Address Book fields let you personalize documents with Address Book data. 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.
The Page View control lets you zoom in or out so you can see your document larger or smaller on the screen.

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

Address Book Fields

Address Book fields let you easily insert names, phone numbers, addressesany data youve defined for contacts in Address Bookinto 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, its 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 thats 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 Documents 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: Choose View > Zoom > [zoom level]. Click the Page View control in the bottom-left corner of the window, and choose a magnification level from the pop-up menu.
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. 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. Fit Page causes a single document page to fill the window.

Moving Around Within a Document
You can use the scroll bars, Previous Page and Next Page buttons, and page thumbnails to move around a document.
Click a thumbnail to display a particular page.
Drag the vertical scroller to quickly scroll up and down.
Click the scroll arrows to move forward or back 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.
To navigate through a document: m To move forward or back in small increments, click the scroll arrows. m To scroll quickly, drag the vertical scroller up or down, or the horizontal scroller from left to right. m To move forward or back one page at a time, click the Previous Page and Next Page arrows at the bottom of the document window. m Click View in the toolbar and choose Show Page Thumbnails (or choose View > Show Page Thumbnails). Then click in the thumbnail view to go to a particular page. See Using Thumbnails on page 48 for more information about what you can do with thumbnails.

Shortcuts

You can use the keyboard to perform many of the Pages menu commands and tasks. A comprehensive list of keyboard shortcuts is available in onscreen help. To see the list of keyboard shortcuts: m In Pages, choose Help > Keyboard Shortcuts. Many commands are also available in shortcut menus that you can access directly from the object you are working with. To open a shortcut menu: m Press the Control key while you click an object. Shortcut menus are especially useful for working with tables and charts.
Creating a Document Using the Pages Templates
This chapter provides a step-by-step workflow for creating a document, and tells you where to find detailed instructions for formatting text, working with styles, creating tables, and so on in subsequent chapters.
Before you begin creating a new Pages document, spend a little time thinking about its design requirements.
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. For more information, see Importing Files Into Your Pages Document on page 41. You can also export Pages documents to Microsoft Word, PDF, Rich Text Format (RTF), and simple HTML, and you can save documents so they can be opened using Pages in iWork 05. For more information, see Exporting to Other Document Formats on page 231.

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. How will images be used in your document? Can you use tables to clearly present information? See Chapter 8, Creating Tables. Can you use charts to effectively display data? See Chapter 9, Creating Charts. What will be the final format for your document (printed page, HTML, and so on)? See Exporting to Other Document Formats on page 231. Will you make use of sound or movies in your document? See Including Sound and Movies on page 139. Learn about other uses of graphics in Chapter 6, Working With Graphics and Other Media.
Step 2: Create a New Document
To start a new Pages document, double-click the Pages icon in the Finder.

Choosing a Template

By using a template, 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. In the Template Chooser, select a template category in the left column to display related templates, and then select the template that best matches the document you want to create. If you want to begin in a document without any text or image placeholders, select Blank.
When you have selected a template, a new document opens on your screen. If you dont see the Template Chooser when you first open Pages, you can make it appear by setting a preference in Pages preferences. Alternatively, you can 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 always appear when you open Pages: m Choose Pages > Preferences, click General, and then select For New Documents: Show Template Chooser dialog. To always open the same kind of document when you open Pages: m Choose Pages > Preferences, click General, and select For New Documents: Use template: [template name], and then click Choose. Select a template name, and then click Choose.

Expanding Your Document

Each page of a Pages template has a unique design. You can choose to use the page designs that are previewed when the document first opens. Or, if the page designs dont meet your needs, you can choose from additional designs that fit the template.

To see a print preview: m Choose File > Print, and then click the Preview button in the Print dialog. To print your document: 1 Choose File > Print. 2 Enter the number of copies you want, if you want multiple copies of the document; or select From and enter a page range to print only part of the document. 3 Click Print. If you print frequently, you can add the Print button to the Pages toolbar. To learn about customizing the toolbar, see The Toolbar on page 30. For more information about printing, see Printing Your Document on page 224.
Formatting a Documents Layout and Table of Contents
This chapter describes how to set up the overall document layout, including margins, column layouts, and section breaks, and how to generate a table of contents, footnotes, and endnotes.
Before adding content to your document, its a good idea to set up the document layoutincluding the page orientation and size, page margins, background graphics (watermarks), and any odd/even-numbered page differences. You make most of these settings in the Document Inspector and the Layout Inspector. To open the Document Inspector: m Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Document Inspector button.
The Document Inspector button Use the TOC pane to set up a table of contents for the document. (See page 76.) Use the Info pane to see document statistics, such as word count, date, and keywords. Use the Page Setup dialog to specify paper size and orientation. Set up margins for the left, right, top, and bottom edges of the page. You can set them separately for documents with left- and right-facing pages. Select the kind of note to create. Choose a footnote or endnote style. Adjust the space between notes. Use any available font ligatures throughout the document. Use automatic hyphenation throughout the document.
Formatting set in the Document Inspector applies to the entire document. However, you can control formatting options for document sections (for example, chapters) using the Layout Inspector. For example, you can create a different first page, left page, and right page layout for each section, or use different text column layouts in different parts of the document. To learn more about creating sections in your document, see Varying Document Formatting Using Section Breaks on page 72. To read about creating columns, see Creating Columns on page 62.
Chapter 3 Formatting a Documents Layout and Table of Contents
Setting Page Orientation and Size
By default, most Pages templates are created for standard paper sizes, with the text printed in portrait (vertical) orientation. If your document will require a different paper size or you want to print it in landscape (horizontal) orientation, you should set the paper size and orientation at the start. This way, as you work in your document, you will have a clearer idea of what its going to look like. If you start with a Blank document, it is in portrait orientation by default. Setting the Paper Size and Orientation on page 224 provides instructions for changing the page orientation and setting up paper size.

To change the number of columns: 1 Place the insertion point after the word where you want to end the current number of columns and change to a new layout. 2 Choose Insert > Layout Break. A layout break is inserted and the insertion point is moved to the top of the next layout. When you show invisibles in your document, a layout break symbol appears like this:
3 Set the number of columns you want, and format them, in the Layout pane of the Layout Inspector. To change the layout margins of columns: 1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Layout Inspector button. 2 Click Layout in the Layout Inspector. 3 To change the outside margins of the column layout, enter values in the Left and Right fields under Layout Margins. 4 To create space above and below the current column layout, enter values in the Before and After fields under Layout Margins. Note: The new margins cannot extend outside the page margins set for the document. To move a layout to the top of a page: m Select the checkbox labeled Layout starts on new page in the Layout pane of the Layout Inspector.
Creating a Document With Left- and Right-Facing Pages
If you intend to print a document double-sided and bind it, it will have left- and right-facing pages. In this case you may want to vary the margins and layout on left and right pages. For example, you may want the margins that go into the binding to be wider than the outside margins (as in this book, for example), or you may want to place page numbers on the outer corners of each page. To do this, you need to tell Pages that this document has facing pages. To create different margins for left- and right-facing pages: 1 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Document Inspector button. 2 Click Document. 3 Select the checkbox labeled Facing Pages.
Select to set the margins for left- and right-facing pages independently. Type a value for the margin on the outside edges of the pages. Type a value for the margin that will go into the binding.
To learn about other document formatting options that are available by using facing pages, see Varying Document Formatting Using Section Breaks on page 72. 4 Set inside and outside margins. To view facing pages: m Click View in the toolbar and choose Show Page Thumbnails (or choose View > Show Page Thumbnails) to view facing pages in the thumbnail view. See Using Thumbnails on page 48 for information about using thumbnails. m Click the Page View control in the bottom-left corner of the window, and choose Two Up from the pop-up menu to view facing pages side by side in the main document window.

You can add special marks in a document that link to notes at the bottom of a page (footnotes) or at the end of a document or section (endnotes). You cant mix footnotes and endnotes in a document, but you can convert notes from one type to the other.
You can use one of the predefined autonumbering styles for the mark that refers to the note. Predefined numbering styles are Arabic numbers (1, 2, 3), Roman numerals (i, ii, iii), and symbols (*, , ). Numbering can be continuous through the document, or restarted for each document section or page. Instead of or in addition to using autonumbering, you can use custom marks, which you define yourself. Theres no autonumbering for custom marks; if you use custom marks, you need to specify the mark you want to use every time you create a footnote or endnote. To add a footnote: 1 Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Document Inspector button. Then click Document. 2 Choose Use Footnotes from the Footnotes & Endnotes pop-up menu. 3 Choose a numbering format. 4 Place the insertion point where you want the footnote mark to appear. 5 Choose Insert > Footnote. A footnote mark appears and the insertion point moves to the corresponding footnote field at the bottom of the page. 6 Type the footnote information. In addition to text, you can use inline shapes, graphics, and other objects; see Adding Fixed and Inline Objects on page 125 for instructions. To add an endnote at the end of a document: 1 Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Document Inspector button. Then click Document. 2 Choose Use Document Endnotes from the Footnotes & Endnotes pop-up menu. 3 Choose a numbering format. 4 Place the insertion point where you want the endnote mark to appear. 5 Choose Insert > Endnote. An endnote mark appears and the insertion point moves to the corresponding endnote field, at the end of the document following a section break. If you dont want the endnotes on a new page, delete the section break. 6 Type the endnote information. In addition to text, you can use inline shapes, graphics, and other objects; see Adding Fixed and Inline Objects on page 125 for instructions.
To add an endnote at the end of a section: 1 Open the Document Inspector. Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Document Inspector button. Then click Document. 2 Choose Use Section Endnotes from the Footnotes & Endnotes pop-up menu. 3 Choose a numbering format. 4 Place the insertion point where you want the endnote mark to appear. 5 Choose Insert > Section Endnote. An endnote mark appears and the insertion point moves to the corresponding endnote field, at the end of the section in which the mark appears. A line separates the endnotes from other information in the section. 6 Type the endnote information. In addition to text, you can use inline shapes, graphics, and other objects; see Adding Fixed and Inline Objects on page 125 for instructions. To delete a footnote or endnote: m Delete the mark within your document that refers to the note. To use a predefined number or symbol format: m In the Document pane of the Document Inspector, choose a numbering style from the Format pop-up menu. The numbering style you choose will be the same throughout the document. To insert a custom mark: 1 Place the insertion point at the location in the document where you want a footnote or endnote custom mark to appear. 2 Click the Insert menu, then press the Option key. Choose Custom Endnote, Custom Section Endnote, or Custom Footnote. What appears in the menu depends on the setting in the Footnotes & Endnotes pop-up menu. 3 In the dialog that appears, type or select a custom mark, and then click OK. 4 The mark appears and the insertion point moves to the appropriate location in the document for you to type the note. To change the numbering format from predefined to custom: 1 Control-click an endnote or footnote mark. 2 Choose Use Custom Mark from the shortcut menu.

After you create a section break, changes made to the master objects (see Using Master Objects on page 74), headers, footers, or page numbering will apply only to the section in which you make the changes. To remove a section break: m Click at the beginning of the line that follows the break and press the Delete key.

Managing Sections

The thumbnail view makes it easy to move sections, duplicate them, copy (or cut) and paste them, even capture them so they can be inserted using the Pages button in the toolbar. See Using Thumbnails on page 48 for instructions.
Defining Section Formatting and Layout Attributes
When you insert a section break, the new document section automatically inherits all of the formatting and layout attributes of the previous section. To change these attributes, use the Layout Inspector to set up new page numbering, headers and footers, margins, and columns. To make headers and footers different in one section of a document: 1 Place the insertion point in the document section you want to change. 2 Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Layout Inspector button. 3 Click Section. 4 Deselect the checkbox labeled Use previous headers and footers. 5 Type the new header or footer in the header or footer area of your document. To restart page numbering in a document section: m Select the Start at checkbox in the Section pane of the Layout Inspector, and then enter the number of the first page of the section.
Make page numbering continuous with the previous section or enter a number to start renumbering pages. Make headers and footers different on the first page or alternate pages, or continue from the previous section. Make the new section begin on a left- or right-facing page.
To set up different first pages, or left- and right-facing pages, for a document section: 1 To make the headers and footers on the first page unique, select the checkbox labeled First page is different in the Section pane of the Layout Inspector, and then change headers and footers. 2 To put different headers and footers on alternate pages, do the following: a Select the checkbox labeled Left and right pages are different in the Section pane of the Layout Inspector. b If you want the first page of the section to always start on the left- or right-facing page, choose Left Page or Right Page from the Section starts on pop-up menu. Otherwise, choose Any Page. To modify text columns or adjust margins in a document section: m See Varying Column and Page Layouts on page 64 for instructions.

Setting Tab Stops to Align Text
If you want to add, delete, or change tab stops in the document body, or inside a fixed text box, table cell, or shape, you can do this by using the Tabs pane of the Text Inspector, or by manipulating the tab icons directly on the rulers. It may be quicker to format a few tab stops by using the rulers, but if you want to create many precisely placed tabs, the Text Inspector makes it easy. Both of these methods are described below. Note: Dont use these instructions to set tab stops in an ordered list (outline). To learn how you can modify the indentation levels for lists, see Creating Bulleted or Numbered Lists and Outlines on page 96.
Setting Tab Stops Using the Rulers
Some text styles have default tabs already set. You can see the tab icons on the horizontal ruler when you click View in the toolbar and choose Show Rulers (or choose View > Show Rulers) and select some text on a page.
Left tab Center tab Right tab Decimal tab Blue tab icons appear on the horizontal ruler when you select tabbed text on a page.
You can place tab stops where you want them in the document body or in text boxes. To set a new tab stop: m Click the horizontal ruler where you want to set the tab stop. To change the tabs: 1 Select the text you want to adjust. 2 On the horizontal ruler, drag the blue tab icons to change the location of the tab stops. To change a tab to a different type: m Control-click the tab icon and choose an option from the shortcut menu. Or doubleclick the tab icon in the ruler repeatedly until the type of tab you want appears.
Choose from among these tab types.
Here is a description of what each tab type does: Left Tab: Aligns the left side of text with the tab stop Center Tab: Places the center of text at the tab stop Right Tab: Aligns the right side of text with the tab stop Decimal Tab: For numbers, aligns the decimal point with the tab stop (You can set a different text character to serve as the decimal tab character; see Setting Tab Stops Using the Text Inspector below.) To delete a tab from the ruler: m Drag it off the ruler.
Setting Tab Stops Using the Text Inspector
Every document has built-in tab stops, usually spaced half an inch apart across the page. In the Tabs pane of the Text Inspector, you can change the default tab spacing or the decimal tab character for the entire document. You can also set additional tab stops in any paragraph, or add a leader line, so that when you press the Tab key, a dashed or dotted line extends across the tabbed distance. This is useful, for example, for inserting dashed lines between a chapter title and its page number in a table of contents. To open the Tabs pane of the Text Inspector: 1 Choose View > Show Inspector (or click Inspector in the toolbar). 2 Click the Text Inspector button, and then click Tabs.
Set how far you want the first line of each paragraph to indent. If you want to indent a paragraph relative to the page margins, specify how far to indent it. Set the default distance between tabs. Type a new character to change the decimal tab character. For a tab stop selected in the Tab Stops column, select how you want the text to align. Choose a leader line for any tab stop selected in the Tab Stops column. Add or remove tab stops from the column.

Remove hyphenation for paragraph: Select the checkbox if you want to turn off automatic hyphenation for this paragraph style in a document that has automatic hyphenation turned on. (To turn it on for the document, use the Document Inspector. See page 59.) Remove ligatures: A ligature is a stylish flourish between letters or at the end or beginning of lines. Ligatures are used by some fonts to combine two or more text characters into one glyph. Select the checkbox if you dont want to use ligatures in a selected paragraph that has ligatures turned on. (To turn it on for the document, use the Document Inspector. See page 59. If any text is selected when you remove ligatures, it will be applied to the selected text as a style override, unless you complete step 7, below.) Baseline Shift: A negative number places the text lower than the surrounding text. A positive number places the text higher than the surrounding text. Enter a number in the field. (If any text is selected when you set the baseline shift, it will be applied to the selected text as a style override, unless you complete step 7, below.) Paragraph Fill: Select the checkbox and click the color well to make a color background appear behind the paragraph. For example, you can create a heading style that presents white text against a dark background. The color extends from the left paragraph margin to the right. 7 In the Styles drawer, click the arrow to the right of the paragraph style name, and choose one of the following: Redefine Style From Selection: Redefines the existing paragraph style for the whole document. If you choose this, your formatting changes will apply to all other instances of this style throughout the document. (But any character styles that have been applied will not be affected.) Create New Paragraph Style From Selection: This doesnt alter the existing style, but creates a new style based on the formatting choices youve made in the previous steps. If you select this, type a name for the new style, and then click OK.
To create a new paragraph style from scratch: 1 Select a paragraph of text. 2 Click Style in the toolbar and choose Show Styles Drawer (or choose View > Show Styles Drawer) to open the Styles drawer. In the Styles drawer, select Free Form at the top of the Paragraph Styles list. 3 Format the selected paragraph text so that it looks the way you want. (To learn about formatting text, see Chapter 4, Formatting Text and Paragraphs.) 4 Press and hold the Add (+) button at the bottom of the Styles drawer and choose Create New Paragraph Style From Selection.
Press and hold to create a style.
5 Type a name for the new style in the dialog that appears. 6 If you dont want to apply the new style to the selected text, deselect the checkbox labeled Apply this new style on creation. 7 Click OK. Styles you modify or create are available only in the document youre working in. However, they can be imported into other documents or templates. To learn how, see Importing Styles From Another Pages Document on page 108

4 Choose Format > Mask With Shape. 5 Drag the shape to center it over the part of the image you want to feature. Drag its selection handles to resize it. 6 Edit the mask as desired. You can resize, rotate, and move the mask. You can also edit the contour of the mask after double-clicking the edge of the shape. See Drawing and Editing Shapes on page 158 for instructions. 7 Double-click the image or press Return to make the unmasked area invisible. 8 The visible part of the image can also be converted to an inline image by selecting Moves with text in the Wrap Inspector (see Adding Fixed and Inline Objects on page 125 for more information). To change the portion of a masked image thats visible: 1 Double-click the masked image. 2 Click the dotted border of the resizable window to select it. 3 Drag the selection handles to resize or Command-drag to rotate the visible portion of the image, or drag the window to feature a different part of the image. To unmask an image: m Select the object, and then choose Format > Unmask. The full image becomes visible again. If you frequently mask images, you can add the Mask button to the toolbar to work more efficiently. To learn about customizing the toolbar, see The Toolbar on page 30.

Using the Media Browser

Images in your iPhoto library, music in your iTunes library, and movies in your Movies folder are easily accessible using the Media Browser. You can drag images, music, and movies directly from the Media Browser to your document or to an image well in one of the Inspectors. To add an image from iPhoto: 1 Click Media in the toolbar (or choose View > Show Media Browser). 2 Choose iPhoto from the Media Browser pop-up menu and select the album you want.
3 Drag an image thumbnail directly to the Pages document window to place the image inline with text or fixed on the page. See Adding Fixed and Inline Objects on page 125 for instructions. Drag a thumbnail to an image well in the Text Inspector or Graphic Inspector to use it as an image fill or a custom bullet image (see Using Color and Image Fills on page 145 and Modifying and Creating New List Styles on page 117 for more information).
Drag a thumbnail to the document window or to an image well in one of the Inspectors.
To add music from iTunes: 1 Choose iTunes from the Media Browser pop-up menu, and select the playlist you want. 2 Drag a sound file to the document window. See Adding Fixed and Inline Objects on page 125. To add a movie: 1 Choose Movies from the Media Browser pop-up menu. 2 Drag a movie thumbnail directly to the document window. See Adding Fixed and Inline Objects on page 125.
Note: To see your movies listed in the Movies pane of the Media Browser, you must place them in the Movies folder in the Finder.
Resizing, Moving, and Layering Text or Graphics Objects
You can work with text and graphics by moving them in front or in back of one another, and formatting or manipulating them in similar ways.

Select to place an object inline with text or fixed on the page. The Wrap Inspector button Select to make text wrap around the object using the buttons below. Set the transparency percentage at which text can be seen through the object. Set how much space to leave between the object and the surrounding text. Click to make the text wrap tightly or loosely around the object.
The settings in the Wrap Inspector affect fixed objects and inline objects differently. To adjust text wrapping around a fixed object: 1 Select the object. 2 Select the checkbox labeled Object causes wrap in the Wrap Inspector. 3 Click a button in the Wrap Inspector to select which side of the object you want the text to wrap around.
Text wraps around the object. Text wraps only around right or left side, depending on which side has more space. Text wraps above and below the object. Text wraps to right of object. Text wraps to left of object.
4 To make the text wrap more tightly around an object with an alpha channel, click the right Text Fit button. To make it wrap more loosely, click the left Text Fit button.
Text wraps around the rectangular bounds of an object.
Text wraps around an object with an alpha channel more tightly.
5 Enter a value in the Extra Space field to specify the minimum space you want to leave between the object and the surrounding text. 6 If the object has transparent areas (an alpha channel), set the alpha-channel percentage at which you want the text to appear through the transparency (for an illustration, see Working With Alpha-Channel Graphics on page 136). To adjust text wrapping around an inline object: 1 Select the object. 2 Select the checkbox labeled Object causes wrap in the Wrap Inspector. 3 Click a button in the Wrap Inspector to select how you want the object to be placed within the text.
Align object to the left, and wrap text around the right. Center object, and wrap text around both sides. Object is aligned left between lines of text.
Object is aligned right between lines of text. Object is centered between lines of text. Align object to the right, and wrap text around the left.
4 To make the text wrap more tightly around an object with an alpha channel, click the right Text Fit button. To make it wrap more loosely, click the left Text Fit button. 5 Enter a value in the Extra Space field to specify the minimum space you want to leave between the object and the surrounding text. 6 If the object has transparent areas (an alpha channel), set the alpha-channel percentage at which you want the text to appear through the transparency (for an illustration, see Working With Alpha-Channel Graphics on page 136).

Chapter 8 Creating Tables
To add a table inline with text: 1 Place the insertion point wherever you want the table to appear in the text flow. 2 Click Objects in the toolbar and choose Table (or choose Insert > Table). The Table Inspector opens. 3 To resize the table, drag the available selection handles. To place a fixed table: 1 Click anywhere outside the text areas of the document so that no insertion point is visible. 2 Click Objects in the toolbar and click Table (or choose Insert > Table). A table appears on the page. 3 Drag the table to wherever you want it to appear on the page. You can also draw a table yourself. To draw a table on the page: 1 Hold down the Option key as you click Objects in the toolbar and choose Table. 2 Release the Option key and move the pointer over the page until it becomes a crosshair. 3 Drag across the page to create a table any size you want. As you drag, the number of rows and columns increases or decreases with the size of the table. To size the table from the center, press the Option key while dragging. Note: A table occupies at least one full line of a document. You cannot wrap text around the sides of a table. To learn more about wrapping text around objects, see Wrapping Text Around an Object on page 136. To resize a table: Drag the available selection handles. If a table spans more than one page, use the Metrics Inspector to resize it. To read about resizing objects using the Metrics Inspector, see Adjusting Size and Position of Objects on page 156. If an inline table spans more than one column, you must resize the column to resize the table. To read about resizing objects using the Metrics Inspector, see Adjusting Size and Position of Objects on page 156. To read about working with columns, see Creating Columns on page 62.
Using Table Cells and Borders
You enter text in a table cell by selecting the cell and typing. You put graphics in tables by using a background fill in individual cells, the same way you fill an object with an image. (For information about adding graphics or setting background colors inside table cells, see Adding Images or Background Colors on page 177.) You can also apply formulas to table cells that contain numbers or Boolean values (TRUE or FALSE). You can apply changes to an entire table at once (by selecting it) or to individual cells within a table. To format text or graphics inside table cells or groups of cells, you select only the cells you want to work with. You can select table cells and borders using the following shortcuts, or by using the selection buttons in the Table Inspector. To read about the Table Inspector, see Formatting Tables on page 170. To learn about selecting cells when using formulas, see Using Formulas on page 183. To select the entire table, do one of the following: If a table cell isnt selected, click anywhere in the table. If a table cell is already selected, press Command-Return to select the entire table. Selection handles appear on the edges of the table.

Accept button Save changes. Make changes. Cancel button Discard changes.
Note: If the number format includes the % suffix, the decimal version of the number appears in the Formula Editor, as the example above shows. 4 To retain the new value, click the Accept button in the Formula Editor, press Return, or click outside the editor. To cancel your change, click the Cancel button in the Formula Editor or press Esc. To remove a number format from a cell: m Select the cell, and then deselect the Number Format checkbox in the Numbers pane of the Table Inspector. The number remains, but its formatting is removed.

Sorting Cells

You can sort some or all the rows in a column in ascending or descending order. Rows containing cells being sorted are reordered. Header cells arent sorted. To sort: 1 If you want to sort all the cells in a column, select the column, a cell in the column, or a column header. If you want to sort only some of the cells in a column, select those cells. Rows containing the selection will be reordered. 2 Open the Table Inspector. Click Inspector in the toolbar (or choose View > Show Inspector), and then click the Table Inspector button.
3 Click the Numbers button. 4 Use the Sort Column buttons to indicate whether you want to sort in ascending or descending order.
Sort selected column cells in ascending order. Rows containing the cells will be reordered.
Sort selected column cells in descending order. Rows containing the cells will be reordered.
The following table describes how different types of data are sorted in ascending or descending order.
Type of data Text Numbers Cells containing only text, mixed with cells containing only numbers Cells containing a mixture of text and numbers Empty cells Boolean (TRUE, FALSE) Ascending order aAzZ 2, 1, 0, 1, and so on 2, 1, 0, 1, and so on, then aAzZ Values starting with numbers first (1z, 1Z, a1, A1) At the bottom Above text Descending order ZzAa 1, 0, 1, 2, and so on ZzAa, then 1, 0, 1, 2, and so on Values starting with text first (A1, a1, 1A, 1z) At the bottom Below text

Autofilling

Opening a Document from Another Application
You can create a new Pages document by importing a document created in another application, such as Microsoft Office 2007 or AppleWorks. Pages can import the following file formats: plain text (.txt), Rich Text Format (.rtf and.rtfd), AppleWorks 6 word processing (.cwk), and Microsoft Word (.doc). As much as possible, Pages preserves the original documents text, colors, layout, and other formatting options. From Microsoft Word, you can import styles, tables, inline and floating objects, charts, footnotes and endnotes, bookmarks, hyperlinks, lists, sections, change tracking, and more. From AppleWorks, you can import word processing documents only.
34 Chapter 2Creating, Opening, and Saving a Document
Here are ways to import a document: mm Drag the document to the Pages application icon. A new Pages document opens, and the contents of the imported document appear. mm In Pages, choose File > Open, select the document, and then click Open. If you cant import a document, try opening the document in another application and saving it in a format Pages can read, or copy and paste the contents into an existing Pages document. You can also export Pages documents to Microsoft Word (.doc), PDF, Rich Text Format (.rtf and.rtfd), and plain text (.txt). See Exporting Pages Documents to Other File Formatson page253 for details.
Viewing and Editing Your Document in Full-Screen Mode
Using full-screen mode lets you view controls when you need them, for a simpler view of your Pages document. When viewing your Pages document in full-screen mode, you can make detailed and accurate changes as you write. To edit your document in full-screen mode: 1 Open a Pages document. 2 Choose View > Enter Full Screen, or click Full Screen in the toolbar. Your document appears in full-screen mode. Document information, such as word and page count, is displayed at the bottom of the screen. 3 Edit your document using the format bar controls and the menu items at the top of the screen. Display the format bar and menu items by moving your pointer to the top of the screen. You can format elements of your document using the panes of the Inspector window. To view the inspector, choose View > Show Inspector. Show document navigation scroll bars by moving your pointer to the right of the document, or show page thumbnails by moving your pointer to the left of the screen. 4 To change the appearance of full-screen mode, use the View and Background controls, which appear on the far right of the format bar. 5 To exit full-screen mode choose View > Exit Full Screen or press Escape. Your document opens in normal view, even if it was saved in full-screen editing mode.
Password-Protecting Your Document
When you want to restrict access to a Pages document, you can assign it a password. Passwords can consist of almost any combination of numerals and capital or lowercase letters and several of the special keyboard characters. Passwords with combinations of letters, numbers, and other characters are generally considered more secure. Here are ways to manage password protection in a Pages document: mm To add a password to your document, open the Document inspector, click Document, and select Require password to open at the bottom of the inspector. Type the password you want to use in the fields provided, and then click Set Password. A lock icon appears next to the document title to indicate that your document is password protected. If you want help to create an unusual or strong password, click the button with the key-shaped icon next to the Password field to open the Password Assistant and use it to help you create a password. Select a type of password in the pop-up menu, depending on which password characteristics are most important to you. A password appears in the Suggestion field; its strength ("stronger passwords are more difficult to break) is indicated by the length and green color of the Quality bar. If you like the suggested password, copy it and paste it into the Password field. If you dont like the suggested password, you can choose a different password from the Suggestion field pop-up menu, increase the password length by dragging the slider, or type your own. mm To remove a password from your document, open your password-protected document, and then deselect Require password to open in the Document inspectors Document pane. Enter the document password to disable password protection and click OK. The lock icon next to the document title is removed to indicate that your document is no longer password protected. mm To change your document password, open the password-protected document, and then click Change Password in the Document inspectors Document pane. Enter your password information in the fields provided and click Change Password. mm To open a password-protected Pages document, double-click the document icon, type the document password in the Password field, and then click OK. If you enter an incorrect password, click OK in the dialog that appears, type the correct document password, and then click OK.

Jumping Between a Mark and Its Related Footnote or Endnote
In a word processing document, you can jump to a note from its mark or to the mark from a note. Here are ways to jump between marks and notes: mm In the note, double-click the mark to jump to the location in the document where the mark appears. mm In the document body, double-click the mark to jump to its note.
Numbering Footnotes and Endnotes
In a word processing document, you can use one of the predefined autonumbering styles for the mark that refers to the note. Predefined numbering styles are Arabic numbers (1, 2, 3), Roman numerals (i, ii, iii), and symbols (*, , ). Numbering can be continuous through the document or restarted for each document section or page. For more information, see Restarting Footnote and Section Endnote Numberingon page56. Instead of or in addition to using autonumbering, you can use custom marks, which you define yourself. See Defining Marks for Numbering Footnotes and Endnoteson page55 and Changing Marks for Numbering Footnotes and Endnoteson page55 for more information. Theres no autonumbering for custom marks; if you use custom marks, you need to specify the mark you want to use every time you create a footnote or endnote.
Defining Marks for Numbering Footnotes and Endnotes
In a word processing document, you can use a predefined number or symbol format or define your own marks. Here are ways to define marks: mm To use a predefined number or symbol format, in the Document pane of the Document inspector, choose a numbering style from the Format pop-up menu. The numbering style you choose will be the same throughout the document. mm To insert a custom mark, place the insertion point at the location in the document where you want the mark to appear.
Click the Insert menu, and then press the Option key. Choose Custom Endnote, Custom Section Endnote, or Custom Footnote. What appears in the menu depends on the setting in the Footnotes & Endnotes pop-up menu. In the dialog that appears, type or select a custom mark, and then click OK. The mark appears, and the insertion point moves to the appropriate location in the document for you to type the note.

Setting Character and Paragraph Fill Colors
For some designs, you may want to highlight text by placing a fill color behind the text. When you place a character or paragraph fill color behind text, the color extends between the layout margins and moves with the text. Use the format bar controls to quickly add character or paragraph fill color to text. Select the text, and then click the Text or Background color well in the format bar. Here are ways to place a character or paragraph fill color behind text: mm To use the Text inspector to add character or paragraph fill color, select the text, click Inspector in the toolbar, click the Text button, and then click More. Select the Character or Paragraph checkbox below Background Fills, and then click the Fill color well and select a color in the Colors window.

Select a fill color.

Select to place a fill color behind text.
mm To use the Fonts window to add character or paragraph fill color, click Fonts in the toolbar, click the Document Color button in the Fonts window (the fourth button from the left), and then select a color in the Colors window. For information about the Colors window, see The Colors Windowon page26.

Adding Borders and Rules

Place a line above, below, or around the text in your document. Use borders and rules to highlight text. To add borders and rules to your document: 1 Select the text to which you want to add borders and rules. 2 Click Inspector in the toolbar, click the Text button, and then click More. 3 Choose a border or rule line style (or None) from the Borders & Rules pop-up menu. 4 To change the border or rule color, click the color well and select a color. 5 To adjust the thickness of a border or rule, use the controls to the right of the color well. 6 To insert a rule above, below, or above and below selected text, click the buttons under the Borders & Rules pop-up menu. 7 To insert a border around selected text, click the border button under the Borders & Rules pop-up menu.
Click to change line color. Select a line style. Click to adjust the thickness of a line. Click to adjust the distance between borders and rules and selected text.
Click to position rule with selected text.
Click to insert a border around selected text.
8 To adjust the distance between borders or rules and selected text, use the Offset controls.

A list style applies to an entire paragraph. It does not affect the appearance of text (such as font, text size, and so on). The appearance is governed by the underlying paragraph style. If you dont see character or list styles displayed in the Styles drawer, click the Show Character Styles or Show List Styles button in the bottom-right corner of the Styles drawer.
Click to show list styles. Click to show character styles.

Creating New Styles

Customize the look of text by creating a new character, paragraph, or list style. To create a new character, paragraph, or list style: 1 For character and list styles, select some text. For paragraph styles, click the Paragraph Styles button in the format bar, select Free Form at the top of the Paragraph Styles list, and then select a paragraph of text. 2 Set up attributes for the selected text. To format a paragraph style, see Modifying Paragraph Styleson page126. To format a list style, see Modifying Bulleted or Numbered List Styleson page129 and Modifying a Tiered List Style for Ordered Listson page128. To format a character style, see Modifying Character Styleson page124. 3 Hold down the Add (+) button at the bottom of the Styles drawer and choose Create New Character Style from Selection, Create New Paragraph Style from Selection, or Create New List Style from Selection from the pop-up menu.
Press and hold to create a style.
4 Type a name for the new style. 5 If you want to include only some of the attributes you set in the new character style, click the disclosure triangle below the Name field, and then select the attributes you want. 6 If you dont want to apply the new style to the selected text, deselect Apply this new style on creation. 7 Click OK.
The new style is displayed in the Styles drawer and the character, list, or paragraph style pop-up menus in the format bar. After you have created a style, you can set up a keyboard shortcut for it. Select the style in the Styles drawer, click the arrow to the right of the style and choose Hot Key, and then select a keyboard option. To apply the style to selected text, press the hot key you selected. If you want to apply the style and clear any overrides that may be present, hold down the Option key while pressing the hot key.

Renaming a Style

You can change the name of any style that appears in the Styles drawer. To rename a style: 1 Click the Styles Drawer button in the format bar to open the Styles drawer. 2 Hold the pointer over the style you want to rename, and then click the arrow to the right of the style and choose Rename Style. 3 Type a new name for the style and press Return.

Deleting a Style

When you delete a style from a document, you need to choose a different style to replace it. To delete a style: 1 Click the Styles Drawer button in the format bar to open the Styles drawer. 2 Hold the pointer over the style you want to delete, and then click the arrow to the right of the style and choose Delete Style. 3 If the style you want to delete is being used in the current document, choose a style to replace it. 4 Click OK.
Modifying Character Styles
Character styles are formatting attributes that are applied to a set of text characters (such as a word or a group of words or letters) without changing the style of the entire paragraph. Character styles define the look of the text, including font, size, color, character spacing, ligature usage, baseline shift, and language. If you cant find a character style that meets your needs, you can modify one of the existing character styles.
To modify a character style: 1 Click the Character Styles button in the format bar and select the character style that most closely matches the style you want to design, or select None. 2 Type some text, and then apply some attributes. Select a font typeface and size. For more information, see Making Text Bold, Italic, or Underlinedon page80. Set the text color. For information about changing the color of text, see Changing Text Coloron page90. Set the character spacing. For more information about setting character spacing, see Setting Text Alignment, Spacing, and Coloron page87.
3 Use the More pane of the Text inspector to specify additional attributes. Language:Choose a language for spell-checking a paragraph, a range of words, or newly typed text that follows an insertion point. If your document includes quotations or sections in another language, you can choose a spelling dictionary in that language for checking the text of the quotations or sections. The spelling dictionary determines how words are spelled or hyphenated. Remove ligatures:A ligature is a stylish flourish between letters or at the end or beginning of lines. Ligatures are used by some fonts to combine two or more text characters into one glyph. Select this checkbox if you dont want to use ligatures in a selected paragraph that has ligatures turned on. (To turn ligatures on for the document, select Use ligatures in the Document pane of the Document inspector. If any text is selected when you remove ligatures, the change will be applied to the selected text as a style override, unless you complete step 4, below.) Baseline Shift:A negative number places the text lower than the surrounding text. A positive number places the text higher than the surrounding text. Enter a number in the field. (If any text is selected when you set the baseline shift, the change will be applied to the selected text as a style override, unless you complete step 4, below.)

Using Sound and Movies

You can add audioa music file, a playlist from your iTunes library, or any other sound fileto a Pages document. You can add video that plays within a page. Pages accepts any QuickTime or iTunes file type, including the following:

MOV MP3 MPEG-4 AIFF AAC

Also note that some media files are protected under copyright law. Some downloaded music may be played only on the computer where the download occurred. Make sure the computer you are using has permission to play all the media files included in your document. When you add media files to your document, make sure that they will be available if you transfer your document to another computer. When saving your document, make sure the option Copy audio and movies into document is selected in the Save window. (If you dont see the option, click the button next to the Save field to display the entire Save window, and then click the Advanced Options disclosure triangle.)
To learn how to Add audio to a document Add a movie Add a picture frame around a movie Specify settings that control how audio and movie files play Go to Adding a Sound Fileon page150 Adding a Movie Fileon page151 Placing a Picture Frame Around a Movieon page152 Adjusting Media Playback Settingson page152
Remove unused portions of audio and movie files Reducing the Size of Media Fileson page153 from a document

Adding a Sound File

Here are ways to add sound to a document: mm Drag a sound file from the Finder anywhere onto a page or to a media placeholder. The sound file is added to your document as a floating object. mm Click Media in the toolbar, choose iTunes from the pop-up menu, select a playlist, and then drag a file or playlist anywhere onto a page or to a media placeholder. The sound file is added to your document as a floating object. mm To convert a sound file from a floating object to an inline object, select a sound file and click the Inline button in the format bar.
mm To add a sound file as an inline object, hold down the Command key and then drag the file from the Finder or Media Browser until you see the insertion point where you want the sound file to appear. Release the thumbnail when youve placed it where you want it. The sound file is represented on the page by a speaker icon.
Double-click the icon to play the sound file. To set up audio playback settings, see Adjusting Media Playback Settingson page152. When you add media files, make sure that they will be available if you transfer your document to another computer. When saving your document, make sure to select Copy audio and movies into document in the Save window after you choose Save or Save As. (If you dont see the option, click the disclosure triangle next to the field, and then click Advanced Options.) Also note that some media files are protected under copyright law. Some downloaded music may be played only on the computer where the download occurred. Make sure the computer you are using has permission to play all the media files included in your document.

Selecting a Table Cell

When you select a cell, the border of the selected cell is highlighted. To select a single table cell: mm Select the table, and then click the cell. When a cell is selected, use the Tab, Return, and arrow keys to move the selection to an adjacent cell. Selecting Return key moves to next cell below Table Options in the Table inspector sometimes changes the effect of the Return and Tab keys.
To select The next cell to the right
If Return key option is selected Press Tab. If you press Tab when the last cell in a column is selected, a new column is added.
If Return key option isnt selected Press Tab. If you press Tab in the last column, the first cell in the next row is selected.
If you add or change data in the If you press Tab in the last cell of the table, a new row is added. last column, press Tab twice to add a new column. The previous cell Press Shift-Tab. Press Shift-Tab. If you press Shift-Tab in the first cell, the last cell is selected. The next cell down Press Down Arrow or Return. If youve been using the Tab key to navigate between cells, pressing Return selects the next cell down from the cell in which you started tabbing. If you press Return when the last cell in a row is selected, a new row is added. If you add or change data in the last cell, press Return twice to add a new row. The next cell up Press Up Arrow or Shift-Return. Press Up Arrow or Shift-Return. Press Down Arrow.
Selecting a Group of Table Cells
You can select adjacent or nonadjacent cells. Here are ways to select a group of cells: mm To select adjacent table cells, select a single cell, and then hold down the Shift key as you select adjacent cells. You can also click a cell, press, and then drag through a range of cells. mm To select nonadjacent table cells, hold down the Command key as you select cells. Use Command-click to deselect a cell in the group.
Selecting a Row or Column in a Table
The fastest way to select entire rows and columns is to use the Table inspector. Here are ways to select rows and columns: mm To select a single row or column, choose Select Row or Select Column from the Edit Rows & Columns pop-up menu in the Table inspector. You can also use the techniques described in Selecting a Group of Table Cells. mm To select multiple rows, select two or more vertically adjacent cells before choosing Select Row. mm To select multiple columns, select two or more horizontally adjacent cells before choosing Select Column.
Selecting Table Cell Borders
Select cell border segments when you want to format them. A single border segment is one side of a cell. A long border segment includes all adjacent single border segments. Here are ways to select border segments: mm To select specific borders for multiple cells, select the table, row, column, or cells, click Inspector in the toolbar, and then click the Table button. Click one of the Cell Borders buttons in the Table pane. mm To select a border, select the table and click the border. If the table isnt selected, double-click the border. When a table border is selected, clicking another border selects the border. Clicking the same border selects a segment. mm To select a border segment, select the table and double-click the segment. If the table isnt selected, click a segment three times. To select (or deselect) additional segments, press the Shift or Command key while you click. When a segment is selected, clicking another segment selects the segment. Clicking the same segment selects the border. When a cell, border, or segment is selected, the pointer appears to straddle the border or segment. You can drag these pointers to move a border.

If a table contains both header rows and header columns, the top left cell or cells are considered to be part of the header row. Header columns appear below any header rows. If an inline table spans pages, columns, or text boxes and you want to repeat header rows in each, choose Format > Table > Header Rows > Repeat Header Rows on Each Page. Editing the text or changing the look of a header row in one place changes it consistently throughout the table.
Here are ways to add or delete header rows or header columns: mm Select a table or an element in it. Click Inspector in the toolbar, click the Table button, click Table, and then click the appropriate Headers & Footer button. Choose the number of header rows or header columns from the pop-up menu. mm Select a table or an element in it, and then choose Format >Table > Header Rows or Table > Header Columns. Then choose the number of header rows or header columns from the submenu. mm If a table spans pages and you want to repeat headers at the top of each page, click Inspector in the toolbar, click the Table button, click Table, click the Headers button, and then choose Repeat Header Cells on Each Page. Header cells play an important role in making formulas in table cells easier to read and create. For more information about this topic, choose Help>iWork Formulas and Functions Help or Help>iWork Formulas and Functions User Guide.

Adding Table Footer Rows

Use footer rows when you want to draw attention to the bottom rows of a table. Footer rows are formatted so that they stand out from the other (body) rows. A footer row consists of the bottommost cell in each column. You can use as many as five footer rows. To format a footer to span columns, merge the footer cells, as Merging Table Cellson page195 describes.
Here are ways to add or delete footer rows: mm Select a table or an element in it. Click Inspector in the toolbar, click the Table button, click Table, and then click the appropriate Headers & Footer button. Choose the number of footer rows from the pop-up menu. mm Select a table or an element in it, and then choose Format >Table > Footer Rows. Then choose the number of footer rows from the submenu.

When a whole number doesnt fit in a cell, the number is displayed using scientific
notation. For example, 77777777777777777777 becomes 7.777778E+19. Scientific notation displays numbers using an exponent raised by the power of 10. The exponent is displayed following the E. If the converted number still doesnt fit, its clipped. See Displaying Content Too Large for Its Table Cellon page191 for suggestions. Use formulas and functions in table cells. For more information about this topic, choose Help>iWork Formulas and Functions Help or Help>iWork Formulas and Functions User Guide.

Autofilling Table Cells

With autofilling you can use the content in one or more cells to automatically add values to adjacent cells. Here are ways to autofill table cells: mm To paste the content and fill of a cell into adjacent cells, select the cell and then drag the Fill handle (a small circle in the cells lower right corner) over the cells into which you want to paste. Any data, cell format, formula, or fill associated with the selected cell is pasted, but comments arent pasted. If any target cell contains data, autofilling overwrites that data with the value youre repeating. mm To paste the content and fill of a cell into one or more cells in the same row or column, select two or more adjacent cells and choose one of the following. Format > Table > Fill> Fill Right:Assigns selected cells the value in the leftmost selected cell. Format > Table > Fill > Fill Left:Assigns selected cells the value in the rightmost selected cell. Format > Table > Fill > Fill Up:Assigns selected cells the value in the bottommost selected cell. Format > Table > Fill > Fill Down:Assigns selected cells the value in the topmost selected cell. Any data, cell format, formula, or fill associated with the selected cell is pasted, but comments arent pasted. If any target cell contains data, autofilling overwrites that data with the value youre repeating. mm You can also add values to cells based on value patterns. For example, if a cell contains a day of the week or a month, you can select the cell, and then drag to the right or down to add the next day of the week or month to the adjacent cell. To create new values based on numeric patterns, select two or more cells before dragging. For example, if two selected cells contain 1 and 2, the values 3 and 4 are added when you drag through the adjacent two cells. And if two selected cells contain 1 and 4, the values 7 and 10 are added when you drag through the adjacent two cells (values are incremented by 3). Autofilling doesnt set up an ongoing relationship among cells in the group. After autofilling, you can change the cells independently of each other.
Displaying Content Too Large for Its Table Cell
The clipping indicator appears when a table cell contains more content than can be seen.

The selection handles on the top of inline charts are inactive. To resize an inline chart, drag the active handles on the lower right side.
To maintain a charts proportions, hold down the Shift key as you drag to resize it. To resize a chart in one direction, drag a side handle instead of a corner handle. To resize by specifying exact dimensions, click Inspector in the toolbar, and then
click the Metrics button. You can specify a new width, height, and angle of rotation, and you can change the charts distance from the margins. mm To rotate 2D charts, select the entire chart, and then do any of the following:
Select the chart, hold down the Command key, move the pointer toward an active
selection handle until it changes to a curved, double-headed arrow, and then drag a selection handle.
To rotate a chart in 45-degree increments, hold down the Shift and Command keys
while dragging a selection handle.
Click Inspector in the toolbar, click the Metrics button, and then drag the Rotate
wheel or use the Angle controls to set the angle of the chart. Pie charts can also be rotated using the Chart Inspector. See Resizing or Rotating a Charton page227.

Formatting Chart Axes

In column charts, area charts, line charts, and bar charts, data points are plotted on one axis (the y-axis for column, area, and line charts; the x-axis for bar charts) and data sets are grouped on the other axis. The data point axis is called the value axis, and the data set axis is called the category axis. In scatter charts, both the x and y axes are value axes. In 2-axis charts, there are two y axesValue Axis (Y1) and Value Axis (Y2)which can be formatted separately. For more details about 2-axis charts, see Customizing 2-Axis and Mixed Chartson page241.
To show or hide an axis or chart borders, set the scale (linear or log) and span of the value axis, or adjust grid and tick marks along the axes, make selections, and enter appropriate values in the Axis pane of the Chart inspector. To learn about the inspectors, see The Inspector Windowon page23.
Set attributes of labels, tick marks, and more.
Set the range of values that appear on the chart grid. Select units for values in the chart.
Show or hide axes and chart borders (2D charts only).
Many of these formatting options are also available using the format bar. Just as with the Chart inspector, the options available on the format bar are always appropriate to the type of chart you have selected. To learn about the format bar, see The Format Baron page22. To place gridlines and tick marks along the chart axes: mm Choose the grid lines and tick marks you want from one or both of the Choose Axis Options pop-up menus. To format the values along the value axis, do any of the following: mm To set the highest number displayed on the value axis, type a number in the Maximum field under Value Axis. This value cant be lower than the maximum value of your entire data set. If you dont specify a number, the field displays the word Auto, and the value is automatically calculated based on the data. mm To set the value at the origin point of the value axis, type a number in the Minimum field under Value Axis. This value cant be greater than the minimum value of your entire data set. If you dont specify a number, the field displays the word Auto, and the value is automatically calculated based on the data. mm To specify the number of axis markings between zero and the minimum and maximum values on the value axis, specify a number in the Steps field under Value Axis. mm To display the data values on the value axis, choose Show Value Labels and/or Show Minimum Value from the Choose Axis Options pop-up menu under Category Axis. mm To specify units for numbers on the value axis, choose an item from the Format pop-up menu under Value Axis.

Chapter 11Personalizing Documents with Address Book and Numbers Data
To insert merge data for all contacts in an Address Book group: 1 Open a document that contains merge fields. 2 Choose Edit > Mail Merge, and then choose a group or All from the pop-up menu. You can also choose a group or All in Address Book and drag it to a merge field in the document.
3 In the dialog that appears, do one of the following: To create a new document that contains a section for each contact in the group, choose New Document from the pop-up menu. To print a personalized copy of the document for each contact in the group, choose Send to Printer from the pop-up menu. If you dont wish to have missing contact information substituted (for example, a work address for a home address), deselect the checkbox.
To insert merge data for contacts in multiple cards using Address Book: 1 Open a document that contains merge fields. 2 Select the Address Book cards you want to use, and then drag them to a merge field. In the dialog that appears, do one of the following: To create a new document that contains a section for each contact, choose New Document from the pop-up menu. To print a personalized copy of the document for each contact, choose Send to Printer from the pop-up menu. If you dont wish to have missing contact information substituted (for example, a work address for a home address), deselect the checkbox.
To insert merge data for one or more contacts using a Numbers document: 1 Choose Edit > Mail Merge, and then click Numbers Document. 2 Choose a Numbers document in the window that appears, and click Open. 3 For each merge field, click the Target Name pop-up menu in the Merge window, and select a target. 4 Print the document. 5 To reuse the document with other Numbers data, select another Numbers document, and repeat steps 1 through 4. Note:If your document has facing pages, double-sided printing of a mail merge might cause one document to print on the other side of a previous document. You can also use contact information that isnt in Address Book or a vCard for a sender or merge field. For more information, see Using Contact Data Not in Address Book or a vCardon page246.
Using Contact Data Not in Address Book or a vCard
You can use contact information that isnt in Address Book or a vCard for a sender or merge field. To insert data you type into merge fields: 1 Click a merge field and type the data you want to use. The merge field is replaced by the text you type. 2 Repeat step 1 as required. 3 To retain the version of the document containing all the merge fields youve eliminated, choose File > Save As to save your changed document as a new file. If you dont need to save your changes, simply choose Edit > Undo Typing to restore the original merge fields.
Defining Your Own Merge Fields
You can add a merge field to a document that can later be replaced with contact information from Address Book or a Numbers document. You can disable a merge field, change the data it uses, remove sender or merge fields, and more. When you need to modify a merge field or create new merge fields, you use the Merge pane of the Link inspector.

For example, if youre printing a color document to a black-and-white printer, selecting SoftProof previews the document in black and white. 3 Click Print to print your document directly from the Preview window. For information about using Preview, see Preview Help. Choose Help > Preview Help when the Preview window is active. To preview a document for printing using Mac OS X 10.5 or later: mm Choose File > Print. A small preview of the document appears in the Print dialog. If you dont see the document preview, click the disclosure triangle to the right of the Printer pop-up menu. Use the arrows keys below the preview to scroll through the document. mm Choose Open PDF in Preview from the PDF pop-up menu to view a full-size preview of the document. You can click Print to print your document directly from the Preview window. For information about using Preview, see Preview Help. Choose Help > Preview Help when the Preview window is active.
Printing All or Part of Your Document
You can print your entire document or a selected page range to a printer your computer is configured to access. To print a full document or a range of pages: 1 Choose File > Print. 2 Choose the printer you want to use from the Printer pop-up menu. If you dont see the printer you want to use, choose Add Printer from the Printer popup menu. To learn about adding a printer, search for Adding a printer in Mac Help. To find out where the printer you are using is located, pause with the pointer over the printers name when you are choosing it from the Printer pop-up menu. 3 Type the number of copies you want to print in the Copies field, and then select Collated if you want each group of pages to print together in order before printing the next group. If you want to print a batch of page 1, then page 2, then page 3, and so on, deselect the checkbox. 4 To print the entire document, select All next to Pages. To print a range of pages, select From, and then type the page number of the first page in the From field, and the page number of the last page in the to field. 5 Click Print.

Printing Comments

When a Pages document contains comments that you or someone else has added, you can print the document with comments showing. See Using Commentson page73 for more information about comments. To print comments: mm Make the comments visible by clicking View in the toolbar and choosing Show Comments, and then print your document. If you are tracking changes in your document, click View in the toolbar, and choose Show Comments and Changes Pane. Printed pages are adjusted to make room for the visible comments and change bubbles.

headers and footers adding page numbers52 changing in sections59 defining for facing pages60 using52 help tags23 Hyperlink inspector107 hyperlinks editing110 to a preaddressed email message108 to a specific page108 to a webpage107
facing pages defining headers and footers60 defining margins50, 60 using left- and right- facing pages50 See alsolayout Find & Replace dialog118 font or file missing (error message)31 Fonts window25 footers. Seeheaders and footers footnotes adding and editing52, 53 converting to endnotes54 defining and changing marks used55, 56 deleting54 formatting54 jumping from mark to note55 numbering55 restarting numbering56 See alsoendnotes format bar23
images adjusting saturation141 adjusting sharpness141 histogram141 masking (cropping)138 reducing file sizes139 removing unwanted background140 importing a file by dragging34 by menu34 file formats supported34 from other applications34 importing an image135 indenting text. Seeformatting text information for document searches See alsoSpotlight inline objects converting to floating134 using134 inset margin (text in objects). Seeformatting text
Inspector window23 inspectors opening multiple23 using for formatting23 invisibles showing21 symbols for21 iWork 05, 06, 08 opening documents34 saving an iWork 09 document as34 iWork.com258
MathType application172 Media Browser24, 150 media playback settings adjusting152 menus formatting text79 Metrics inspector155, 176, 177 movie file adding151 moving through a document. Seenavigating
keyboard shortcuts using30 viewing a list of shortcuts in help30
landscape page orientation43 layout adding elements to46 changing46 defining column breaks48 defining columns47 defining headers and footers for facing pages50 defining layout breaks48 defining margins49 defining margins for facing pages50 inserting layout breaks48 using different left and right pages50 viewing facing pages51 See alsocolumns Layout inspector43 layout view19 line breaks46 line charts customizing data point symbols and lines239 linking text boxes floating103 See alsotext boxes lists creating97 creating bulleted97 logos. Seemaster objects
navigating scrolling through pages29 to a specific page29 nonbreaking space inserting115 numbered list rearranging and editing99 numbering pages. Seepage numbers
mail merge defining merge fields246 inserting Address Book or Numbers data244 merge field names247 margins. Seedocument master objects adding60 for different sections60 making selectable60
objects adding reflection167 adding shadows165 adjusting opacity167 aligning158 changing the border style164 connecting161 copying or duplicating155 deleting155 filling with an image168, 170 filling with blended color169 filling with color168 flipping and rotating163 framing152, 164 grouping and ungrouping160 locking and unlocking161 modifying162 moving and positioning155 moving forward or backward157 moving to the background157 reducing size of media files153 resizing162 selecting154 ordered list rearranging and editing100 orphan and widow lines. Seeparagraphs outline view expanding and collapsing96 rearranging a document96 switching to96