contents, footnotes, headers, footers, and page numbers for professional and academic reports.

Create a table of contents that’s updated as you add content.

Style the TOC the way you want to.

Preface

Welcome to Pages

Create bulleted and numbered text.

Resources for Learning More

To get the most from Pages, consult these resources:

User’s Guide

This guide (what you’re reading now) describes the features of Pages and shows you how to use it. To see a full-color PDF file of this guide, choose Help > Pages User Guide.

Chapter 1 of this guide describes the tools that are available in Pages, and Chapter 2 shows you a step-by-step workflow for creating a document. For more detailed information about each step, refer to Chapters 3 through 10. If you want to learn how to create your own templates, read Chapter 11.

Onscreen Help

To see the help, choose Help > Pages Help. You can browse through the table of contents to find a specific topic, or enter a question in the search field to find an answer about how to accomplish a task.

You can add the Help button to the Pages toolbar to make Pages Help available in a single click. To learn about customizing the toolbar, see “The Toolbar” on page 22.

Note:

To do many of the tasks in this book (and in Pages Help), you use menu

commands. The instructions look like this:

Choose View > Zoom > Actual Size.

The first term after Choose is the menu you click; the next term is the item you choose from that menu, as shown below.

12 Preface

Welcome to Pages

Help tags are also available for many onscreen items. To see a help tag, let the pointer rest over an item for a few seconds.

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

Pages Tour

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

To see the onscreen tour:

Choose Help > iWork Tour, and then follow the onscreen instructions.

Pages Templates

Pages comes with templates that illustrate the different layouts and styles you can create. Type directly into the templates to create your own documents. You can also use the designs and elements in these templates to enhance your own document by copying and pasting bullets, chart styles, and background images, or by using the same layouts and styles.

For more information, see “Step 1: Select a Document Type” on page 30.

Pages Quick Reference

The quick reference card lists keyboard shortcuts for Pages. You can also find keyboard shortcuts by choosing Help > Pages Keyboard Shortcuts or searching for “keyboard shortcuts” in the onscreen help.

Web Resources

Go to www.apple.com/pages to get the latest software updates and information. You can also purchase Pages products on the web.

To find out about Pages products and get up-to-date information:

Choose Help > Pages on the Web.

Preface

Welcome to Pages

Technical Support

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

14 Preface

Welcome to Pages

Overview of Pages

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

When you create a Pages document, you must first select a template to start from. Pick the one that best fits your purpose and design goals. If you want to start from a plain document, without a lot of pre-formatting, use the Blank template.

You can drag or place objects on a page, including imported graphics, movies, and sound, or text boxes, charts, tables, and shapes that you create within Pages. New pages are added automatically as you type into your document. You can also add preformatted pages, before or after existing pages, by selecting from those available in each template. For more information about this, see “Expanding the Template by Adding Pages” on page 31.

In Pages templates, pages contain text and image the look of the finished document. You can replace the placeholder text with your own text by just typing. You can replace placeholder images by dragging an image to the placeholder. For more information about working with placeholder text and images, see “Step 2: Add Text” on page 32, and “Step 5: Save and Share Your Document” on page 45.

The Pages Window

When you first open the Pages application, the Template Chooser presents a variety of document types from which to choose. If you don’t want to use one of the templates, you can create a Blank document. To begin working in a Blank document, select it and just begin typing.

placeholders

, which demonstrate

Customize the toolbar to include the tools you use most often.

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

Text boxes contain text that “floats” outside, over, or under the main text area.

Placeholder text indicates where you should enter text.

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

The Pages window displays the document you are working in. You can drag graphics files, movie files, and sound files to the window to add them to your document.

As you work on your document, you may want to zoom in or out to get a better view of what you are doing.

16 Chapter 1

Overview of Pages

To zoom in or out of the document, do one of the following:

Choose View > Zoom > [zoom level].

Click the Page View control in the bottom left corner of the window, and choose a magnification level from the pop-up menu.

One Up

presents the pages in a linear flow.

Two Up

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

Fit Width

changes the document to the width of the window. You can stretch the

Pages window to fill your screen, or make it short or narrow.

Fit Page

fits a full, single document page to fill the window on your screen.

Layout View

In layout view you can see the outlines of the different text areas of your document, including headers, footers, fixed text boxes, column widths, and the document the main area of text in the document. With layout view turned on, document rulers and

alignment guides

To see layout view:

Choose View > Show Layout.

When you type in the document body, the text automatically flows onto the next page. Other text areas, such as headers, footers, and text boxes, do not expand onto subsequent pages; they remain a fixed size and width.

become visible.

body

—

Chapter 1

Overview of Pages

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

Two text columns

Two layout breaks

An inline image

Footer

Three text columns

Placeholder Text

Placeholder text indicates where text goes and how it’s formatted in a template. A new template will contain placeholder text, placeholder images, background images, or other items that represent elements of the finished document. If you click the placeholder text, the entire text area is selected. When you begin typing, the placeholder text disappears and is replaced by what you type.

Image Placeholders

Similar to placeholder text, image placeholders are intended to indicate the size and placement of graphics in a template. If you click one, selection handles appear. Drag your own image to the placeholder to replace it.

Master Objects

Some objects appear on every page of a document as the document grows. These objects are called “master objects.” If you cannot select an object in a template, it’s probably a master object. To learn more, see “Adding a Repeated Background Image” on page 101.

18 Chapter 1

Overview of Pages

Formatting Characters (Invisibles)

As you work in a Pages document, you may want to see the marks that indicate character spaces, paragraph breaks, section breaks, or other types of invisible elements so you can check the formatting of your document. In Pages, these formatting marks are called

To see invisibles:

m Choose View > Show Invisibles.

The table below shows what each formatting character represents.

Invisible characters

invisibles

Space

Non-breaking space (Option-Space Bar)

Tab

Line break (Shift-Return)

Paragraph break (Return)

Page break

Column break

Layout break

Section break

Anchor point (for inline objects with text wrapping)

To change the color of formatting characters:

m Choose Pages > Preferences, click the Invisibles color box, and then select a color.

Chapter 1

Overview of Pages

Rulers and Alignment Guides

Each time you move an image, shape, or text box on the page, alignment guides automatically appear to help you position the object precisely where you want it. You can also use the document rulers or create static alignment guides that remain on the page to mark the positions of different objects as you rearrange the elements on the page. To learn how to customize the behavior of alignment guides, see “Alignment Guides” on page 37.

You can also use rulers to help place objects precisely on a page, and you can use the horizontal ruler to set tab stops, page margins, and column widths. For more information about tab stops, page margins, and columns, see “Setting Tab Stops to Align Text” on page 58, “Setting Page Margins” on page 92, and “Creating Columns” on page 92. You can change units of measure that appear on the rulers to inches, centimeters, points, or picas in Pages Preferences.

You can also turn on rulers without the other layout elements.

To make rulers visible without other layout elements:

m Choose View > Show Rulers, or press Command-R.

To change the ruler values:

m Choose Pages > Preferences, and choose a unit of measure from the Ruler Units pop-

up menu.

20 Chapter 1 Overview of Pages

Blue icons on the top ruler Rulers help you set margins and tabs where you want them.

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

indicate text indents and

tab settings. Drag them to

reset the position of text.

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

The Styles Drawer

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

To open the Styles drawer:

m Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

Chapter 1 Overview of Pages 21

Select a paragraph style to apply it to selected paragraphs.

Select a character style to apply it to selected text.

Select a list style to apply it to selected paragraph text.

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

Press and choose an option to create a new style.

Pages Tools

The Toolbar

The Pages toolbar gives you one-click access to many of the actions you’ll use when creating documents in Pages. As you work in Pages and get to know which commands you use most often, you can add, remove, and rearrange toolbar buttons to suit your working style.

The default set of toolbar buttons is shown below.

22 Chapter 1 Overview of Pages

Add pre-formatted pages to your document.

Add text boxes, shapes, tables, and charts.

Change how text flows around objects.

Apply styles to text and lists.

Create column layouts on the fly.

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

To customize the toolbar:

1 Choose View > Customize Toolbar.

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

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

4 To rearrange items in the toolbar, drag them.

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

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

If you frequently reconfigure the toolbar, you can add the Customize button to it.

Note: You can restore the default set of toolbar buttons by dragging the default set to the toolbar. To learn what a button in the Customize dialog does, drag it to the toolbar and then place the pointer over it until a help tag appears.

The Inspector Window

The Inspector window puts formatting tools at your fingertips as you work. You can format most elements of your document using the ten panes of the Inspector window, including document layout, text appearance, size and positioning of graphics, and much more.

Chapter 1 Overview of Pages 23

To open an Inspector window:

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

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

Click one of the buttons at the top to display its inspector pane. Clicking the fourth button from the left, for example, displays the Text Inspector. You can have several Inspector windows open at the same time.

To open another Inspector window:

m Choose View > New Inspector (or press the Option key while clicking Inspector in the

toolbar).

The Font Panel

Pages uses the Mac OS X Font panel, so you can use any of the fonts on your computer in your documents.

To open the Font panel:

m Choose Format > Font > Show Fonts (or 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 Chapter 3, “Formatting Text and Paragraphs.”

24 Chapter 1 Overview of Pages

The Colors Window

You use the Mac OS X Colors window to choose colors for text, drawn objects, or shadows.

To open the Colors window:

m Choose View > Show Colors (or click Colors in the toolbar).

For more information about using the Colors window to set the color of lines, text, and shapes, see Chapter 7, “Changing Object Properties.”

Shortcuts

You can use the keyboard to perform many of the Pages menu commands and tasks. A comprehensive list of keyboard shortcuts is available in onscreen help.

To see the list of keyboard shortcuts:

m In Pages, choose Help > Pages Keyboard Shortcuts.

Many commands are also available in shortcut menus that you can access directly from the object you are working with.

To open a shortcut menu:

m Press the Control key while you click an object.

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

The Pages Document

If you are creating a long document, or if visual design will be an important consideration, it may help to think about the overall document design before you begin work. Here are some things to keep in mind as you create your document.

Document Layout and Style

Think about how you want the document to appear as a whole, including how it’s laid out and how it uses space. Most of these concerns are addressed in Chapter 5, “Formatting a Document’s Layout and Table of Contents.”

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

the layout you need?

Chapter 1 Overview of Pages 25

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

this option in the Page Setup dialog before you begin. See “Setting Page Orientation and Size” on page 91.

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

you need? See “Setting Page Margins” on page 92.

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

and section breaks will fall on the right- and left-facing pages of your document. See “Creating a Document with Left- and Right-Facing Pages” on page 96.

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

headers and footers, or design elements? Consider where you might use layout and section breaks. See “Adding Headers and Footers, Page Numbers, and Footnotes” on page 96.

Â Does the document layout require columns? See “Creating Columns” on page 92.

Â Will the document be long enough to require a table of contents? If so, be sure to

use consistent heading styles throughout the document. See “Generating a Table of Contents” on page 102.

The Appearance of Text

Consider at a very high level how you want to use text in your document—how it will be used to emphasize the organization of content and to create a compelling design. Most of these concerns are addressed in Chapter 3, “Formatting Text and Paragraphs.”

Â Which fonts will you use in the document?

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

the document? See Chapter 4, “Working With Styles.”

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

outlines? See “Creating Bulleted or Numbered Lists and Outlines” on page 62.

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

See “Creating Callouts, Sidebars, and Highlighted Text” on page 65.

26 Chapter 1 Overview of Pages

The Use of Graphics and Other Media

Think about how you will use graphical elements in your document, where they will appear in the document flow, and what kinds of graphics you might use. Pages provides tools you can use to create tables and charts to organize and display information. Learn about designing tables and charts in Chapter 8, “Creating Tables,” and Chapter 9, “Creating Charts.” Learn about other uses of graphics in Chapter 6, “Working With Graphics and Other Media.”

Â How will images be used in your document?

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

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

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

See “Exporting to Other Document Formats” on page 175.

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

Movies” on page 122.

Chapter 1 Overview of Pages 27

2 Creating a Document Using

the Pages Templates

This chapter provides basic information to get you started working with Pages. It also explains how you can use the Pages templates to easily create your own professional-looking, creatively designed documents.

Before you begin creating a new Pages document, consider how it will be used. If your document will be printed, what size of paper will you need? Which page orientation (portrait or landscape)? And how will it be folded? It also helps to consider whether it will be a long document, requiring a table of contents and page numbering. Knowing these document requirements will help you choose the right template and set it up correctly before you begin.

Importing a Microsoft Word or AppleWorks Document

If you already have a document that you created in Microsoft Word or AppleWorks, you can import it into Pages and continue to work on it. Simply drag the Microsoft Word or AppleWorks document icon onto the Pages application icon.

You can also export Pages documents back to MS Word, PDF, Rich Text Format (RTF), or simple HTML. For more information about importing and exporting Microsoft Word documents, see “Exporting to Other Document Formats” on page 175.

Step 1: Select a Document Type

To start a new Pages document, double-click the Pages icon. In the Template Chooser, select a template that best suits the type of document you want to create. If you want to begin in a document without any text or image placeholders, select Blank.

By using a template with text or image placeholders, you can easily create a professional-looking document, such as a school report, business letter, newsletter, or brochure, without having to do all the design work. Each template includes preset styles for titles, headings, tables, footnotes, bullets, and other formatting features.

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. You can also set Pages to automatically open a Blank document or the document template of your choice every time you open it.

To make the Template Chooser appear, or set the default template for new documents:

m Choose Pages > Preferences, and then select one of the following:

Â To make the Template Chooser always appear when you open Pages, select “For

New Documents: Show Template Chooser dialog.”

30 Chapter 2 Creating a Document Using the Pages Templates

Â To make Pages always open the same type of document when you open it, select

“For New Documents: Use template: [template name],” and then click Choose. Select a template name, and then click Choose.

When you have selected a template, a document opens on your screen.

Expanding the Template by Adding Pages

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

To add an additional template page following the current page:

m Choose Insert > Pages > [template page] (or click Pages in the toolbar and choose a

template page).

Additional pages: Choose a page

from the Pages pop-up menu.

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

Chapter 2 Creating a Document Using the Pages Templates 31

Step 2: Add Text

If you start with a Blank document, you can just start typing. As you type, the text fills the page. As each page is filled, the text automatically flows to the next page.

If you are working with a template that includes text or image placeholders, you can add text and graphics to the placeholder areas, as described below.

Adding Text to Placeholder Text Areas

Templates contain placeholder text, which shows you what text will look like and where it will be placed in the finished document. Placeholder text is either a label (for example, “Addressee Name”) or Latin text in the document body, text boxes, headers, and elsewhere.

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.

Tex t Box es

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

Gray text box border: The border

appears when you select the text box.

32 Chapter 2 Creating a Document Using the Pages Templates

To select the placeholder text inside a text box:

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

box.

Usually, text box borders are only visible when the text box or the text inside is selected, or when you have layout view turned on. To learn how to change the look of text boxes, see “Creating Callouts, Sidebars, and Highlighted Text” on page 65.

Tables

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

Individual table cell selected for editing

To select the placeholder text inside a table:

1 Click once to select the table, and then click once to select an individual cell.

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

2 Press Tab to move to the next cell, or Shift-Tab to move to the previous cell.

To learn more about working with tables or changing their look, see Chapter 8, “Creating Tables.”

Important: Text boxes and tables that contain placeholder text are part of the template’s default design. To preserve the design, be careful not to press Delete after you select the text box or table. Pressing Delete will remove the selected object from the page. If you accidentally delete a text box or table, you can immediately recover it by choosing Edit > Undo Delete (or pressing Command-Z). In general, if you make a mistake or change your mind about something you’ve done, you can immediately undo your last action by using the Undo command.

Columns

Occasionally, templates may contain placeholder text formatted in columns. It may be easier to work with text columns if the document layout is visible, but you can also hide the layout to see how the finished document will appear.

Chapter 2 Creating a Document Using the Pages Templates 33

To show or hide the document layout:

m Choose View > Show Layout or Hide Layout.

It may also help to see other formatting characters (invisibles) as you work, such as tabs and paragraph breaks.

To show or hide invisibles:

m Choose View > Show Invisibles or Hide Invisibles.

Step 3: Add Graphics and Other Media

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

Placing Images in Image Placeholders

The images you see in Pages templates are image placeholders. They represent the size and placement for images that you will add to your document. You can recognize an image placeholder by letting your cursor rest over it; a help tag appears instructing you to drag your own image into its place.

To replace an image in an image placeholder:

m Drag the image from the Media Browser or Finder to the image placeholder.

Adding Images, Movies, and Sound Files Elsewhere in Your Document

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

To open the Media Browser:

m Choose View > Show Media Browser (or click Media in the toolbar), then select iPhoto,

iTunes, or Movies to display the kind of files you want to use.

34 Chapter 2 Creating a Document Using the Pages Templates

When you add an object to your document, you can either place it in a fixed position on the page (called a fixed object), so that the text flows around it as you type; or anchor it to the text (called an inline object), so that it moves with the text around it. If you create a fixed object, you can adjust how tightly you want the text to flow around it by adjusting the text wrap. To learn more about fixed versus inline objects, see “Fixed Objects Versus Inline Objects” on page 105. For more information about text wrapping, see “Wrapping Text Around an Object” on page 118.

To add an image in line with the text:

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

> Choose. Select the graphic file and click Insert.

m Drag an image from the iPhoto pane of the Media Browser to the position you want it

to appear in the text flow. As you drag the image over the text, the insertion point indicates where the image will appear if you drop it.

m Drag an image from the Finder to the position you want it to appear in the text flow.

As you drag the image over the text, the insertion point indicates where the image will appear if you drop it.

To add a fixed image:

m Click outside the text areas in the document so that no insertion point is visible,

choose Insert > Choose, and then select the graphic file and click Insert.

m Drag an image from the iPhoto pane of the Media Browser to an area in your

document that doesn’t contain text.

m Drag an image from the Finder to an area in your document that doesn’t contain text.

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

To learn about adding simple shapes, tables, and charts, see “Adding Simple Shapes, Tables, and Charts” on page 108.

Chapter 2 Creating a Document Using the Pages Templates 35

Adding Web and Email Addresses

You can create active hyperlinks to web addresses (URLs) and email addresses. When you click a web link, it opens a web browser and displays the webpage you specify. When you click an email address, it opens an email program and creates a new email message. You can also create bookmarks that let you jump to a specific word or phrase in your document. For specific instructions about creating hyperlinks and bookmarks, see “Adding Hyperlinks and Bookmarks” on page 124.

Positioning Text and Graphics

Pages provides several tools to help you position text, images, and other objects on the page, so you can achieve the design you want. Alignment guides appear in some templates—or you can create your own—to align fixed objects anywhere on a page. Rulers display page measurements in inches, centimeters, points, or picas, so you can easily tell where you are placing an object.

Pages also displays position tags that indicate the X and Y coordinates of an object’s top-left corner as you move the object around the page, or the object’s angle as you rotate it. When you resize an object, size tags appear, displaying the object’s height and width.

Rulers

You can show rulers to help you position objects on the page. Rulers indicate how far an object is from the top of the page and the left edge of the page.

To show rulers:

m Choose View > Show Rulers.

To change the units of measure in the rulers:

1 Choose Pages > Preferences.

2 Choose an item from the Ruler Units pop-up menu. To display measurements as a

percentage of the distance across the page, select “Display ruler units as percentage.”

To place the ruler’s horizontal origin point at the center of the page:

m In Pages Preferences, select “Place origin at center of ruler.”

When you change ruler settings in Pages Preferences, the new settings apply to all documents viewed in Pages, until you change the settings again.

36 Chapter 2 Creating a Document Using the Pages Templates

Alignment Guides

As you move fixed text boxes and graphics around in the document, blue alignment guides appear to help you center and align objects on the page. They appear whenever the center or edge of an object aligns with the center or edge of another object, or with the center of the page, depending upon your preferences. You can create your own alignment guides to help you align objects precisely on a page. Alignment guides (even those you create) don’t appear when you print your document; they are visible only when you are editing a document.

To place alignment guides on a page:

1 Choose View > Show Rulers to make the rulers appear at the top and left side of the

page.

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

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

appears.

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

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

m Drag the alignment guide off the edge of the page.

If alignment guides are getting in the way as you work, you can temporarily hide them.

To temporarily hide alignment guides:

m Hold down the Command key while dragging an object.

You can turn alignment guides and size and position tags on or off in Pages Preferences. You can also make alignment guides appear only when object edges are aligned, or only when object centers are aligned.

When you change alignment guide and tag settings in Pages Preferences, the new settings apply to all documents viewed in Pages, until you change the settings again.

To change the behavior of alignment guides and tags displayed when you move objects:

1 Choose Pages > Preferences.

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

moving objects.”

Chapter 2 Creating a Document Using the Pages Templates 37

3 To turn off the guides that appear when an object’s center aligns with another object

or the center of the page, deselect “Alignment Guides: Show guides at object center.”

4 To turn on the alignment guides that appear when an object’s edges align with

another object or the center of the page, select “Alignment Guides: Show guides at object edges.”

To change the color of alignment guides:

m In Pages Preferences, click the Alignment Guides color well and select a color in the

Colors window.

Locking Objects to the Page

After you’ve placed graphics exactly where you want them on the page, you can lock them to that position to prevent them from being moved accidentally as you work.

To lock an object to its position on the page:

m Select the object and choose Arrange > Lock.

You cannot modify an object that has been locked to its position on the page. To unlock an object, choose Arrange > Unlock.

38 Chapter 2 Creating a Document Using the Pages Templates

Step 4: Edit Your Document

Once you’ve typed some text in your document, you may want to delete or rearrange (copy and paste) parts of it, check your spelling, or find and replace specific words or phrases with new text.

Deleting, Copying, and Pasting Text

If you want to copy or move a chunk of text from one part of the document to another, the easiest way to do this is to copy it (or cut it) from its original location, and then paste it in the new location. If you copy text, you will not delete it from its original location; if you cut text, it will be deleted from its original location.

To copy (or cut) and paste text:

1 Select the text you want to copy or move.

2 Choose Edit > Cut or Copy.

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

the following:

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

Â Choose Edit > Paste and Match Style to change the formatting of the pasted text to

match the formatting of the text around it.

To completely delete selected text:

m Choose Edit > Delete.

Finding and Replacing Text

You can find every instance of a word or phrase in your document. If you want to change all instances of a word or phrase in your document to something else—for example, if you are writing a letter and you need to change every instance of the name “Rodriguez” to “Mr. Rodriguez”—you can do so by using the find and replace feature.

Note: You can’t find and replace placeholder text. To find and replace text used in a placeholder, you must first undefine it as placeholder text. Click the placeholder text to select it, and then deselect “Define as Placeholder Text” in the Format > Advanced submenu.

Chapter 2 Creating a Document Using the Pages Templates 39

To find or find and replace a word in your document:

1 Choose Edit > Find > Find Panel.

2 Type the word in the Find field.

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

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

Â Click Next or Previous to highlight the next or previous instance of the word.

Continue clicking Next or Previous until you locate the instance you are looking for.

Â Click Replace to replace the highlighted instance of the word with the new word,

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

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

next one.

Â Click Replace All to replace all the instances of the word with the new one.

5 To close the Find & Replace window when you are finished, click the Close button in

the upper-left corner.

If you want to find or replace an entire phrase or other specific cases of a word, you can use the Advanced pane of the Find & Replace window.

40 Chapter 2 Creating a Document Using the Pages Templates

To replace a word or phrase using the advanced search features:

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

Choose to search the entire document or only the main body text.

Choose the paragraph style where the text appears.

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

Select to search the document to the end and then start from the beginning.

Type the text you are searching for.

Select to make the search case-specific. Select to find whole words only.

Choose the paragraph style the new text should have.

Search backward or forward through the document.

2 Type the text or phrase in the Find field.

3 If you only want to find the text where it appears in a particular paragraph style (for

example, Heading 1 style) choose the style from the Style pop-up menu. (For information about styles, see Chapter 4, “Working With Styles.”)

4 Choose Entire Document from the In pop-up menu if you want to search the whole

document, including headers, footers, and text boxes; choose Main Text Body if you only want to search the main body text area of the document.

Chapter 2 Creating a Document Using the Pages Templates 41

5 Select “Match case” if you only want to find instances of the text with the same

capitalization that you specified in the Find field; otherwise, the search will not take capitalization into account.

6 Select “Whole words” if you only want to find instances where the text appears as a

separate word; otherwise, results will include instances of this text that appear within words.

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

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

from the Style pop-up menu.

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

Â Click Next or Previous to highlight the next or previous instance of the text.

Continue clicking Next or Previous until you locate the instance you are looking for.

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

then click Next or Previous to find the next instance.

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

one.

Â Click Replace All to replace all instances of the text with the new word or phrase.

10 To close the Find & Replace window when you are finished, click the Close button in

the upper-left corner.

If you frequently use the Find & Replace window, you can add the Find button to the Pages toolbar to make it available with a single click. To learn about customizing the toolbar, see “The Toolbar” on page 22.

Checking Spelling as You Work

Pages uses the Mac OS X spell-checker to catch spelling errors in your document. You can set the spell-checker to flag spelling errors as you type, or you can check your entire document or selected text at any time.

To flag misspelled words as you type:

m Choose Edit > Spelling > Check Spelling as You Type.

As you type, misspelled words appear with a red dashed line beneath them. If you’re not sure how to spell the word, you can see a list of possible spellings.

42 Chapter 2 Creating a Document Using the Pages Templates

To get a list of spelling suggestions:

1 Hold down the Control key and click the misspelled word. A list of optional spellings

appears (a word may generate no optional spellings if it cannot be recognized at all).

2 Choose the correct spelling if you see it in the list.

If you know you have spelled the word correctly, and you want to add it to the spelling dictionary used for all documents, choose Learn Spelling from the pop-up list.

If you don’t want this word to be flagged as misspelled, but you don’t want to add it to the spelling dictionary used for all documents, choose Ignore Spelling from the pop-up list.

Once you correct the misspelled word, the red line disappears.

To check spelling in your document one word at a time:

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

do one of the following:

Â Choose Edit > Spelling > Check Spelling.

The spell-checker begins checking the spelling of each word in your document, beginning wherever you placed your cursor. The first misspelled word found is highlighted. You can correct it or choose the same menu command again, to continue checking the document. To go through the document more quickly, press Command-semicolon (;) to continue checking the document.

Â Choose Edit > Spelling > Spelling.

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

Use the Dictionary pop-up menu in the Spelling window to use a different language dictionary for a selected word. Changing the dictionary in the Spelling window does not change the dictionary for the entire document, but only for individual words.

Chapter 2 Creating a Document Using the Pages Templates 43

The misspelled word from the document appears here. You can retype it here to look for more suggested spellings.

Select from the list of suggested spellings.

You can correct or ignore the mispelled word and then find the next misspelling, or retype the word and click Guess for a new list of suggestions.

Choose a different language dictionary for a selected word, if you need to.

Add or delete the selected word from the dictionary.

Choose Entire Document if you want to spellcheck headers, footers, and callouts, too.

If you frequently use the Spelling window, you can add the Spelling button to the Pages toolbar to make it available with a single click. To learn about customizing the toolbar, see “The Toolbar” on page 22.

To turn the spell-checker off:

m Choose Edit > Spelling > Check Spelling as You Type to deselect it (make sure the

checkmark is not visible next to the menu command).

44 Chapter 2 Creating a Document Using the Pages Templates

Step 5: Save and Share Your Document

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

If you add movies or audio to your document, you can save them as part of your Pages document so that you don’t have to transfer those files separately.

It’s a good idea to save your document often as you work.

To save your document:

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

2 Type a name for the document.

3 Click the disclosure triangle to the right of the Save As field.

4 Choose where you want to save the document.

5 If you plan to share the document between computers or with other users, do one or

more of the following:

Â Select the “Copy audio and movies into document” checkbox if your document

contains movie or audio files.

If you don’t select this checkbox, then any audio or video files that you have included in your document will not be carried along with it if you transfer your document to another computer or send it to someone else. Documents that contain media may have large file sizes.

Â Select the “Copy template images into document” checkbox if you created your

document from a Pages template that contains an image.

If you don’t select this checkbox, then any image files that are part of the template will not be carried along with your document if you transfer it to another computer or send it to someone else. Documents that contain media may have large file sizes.

6 Click Save.

To learn about exporting your document in other file formats (including Microsoft Word, HTML, rich text format, plain text, and PDF), see “Exporting to Other Document Formats” on page 175.

Chapter 2 Creating a Document Using the Pages Templates 45

As you work on your document, you can save it frequently by pressing Command-S. You can also save a backup copy of the last saved version of your document. This way, if you change your mind about edits that you have made, you can go back to the previous version of the document that you have saved.

To save a backup copy of your document:

m Choose Pages > Preferences, and select the checkbox labeled “Back up previous

version when saving.”

When you save the document, the previous version is saved in the same location as the document with the words “Backup of” preceding the filename. Only one version— the last saved version—is backed up.

To save a version of your document with a different name or in a different location:

1 Choose File > Save As.

2 Type a name for your document.

3 Select a location to save the document. If you cannot navigate to your desired

location, click the arrow button next to the Save As field, and then find the location you want.

4 Click Save.

You can print all or part of your document. You can also see a preview of what your document will look like before you print it. This is a good way of double-checking that all the text and graphics fall within the printed area of the page.

To see a print preview:

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

To print your document:

1 Choose File > Print.

2 Enter the number of copies you want, if you want multiple copies of the document; or

select From and enter a page range to print only part of the document.

3 Click Print.

If you print frequently, you can add the Print button to the Pages toolbar. To learn about customizing the toolbar, see “The Toolbar” on page 22.

For more information about printing, see “Printing Your Document” on page 169.

46 Chapter 2 Creating a Document Using the Pages Templates

3 Formatting Text and

Paragraphs

This chapter describes in detail how to modify the appearance of text characters and paragraphs, including creating lists and highlighting sections of text.

Formatting Text Size and Appearance

You can do all text formatting using the Pages menus and the Inspector window, or the Font panel. You can do basic text formatting using the commands in the Pages menus. The items in the Font submenu of the Format menu allow you to make text:

Â Bold or italic

Â Underlined or outlined

Â Bigger or smaller

Â More tightly or loosely spaced

Â Superscript or subscript

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

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

To make selected text a superscript or subscript:

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

To make selected text all uppercase:

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

You can also do several of these tasks with a single click using toolbar buttons. You can add the following buttons to the Pages toolbar:

Â Superscript: Click to make selected text superscript.

Â Subscript: Click to make selected text subscript.

Â Smaller: Click repeatedly to make selected text smaller.

Â Bigger: Click repeatedly to make selected text larger.

To learn about customizing the toolbar, see “The Toolbar” on page 22.

If you want to change to a different font, or if you frequently change text formatting, it may be easier to use the Font panel and Text Inspector to format text. These tools are described in the following sections.

You can also create engaging visual effects with text by changing its shadow color, opacity, and orientation on the page. To learn more about these options, see Chapter 7, “Changing Object Properties.”

Using the Font Panel to Format Text

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

To open the Font panel:

m Choose Format > Font > Show Fonts (or click Fonts in the toolbar).

48 Chapter 3 Formatting Text and Paragraphs

The Action pop-up menu

Preview the selected typeface.

Create interesting text effects using these buttons.

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

Find fonts by typing a

font name in the

search field.

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

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.

To change the look and size of text:

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

in the Typeface column.

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

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

Chapter 3 Formatting Text and Paragraphs 49

Note: If you have too many fonts to wade through to find the few you use often, you can organize them into font collections by clicking the Add (+) button to create a font collection, and then dragging a typeface into the new collection. Also, if you need to switch fonts often, you can leave the Font panel open. If it takes up too much space on your screen, you can shrink it by dragging its resize control (the bottom-right corner of the panel), so that only the font families and typefaces in your selected font collection are visible. To close it, choose Format > Font > Hide Fonts, or click the Fonts button again.

2 Adjust the font size using the size slider or pop-up menu.

3 Adjust the typography settings of the selected font by choosing Typography from the

Action pop-up menu. In the Typography window, click the disclosure triangles to see and select the different typography effects that are available for the selected font. Different fonts have different typography effects available.

To modify underlining of selected text:

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

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

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

and then select a color in the Colors window.

To modify strikethrough lines of selected text:

1 Click the Text Strikethrough button in the Font panel (the second button from the

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

2 To change the strikethrough color, choose Color from the Text Strikethrough pop-up

menu, and then select a color in the Colors window.

To modify the color of selected text:

m Click the Text Color pop-up menu in the Font panel (the third button from the left),

and then select a color in the Colors window.

Note: You can also modify text color in the Text Inspector, as described in “Setting Text Color in the Text Inspector” on page 57.

50 Chapter 3 Formatting Text and Paragraphs

To modify the background color of a selected paragraph:

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

and then select a color in the Colors window.

Note: You can also modify paragraph background color in the Text Inspector, as described in “Setting Paragraph Fill Colors” on page 67.

To create shadows on selected text:

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

2 Drag the Shadow Opacity slider (the first slider on the left) to the right to make the

shadow darker.

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

diffuse.

4 Drag the Shadow Offset slider (the third slider) to the right to separate the shadow

from the text.

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

Note: You can also set text shadows in the Graphic Inspector, as described in “Adding Shadows” on page 133.

Accents and Special Characters

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

To add accent marks to characters:

1 Choose Apple > System Preferences and click International.

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

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

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

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

Chapter 3 Formatting Text and Paragraphs 51

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

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

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

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

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

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

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

To see keyboard layouts for other languages:

1 Choose Apple > System Preferences and click International.

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

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

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

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

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

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

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

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

Input menu.

To type special characters and symbols:

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

2 Choose Edit > Special Characters to open the Character Palette (or choose Characters

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

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

of the Character Palette.

52 Chapter 3 Formatting Text and Paragraphs

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

Select a character category.

Choose the type of character you want to see.

Select a symbol.

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

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

category.

5 Double-click the character or symbol on the right that you want to insert into your

document, or select the character and click Insert. If the character or symbol has variations, they appear at the bottom of the window; double-click one to insert it in your document.

You can also turn on smart quotes in your document, so that beginning and end quotes are not identical.

To use smart quotes:

m Choose Pages > Preferences, and select the checkbox labeled “Use smart quotes.”

Chapter 3 Formatting Text and Paragraphs 53

Advanced Typography Features

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

Â Tracking: Place characters closer together or farther apart

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

beginning of lines

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

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

More advanced typography features are available in the Typography window.

To open the Typography window:

m In the Font panel, choose Typography from the Action pop-up menu (in the lower-left

corner).

Setting Text Alignment and Spacing

To adjust horizontal text alignment in the main document body, use the Text submenu of the Format menu. These menu commands align text in the following ways: Â Align Left: Begins each line of text against the left margin of a page or column, or

the left edge of an object

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

object

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

the right edge of an object

Â Justify: Spaces characters in each line so that the lines reach both the left and right

margins of a page or column, or edges of an object

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

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

Note: If you want to indent the first line of text in a paragraph, or learn how to undo paragraph indenting, see “Setting Paragraph Indents” on page 61.

54 Chapter 3 Formatting Text and Paragraphs

Adjusting Text Alignment in Text Boxes, Table Cells, or Shapes

If you want to adjust the spacing between individual characters or lines, or if you want to align text vertically within a text box, shape, or table cell, you must use the Text Inspector, described below. The Text Inspector is also useful if you must frequently change text alignment and spacing because you can keep it open on your screen as you work.

Using the Text Inspector

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

Click to change the color of selected text.

The Text Inspector button.

Horizontal alignment buttons: Click to align

selected text left, right, center, or to the left and right.

Vertical alignment buttons: Click to align text to

the top, center, or bottom of a fixed text box, shape, or table cell.

Character and line spacing: Drag to adjust

character, line, and paragraph spacing for selected text.

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

Chapter 3 Formatting Text and Paragraphs 55

To open the Text pane of the Text Inspector:

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

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

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

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

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

You can align text in a fixed text box to the left, right, center, or justified (aligned to both the right and left edges). Text in a fixed text box, table cell, or shape can also “grow” from the top, center, or bottom of the text area.

To grow text from the top, center, or bottom of a text box, table cell, or shape:

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

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

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

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

2 In the Text Inspector, drag the Line slider to adjust the line spacing.

Dragging the slider to the left brings the selected lines closer together; dragging it to the right moves them farther apart. You can also choose Single, Double, or Multiple from the Line Spacing pop-up menu. Choosing Multiple lets you set line spacing values between single and double, or greater than double.

To set precise point values for spacing between the lines of text in a paragraph:

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

2 In the Text Inspector, choose a standard line spacing (Single, Double, Multiple), or At

Least or Between from the Line Spacing pop-up menu (beneath the Line field).

Click the text beneath the Line Spacing field and choose a line spacing option.

56 Chapter 3 Formatting Text and Paragraphs

Â Standard line spacing: The space between lines is proportional to font size. Use this

when the relative distance between ascenders (parts of letters that extend to the top of the line) and descenders (parts of letters that extend below the line) should remain fixed.

Â At Least: The distance from one line to the next will never be less than the value

you set, but it may be larger for larger fonts in order to prevent overlapping text lines. Use this when the distance between lines should remain fixed, but overlap is not desired if the text should get large.

Â Between: The value you set is added to (or subtracted from) the font size. As font

size changes, the distance between lines changes, too. Use this to set a specific distance between ascenders and descenders, regardless of font size.

3 Type a point value in the Line field, or click the up or down arrows next to the field.

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

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

2 In the Text Inspector, drag the Before Paragraph or After Paragraph slider. You can also

type a specific amount (5 points, for example) in the text box.

Note: Spacing before a paragraph does not appear if the paragraph is the first one following a layout break, or if it’s the first paragraph in a text box, shape, or table cell. Spacing after a paragraph does not appear if it’s the last paragraph before a layout break. To set spacing around text in boxes, shapes, and table cells, use the Inset Margin control, described in “Formatting a Text Box or Shape” on page 69.

To adjust the amount of space between characters:

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

2 In the Text Inspector, drag the Character slider.

Dragging the slider to the left brings the letters closer together; dragging it to the right moves them farther apart.

Setting Text Color in the Text Inspector

You can also use the Text pane of the Text Inspector to change text color. Changes made to text color in the Text Inspector will override text color changes made in the Font panel, and vice versa. (To read about the Font panel, see “Using the Font Panel to Format Text” on page 48.)

Chapter 3 Formatting Text and Paragraphs 57

To change text color:

1 Select the word or words you want to change.

2 In the Text Inspector, click the color well.

3 In the Colors window, select a color.

To read about using the Colors window, see “Using Color and Image Fills” on page 127

Setting Tab Stops to Align Text

If you want to add, delete, or change tab stops in the document body, or inside a fixed text box, table cell, or shape, you can do this by using the Tabs pane of the Text Inspector, or by manipulating the tab icons directly on the rulers. It may be quicker to format a few tab stops by using the rulers, but if you want to create many precisely placed tabs, the Text Inspector makes it easy. Both of these methods are described below.

Note: Don’t use these instructions to set tab stops in an ordered list (outline). To learn how you can modify the indentation levels for lists, see “Creating Bulleted or Numbered Lists and Outlines” on page 62.

Setting Tab Stops Using the Rulers

Some text styles have default tabs already set. You can see the tab icons on the horizontal ruler when you choose View > Show Rulers and select some text on a page.

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

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

To set a new tab stop:

m Click the horizontal ruler where you want to set the tab stop.

To change the tabs:

1 Select the text you want to adjust.

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

stops.

58 Chapter 3 Formatting Text and Paragraphs

To change a tab to a different type:

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

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

Choose from among these tab types.

Here is a description of what each tab type does:

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

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

Â Right Tab: Aligns the right side of text with the tab stop

Â Decimal Tab: For numbers, aligns the decimal point with the tab stop (You can set

a different text character to serve as the decimal tab character; see “Setting Tab Stops Using the Text Inspector” below.)

To delete a tab from the ruler:

m Drag it off the ruler.

Setting Tab Stops Using the Text Inspector

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

To open the Tabs pane of the Text Inspector:

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

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

Chapter 3 Formatting Text and Paragraphs 59

Set how far you want the first line of each paragraph to indent.

If you want to indent a paragraph relative to the page margins, specify how far to indent it.

Set the default distance between tabs. Type a new character to change the decimal tab character.

For a tab stop selected in the Tab Stops column, select how you want the text to align.

Choose a leader line for any tab stop selected in the Tab Stops paragraph.

Add or remove tab stops from the column.

To change how far apart tabs are by default:

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

To create new tab stops:

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

the tab stops.

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

Inspector. A tab stop setting appears in the Tab Stops column.

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

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

Center, Right, or Decimal Alignment).

60 Chapter 3 Formatting Text and Paragraphs

5 If you want to add a dashed or dotted line to the tab, choose a line style (or choose

None) from the Leader pop-up menu.

To use a different decimal tab character for the document:

m Type a new character in the Decimal Tab Character field.

To delete a tab stop:

m Select it in the Tab Stops column, and click the Delete (-) button.

Setting Paragraph Indents

Paragraphs can be formatted so that the first line is indented (or overhangs) as far as you want. You can do this in the Tabs pane of the Text Inspector.

To set the first line indent (or overhang) for a paragraph:

1 Select the paragraph or paragraphs you want to change.

2 In the Tabs pane of the Text Inspector, type a value in the First Line field under

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

You can set off a paragraph by assigning it different indents than the rest of the document. This is useful, for instance, when including a long quote in your text. You can do this by setting paragraph indents in the Tabs pane of the Text Inspector, or by dragging the margin icons in the document ruler.

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

1 Select the paragraph or paragraphs you want to change.

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

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

To change paragraph indents using the rulers:

1 Choose View > Show Rulers.

2 To change the right indent, drag the right indent icon (downward blue triangle on the

right side of the horizontal ruler) to the position where you want the right edge of the body text to end.

Chapter 3 Formatting Text and Paragraphs 61

Left indent

First line indent

Right indent

3 To change the left margin, drag the left indent icon (downward blue triangle on the

left side of the ruler) to where you want the left edge of the body text to begin. To change the left margin independently from the paragraph indent, hold down the Option key as you drag.

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

want the first line to start. If you want the first line to remain flush with the left margin, make sure the rectangle aligns with the left indent icon. If you want to create a hanging indent, drag the rectangle to the left of the left indent icon.

Creating Bulleted or Numbered Lists and Outlines

Pages provides pre-formatted bullet and numbering styles for creating simple or ordered lists (outlines).

Creating Bulleted or Numbered Lists

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

To create a bulleted or numbered list:

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

2 Click List in the toolbar, and then choose the list style that you want to use.

Select a list style to apply it to selected text.

Click to make list styles appear in the Styles drawer.

62 Chapter 3 Formatting Text and Paragraphs

You can also choose a list style in the Styles drawer. Choose View > Show Styles Drawer, then select the list style you want. (If you don’t see list styles in the Styles drawer, click the button in the lower-right corner of the drawer to make them appear.)

Each template may have different list styles. Most templates provide at least the following list styles for simple bulleted or numbered lists:

Â Bullet: Provides basic, round bullets

Â Numbered List: Uses Arabic numerals

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

numbered) line.

4 To include subtext under a bulleted or numbered point, press Shift-Return (called a

line break) to start the next line without bulleting or numbering it. Press Return again at the end of the line to return to a new bulleted or numbered line.

5 When you are finished typing your list, click List in the toolbar and choose None, or

click None in the Styles drawer.

You can create your own list styles using other text or image bullets provided by Pages, or using your own image as a bullet. Numbered lists can also have varied numbering styles, or use letters instead. To learn about modifying or creating your own list style, see “Modifying and Creating New List Styles” on page 83.

Creating Ordered Lists (Outlines)

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

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

To create an outline:

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

2 Click List in the toolbar, and then choose Harvard or Legal. You can also choose View >

Show Styles Drawer and select a style. (If you don’t see list styles in the Styles drawer, click the button in the bottom-right corner of the Styles drawer. For more information, see “Modifying and Creating New List Styles” on page 83.)

3 To indent text to the next list indentation level, choose Format > Text > Increase List

Indent Level (or click the right Indent Level arrow button in the List tab of the Text Inspector).

Chapter 3 Formatting Text and Paragraphs 63

4 To return to the previous list indent level, choose Format > Text > Decrease List Indent

Level (or click the left Indent Level arrow in the List tab of the Text Inspector).

Note: To quickly indent selected text to a higher or lower indent level, you can use keyboard shortcuts:

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

Â Command-left bracket ([): Decreases the indent level of selected text

You can also add the following buttons to the Pages toolbar:

Â Increase: Increases the indent level of selected text

Â Decrease: Decreases the indent level of selected text

To learn about customizing the toolbar, see “The Toolbar” on page 22.

5 To include subtext under an outline point, press Shift-Return to start the next line

without numbering it. Press Return again at the end of the line to start a new numbered line.

Note: If you type regular body text paragraphs between outline points, or add or delete text between outline points, and the numbering gets lost, select the text with incorrect numbering, and then select “Continue from previous” in the Tabs pane of the Text Inspector to make the numbering flow continuously. If you need discontinuous numbering, select “Start at” and type the number where you want the numbering to begin, and then press Return. For more information, see “Modifying and Creating New List Styles” on page 83.

6 To return to regular paragraph text at the end of your list, click List in the toolbar and

choose None, or select None in the Styles drawer. If the text insertion point is indented, press Command-left bracket ([) to return to indent level 1, where you can begin typing the regular paragraph text.

64 Chapter 3 Formatting Text and Paragraphs

Creating Callouts, Sidebars, and Highlighted Text

Callouts and sidebars are used to make text stand out from the main body of text in a document. Pages offers at least three simple ways to create highlighted text:

Â Adding text to text boxes

Â Adding a background (or fill color) to paragraphs

Â Typing text in shapes

You can also use table cells to hold callouts. To read about working with tables, see Chapter 8, “Creating Tables.”

Adding Text Boxes

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

Text boxes are created as “fixed” text boxes, which means they are anchored to a position on the page. Body text on the page will flow around them.

To add a fixed text box:

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

not visible.

2 Choose Insert > Text (or click Objects in the toolbar, and then select Text). A text box

appears on the page.

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

you want on the page.

4 Click inside the text box to place the insertion point and type to enter text. The text

box does not grow automatically if you enter too much text.

5 Drag the selection handles to resize the text box and reveal any hidden text. (Or you

can create linked text boxes so that the overflow text flows continuously into another text box. To read about linked text boxes, see “Linked Text Boxes” next.)

Note: To lock the text box to the page so it doesn’t accidentally get moved as you work, choose Arrange > Lock.

To learn about changing the spacing between the text and the inside of the text box, see “Formatting a Text Box or Shape” on page 69. To learn about changing the look of a text box, see “Formatting a Text Box or Shape” on page 69.

Chapter 3 Formatting Text and Paragraphs 65

If you have copied some text from your document that you want to place inside a text box, you can create one on the fly.

To create a text box with text copied from your document:

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

2 Click anywhere outside the text areas of the document, and then choose Edit > Paste.

A text box is created, which you can format the way you want.

Linked Text Boxes

If the text you type doesn’t fit in a fixed text box, you can create a linked text box so that the text flows from one text box to another. Whenever you edit or format the text in the first text box, the linked text box is also affected. Linked text boxes can be positioned separate from each other in the document.

To make a linked text box:

1 Create a fixed text box as described above (see “To add a fixed text box:” on page 65).

2 Position and resize the text box as you want, and then type text in it.

When the text box is too full, press Command-Return to select it. A clipping indicator appears at the bottom of the text box, indicating that the text extends beyond the bottom of the box.

An open blue square on the left indicates there are no text boxes linked before this one.

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

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

3 Click the blue square on the right side of the box to create a linked text box.

66 Chapter 3 Formatting Text and Paragraphs

The new text box has a solid blue square on its left side. This indicates that this text box is linked to a previous one.

A filled blue square on the right indicates this text box is linked before another one.

An open blue square indicates this text box is the last in this series.

A filled blue square on the left indicates this text box is linked to a previous one.

4 Drag the text boxes to reposition them. The flow of the text inside the boxes always

follows the order in which the boxes were created, regardless of where you position them in the document.

To move linked text boxes:

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

2 Select the destination point and choose Edit > Paste.

Note: If you copy and paste a single linked box, you will create a single unlinked text box, identical to the one you copied.

To select only the text in all the linked text boxes:

m Select text in the first box, and then press Command-A.

Setting Paragraph Fill Colors

For some designs, it may be easier to highlight text by placing a paragraph fill color behind the text. When you place a paragraph fill color behind text, the color extends between the layout margins and moves with the text.

Chapter 3 Formatting Text and Paragraphs 67

To place a paragraph fill color behind text:

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

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

Inspector button, and then click More.

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

fill color behind the text.

Select to place a fill color behind text.

Select a fill color.

4 Click the Fill color well and select a color in the Colors window (for information about

the Colors window, see “Using Color and Image Fills” on page 127).

Putting Text Inside a Shape

If you want to create callouts or sidebars that are not rectangular, you can place text inside one of the drawn shapes provided by Pages. All shapes, except lines, can contain text.

To add text to a shape:

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

“Adding Simple Shapes, Tables, and Charts” on page 108.)

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

border of the shape, a clipping indicator appears.

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

3 To resize the shape, select it and drag the selection handles. (If the insertion point is

inside the shape, press Command-Return to get out of text editing mode and select the shape.)

You can format the text within a shape, but you cannot link shapes.

68 Chapter 3 Formatting Text and Paragraphs

Formatting a Text Box or Shape

Use the Graphic Inspector to format borders, shadows, and opacity for text boxes or shapes. For more information about setting object properties, see Chapter 7, “Changing Object Properties.”

Use the Wrap Inspector to set how you want the text on the page to wrap around a text box or shape. For more information about setting text wrapping around an object, see “Wrapping Text Around an Object” on page 118.

You can format text boxes or rectangles in columns by selecting the text box or rectangle and choosing the number of columns you want, just as you would format columns in the document body. For more information about creating and formatting columns, see “Creating Columns” on page 92. You can also place shapes, images, and charts inside text boxes and shapes, and you can add tables inside text boxes. Objects added inside text boxes and shapes can only be added as inline objects. To read about adding in line objects, see “Working With Graphics” on page 105.

You can change the amount of space between text and the inside border of the text box, shape, or table cell. This measurement is called the inset margin. The amount of space you specify is applied equally around the text on all sides.

To set the spacing between text and the inside of a text box, shape, or table cell:

1 Select the text box, shape, or table cell. (If the insertion point is inside the object,

Command-Return to get out of text editing mode and select the object.)

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

Inspector button, and then click Text.

3 In the Text pane of the Text Inspector, drag the Inset Margin slider to the right to

increase the space between text and the inside border of the object, or type a number in the Inset Margin box and press Return.

Specify how much space there is around text inside a text box, shape, or table cell.

Chapter 3 Formatting Text and Paragraphs 69

4 Working With Styles

This chapter explains how to apply paragraph, character, and list styles to quickly and consistently change the appearance of text. It also describes how to modify existing styles, or create your own.

As you write and format your document, you may want to create different looks for different types of text and paragraphs and use them consistently throughout your document. For example, you may want to have all top-level headings use the same font, color, and line spacing, or you may want all callout text or photo captions to have the same look. Applying consistent styles is also important if you’re creating a table of contents (to learn more about creating a table of contents, see “Generating a Table of Contents” on page 102).

The simplest way to make sure that text styles are consistently used is to create styles, which you can then apply to any text as you work. Templates include a variety of styles that are suited to the type of document you are working in. The style names, such as “Heading,” “Body,” or “Caption,” suggest where the style should be used. If you are using a template, you can apply the preset styles where you need them.

When you import a document from Microsoft Word, any styles it contains are imported into the Pages document and can then be used like any other styles created within Pages.

About Paragraph, Character, and List Styles

Pages provides three different kinds of preformatted styles that you can apply to text for different purposes.

Â Paragraph styles: These styles can be applied only to entire paragraphs (chunks

of text that end with a carriage return), not to individual words within paragraphs. These include styles for headings, body text, callouts, captions, headers, and footers. Paragraph styles can include specifications for font, size, text color, character and line spacing, text shadow, background color, indentation and margins, tab settings, and more. If you want to create a table of contents for your document, you need to use paragraph styles when creating headings in your document. Most documents will use a greater variety of paragraph styles than character or list styles.

Â Character styles: You can apply a character style to any group of characters,

including individual words or groups of words, or letters within a paragraph. Common examples of character styles are different colors or font sizes used to emphasize individual words or phrases. Character styles can be applied to text within a paragraph without changing its paragraph style.

Â List styles: When you want to create simple lists or an outline, you can apply list

styles to your text. List styles automatically format your text with bullets or numbering, depending on which kind of list style you choose. You can also indent paragraphs as a block by changing their list indent level (see “Creating Bulleted or Numbered Lists and Outlines” on page 62). Some list styles are very basic, for simple lists; others, such as Harvard and Legal, allow you to create outlines.

All three of these style types can be seen in the Styles drawer. For more information about the Styles drawer, see “The Styles Drawer” on page 21.

72 Chapter 4 Working With Styles

Applying Styles

The easiest way to apply paragraph and list styles is to use the Style and List buttons in the Pages toolbar. To apply character styles, use the Styles drawer.

You can add the Character button to the toolbar to make it possible to add or change character styles from the Pages toolbar. To learn about customizing the toolbar, see “The Toolbar” on page 22.

To apply a style to a paragraph:

m Select the paragraph or paragraphs you want to change, or select an entire text box

or shape that contains text. Then do one of the following:

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

Â Choose View > Show Styles Drawer to open the Styles drawer (or click Style in the

toolbar and choose Show Styles Drawer). In the Styles drawer, select the style you want to apply.

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

To apply a character style:

1 Select the word or words you want to change.

2 Choose View > Show Styles Drawer to open the Styles drawer (or click Style in the

toolbar and choose Show Styles Drawer).

3 In the Styles drawer, select the character style you want to apply. If you don’t see

character styles, click the button in the bottom-right corner.

Chapter 4 Working With Styles 73

Click to show character styles.

Click to show list styles.

You can add the Character button to the toolbar and use it to quickly change character styles. To learn about customizing the toolbar, see “The Toolbar” on page 22.

To apply a list style:

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

following:

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

Â Choose View > Show Styles Drawer to open the Styles drawer (or click Style in the

toolbar and choose Show Styles Drawer). In the Styles drawer, select the list style you want to apply. If you don’t see the list styles, click the button in the bottomright corner.

2 Type your list, pressing Return to begin each new bulleted or numbered point.

Importing Styles From Another Pages Document

You can import styles that have already been defined in another Pages document without importing the document’s content.

To import styles:

1 Choose Format > Import Styles.

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

3 Select the styles you want to import in the dialog. Hold down the Command key as

you click the style names to select multiple styles, or click Select All.

4 To replace styles in your document that have the same name as the styles you are

importing, select the “Replace duplicates” checkbox. Note that replacing a style will affect any text that uses this style, even text within locked objects.

If an imported style has the same name as a style in the open document and you do not select the “Replace duplicates” checkbox, a number is appended to the name of the imported style. For example, if you copy a style called “Body” to a document that already contains a “Body” style, the imported style will be named “Body 2.”

74 Chapter 4 Working With Styles

5 Click OK.

Imported styles will be available via the Style pop-up menu in the toolbar and the Styles drawer of your document.

Style Overrides

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

When the arrow next to a style name is red, it means that you have applied changes to this style in the selected text.

Overrides can occur when you change the font, typeface, size, or color of text, or apply the text formatting options in the Text submenu of the Format menu, in the Font panel, or in the Text Inspector.

If you apply style overrides to some text and then change your mind, you can easily return the text to the default attributes of the paragraph style.

To remove style overrides:

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

Styles Drawer).

2 Select the text you want to change.

3 In the Styles drawer, click the arrow to the right of the selected style and choose

Revert to Original Style (or double-click the style name). The selected text takes on the default attributes of the selected style.

Chapter 4 Working With Styles 75

Finding and Replacing Styles

If you want to change the look of your document by changing all instances of a style to a different one, you can find and replace the style throughout the document without searching for specific text.

To find and replace a style:

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

Styles Drawer).

2 In the Styles drawer, rest the pointer over the name of the style that you want to

replace and click the arrow to the right of its name.

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

throughout the document.

4 Select the name of the style to which you want to change the selected text.

You can also modify a text style by copying the style from one instance of text, and pasting it to some other text. This works for paragraph styles and character styles.

To copy and paste a paragraph or character style:

1 Place the insertion point in a paragraph or word whose style you want to copy, and

then choose Format > Copy Paragraph Style or Copy Character Style.

2 Place the insertion point in a paragraph or word you want to modify, and then choose

Format > Paste Paragraph Style or Paste Character Style.

The text takes on the new style, but its content is not altered.

If you frequently copy and paste styles, you can add the Copy Style and Paste Style buttons to the toolbar. To learn about customizing the toolbar, see “The Toolbar” on page 22.

Modifying and Creating New Paragraph Styles

A paragraph is any block of text followed by a Return character. For these blocks of text—including headings, body text, footers, callout text, and so on—you can define the appearance, tab spacing, margins, background color, page breaks, and more.

If you don’t find a paragraph style with exactly the look you want in the Pages templates, you can modify an existing style, or create a new style.

76 Chapter 4 Working With Styles

To modify a paragraph style:

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

Styles Drawer). Select the paragraph style that most closely matches the style you want to design, or select Free Form.

2 Type some text and format it to look the way you want. (For information about

formatting the look of text, see “Formatting Text Size and Appearance” on page 47.)

3 Set the text alignment, character and line spacing, and the spacing before and after

the paragraph in the Text pane of the Text Inspector. (For more information, see “Setting Text Alignment and Spacing” on page 54.)

4 If the paragraph style requires special tab stops, set them in the Tabs pane of the Text

Inspector. (For more information, see “Setting Tab Stops to Align Text” on page 58.)

5 If you want the paragraph style to be indented relative to the page margins, set the

paragraph indents in the Tabs pane of the Text Inspector.

Set the first line indent.

Set the right indent for the paragraph.

Set the left indent for the paragraph.

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

below:

Chapter 4 Working With Styles 77

Choose a paragraph style to follow the current one when you press Return.

Select options to determine how the paragraph breaks across pages.

Choose a language for the spelling dictionary to use.

Remove automatic hyphenation or ligatures, if they are selected for the document.

Set the text above or below the surrounding text.

Add a background color to the paragraph.

a Following Paragraph Style: If you want a particular paragraph style to always

follow the current style when you press the Return key, choose the style from the pop-up menu. For example, you might create a photo caption style that should always be followed by a byline style.

b Pagination & Break: Select how the paragraph can break across pages. You can

specify that lines of this paragraph should always stay together on the same page, should stay with the following paragraph, or can only appear at the top of a page. The last two of these are particularly useful for heading styles. Select the checkbox labeled “Prevent widow & orphan lines” to prevent leaving individual lines on the following or previous pages.

78 Chapter 4 Working With Styles

c Language: Choose a language from the pop-up menu to specify the language used

to spell-check this paragraph. If your document will include quotes or sections in another language, you can specify a language for the spelling dictionary used in those paragraphs. The spelling dictionary determines how words are spelled and hyphenated.

d Remove hyphenation for paragraph: Select the checkbox if you want to turn off

automatic hyphenation for this paragraph style in a document that has automatic hyphenation turned on. (To turn it on for the document, use the Document Inspector. See page 89.)

e Remove ligatures: Select the checkbox if you don’t want to use ligatures in this

paragraph style in a document that has ligatures turned on. (To turn it on for the document, use the Document Inspector. See page 89. If any text is selected when you remove ligatures, it will be applied to the selected text as a style override, unless you complete step 7, below.)

f Baseline Shift: Enter a number in the field. A negative number places the text lower

than the surrounding text. A positive number places the text higher than the surrounding text. (If any text is selected when you set the baseline shift, it will be applied to the selected text as a style override, unless you complete step 7, below.)

g Paragraph Fill: Select the checkbox and click the color well to make a color

background appear behind the paragraph. For instance, you can create a heading style that presents white text against a dark background. The color extends from the left paragraph margin to the right.

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

choose one of the following:

a Redefine Style From Selection: Redefines the existing paragraph style for the

whole document.

If you choose this, your formatting changes will apply to all other instances of this style throughout the document. (But any character styles that have been applied will not be affected.)

b Create New Paragraph Style From Selection: This doesn’t alter the existing style,

but creates a new style based on the formatting choices you’ve made in the previous steps.

If you select this, type a name for the new style, and then click OK.

Chapter 4 Working With Styles 79

To create a new paragraph style from scratch:

1 Select a paragraph of text.

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

Styles Drawer). In the Styles drawer, select Free Form at the top of the Paragraph Styles list.

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

formatting text, see Chapter 3, “Formatting Text and Paragraphs.”)

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

Paragraph Style From Selection.

Click to create a style.

5 Type a name for the new style.

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

labeled “Apply this new style on creation.”

7 Click OK.

Styles you modify or create are available only in the document you’re working in. They can be imported into other documents or templates. To learn how, see page 74.

Modifying and Creating New Character Styles

Character styles are formatting attributes that are applied to a set of text characters (such as a word or a group of words or letters) without changing the style of the entire paragraph. Character styles define the look of the text, including font, size, color, character spacing, ligature usage, baseline shift, and language. If you can’t find a character style that meets your needs, you can modify one of the existing character styles or create a new one.

80 Chapter 4 Working With Styles

To modify a character style:

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

Styles Drawer), and select the character style that most closely matches the style you want to design, or select None.

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

Click to show character styles.

Click to show list styles.

2 Type some text and select a font typeface and size. For more information, see “Using

the Font Panel to Format Text” on page 48.

3 Set the text color. For information about changing the color of text, see “Setting Text

Color in the Text Inspector” on page 57.

4 Set the character spacing. For more information about setting character spacing, see

“Setting Text Alignment and Spacing” on page 54.

5 Set the baseline shift, ligature, and language in the More pane of the Text Inspector.

For more information, see “Modifying and Creating New Paragraph Styles” on page 76.

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

one of the following:

a Redefine Style From Selection: Redefines the existing character style for the whole

document.

If you choose this, your formatting changes will apply to all other instances of this style throughout the document.

b Create New Character Style From Selection: This doesn’t alter the existing style,

but creates a new style based on the formatting choices in the previous steps.

If you select this, you can choose which attributes you want to include as part of the new character style. Click the disclosure triangle below the Name field in the “New character style” dialog, and then select the attributes you want. Type a name for the new style, and then click OK.

Chapter 4 Working With Styles 81

Click the disclosure triangle to show character attributes.

Select the attributes to include in the new character style.

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

To create a new character style from scratch:

1 Select some text.

2 Format the selected text so that it looks the way you want. You can set the font, text

size, text color, typeface (such as italic or bold), character spacing, and baseline shift. (To learn about formatting text, see Chapter 3, “Formatting Text and Paragraphs.”)

3 Click the Add (+) button at the bottom of the Styles drawer and choose Create New

Character Style From Selection from the pop-up menu.

4 Type a name for the new style.

5 If you want to include only some of the attributes you set in the new character style,

click the disclosure triangle below the Name field, and select the attributes you want.

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

labeled “Apply this new style on creation.”

7 Click OK.

82 Chapter 4 Working With Styles

Modifying and Creating New List Styles

List styles are used to create bulleted and numbered lists. You can also create ordered lists (outlines) by using a tiered numbered list style, such as Harvard or Legal. If you can’t find a list style that meets your needs, you can modify one of the existing list styles, or create a new one.

Use the List pane of the Text Inspector to modify or create new list styles. The Inspector allows you to choose different bullets or numbering styles (for example, Arabic numerals versus Roman numerals). For bullets, you can choose from a variety of text symbols or images supplied by Pages, or you can use an image of your own, or have no visible bullet at all.

To open the List pane of the Text Inspector:

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

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

Click to advance to the next list indent level.

Choose bullets or numbering.

Adjust bullet size and position relative to text.

Adjust bullet indentation relative to the first paragraph indent.

Set the text indent level relative to the bullets.

Select an image for image bullets.

Chapter 4 Working With Styles 83

To modify a bulleted or numbered list style:

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

Styles Drawer), and select the bulleted or numbered list style that best matches the one you want to design. (Be sure the insertion point is visible on the page in order to select a list style.)

If the list styles are not visible in the Styles drawer, click the button with the bulleted list at the bottom of the drawer.

Click to show list styles.

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

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

Â No Bullet: Choose this if you don’t want visible bullets, but you want to be able to

specify the amount of indentation for levels in an ordered list.

Â Text Bullet: Choose this to use a text character as the bullet. You can select one

from the list or type your own characters in the text field. Some fonts provide symbols that can be used as interesting bullets. To use them, open the Character Palette (choose Format > Font > Show Fonts, then choose Characters from the Action pop-up menu). Select the bullet symbol in the Text Inspector, and then double-click the symbol of your choice in the Character Palette. Then press the Return key.

For text bullets, choose an available character or type a character in the text field.

Select a color for the text bullet.

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

Pages, and then select one in the list.

84 Chapter 4 Working With Styles

For image bullets, select one from the list.

Â Custom Image: Choose this to use your own image as a bullet. Use the Open dialog

to locate and select the image file you want to use. (To change the image, click Choose or drag a new image into the well.)

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

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

For numbered lists, choose a numbering style.

Restart numbering, or continue with previous numbering.

Adjust number indentation relative to page margin.

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

for ordered lists:” on page 86.

3 Format the bullets.

a To increase or reduce the size of a bullet, type a number in the Size field. Selecting

the “Scale with text” checkbox maintains the image-to-text size ratio of the bullets even if you later change to the font size.

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

the Align box (or click the arrows).

c To set how far the bullets are indented from the margin, type a number in the Bullet

Indent field. A higher number indents the list further to the right.

d To set how far text is indented from the bullet, type a number in the Text Indent

field. A higher number indents the text further to the right.

Chapter 4 Working With Styles 85

4 Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

Notice that one of the list styles is highlighted. This is the style that has been applied to the selected text. (If the list styles are not visible, click the button in the bottom of the Styles drawer.) The triangle to the right of the style name is red, indicating that you have applied overrides to the style by modifying it.

Click to show list styles.

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

one of the following:

a Redefine Style From Selection: Redefines the existing list style for the entire

document.

If you choose this, your formatting changes will apply to all other instances of this style throughout the document.

b Create New List Style From Selection: This doesn’t alter the existing style, but

creates a new style based on your formatting choices.

If you select this, type a name for the new style, and then click OK.

To modify a tiered list style for ordered lists:

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

Styles Drawer), and select the ordered list (outline) style that best matches the one you want to design. (Be sure the insertion point is visible on the page in order to select a list style.)

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

of the Text Inspector.

86 Chapter 4 Working With Styles

Click to advance to the next list indent level.

Choose Tiered Numbers to create an ordered list

style. For each list indent level, choose a numbering style.

For each list indent level, set how far you want to indent the number and its associated text.

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

menu.

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

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

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

list indent levels.

7 Choose View > Show Styles Drawer (or click Style in the toolbar and choose Show

Styles Drawer).

Notice that one of the list styles is highlighted. This is the style that has been applied to the selected text. (If the list styles are not visible, click the button in the bottomright of the Styles drawer.) The arrow to the right of the style name is red, indicating that you have applied overrides to the style by modifying it.

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

a Redefine Style From Selection: Redefines the existing list style for the entire

document.

If you choose this, your formatting changes will apply to all other instances of this style throughout the document.

b Create New List Style From Selection: This doesn’t alter the existing style, but

creates a new style based on your formatting choices in the previous steps.

If you choose this, type a name for the new style, and then click OK.

Chapter 4 Working With Styles 87

To create a new list style from scratch:

1 Select some text.

2 Choose View > Show Inspector (or click Inspector in the toolbar), click Text to open

the Text Inspector, and then click List to open the List pane.

3 Format the selected list text so that it looks the way you want. You can select a symbol

or image to use as a bullet, and a numbering style. Also, you can set the amount of indentation for each list indent level, as described above.

4 To use different bullet or numbering styles for different list indent levels, see the steps

for modifying an ordered list style, above.

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

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

6 Type a name for the new style.

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

labeled “Apply new style on creation.”

8 Click OK.

88 Chapter 4 Working With Styles

5 Formatting a Document’s

Layout and Table of Contents

This chapter describes how to set up the overall layout for your document, including margins, column layouts, and section breaks, and how to generate a table of contents and footnotes.

It’s a good idea to set up the document layout—including the page orientation and size, page margins, background graphics (watermarks), and any odd/even-numbered page differences—at the beginning. You make most of these settings in the Document Inspector and the Layout Inspector.

To open the Document Inspector:

m Choose View > Show Inspector (or click Inspector in the toolbar), then click the

Document Inspector button.

The Document Inspector button

Use the TOC pane to set up a table of contents for the document. (See page 102.)

Use the Info pane to see

document statistics, such as

word count, date, and

keywords.

Use the Page Setup dialog to specify paper size and orientation.

Set up margins for the left,

right, top, and bottom

edges of the page. You can

set them separately for

documents with left- and

right-facing pages.

Choose a footnote style.

Use any available font ligatures throughout the document.

Use automatic hyphenation throughout the document.

Formatting set in the Document Inspector applies to the entire document. If you divide your document into sections (for example, chapters), you can apply different formatting to different sections. You can also create a different first page, left page, and right page layout for each section, or use different text column layouts in different parts of the document. These settings are made in the Layout Inspector. To learn more about creating sections in your document, see “Varying Document Formatting Using Section Breaks” on page 99. To read about creating columns, see “Creating Columns” on page 92.

90 Chapter 5 Formatting a Document’s Layout and Table of Contents

Setting Page Orientation and Size

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

If you start with a Blank document, it is in portrait orientation by default.

To set the page orientation and size:

1 Choose File > Page Setup (or click Page Setup in the Document Inspector).

2 Click a button in the Page Setup dialog to set the paper orientation.

Portrait orientation (default for most templates)

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

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

3 Choose a paper size from the Paper Size pop-up menu. If the paper size you want isn’t

available in the Paper Size pop-up menu, do the following:

a Choose Custom Paper Size from the Settings pop-up menu.

b Click New and type a name for the new paper size.

c Specify the paper’s height and width in the Paper Size fields, and specify the

printable area margins you want to use in the Printer Margins fields.

d Click Save.

e Choose Page Attributes from the Settings pop-up menu.

f Choose the new paper size you named from the Paper Size pop-up menu, and then

click OK. It will be near the bottom of the list.

Chapter 5 Formatting a Document’s Layout and Table of Contents 91

Setting Page Margins

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

To change the page margins:

m In the Document pane of the Document Inspector, enter values in the Left, Right, Top,

and Bottom fields.

If you want to set different margins in different sections of your document, you must use the Layout Inspector. To learn about setting layout margins, see “Varying Column and Page Layout” on page 94.

If you are creating a document that will be bound, you may want your document margins to take into account which side of the page will go into the binding (the inside margin) and which will be the loose edge of each page (the outside margin). To do this, you must create a document with left- and right-facing pages. To read about this, see “Creating a Document with Left- and Right-Facing Pages” on page 96.

Creating Columns

In Pages, you can vary the design on different pages of your document by creating layouts, separated by layout breaks. A layout is part of a document in which you have defined layout margins and columns. You can have multiple layouts in a section of your document, or even on a single page.

You can lay out text in up to ten columns, adjusting relative column size and the spacing between columns.

To create one to four columns of equal width:

m Click Columns in the toolbar and select the number of columns you want, up to four.

If the Columns button isn’t in the toolbar, or if you want more than four columns, you must use the Layout Inspector. You must also use the Layout Inspector if you want to make columns with unequal widths.

92 Chapter 5 Formatting a Document’s Layout and Table of Contents

To create more than four columns:

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

Layout Inspector button.

2 Click Layout in the Layout Inspector.

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

have equal widths.

4 To resize the columns:

a Select the checkbox labeled “Equal column width”.

b Select a column or gutter width in the table and type a new value, using the units of

the document rulers.

The Layout Inspector button

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

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

layouts. Start the current layout at the top of a page.

Once you have created the number of columns you want, you can resize them on the fly using the document rulers, rather than entering column and gutter width values in the Layout Inspector.

Chapter 5 Formatting a Document’s Layout and Table of Contents 93

To adjust column widths using the rulers:

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

The gray areas denote the column gutters.

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

Varying Column and Page Layout

You can use column and layout breaks to create different text layouts on a page. Column breaks end the text flow in one column (leaving the rest of the column blank) and continue it in the next. Layout breaks end one layout and start a new one with a different number of columns, different column margins, or blank space before or after the layout.

Using column breaks or layout breaks does not affect the headers, footers, page numbering, or other formatting features specific to the document or section. (To read about section formatting features, see “Varying Document Formatting Using Section Breaks” on page 99.)

You can apply the formatting features described here to both single-column layouts and multi-column layouts.

To create a column break:

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

2 Choose Insert > Column Break.

The text breaks where your cursor was inserted and continues in the next text column. If you insert a column break in a single-column layout, the text continues at the top of the next page.

When you show invisible formatting characters in your document, a column break symbol appears like this:

94 Chapter 5 Formatting a Document’s Layout and Table of Contents

To change the number of columns:

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

columns and change to a new layout.

2 Choose Insert > Layout Break.

A layout break is inserted and the insertion point is moved to the top of the next layout. When you show invisibles in your document, a layout break symbol appears like this:

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

Layout Inspector.

To change the layout margins of columns:

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

Layout Inspector button.

2 Click Layout in the Layout Inspector.

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

Right fields under Layout Margins.

4 To create space above and below the current column layout, enter values in the

Before and After fields under Layout Margins.

Note: The new margins cannot extend outside the page margins set for the document.

To move a layout to the top of a page:

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

Layout Inspector.

Chapter 5 Formatting a Document’s Layout and Table of Contents 95

Creating a Document with Left- and Right-Facing Pages

If you intend to print a document double-sided and bind it, it will have left- and right-facing pages. In this case you may want to vary the margins and layout on left and right pages. For instance, you may want the margins that go into the binding to be wider than the outside margins (as in this book, for example), or you may want to place page numbers on the outer corners of each page. To do this, you need to tell Pages that this document has facing pages.

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

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

Document Inspector button.

2 Click Document.

3 Select the checkbox labeled Facing Pages.

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

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

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

To learn about other document formatting options that are available by using facing pages, see “Varying Document Formatting Using Section Breaks” on page 99.

Adding Headers and Footers, Page Numbers, and Footnotes

Pages has tools that make it easy to add identifying text on every page, as well as to automatically insert and format footnotes.

96 Chapter 5 Formatting a Document’s Layout and Table of Contents

Headers and Footers

Headers and footers appear at the top and bottom margins of a document. Usually, they identify the document, author, page number, and so on.

To add a header or footer to your document:

1 Choose View > Show Layout. You see the header and footer areas at the top and

bottom of the page.

2 Place the insertion point in the header or footer and type, formatting the text as you

would regular text. (For information about formatting text, see “Formatting Text Size and Appearance” on page 47.)

Whatever you type in a header or footer is repeated on every page. If you want to change the header and footer text in different sections of your document, see “Varying Document Formatting Using Section Breaks” on page 99. To automatically generate the correct page number on each page, use formatted text fields, described next.

Using Formatted Text Fields for the Page Numbers, Date, and Time

Formatted text fields allow you to insert text that can be automatically updated. For instance, inserting the date field shows the current date whenever you open the document. Similarly, page number fields keep track of page numbers as you add or delete pages. Pages provides formatted text fields for date, page number, and page count—the total number of pages in the document. This is useful, for example, if you want to label your pages “page 1 of 4.”

To add page numbers:

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

choose Insert > Page Number.

To add the page count:

m Place the insertion point where you want the page count to appear, and then choose

Insert > Page Count.

To add and format the date and time:

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

choose Insert > Date & Time.

2 Select a date and time format in the dialog.

Chapter 5 Formatting a Document’s Layout and Table of Contents 97

3 If you want the document to always show the current date and time, select the

checkbox labeled “Automatically update the date and time when the document is opened.”

4 Click Insert.

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

m Control-click the date and time text, and choose Edit Date & Time from the shortcut

menu. Select a new format in the dialog, and click Change.

Adding Footnotes

When you mark items to be footnoted, Pages automatically generates and formats footnotes that appear at the bottom of the page. You can choose Arabic (1, 2, 3) or Roman (i, ii, iii) numeral styles. You can also number footnotes continuously through the document, or restart numbering for each document section or page.

To add a footnote:

1 Place the insertion point at the end of the word where you want the footnote number

to appear.

2 Choose Insert > Footnote.

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

3 Type the footnote information.

You can format footnote text and footnote numbers independently of each other. However, whichever footnote style you choose (Arabic or Roman numerals), it will be the same throughout the document.

To select Arabic or Roman numerals for all footnotes:

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

Document Inspector button. Then click Document.

2 Choose “1,2,3” or “i, ii, ii” from the Format pop-up menu.

To restart footnote numbering:

m Choose Restart Each Page or Restart Each Section from the Numbering pop-up in the

Document pane of the Document Inspector. (To learn about dividing your document into sections, see “Varying Document Formatting Using Section Breaks” on page 99.)

98 Chapter 5 Formatting a Document’s Layout and Table of Contents

To format footnote text and numbers:

m Select the text and format it as you would any text using the Font panel, the Text

Inspector, and the Styles drawer. For more information about how to format text, see Chapter 3, “Formatting Text and Paragraphs.”

Varying Document Formatting Using Section Breaks

Use section breaks in your document wherever you want to separate your document into sections with different layouts, numbering, or other document formatting. You can use section breaks to make the following formatting elements different from one part of your document to the next:

Â Headers

Â Footers

Â Page numbering

Â Master objects (repeated background images)

To create a section break:

m Choose Insert > Section Break.

When you show invisibles in your document, you’ll see a section break symbol that looks like this:

When you insert a section break, the new document section automatically “inherits” all of the formatting and layout attributes of the previous section. To change these attributes, use the Layout Inspector to set up new page numbering, headers and footers, and margins.

Once you create a section break, changes made to the master objects, headers, footers, or page numbering, will apply only to the section in which you make the changes.

To make headers and footers different in one section of a document:

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

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

Layout Inspector button.

Chapter 5 Formatting a Document’s Layout and Table of Contents 99

3 Click Section.

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

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

To restart page numbering in a document section:

m Select the button labeled “Start at” in the Section pane of the Document Inspector,

and then enter the number of the first page of the section.

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

Make headers and footers different on the first page or alternate pages, or continue from the previous section.

Make the new section begin on a left- or rightfacing page.

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

1 To make the headers and footers on the first page unique, select the checkbox

labeled “First page is different” in the Section pane of the Layout Inspector, and then change headers and footers.

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

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

of the Layout Inspector.

b If you want the first page of the section to always start on the left- or right-facing

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

100 Chapter 5 Formatting a Document’s Layout and Table of Contents

Apple PAGES User Manual

Specifications and Main Features

Frequently Asked Questions

User Manual