Apple Pages - 08 User Manual

Pages ’08

User’s Guide

Apple Inc.

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

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

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

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

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

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Adobe and Acrobat are trademarks or registered trademarks of Adobe Systems Incorporated in the U.S. and/or other countries.

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019-1278 06/2008

Preface 14 Welcome to the

Pages User’s Guide

Chapter 1 16 Pages Tools and Techniques

Pages Templates

Document Viewing Aids

18 19 19

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

Zoom Levels Document Page Views Layout View

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

Chapter 2 30 Working with a Pages Document

Working with Word Processing and Page Layout Templates

31 31

31 33 33

34 34

Word Processing Templates Page Layout Templates

Creating, Opening, and Importing a Pages Document

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

Saving Your Document

Saving a Document

35 35 35 36 36 36 37 37 38 38

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

Designing Documents

Document Layout and Style Appearance of Text Graphics and Other Objects

Chapter 3 39 Working with Document Parts

Setting Page Orientation and Size

Setting Document Margins

Using Page and Line Breaks

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

51 52

Inserting a Page Break Starting Paragraphs on a New Page Keeping Paragraphs Together on a Page Keeping an Entire Paragraph on the Same Page Inserting a Manual Line Break Preventing Widow and Orphan Lines

Using Layouts

Defining Columns Defining Column Breaks Defining Layout Breaks Defining Layout Margins

Using Left- and Right-Facing Pages

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

Viewing Facing Pages Using Headers and Footers Using Footnotes and Endnotes

Adding and Editing Footnotes and Endnotes

Adding a Footnote Adding an Endnote at the End of a Document Adding an Endnote at the End of a Section Deleting Footnotes and Endnotes Converting Footnotes to Endnotes and Vice Versa Formatting Footnotes and Endnotes Jumping Between a Mark and Its Related Footnote or Endnote

Numbering Footnotes and Endnotes

Contents

52 52 53 53

53 54 54 54

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

Using Sections

Creating Sections Managing Sections with the Thumbnail View

Viewing Thumbnails Adding and Deleting Sections Reorganizing Sections

Defining Section Attributes

Changing Headers and Footers in a Section Restarting Page Numbering in a Section Setting Up a Unique Format for a Section’s First Page Formatting Facing Pages in a Section Setting Section Margins

Reusing Sections Using Master Objects (Repeated Background Images) Using a Table of Contents

Creating and Updating a Table of Contents

Styling a Table of Contents

Chapter 4 61 Reviewing and Revising Documents

Using Change Tracking

63 65

67 68 68

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

Using Comments

Chapter 5 70 Working with Text

Adding Text

Using Placeholder Text

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

Placeholders in Columns Adding New Template Pages Deleting Pages

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

Contents

75 75 75 76 76 76 77 77 77

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

Making Text Bold or Italic Using the Menus

Creating Outlined Text Using the Menus

Underlining Text Using the Menus

Changing Text Size Using the Menus

Making Text Subscript or Superscript Using the Menus

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

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

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

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

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

83 Using Smart Quotes

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

85 Aligning Text Horizontally 86 Aligning Text Vertically

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

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

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

Contents

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

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

96 Using Bulleted Lists 98 Using Numbered Lists

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

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

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

111 Wrapping Text Around an Inline Object

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

Contents 7

Chapter 6 118 Working with Styles

11 9 About Styles

12 0 Applying Styles

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

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

13 2 Modifying a Tiered List Style for Ordered Lists

13 3 Creating New List Styles

13 3 Renaming a Style

13 3 Deleting a Style

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

13 4 Using Floating and Inline Objects

13 5 Selecting Objects

13 6 Copying or Duplicating Objects

13 6 Deleting Objects

13 7 Moving Objects

13 7 Moving an Object Forward or Backward

13 8 Moving an Object to the Background

13 8 Aligning Objects

13 9 Spacing Objects Evenly on a Page

13 9 Using Alignment Guides

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

141 Modifying Objects

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

8 Contents

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

151 Using Shapes

151 Adding a Predrawn Shape

151 Adding a Custom Shape

15 2 Making Shapes Editable

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

15 5 Transforming Corner Points into Curved Points and Vice Versa

15 5 Editing Specific Predrawn Shapes

15 5 Editing a Rounded Rectangle

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

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

161 Unmasking an Image

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

Chapter 8 167 Using Tables

167 About Tables 168 Working with Tables 168 Adding a Table

Contents 9

168 Using Table Tools 17 0 Resizing a Table

171 Moving Tables

171 Copying Tables Among iWork Applications

17 2 Converting Text to a Table

17 2 Selecting Tables and Their Components

17 2 Selecting a Table

17 2 Selecting a Table Cell

17 3 Selecting a Group of Table Cells

174 Selecting a Row or Column

174 Selecting Table Cell Borders

17 5 Working with Content in Table Cells

17 5 Adding and Editing Cell Values

17 5 Working with Text in Cells

17 6 Working with Numbers in Cells

17 7 Working with Dates in Cells

17 7 Displaying Content Too Large for Its Cell

17 8 Formatting Cell Values

17 8 Using the Number Format

17 9 Using the Currency Format

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

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

10 Contents

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

Chapter 9 189 Using Formulas and Functions in Tables

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

Chapter 10 201 Using Charts

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

210 Using Axis Titles

Contents 11

210 Showing Data Point Labels

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

Chapter 11 220 Personalizing Documents with Address Book Data

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

Chapter 12 225 Printing and Exporting Your Document to Other Formats

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

12 Contents

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

Chapter 13 233 Designing Your Own Document Templates

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

Index 241

Contents 13

Welcome to the Pages User’s Guide

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

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

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

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

Preface

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

For information about See

Using Pages windows and tools to create and format documents

Creating, saving, and managing a Pages document

Creating, organizing, and formatting document parts

Tracking edits in a Pages document

Formatting text in a Pages document

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

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

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

Automating calculations by using formulas and functions

Creating charts to graphically display data

Displaying Address Book data in a Pages document

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

Modifying an existing Pages template

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

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

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

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

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

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

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

Chapter 8, “Using Tables,” on page 167

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

Chapter 10, “Using Charts,” on page 201

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

Formats,” on page 225

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

Preface Welcome to the Pages User’s Guide 15

1 Pages Tools and Techniques

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

When you create a Pages document, you first select a template to start from.

Pages Templates

When you first open the Pages application (by clicking its icon in the Dock or by double-clicking its icon in the Finder), the Template Chooser window presents a variety of document types from which to choose.

Pick the type that best fits your purpose and design goals. Use Word Processing templates to write documents such as letters, reports, and resumes. Use Page Layout templates to arrange elements in documents, such as invitations, posters, and flyers. After selecting a template, click Choose to work with a new document based on the selected template.

The new document contains placeholder text, placeholder images, and other items, which represent elements of the finished document:

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

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

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

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

Chapter 1 Pages Tools and Techniques 17

Â Placeholder text shows you how your text will look on the page. If you click

placeholder text, the entire text area is selected. When you begin typing, the placeholder text disappears and is replaced by what you type. To learn more, see “Using Placeholder Text” on page 70.

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

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

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

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

Â Sometimes graphics, such as watermarks or logos, appear on pages. These objects

are called master objects. If you cannot select an object in a template, it’s probably a master object. To learn more, see “Using Master Objects (Repeated Background Images)” on page 57.

You can drag or place objects on a page, including imported graphics, movies, and sound, or objects that you create within Pages, including text boxes, charts, tables, and shapes.

You can also insert pages that have been preformatted for the template you’re using. Click Pages or Sections in the toolbar and choose a template page. The new page is added immediately after the page where you placed the insertion point.

Document Viewing Aids

As you work on your document, you may want to zoom in or out to get a better view of what you are doing, or use other techniques for viewing the document.

Zoom Levels

You can enlarge (zoom in) or reduce (zoom out) your view of a document. It’s often useful to reduce your view of a document so that you can see several pages at once.

Here are ways to zoom in or out of the document:

m Choose View > Zoom > zoom level.

18 Chapter 1 Pages Tools and Techniques

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

window.

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

Document Page Views

You can arrange the way pages are displayed in the Pages window.

To choose a way to view document pages in the Pages window:

1 Click the View pop-up menu in the bottom-left corner of the window.

2 Choose one of the page view options.

One Up presents the pages above and below each other.

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

Fit Width scales the document to the width of the window. You can stretch the Pages

window to fill your screen, or make it short or narrow. Choose Fit Width to view all the content on side-by-side (Two Up) pages.

Fit Page causes a single document page to fill the window.

Layout View

In layout view you can see the outlines of the different text areas of your document, including headers, footers, columns, text boxes, and the document body (the main area of text in the document).

In layout view document rulers and alignment guides become visible. Pages also displays the document ruler, which contains controls for formatting text, when you show a document’s layout.

Chapter 1 Pages Tools and Techniques 19

To show or hide a document’s layout:

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

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

Two columns

Layout break

A floating image

Three columns

Layout break

Footer

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

The example above shows a floating image. A floating image stays where you place it on a page, unless you drag it to a new position. Text flows around a floating image as you type. There’s a second kind of image: an inline image. An inline image is an image placed so that it’s anchored to text. An inline image moves with the text around it. To learn how to place images so that they’re floating or inline, see “Adding Images” on page 158.

20 Chapter 1 Pages Tools and Techniques

Formatting Characters (Invisibles)

Each time you press the Space bar, the Tab key, or the Return key, or add a column, layout, page break, or section break, Pages inserts a formatting character in the document. These formatting marks are called invisibles because, by default, you can’t see them.

Making formatting characters visible is often useful, especially when you’re formatting a more complex document. For example, you can change your document format by selecting an invisible and then pressing the Delete key to remove formatting.

To see invisibles:

1 Click View in the toolbar and choose Show Invisibles.

2 To make invisibles stand out better, you can change their color. Choose Pages >

Preferences, click General, click the Invisibles color well, and then select a color.

The table below shows what each formatting character represents.

Invisible character Represents

Space

Nonbreaking space (Option-Space bar)

Tab

Line break (Shift-Return)

Paragraph break (Return)

Page break

Column break (page 46)

Layout break (page 46)

Section break (page 53)

Anchor point (for inline objects with text wrapping)

Chapter 1 Pages Tools and Techniques 21

Show thumbnails,

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

The Toolbar

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

To see a description of what a button does, hold the pointer over the button.

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

Add a comment for selected text or object.

Add preformatted pages to your document.

Add text boxes, shapes, tables, and charts.

To customize the toolbar:

1 Choose View > Customize Toolbar or Control-click on the toolbar, and then choose

Customize Toolbar. The Customize Toolbar sheet appears.

2 Make changes to the toolbar as desired.

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

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

To restore the default set of toolbar buttons, drag the default set to the toolbar.

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

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

To rearrange items in the toolbar, drag them.

3 Click Done when you have finished.

Track edits in your document.

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

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

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

out of the toolbar.

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

22 Chapter 1 Pages Tools and Techniques

Â To move an item, press the Command key while dragging the item around in the

toolbar.

To show or hide the toolbar, choose View > Show Toolbar or View > Hide Toolbar.

The Format Bar

Use the Format Bar, displayed beneath the toolbar, to quickly change the appearance of text, styles, fonts, and other elements in your document.

The controls in the Format Bar vary with the object selected. To see a description of what a Format Bar control does, hold the pointer over it.

Here’s what the Format Bar looks like when text is selected.

Choose a paragraph

or character style.

Choose the line spacing and the number of columns.

Choose a list style.

Click to open the Styles drawer.

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

Align selected text.

To show or hide the Format Bar:

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

The Inspector Window

You can format most elements of your document using the panes of the Inspector window, including text appearance, size and positioning of graphics, and much more.

Open multiple Inspector windows to make working with your document easier. For example, if you have a Graphic Inspector and a Text Inspector open, you have all the text and image formatting options at your fingertips as you work.

Hold the pointer over buttons and other controls in the Inspector panes to see a description of what the controls do.

Here are ways to open an Inspector window:

m Click Inspector in the toolbar.

m Choose View > Show Inspector.

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

Chapter 1 Pages Tools and Techniques 23

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

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

window button.

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

The Media Browser

The Media Browser provides access to all the media files in your iPhoto library, your iTunes library, and your Movies folder. You can drag an item from the Media Browser to a page or to an image well in an inspector.

Click a button to view the files in your iTunes library, your iPhoto library, your Aperture library, or your Movies folder.

Drag a file to your document.

Search for a file.

Here are ways to open the Media Browser:

m Click Media in the toolbar.

m Choose View > Show Media Browser.

24 Chapter 1 Pages Tools and Techniques

The Font Panel

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

To open the Font panel:

m Click Fonts in the toolbar.

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

The Colors Window

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

Here are ways to open the Colors window:

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

m Click Colors in the toolbar.

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

Rulers and Alignment Guides

As you move objects around in a document, alignment guides automatically appear to help you position objects on the page. See “Aligning Objects” on page 138 for details about using the alignment guides.

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

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

Blue icons on the top ruler indicate text indents and tab settings. Drag them to reset the position of text.

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

Chapter 1 Pages Tools and Techniques 25

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

The Styles Drawer

As you create a document, you may want to use a certain text style for every chapter title, heading, bulleted list, and body text paragraph. Each template comes with a set of preset styles that you can choose from. “About Styles” on page 119 provides more details about styles.

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

Select a paragraph style to apply it to selected paragraphs or the paragraph that contains the insertion point.

Select a character style to apply it to selected text or the word that contains the insertion point.

Select a list style to apply it to selected paragraph text or the paragraph that contains the insertion point.

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

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

Here are ways to open the Styles drawer:

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

m Click the Styles Drawer button in the Format Bar.

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

26 Chapter 1 Pages Tools and Techniques

Scroll Bars, Scroll Arrows, and Thumbnails

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

Click a thumbnail to

display a particular page.

Click the Page button

to toggle to the Go to

Page button.

Drag the vertical scroller to quickly scroll up and down.

Click the scroll arrows to move forward or backward in small increments.

Click the Previous Page or Next

Page arrows to move forward or

back a page at a time.

Drag the horizontal scroller to scroll left and right.

Here are ways to navigate through a document:

m To move forward or backward in small increments, click the scroll arrows.

m To scroll quickly, drag the vertical scroller up or down, or drag the horizontal scroller

from left to right.

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

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

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

Page Thumbnails. Then click in the thumbnail view to go to a particular page. You can also navigate to a page in a document by clicking the Page button in the lower left of the document window, typing the specific page number in the Go to Page field, and then pressing Return.

Chapter 1 Pages Tools and Techniques 27

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

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

See “Managing Sections with the Thumbnail View” on page 54 for more information about using thumbnails.

If your keyboard has them, you can also use the Page Up, Page Down, Home, End, and arrow keys to move around.

The Warnings Window

When you import a document into a Pages document, some elements might not transfer as expected. The Warnings window lists any problems encountered. You might get warnings in other situations, such as saving a document in an earlier version of the application.

If problems are encountered, you’ll see a message enabling you to review the warnings. If you choose not to review them, you can see the Document Warnings window at any time by choosing View > Show Document Warnings.

If you see a warning about a missing font, you can select the warning and click Replace Font to choose a replacement font.

You can copy one or more warnings by selecting them in the Document Warnings window and choosing Edit > Copy. You can then paste the copied text into an email message, text file, or some other document.

Research and Reference Tools

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

Here are ways to access research and reference tools:

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

choose Edit > Writing Tools > Search in Spotlight.

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

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

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

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

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

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

28 Chapter 1 Pages Tools and Techniques

Keyboard Shortcuts and Shortcut Menus

You can use the keyboard to perform many of the Pages menu commands and tasks. To see a comprehensive list of keyboard shortcuts, open Pages and choose Help > Keyboard Shortcuts.

Many commands are available in shortcut menus that you can access directly from the object you are working with. Shortcut menus are especially useful for working with tables and charts.

To open a shortcut menu:

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

Chapter 1 Pages Tools and Techniques 29

2 Working with a Pages Document

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

Working with Word Processing and Page Layout Templates

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

letters and reports.

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

such as invitations and flyers.

Word Processing Templates

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

Here are the distinguishing features of a Word Processing template:

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

Contents” on page 58 for more information.

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

information.

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

information.

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

page 25 for more information.

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

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