Apple PAGES User Manual

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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

8Pages Features at a Glance

12 Resources for Learning More

15 Chapter 1: Overview of Pages

15 The Pages Window

21The Styles Drawer

22Pages Tools

25 Shortcuts

25 The Pages Document

29Chapter 2: Creating a Document Using the Pages Templates

30Step 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

75Style Overrides

76Finding 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

91Setting Page Orientation and Size

92Setting Page Margins

92 Creating Columns

96 Creating a Document with Leftand 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

105Chapter 6: Working With Graphics and Other Media

105 Working With Graphics

107 Adding Fixed and Inline Objects

110Using PDF Files as Graphics

111Cropping (Masking) Fixed Images

113Using the Media Browser

114Resizing, 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

132Changing Line Style

133Adding Shadows

135Adjusting Opacity

136Changing the Orientation

4Contents

137 Adjusting Size and Position of Objects

139Chapter 8: Creating Tables

140Adding a Table

141Selecting Table Cells and Borders

144 Formatting Tables

150 Adding Images or Background Colors

153 Chapter 9: Creating Charts

153 About Charts

156Adding a Chart

157Editing 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

177Chapter 11: Designing Your Own Document Templates

178Step 1: Setting Up the Document

180 Step 2: Defining Styles

183 Step 3: Creating Placeholder Text and Graphics

186Step 4: Saving a Custom Template

187Index

Contents

5

 

 

Welcome to Pages

Preface

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.

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.

8Preface 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

 

Create bulleted and

 

you want to.

 

numbered text.

Preface Welcome to Pages

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:

mChoose 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

 

 

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 placeholders, which demonstrate 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.

15

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

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

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 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:

ÂChoose View > Zoom > [zoom level].

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

ÂOne Up presents the pages in a linear flow.

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

ÂFit 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.

ÂFit 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 body— the main area of text in the document. With layout view turned on, document rulers and alignment guides become visible.

To see layout view:

mChoose 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.

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 invisibles.

To see invisibles:

mChoose View > Show Invisibles.

The table below shows what each formatting character represents.

Invisible characters

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:

mChoose View > Show Rulers, or press Command-R.

To change the ruler values:

mChoose Pages > Preferences, and choose a unit of measure from the Ruler Units popup menu.

20

Chapter 1 Overview of Pages

 

 

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.)

Blue icons on the top ruler 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:

mChoose 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

 

Open the Inspector

 

 

 

 

 

and lists.

 

window, Media Browser,

 

 

 

 

 

 

Colors window, and Font

Create column layouts

 

panel.

on the fly.

 

 

 

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.

6To 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:

mChoose 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:

mChoose 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:

mChoose 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:

mIn 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:

mPress 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.”

ÂWhat type of document are you creating and which template most closely matches the layout you need?

Chapter 1 Overview of Pages

25

 

 

ÂDoes 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.

ÂIf you are designing a unique page layout, are the document margins set the way you need? See “Setting Page Margins” on page 92.

ÂWill the document be bound? If so, be aware of how the page numbers, margins, and section breaks will fall on the rightand left-facing pages of your document. See “Creating a Document with Leftand Right-Facing Pages” on page 96.

ÂWill 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.

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

ÂWill 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.”

ÂWhich fonts will you use in the document?

ÂAre there heading styles or fonts that you would like to use consistently throughout the document? See Chapter 4,“Working With Styles.”

ÂWhat 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.

ÂWill 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.”

ÂHow will images be used in your document?

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

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

ÂWhat will be the final format for your document (printed page, HTML, and so on)? See “Exporting to Other Document Formats” on page 175.

ÂWill you make use of sound or movies in your document? See “Including Sound and Movies” on page 122.

Chapter 1 Overview of Pages

27

 

 

Creating a Document Using

2

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.

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:

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

ÂTo 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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