Apple PAGES User Manual
Pages
User’s Guide
K
Apple Computer, Inc.
2005 Apple Computer, Inc. All rights reserved.
©
Under the copyright laws, this manual may not be
copied, in whole or in part, without the written consent
of Apple. Your rights to the software are governed by
the accompanying software license agreement.
The Apple logo is a trademark of Apple Computer, Inc.,
registered in the U.S. and other countries. Use of the
“keyboard” Apple logo (Option-Shift-K) for commercial
purposes without the prior written consent of Apple
may constitute trademark infringement and unfair
competition in violation of federal and state laws.
Every effort has been made to ensure that the
information in this manual is accurate. Apple is not
responsible for printing or clerical errors.
Apple
1 Infinite Loop
Cupertino, CA 95014-2084
408-996-1010
www.apple.com
Apple, the Apple logo, AppleWorks, iBook, iMovie,
iTunes, Mac, Mac OS, PowerBook, and QuickTime are
trademarks of Apple Computer, Inc., registered in the
U.S. and other countries.
Finder, iPhoto, iWork, Pages, and Safari are trademarks
of Apple Computer, Inc.
AppleCare is a service mark of Apple Computer, Inc.,
registered in the U.S. and other countries.
Adobe and Acrobat are trademarks or registered
trademarks of Adobe Systems Incorporated in the U.S.
and/or other countries.
Other company and product names mentioned herein
are trademarks of their respective companies. Mention
of third-party products is for informational purposes
only and constitutes neither an endorsement nor a
recommendation. Apple assumes no responsibility
with regard to the performance or use of these
products.
Contents
7 Preface: Welcome to Pages
8
Pages Features at a Glance
12
Resources for Learning More
15 Chapter 1: Overview of Pages
15
The Pages Window
21
The Styles Drawer
22
Pages Tools
25
Shortcuts
25
The Pages Document
29 Chapter 2: Creating a Document Using the Pages Templates
30
Step 1: Select a Document Type
32
Step 2: Add Text
34
Step 3: Add Graphics and Other Media
39
Step 4: Edit Your Document
45
Step 5: Save and Share Your Document
47 Chapter 3: Formatting Text and Paragraphs
47
Formatting Text Size and Appearance
54
Setting Text Alignment and Spacing
58
Setting Tab Stops to Align Text
62
Creating Bulleted or Numbered Lists and Outlines
65
Creating Callouts, Sidebars, and Highlighted Text
71 Chapter 4: Working With Styles
73
Applying Styles
3
75
Style Overrides
76
Finding and Replacing Styles
76
Modifying and Creating New Paragraph Styles
80
Modifying and Creating New Character Styles
83
Modifying and Creating New List Styles
89 Chapter 5: Formatting a Document’s Layout and Table of Contents
91
Setting Page Orientation and Size
92
Setting Page Margins
92
Creating Columns
96
Creating a Document with Left- and Right-Facing Pages
96
Adding Headers and Footers, Page Numbers, and Footnotes
99
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
4
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
5
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
7
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
9
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.
11
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:
m
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:
m
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:
m
Choose Help > Pages on the Web.
Preface
Welcome to Pages
13
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
1
Overview of Pages
1
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
15
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:
Â
Choose View > Zoom > [zoom level].
Â
Click the Page View control in the bottom left corner of the window, and choose a
magnification level from the pop-up menu.
Â
One Up
presents the pages in a linear flow.
Â
Two Up
presents two pages side-by-side on the screen.
Â
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.
Â
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:
m
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
17
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
19
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.”
 What type of document are you creating and which template most closely matches
the layout you need?
Chapter 1 Overview of Pages 25
 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.
 If you are designing a unique page layout, are the document margins set the way
you need? See “Setting Page Margins” on page 92.
 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.
 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.
 Does the document layout require columns? See “Creating Columns” on page 92.
 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.”
 Which fonts will you use in the document?
 Are there heading styles or fonts that you would like to use consistently throughout
the document? See Chapter 4, “Working With Styles.”
 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.
 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.”
 How will images be used in your document?
 Can you use tables to clearly present information? See Chapter 8, “Creating Tables.”
 Can you use charts to effectively display data? See Chapter 9, “Creating Charts.”
 What will be the final format for your document (printed page, HTML, and so on)?
See “Exporting to Other Document Formats” on page 175.
 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
2
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.
29
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:
 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
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