Apple PAGES 2 User Manual

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Pages 2

User’s Guide

K Apple Computer, Inc.

© 2006 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, ColorSync, iMovie, iPhoto, iTunes, Mac, Mac OS, Quartz, and QuickTime are trademarks of Apple Computer, Inc., registered in the U.S. and other countries.

Finder, 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.

019-0531 01/2006

Contents

7Preface: Welcome to Pages

7Pages Features at a Glance

15 What’s New in Pages

18 How to Use Menus

18 Resources for Learning More

20 Chapter 1: Overview of Pages

20 Using Pages Templates

22 Changing the Document’s Onscreen Appearance

27The Styles Drawer

28The Font Panel

29The Colors Window

29The Inspector Window

30The Toolbar

31Moving Around Within a Document

33Shortcuts

34Chapter 2: Creating a Document Using the Pages Templates

34Step 1: Think About Your Document’s Design Requirements

36 Step 2: Create a New Document

38 Step 3: Add Text

42 Step 4: Add Graphics and Other Media

46 Step 5: Edit Your Document

56 Step 6: Save and Share Your Document

59 Chapter 3: Formatting a Document’s Layout and Table of Contents 61 Setting Page Orientation and Size

3

61Setting Page Margins

62Creating Columns

64 Varying Column and Page Layouts

66Creating a Document With Leftand Right-Facing Pages

67Adding Headers, Footers, Page Numbers, Footnotes, and Endnotes

72 Varying Document Formatting Using Section Breaks

75Adding a Repeated Background Image

76Using a Table of Contents

79 Chapter 4: Formatting Text and Paragraphs

79 Formatting Text Size and Appearance

87Using Automatic Text Substitution

88Setting Text Alignment, Spacing, and Color

92 Setting Tab Stops to Align Text

96 Creating Bulleted or Numbered Lists and Outlines

99 Creating Callouts, Sidebars, and Highlighted Text

105 Chapter 5: Working With Styles

107Applying Styles

108Importing Styles From Another Pages Document

109Understanding Style Overrides

110Finding and Replacing Styles

111Modifying and Creating New Paragraph Styles

114 Modifying and Creating New Character Styles

117 Modifying and Creating New List Styles

123 Chapter 6: Working With Graphics and Other Media

123 Working With Graphics

125 Adding Fixed and Inline Objects

127Using PDF Files as Graphics

128Cropping (Masking) Images

131 Using the Media Browser

133 Resizing, Moving, and Layering Text or Graphics Objects

4Contents

136 Wrapping Text Around an Object

139 Including Sound and Movies

141 Adding Hyperlinks and Bookmarks

145 Chapter 7: Changing Object Properties

145 Using Color and Image Fills

150 Adjusting Images

152Changing Line Style

153Adding Shadows

154Adjusting Opacity

155Changing the Orientation

156Adjusting Size and Position of Objects

158 Drawing and Editing Shapes

164Chapter 8: Creating Tables

165Adding a Table

167 Using Table Cells and Borders

170 Formatting Tables

177Adding Images or Background Colors

178Formatting Numbers

180 Sorting Cells

182Autofilling

183Using Formulas

198 Chapter 9: Creating Charts

198 About Charts

201 Adding a Chart

204 Editing Chart Data

206 Formatting Charts

217 Using 3D Charts

219 Chapter 10: Personalizing Documents With Address Book Data

219 Understanding Address Book Fields

Contents

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220 Using Address Book Fields

222 Defining Your Own Address Book Fields

224 Chapter 11: Printing and Exporting Your Document to Other Formats 224 Printing Your Document

231 Exporting to Other Document Formats

234Chapter 12: Designing Your Own Document Templates

235Step 1: Setting Up the Document

237 Step 2: Defining Styles

240 Step 3: Creating Placeholder Text and Graphics

243Step 4: Saving a Custom Template

244Index

6Contents

Welcome to Pages

Preface

Pages is a streamlined, yet powerful wordprocessing application you use to easily create great-looking documents, from a letter, flyer, or poster 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. 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 and hyperlinks.

And when you’re ready to share your Pages document, it can be exported to several different file types, including HTML, PDF, and Microsoft Word.

Pages Features at a Glance

Use Pages templates, styles, and layout capabilities to create compelling documents and enjoy doing it.

7

Media-Rich Templates

Using the templates that come with Pages, it’s easy to create professional-looking documents. You can even create your own templates to suit your specific needs.

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

Each template includes building blocks (known as sections) that help you build a full document. Choose from a selection of layouts, professionally designed for maximum visual impact. All the template components—text, images, tables, charts, and more— are coordinated to ensure that your documents reflect a precise and professional image.

Pages comes with a large assortment of templates: newsletters, journals, flyers and posters, invitations, stationery, resumes, business and creative templates, and templates to use for education and marketing documents.

You can also use the designs and elements in these templates to enhance your documents by copying and pasting bullets, chart styles, and background images. Or you can create your own templates and share them with your colleagues.

Preface Welcome to Pages

9

 

 

Styles Done Right

Just type into the templates and predefined, coordinated styles are automatically used to format paragraphs, characters, and numbered or bulleted lists. You can also select different styles, or create your own.

Use the Styles menu to apply consistent text formatting in your document.

Bring in photos from iPhoto using the Media Browser.

10

Preface Welcome to Pages

 

 

Powerful Word Processing

Pages provides multiple-column layouts that flow from page to page as you type. It’s simple to set up a table of contents, footnotes, headers, footers, page numbers, and more for professional and academic reports.

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

Style the TOC the

 

 

 

 

Create bulleted and

 

way you want to.

 

numbered lists.

Other word-processing features that save time include spelling corrections as you type, navigation using page thumbnails, importing and copying from Microsoft Word and AppleWorks, and finding all occurrences of a word or phrase in a document.

Preface Welcome to Pages

11

 

 

Easy-to-Use Media Tools

Find items you’ve stored in your iPhoto or iTunes Library, or in your Movies folder, and drag them right to a document.

Choose iPhoto, iTunes, or

Movies.

Select the album where your picture is located.

Drag a thumbnail to the document window.

Search for a file by name.

When you add images, you can adjust brightness, contrast, exposure, saturation, hue, sharpness, and more right within Pages.

12

Preface Welcome to Pages

 

 

Custom Shapes and Masks

Crop images by using masks of different shapes. Choose from the many predrawn shapes included with Pages, or create your own custom shape to use as a mask. Masking lets you reveal only the part of an image you want to show in a document, without altering the original file.

Create a custom mask to frame part of a photo.

Position the mask over the image, and then optionally edit the mask. Here, it’s rotated and resized.

The original image is framed by the mask.

Preface Welcome to Pages

13

 

 

Realistic 3D Charts

Show off two-dimensional data in 3D-rendered bar, line, area, and pie charts. Choose realistic wood-grain, metal, and other life-like textures. Apply different lighting styles to create interesting shadows.

Tables With Calculations and Row Sorting

Automate calculations in any cell in a table using arithmetic formulas and values from other cells.

This table, used in the Invoice template, uses formulas to automatically update cost when quantity or unit price changes.

Sort cells in ascending or descending, numerical or alphabetical, order. Format numbers using currency formatting and dates with international standards.

14

Preface Welcome to Pages

 

 

Documents Personalized With Address Book Data

Many Pages templates contain Address Book fields, which provide an automatic way to insert names, phone numbers, addresses—any data you’ve defined for contacts in Address Book—into a document. This capability lets you create a document, such as a letter or a contract, and reuse it for different individuals.

Your My Card data from

 

Drag an Address Book

 

Address Book is inserted

 

contact to the field to

automatically.

 

personalize it.

What’s New in Pages

With the enhancements to Pages in iWork ‘06, you can:

ÂCreate documents using over 20 new templates.

Some of the templates take advantage of new features, such as masking with shapes and inserting your Address Book contact information as soon as you create a letter.

There are templates that help you create posters, flyers, an education scrapbook, storyboards, and newsletters. New business templates feature technical reports, proposals, meeting notes, brochures, even an expense report and invoice that automatically calculate costs.

Preface Welcome to Pages

15

 

 

ÂPersonalize documents using Address Book data.

You can quickly insert names, phone numbers, addresses—any data defined for contacts in Address Book—into a document. This feature, often referred to as mail merge, offers an easy way to reuse documents, such as letters and contracts, for multiple individuals.

ÂUse tables to calculate and sort values, and display formatted numbers in cells.

You can add a formula to a table cell to derive and display a value based on numbers in other cells.

Row and column address tabs guide you as you create and edit formulas. Create formulas using a single click, or use the powerful Formula Editor to customize your formulas.

You can sort some or all of the rows in a table, in ascending or descending order, numerically or alphabetically.

Number formats let you tailor the way numbers are displayed in table cells. For example, you can apply a number format to cells that hold monetary values so that numbers are displayed with a currency symbol (such as $, £, or ¥) in front of them.

ÂCustomize shapes and images to maximize their impact.

Use shapes to mask images (displaying them in polygons, circles, and more) or to create other interesting effects in a document.

Pages comes with many predrawn shapes, but you can use the shape editing tools to create your own custom shapes. These tools also make it easy to experiment with varying the contours and segments of any shape.

You can improve the quality of an image or create interesting effects by adjusting brightness, contrast, sharpness, and more.

ÂDisplay data in 3D charts and scatter charts.

Almost all charts can be rendered as 3D charts. Now you can display your data in 3D bar charts, 3D pie charts, and more, using 3D controls that give you precise control over angles and lighting effects.

Scatter charts can be used to show scientific and research data.

16

Preface Welcome to Pages

 

 

ÂAssociate comments with text, images, and other objects in your document.

Comments are an electronic way to “write in the margin” of a document. Comments let you make annotations that relate to particular parts of a document without actually changing the body of the document. They’re useful for making notes to yourself, asking questions of reviewers, conveying editorial suggestions, and so on.

ÂNavigate through and manage parts of a document using page thumbnails.

You can view miniature versions (thumbnails) of all the pages in a document, displayed along the side of the document. The thumbnail view offers a quick way to go to a specific page and to work with sections in the document. (A section is a group of one or more pages that have the same layout, numbering, and other document attributes. A chapter is an example of a section.)

ÂUse automatic text correction.

Automatic text correction lets you fix typos as you work, or automatically replace text you type with other text.

You can have Pages automatically change quotes into smart quotes, correct common spelling mistakes (replace “teh” with “the”), change (c) to ©, and so on. You can also make sure that sentences start with a capital letter, and that email and web addresses you type automatically become hyperlinks for Mail or Safari.

ÂList all occurrences of a word or phrase in a document at once.

You can generate a list of all occurrences of a specific word or phrase in your document. If you select an occurrence in the list, the page containing the matching text is displayed in the main viewing area. To edit the text, just press Return.

ÂAdd endnotes to a document.

Instead of using footnotes, which are printed at the bottom of a page, you can use endnotes. Place endnotes at the end of your document, or at the end of each section in your document.

Preface Welcome to Pages

17

 

 

How to Use Menus

To complete 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, and so on, as shown below.

Resources for Learning More

To get the most from Pages, consult these resources:

User’s Guide

The chapters in this full-color PDF document describe the features of Pages and provide easy-to-follow instructions for using Pages.

Chapter 1 of the guide describes the tools available in Pages, and Chapter 2 shows you a step-by-step workflow for creating a document. Remaining chapters provide detailed instructions for formatting text, working with styles, creating tables, and so on.

18

Preface Welcome to Pages

 

 

Onscreen Help

To access help from within Pages, 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 specific 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 30.

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.

Web Resources

You can access additional information about Pages on the web.

To access web-based information about Pages: 1 Choose Help > Pages Help.

2Click a link in the “On the Web” section at the bottom of the main help access page to view hot tips, product news, technical articles, and more.

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/pages/ on the web.

Preface Welcome to Pages

19

 

 

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 preformatting, 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 Your Document” on page 37.

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 3: Add Text” on page 38, and “Step 6: Save and Share Your Document” on page 56.

Using Pages Templates

When you first open the Pages application, the Template Chooser presents a variety of document types from which to choose. Select the template you want to use, and then click Choose.

A new template contains placeholder text, placeholder images, and other items, which represent elements of the finished document.

20

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

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

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

Image 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.

Placeholder Text

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.

Image Placeholders

Similar to placeholder text, image placeholders indicate the size and placement of graphics in a template. Drag your own image to a placeholder to replace it.

Chapter 1 Overview of Pages

21

 

 

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.

Master Objects

Some graphics, such as watermarks or logos, appear on every page. 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 75.

The Blank Document Template

If you want to create a document but not use a template that’s designed for a specific purpose, you can create a blank document by using the Blank template. Select Blank in the Template Chooser, click Choose, and just begin typing.

Changing the Document’s Onscreen Appearance

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 your document.

Zoom Levels

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.

22

Chapter 1 Overview of Pages

 

 

You can set the zoom level used when you open a document by choosing Pages > Preferences, clicking General, and choosing a zoom level from the Default Zoom popup menu.

Document Page Views

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

1 Click the Page View control in the bottom-left corner of the window.

2Choose one of the page view options:

ÂOne Up presents the pages above and below each other.

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

ÂFit 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.

ÂFit 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, 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. See “Rulers and Alignment Guides” on page 26.

To see layout view:

mClick View in the toolbar and choose Show Layout (or choose View > Show Layout).

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

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.

Chapter 1 Overview of Pages

23

 

 

Apple PAGES 2 User Manual

Two text columns

Layout break

Three text columns

Footers

An inline image

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 “Varying Column and Page Layouts” on page 64 for details.

The example above shows 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. There’s a second kind of image—a fixed image. A fixed image stays where you place it on a page. Text flows around a fixed image as you type. To learn how to place images so that they’re inline or fixed, see “Adding Images, Movies, and Sound Files Elsewhere in Your Document” on page 42.

24

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 that you can check the formatting of your document. In Pages, these formatting marks are called invisibles.

To see invisibles:

mClick View in the toolbar and choose Show Invisibles (or choose 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 (page 64)

Layout break (page 65)

Section break (page 72)

Anchor point (for inline objects with text wrapping)

Chapter 1 Overview of Pages

25

 

 

To change the color of invisibles so that they stand out:

mChoose Pages > Preferences, click General, click the Invisibles color box, and then select a color.

Rulers and Alignment Guides

As you move fixed graphics and other objects around in a document, alignment guides automatically appear to help you position the object on the page. You can also use the document rulers or create static alignment guides that remain on the page to mark the positions of different objects. To learn how to customize the behavior of alignment guides, see “Alignment Guides” on page 45.

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.

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 92, “Setting Page Margins” on page 61, and “Creating Columns” on page 62. 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.

26

Chapter 1 Overview of Pages

 

 

To make rulers visible without other layout elements:

mClick View in the toolbar and choose Show Rulers (or choose View > Show Rulers or press Command-R).

To change the ruler values:

mChoose Pages > Preferences, click General, and choose a unit of measure from the Ruler Units pop-up menu.

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 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 easily.

Chapter 1 Overview of Pages

27

 

 

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

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

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

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.

To open the Styles drawer:

mClick View in the toolbar and choose Show Styles Drawer (or choose View > Show Styles Drawer).

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 Click Fonts in the toolbar (or choose Format > Font > Show Fonts).

28

Chapter 1 Overview of Pages

 

 

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 4,“Formatting Text and Paragraphs.”

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:

mClick Colors in the toolbar (or choose View > Show Colors).

For more information about using the Colors window to set the color of lines, text, and shapes, see “Using Color and Image Fills” on page 145.

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.

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

To open an Inspector window:

mClick Inspector in the toolbar (or 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 Overview of Pages

29

 

 

Click one of the buttons at the top to display its Inspector. Hover the pointer over a button to display its name. 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:

mPress the Option key while clicking an Inspector button (or choose View > New Inspector).

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.

Show thumbnails, comments,

 

 

 

the Styles drawer, rulers,

 

Add text boxes, shapes,

invisibles, and more.

 

tables, and charts.

 

 

Add pre-formatted pages

 

 

Add a comment for

 

to your document.

 

 

selected text or object.

 

 

 

 

 

 

 

 

Apply styles to text and lists.

Create column layouts on the fly.

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

To customize the toolbar:

1 Choose View > Customize Toolbar.

2Perform one or more of the following actions:

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

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

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Chapter 1 Overview of Pages

 

 

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