iWork the missing manual

The Three Parts of iWork As mentioned above, iWork isn’t just a single program—it’s a collection of three ferent programs: Pages, Keynote, and Numbers.. That’s why coverage of iWork for

Jessica Thornsby & Josh Clark

The book that should have been in the box®

iWork: The Missing Manual

by Jessica Thornsby and Josh Clark

Copyright © 2014 Jessica Thornsby All rights reserved

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2014-03-11 First release

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The Missing Manual is a registered trademark of O’Reilly Media, Inc The Missing Manual logo, and “The book that should have been in the box” are trademarks of O’Reilly Media, Inc Many of the designations used by manufacturers and sellers to distinguish their products are claimed as trademarks Where those designations appear in this book, and O’Reilly Media is aware of a trademark claim, the

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ISBN-13: 978-1-4493-9331-1

[M]

The Missing Credits xi

Introduction xiii

The Three Parts of iWork xiv

The Three Flavors of iWork xv

What’s New in iWork xvii

The Very Basics xviii

About This Book xix

About the Outline xx

About the Online Resources xxi

Safari® Books Online xxii

Part One: Pages for Mac CHAPTER 1: Creating a Pages Document 3

Getting Started with Pages 3

Creating Pages Documents 5

Opening an Existing Document 17

Controlling the Document Window 19

CHAPTER 2: Editing Text in Pages 31

Word-Processor Text vs Text Boxes 31

Basic Text Editing in iWork 32

Undoing and Backing Up 37

Changing Font Styles and Appearance 39

Formatting Paragraphs 47

Spaces, Invisibles, and Special Characters .62

Working with Lists 66

CHAPTER 3: Creating and Using Styles 75

When You Need Styles 76

Style Central: The Text Tab 77

Creating Styles 80

Changing the Default Font 82

CHAPTER 4: Typo-Busting Power Tools 85

Changing Your Mind: Find & Replace 85

Spell Checking 89

Reference Tools 94

Auto-Correction and Text Substitution 97

Tracking Changes 98

CHAPTER 5: Formatting and Organizing Documents 105

Document Formatting 105

Organizing Your Document with Sections 113

Auto-Entry: Formatted Text Fields 119

Adding a Table of Contents 122

Hyperlinks 126

CHAPTER 6: Beyond Text: Laying Out Documents 129

Templates: The Key to Prefab Page Designs 130

Planning a Layout from Scratch 133

Creating a Page-Layout Document 139

CHAPTER 7: Objects Up Close: Adding, Modifying, and More 143

Floating vs Inline Objects 143

Adding Objects 148

Working with Objects 178

Modifying Object Styles 191

Copying Objects and Graphic Styles .203

CHAPTER 8: Building Tables and Charts 205

Creating Tables 205

Making Mini-Spreadsheets with Formulas 228

Creating Charts 233

CHAPTER 9: Sharing Pages Documents 243

Password-Protecting Documents 243

Printing Your Documents 245

Exporting Documents 250

Emailing Your Document .256

Sharing via iCloud 256

CHAPTER 10: Creating Templates to Streamline Projects 263

Template-Building Basics 263

Modifying an Existing Template .265

Creating Templates from Scratch 267

Deleting Templates 275

Sharing, Exchanging, and Buying Templates 276

Part two: Keynote for Mac

CHAPTER 11: Creating a Keynote Slideshow 279

Themes = Templates 280

Your First Keynote Slideshow .282

Browsing and Organizing Your Slides 296

Saving Your Slideshow 306

Opening an Existing Slideshow 307

CHAPTER 12: Laying Out Slides 309

Setting Up the Keynote Document 310

Working with Objects 312

Adding and Formatting Text Boxes 321

Inserting Photos and Other Graphics 327

Adding Shapes 335

Building Tables and Charts 335

Adding Movies .336

Making Noise: Sounds and Soundtracks 339

Working with Hyperlinks 343

Note to Self: Adding Comments 345

Changing Slide Backgrounds 347

Adding Slide Numbers 349

CHAPTER 13: Animating Slides 351

Adding Transitions 351

Adding Object Builds 358

Ordering and Automating Builds 367

Adding Animations with Action Builds 371

Copying Builds to Other Objects 376

CHAPTER 14: Sharing Your Slideshows 377

Setting Up the Presentation 377

Playing Keynote Slideshows 390

Creating Self-Playing Slideshows .393

Setting Up Hyperlinks-Only Slideshows .398

Printing Slides and Handouts 399

Exporting to Other Formats 401

Emailing Slideshows 408

Sharing Your Slides Online 408

Send a Copy 410

CHAPTER 15: Customizing Keynote Themes 415

Keynote Theme Basics 416

Modifying a Theme 416

Building Themes from Scratch 421

Saving Custom Themes 425

Sharing and Buying Themes 426

Part three: Numbers for Mac CHAPTER 16: Creating a Numbers Spreadsheet 431

Picking a Numbers Template 433

Your First Spreadsheet 434

Fancy Formulas and Glitzy Graphics 444

Organizing Data with Sheets 446

Saving Your Spreadsheet 448

Opening an Existing Spreadsheet 448

Previewing Your Printed Spreadsheet 450

CHAPTER 17: Editing Tables in Numbers 453

Working with Table Objects 453

Navigating Table Cells 461

Editing Table Cells .462

Using Different Types of Data .470

Add It Quick: Data-Entry Shortcuts 483

CHAPTER 18: Organizing Tables in Numbers 489

Working with Rows and Columns 489

Sorting and Filtering Data 500

Find & Replace 505

Make It Pretty: Borders and Backgrounds 506

Conditional Formatting 510

Working with Table Styles 512

CHAPTER 19: Using Formulas 515

Formula Basics 516

Instant Calculations 517

Adding Quick Formulas 521

Editing Formulas 522

Copying and Moving Formulas .534

Coping with Formula Errors 537

CHAPTER 20: Advanced Data Crunching with Functions 539

How Functions Work 539

Adding Functions with the Functions Tab 542

Using Cell Ranges in Functions 545

Common Math Functions 548

Transforming Text in Formulas .556

Working with Dates and Times 563

What IF: Adding Logic to Formulas .569

Looking Up and Fetching Cell Data 582

CHAPTER 21: Charts: Giving Shape to Data 595

Adding a Chart to Your Spreadsheet 596

Working with a Chart’s Table Data 610

Editing Chart Text and Labels 618

Formatting Charts 626

Avoiding Chartjunk 640

CHAPTER 22: Designing Your Spreadsheet Report 645

Working with Objects 646

Identifying “Back Page” Data 647

Adding Text 650

Drawing Shapes 651

Inserting Pictures 654

Adding Movies and Sound 656

Creating Custom Numbers Templates 657

CHAPTER 23: Sharing Your Spreadsheets 661

Printing Your Spreadsheet 661

Exporting to Other Formats 663

Sharing with Pages and Keynote 669

Distributing Spreadsheets Online 669

Sending a Copy of Your Document 673

Part Four: iWork for iOS CHAPTER 24: Pages for iOS 677

Creating Your First Document 678

Adding Objects 681

General Object Edits 683

Working with Text 688

Working with Shapes 694

Working with Images 694

Working with Tables .695

Working with Charts 699

Working with Audio and Video 704

Sharing Your Documents .705

CHAPTER 25: Keynote for iOS 709

Creating Presentations 709

Animating Slides 715

Creating Hyperlinks 722

Using Presenter Display .725

CHAPTER 26: Numbers for iOS 727

Creating a Spreadsheet .727

Working with Objects 729

Working with Sheets 730

Adding Data to a Table 730

Working with Data 735

Using Forms to Supercharge Data Entry 742

Converting Tables into Charts 745

Part Five: iWork for iCloud CHAPTER 27: An Intro to iCloud 749

Getting Started with iWork for iCloud 750

Connecting iWork for Mac to iCloud 752

CHAPTER 28: Pages for iCloud 755

Accessing Pages for iCloud .756

Documents View 756

Creating a Pages Document 760

Working with Text 761

Working with Objects 765

Printing Your Document 770

Password-Protecting Your Document 770

CHAPTER 29: Keynote for iCloud 771

Creating a Presentation 772

Working with Objects 101 774

Transitioning Between Slides 777

Sharing, Protecting, and Printing Your Presentations 779

CHAPTER 30: Numbers for iCloud 781

Creating a Document 782

Working with Objects 783

Working with Tables .784

Adding Data to Tables 789

Formulas and Functions 790

Sharing and Printing Presentations 791

Part six: Appendix APPENDIX A: Installing and Upgrading iWork 795

Creating Your Apple ID 796

Installing and Updating iWork for Mac 798

Installing iWork for iOS 799

Index 807

The Missing Credits

ABOUT THE AUTHOR

Jessica Thornsby is a technical writer based in sunny Sheffield,

England She writes about Android, app development, rooting and

flashing mobile devices, Eclipse, Java, and all things Apple When

not wordsmithing about technology, she writes about her local food

scene, and for various animal magazines On the rare occasions when

she’s dragged away from her keyboard, she enjoys beer gardens,

going to concerts, cooking tongue-blistering curries, and obsessively researching

her family tree

Josh Clark (author, previous edition) is a designer specializing in

multi-device design, strategy, and user experience He’s the author

of many books including Tapworthy: Designing Great iPhone Apps

and Designing for Touch When he’s not writing about clever design

and humane software, he’s building it Josh’s agency, Global Moxie,

offers design services, strategic consulting, and training to help creative

organiza-tions build tapworthy apps and responsive websites His clients include AOL, Time

Inc., eBay, and many others In a previous life, Josh worked on a slew of national

PBS programs at Boston’s WGBH He shared his three words of Russian with Mikhail

Gorbachev, strolled the ranch with Nancy Reagan, and wrote trivia questions for a

prime-time game show In 1996, he created the uber-popular Couch-to-5K (C25K)

running program, which has helped millions of skeptical would-be exercisers take up

jogging (His motto is the same for fitness as it is for using software: no pain, no pain.)

ABOUT THE CREATivE TEAM

Dawn Mann (editor) is assistant editor for the Missing Manual series When not

working, she plays soccer, beads, and causes trouble Email: dawn@oreilly.com

Kara Ebrahim (production editor) lives, works, and plays in Cambridge, MA She

loves graphic design and all things outdoors Email: kebrahim@oreilly.com

Julie Van Keuren (proofreader) quit her newspaper job in 2006 to move to Montana

and live the freelancing dream She and her husband, M.H (who is living the

novel-writing dream), have two sons, Dexter and Michael Email: little_media@yahoo.com

Ron Strauss (indexer) specializes in the indexing of information technology

publica-tions of all kinds Ron is also an accomplished classical violist and lives in Northern

California with his wife and fellow indexer, Annie, and his miniature pinscher, Kanga

Email: rstrauss@mchsi.com

Tina Spargo (technical reviewer), her husband (and professional musician) Ed, their

children, Max and Lorelei, and two silly Spaniels, Parker (Clumber) and Piper sex), all share time and space in their suburban Boston home Tina juggles being an at-home mom with promoting and marketing Ed’s musical projects and freelancing

(Sus-as a virtual (Sus-assistant Tina h(Sus-as over 20 years’ experience supporting top-level tives in a variety of industries Website: www.tinaspargo.com

execu-ACKNOWLEDGMENTS

I would like to thank the entire team at O’Reilly for their support and encouragement, and for generally being such awesome people to work with Thank you to Dawn Mann for guiding this manuscript through the writing process; technical reviewer Tina Spargo; production editor Kara Ebrahim; and all the other talented people I’ve been lucky enough to work with on this project

I’d like to thank my friends and family for putting up with me during the writing process (and in general!), but special thanks have to go to Pauline, Peter, and Toby Last but not least, I’d like to thank my menagerie and writing-buddies for keeping

me entertained even when I’m shackled to my keyboard: my house bunnies Stewart and Peanut, and chinchillas Taco and Buca

THE MiSSiNG MANUAL SERiES

Missing Manuals are witty, superbly written guides to computer products that don’t come with printed manuals (which is just about all of them) Each book features a handcrafted index and cross-references to specific pages (not just chapters) For a full list of current and upcoming Missing Manuals, head to www.missingmanuals.com

The words “productivity software” don’t exactly make your skin tingle Most of

us use a word-processing or spreadsheet program because we have to It’s how

we get our day-to-day work done, pushing through the words and numbers

that office, school, or household demands impose What’s to get excited about?

Until recently, not much For decades, word-processing, spreadsheet, and

presenta-tion programs have been blandly efficient tools that solemnly transferred your work

to page and screen Bland gets the job done, but it doesn’t inspire You and your ideas

deserve an environment that’s more stirring than that Dreary work tools don’t cut it

An inspiring spreadsheet program? A rousing word processor? The concepts seem

improbable—but as usual, Apple beats the odds When the company originally

un-veiled its iWork collection of programs, Apple proved that doing serious work doesn’t

have to feel serious And with all the subsequent updates, Apple has remained true

to that mission The iWork package includes Pages, Keynote, and Numbers: iWork’s

word processor, presentation program, and spreadsheet program, respectively

All the iWork programs put an unprecedented emphasis on the design and polish

of your final documents, making it easy to create results that look not only

profes-sional, but actually stunning It’s like you’ve got an entire art department on the

payroll—and, in fact, that’s not far from the truth Pages, Keynote, and Numbers all

come stacked high with prebuilt templates that you can put to use right away, letting

the skill of Apple’s talented designers shine through in your own work Although

the template concept isn’t anything new, the quality of Apple’s design raises the

bar to a whole new level

But iWork is more than just a collection of glossy templates The latest version of

iWork makes some big changes to the ’09 version It may be hard to believe, but

Introduction

THE THREE

PARTS OF

IWORK when iWork was last updated in 2009, mobile apps were still a pretty new concept And although slimmed-down versions of the iWork for Mac apps made it onto the

iPhone, iPad, and iPod Touch back then, this latest release finally brings the iWork for Mac and iWork for iOS apps together in one uniform update And then there’s the small matter of iWork for iCloud, a new online service that debuted in late 2013, which makes it easy to share documents among the various versions of iWork Clearly, there’s a lot of new stuff to wrap your brain around The next few sections get you ready for the ride by making sure you understand the three programs that make up iWork, as well as the three different flavors of iWork

The Three Parts of iWork

As mentioned above, iWork isn’t just a single program—it’s a collection of three ferent programs: Pages, Keynote, and Numbers When used in combination, they can turn you into an unstoppable word-processing, presentation-giving, spreadsheet-creating powerhouse! Here’s a quick overview of what each program can do

dif-Pages: Word Processing Meets Graphic Design

When words are your game, Pages has you covered As a word processor, Pages’ most basic job is to make it easy to get words onto the screen and, once there, coax and refine them into irresistible prose for the printed page Use Pages to write let-ters, pen the Great American Novel, draw up contracts, or write a term paper The program gives you all the power-editing tools you’re likely to need: spell checking, styles, images, guidelines, and lots of other goodies

But Pages has a whole separate career beyond word processing: The program moonlights as a graphic designer Pages makes it almost embarrassingly easy to create gorgeous page layouts for glossy newsletters, catalogs, brochures, flyers, posters, greeting cards—you name it You can deck out any document with photos

or graphics with drag-and-drop simplicity

You can create professionally designed documents quickly and easily, thanks to Pages’ collection of templates Pick the design that you want to use and then drop

in your own pictures and text, as easy as filling in the blanks Just like that, you’re

the artsy designer (and you didn’t even have to grow a goatee or buy a beret)

Keynote: Presentations with Gusto

Keynote is a presentation program for making slideshows, usually to accompany

a talk or other live presentation The program helps you build screens of text and graphics to illustrate important points as you roam the stage earning the awe and admiration of your audience As you flip from slide to slide, Keynote shimmies and shakes with cinematic transitions and all the supporting razzle-dazzle that your presentation deserves

More than just a pretty face, though, Keynote is also an elegantly simple program

to use There’s an awful lot of complexity behind the scenes of the program’s

eye-THE THREE FLAVORS OF IWORK

popping effects, but Keynote modestly keeps the hard stuff to itself For you, the

presenter, the design process is always simple and straightforward And like all iWork

programs, Keynote gets you started with a collection of themes that make your

slides look great even when you don’t use a single special effect Whether subdued

or busy, your slideshow’s design is always polished and consistent

Numbers: Crunching Data with Style

Numbers is a spreadsheet program, tuned for organizing data and juggling

num-bers The program has a special talent for math, of course—it eats balance sheets

and financial models for breakfast But like any spreadsheet program, Numbers can

also bring order to just about any kind of information Use it for contact lists, team

rosters, product inventories, invoices, or to-do lists Once you’ve loaded up your

data, Numbers can flip it every which way: sort it, filter it, and analyze it

As usual with iWork programs, the thing that makes Numbers special is its

remark-able talent for stylish design Traditionally, formatting spreadsheets has been an

ugly, time-consuming process, and many people simply don’t bother With Numbers,

however, it’s easy—even addictive—to transform your data into a multimedia report

by mixing tables with colorful charts, photos, and illustrations The program’s chart

tools are especially dazzling, turning your stodgy figures into impressive infographics

The Three Flavors of iWork

Now that you know what Pages, Keynote, and Numbers are capable of, it’s time to

take a closer look at the various versions of iWork that Apple now offers It’s a lot to

keep track of, but it’s worth understanding the advantages of each flavor

iWork for Mac

If you’ve been using a Mac for a while, then you’re probably already familiar with

this version of iWork iWork for Mac works just like any other Mac software: You

download it and then install it on your computer

In the past, you had to pay for each iWork for Mac program separately (and, if you

have an older Mac, you still do) But if you have a new Mac—one you purchased in

October 2013 or later—then you can get all three iWork programs for free (See page

798 in Appendix A for details.)

This version of iWork is also the most robust—it has the most features of the three

That’s why coverage of iWork for Mac makes up the majority of this book: Part One

(page 3) covers Pages for Mac (version 5.1), Part Two (page 279) covers Keynote for

Mac (version 6.1), and Part Three (page 431) covers Numbers for Mac (version 3.1)

iWork for iOS

The days of having to sit at a computer to get your fix of nerdy goodness is a thing of

the past If you need easy access to spreadsheets, presentations, or word-processing

documents (whether you’re on the go or just too comfy on the sofa to fetch your

THE THREE

FLAVORS OF

IWORK laptop from upstairs), the iWork for iOS apps are the answer This version of iWork brings the fun Pages, Keynote, and Numbers to your iPad, iPhone, and iPod Touch

(This book uses the term iDevice as shorthand for all three Apple gadgets.)

 NOTE  iOS is the name of the operating system used by all iDevices What’s an operating system, you ask?

It’s the underlying software that makes all the programs on the iDevice work; it’s the equivalent of OS X on a Mac

The iWork for iOS apps are basically pared-down versions of the iWork programs that run on your Mac Page 799 in Appendix A explains how to install these apps And Part Four of this book (which starts on page 675) takes you on a tour of Pages (Chapter 24), Keynote (Chapter 25), and Numbers (Chapter 26) as you’ll encounter them on your iDevice (Specifically, this book covers version 2.1 of each app.)

iWork for iCloud

So, iWork fans can now create and edit word-processing documents, presentations, and spreadsheets on their Macs and iDevices But could too much choice can be a bad thing?

Imagine it’s drawing dangerously close to the end of the workday, and there’s a margarita with your name on it at the pub across the road But before you can enjoy it, you need to print out an invoice for your manager You know you created the invoice in Pages, but was that on your Mac or your iPad? You also have Pages

on your iPod Touch, and can’t rule out the possibility that you created the invoice

on your iPhone while waiting for the train It looks like that margarita will just have

to wait while you track down that pesky invoice…

If only there were a place where you could store all your iWork documents, less of whether you created them on your Mac, iPad, iPhone, or iPod Touch Enter iWork for iCloud, an online service that lets you create and edit iWork docu-ments in a web browser and save them in “the cloud.” (See page 257 for details about cloud computing; for now, think of it as saving your documents online, in the same way services like Gmail save emails online.) iWork for iCloud is basically iWork

regard-in website form If you already have an Apple-approved web browser regard-installed on your computer (see page 756 for a list of those browsers), you don’t need to install any new software to use this version of iWork You can even access iWork for iCloud from a PC!

As you’ll learn in Part Five of this book, iWork for iCloud is a free version of iWork that lets you create basic word-processing documents (Chapter 28), presentations (Chapter 29), and spreadsheets (Chapter 30)—although, as of this writing, it doesn’t boast all the features you get in the Mac and iOS versions But iWork for iCloud also serves a more important purpose: It can be the central hub for all your iWork documents Once you introduce your iWork for Mac and iWork for iOS apps to your iCloud account, every iWork document you create and every change you make is automatically synced with your iWork for iCloud account, and vice versa Syncing your documents with iCloud also means that if your Mac or iDevice spontaneously

WHAT’S NEW

IN IWORK

combusts, you don’t lose all of your documents—they’re still safely stored in your

iCloud account

This book shows you how to create and edit documents using iWork for iCloud, as

well as how to link iWork for Mac, iOS, and iCloud to create one, big, interconnected

iWork family

 NOTE  This book covers iWork for iCloud as it existed at the time this book was being written (spring 2014)

But Apple will likely make regular updates to iWork for iCloud, so some features may work differently than

described in these pages

What’s New in iWork

The latest version of iWork (see the previous section for the exact version numbers

covered in this book) is nothing short of a complete overhaul, with one clear aim:

Giving you the same experience regardless of whether you’re using iWork on your

Mac, iDevice, or web browser—and that’s no easy feat

The biggest change in the latest version of iWork is that all the versions of the

pro-gram can now connect via iCloud, which means you can share, save, and collaborate

on documents across all of Apple’s gadgets Naturally, this leveling-the-playing-field

approach means that some features have been lost in translation, but what the iWork

community has gained is a set of sleek, simplified, and uniform programs that you

can master once, and then use across all of your Apple devices

In addition to these major changes, Apple has added a few extras to this latest

update Here are some of the most important:

• Bubble charts These charts display three dimensions of data in one lovely

chart The first two sets are represented by the traditional x and y-axes, while

the third set is represented by the size of a circle (and all these circles kind of

look like bubbles, hence the name) Bubble charts are really easy to use—if

you’ve ever worked with a scatter chart, then you know how to create a bubble

chart (As of this writing, bubble charts weren’t available in iWork for iCloud)

• Interactive charts These charts let you see how your data changes over time

Just drag the slider underneath an interactive chart to move among data sets

in your series (Interactive charts are also not available in iWork for iCloud—at

least, they weren’t when this book was written)

• Star ratings Nothing lets you know what’s hot or not quicker than a star rating

This new data format means you can transform boring old numbers in a table

into 0–5 star ratings

• Simplified interface iWork’s new look (see Figure 1-2 on page 6) may seem

simple, but it ensures that everything you need is always right at your

finger-tips Not content with giving iWork a consistent look across Macs, iDevices, and

THE VERY

BASICS web browsers, Apple has also made the programs easier to navigate than ever before For example, whenever you select an object, the Format panel (page

23) appears with all the settings you need to edit that object

The toolbar at the top of each program is also more stripped down than ever before: Simply click one of its buttons to open a drop-down menu containing everything you need Click the Chart button, for example, and you get access

to iWork’s entire arsenal of 2D, 3D, and interactive charts Or click the Media button to add images, videos, and audio clips from a wide range of online and offline sources

The Very Basics

You’ll find very little jargon or geeky terminology in this book You will, however, encounter a few terms and concepts that you’ll come across frequently in your computing life:

• Clicking This book gives you three kinds of instructions that require you to use

your computer’s mouse or trackpad To click means to point the arrow cursor

at something on the screen and then—without moving the cursor—to press and release the clicker button on the mouse (or laptop trackpad) To double-click,

of course, means to click twice in rapid succession, again without moving the cursor And to drag means to move the cursor while holding the clicker button continuously

When you’re told to Shift-click something, you click while pressing the Shift key Related procedures, like Control-clicking, work the same way—just click while pressing the corresponding key

• Menus The menus are the words at the top of your screen: File, Edit, and so

on Click one to make a list of commands appear as though they’re written on a window shade you’ve just pulled down Some people click to open a menu and then release the mouse button; after reading the menu choices, they click the option they want Other people like to press the mouse button continuously as they click the menu title and drag down the list to the desired command; only then do they release the mouse button Both methods work, so use whichever one you prefer

• Keyboard shortcuts Every time you take your hand off the keyboard to move

the mouse, you lose time and potentially disrupt your creative flow That’s why many experienced computer fans use keystroke combinations instead of menu commands wherever possible z-B, for example, is the keyboard shortcut for boldface type in iWork (and most other programs)

When you see a shortcut like z-S (which saves changes to the current ment), it’s telling you to hold down the z key, and, while it’s down, type the letter S, and then release both keys

docu-ABOUT THIS BOOK

• Choice is good iWork frequently gives you several ways to trigger a particular

command—by choosing a menu command, or by clicking a toolbar button, or

by pressing a key combination, for example Some people prefer the speed of

keyboard shortcuts; others like the satisfaction of a visual command array

avail-able in menus or toolbars This book lists all the alternatives, but by no means

are you expected to memorize them all

About This Book

Despite the many improvements in software over the years, one feature has grown

consistently worse: documentation When you purchase most programs these days,

you don’t get a single page of printed instructions To learn about the hundreds of

features in a program, you’re expected to use online help or to download a manual

from the company’s website (Apple has an entire section of its website dedicated

to all the different incarnations of iWork: www.apple.com/support/iwork.)

But even if you’re comfortable reading a help screen in one window as you try

to work in another, something is still missing At times, the terse electronic help

screens assume you already understand the discussion at hand and hurriedly skip

over important topics that require an in-depth presentation In addition, you don’t

always get an objective evaluation of the program’s features (Engineers often add

technically sophisticated features to a program because they can, not because you

need them.) You shouldn’t have to waste time learning features that don’t help you

get your work done

The purpose of this book is to serve as the manual that should have come with iWork

In this book’s pages, you’ll find step-by-step instructions for using every feature in

Pages, Keynote, and Numbers Because many features appear in all three programs

(not to mention all three versions of the programs) some features get in-depth

treatment for one program but not another; when that’s the case, the book points

you to the page where you’ll find the full scoop In addition, you’ll always find clear

evaluations of each feature to help you determine which ones are useful to you, as

well as how and when to use them Shortcuts and workarounds save you time and

headaches, and you’ll even unearth features that the online help doesn’t mention

Beyond just the mechanical aspects of using iWork, however, this book also gives

you practical aesthetic advice about document design and presentation Pages,

Key-note, and Numbers give you amazing technical tools to create luxurious layouts—or

shoot yourself in the foot This book helps keep the lead out of your sneakers with

simple, good-natured tips for planning and preparing your document layout, based

on tried-and-true principles of graphic design

Throughout this book, you’ll find carefully constructed sample documents showing

how to put iWork’s tools to best effect and, hopefully, provide a hint of inspiration for

your own work Most of these documents follow the adventures of an ill-conceived

and very un-amusing amusement park, Crazyland Wonderpark (recently under new

management); a place where visitors can experience “unique” attractions that revolve

ABOUT THE

OUTLINE around squirrels, pencil sharpeners, plastic dinosaurs, beans, and public toilets, all while enjoying equally questionable food If this book inspires you to open your own

theme park (or you just want to try out some of the techniques discussed), you can download some of these sample files from this book’s Missing CD page at www.missingmanuals.com/cds

iWork: The Missing Manual is designed to accommodate readers of every technical level The primary discussions are written for advanced-beginner or intermediate computer users But if you’re a first-timer, special sidebar articles labeled “Up to Speed” provide the introductory information you need to understand the topic at hand If you’re an advanced user, keep your eye out for similar boxes called Power Users’ Clinics, which offer more technical tips, tricks, and shortcuts

About the Outline

This book is divided into six parts, each containing several chapters:

• Part One covers Pages for Mac You’ll learn the basics of entering and

format-ting text, as well as how to add some graphic-design wizardry to your word processing by creating glossy reports, newsletters, posters, and much more

By the time you finish this section of the book, you’ll be able to bend processing documents to your will

word-• Part Two explains the ins and outs of Keynote for Mac You’ll find out how to

format slides, customize them every which way, and add animations worthy of a Hollywood blockbuster This section even explains how to connect your Mac to

an external monitor or projector so you’ll have no trouble wowing your audience

• Part Three delves into Numbers for Mac If you’ve ever used Microsoft Excel,

you’ll be pleasantly surprised at how easy and fun Numbers is to work with Numbers spreadsheets can contain much more than just boring old tables—you’ll learn how to jazz up your data with images, charts, and even videos

• Part Four covers iWork for iOS, so you can use iWork on the go Each app gets

its own chapter: Chapter 24 covers Pages for iOS, Chapter 25 is dedicated to Keynote for iOS, and Chapter 26 explains Numbers for iOS

• Part Five provides all the info you need to get started with iWork for iCloud

Just like Part Four, Part Five dedicates a chapter to each part of iWork: Pages (Chapter 28), Keynote (Chapter 29), and Numbers (Chapter 30)

• Part Six contains just one thing: Appendix A, which explains how to install and

upgrade iWork for Mac and iWork for iOS

About→These→Arrows

In this book, and throughout the Missing Manual series, you’ll find sentences like this one: “Go to a→System Preferences→iCloud.” That’s shorthand for a much longer set of instructions that direct you to three places in sequence, like this: “At the top-

ABOUT THE ONLINE RESOURCES

left corner of your screen, you’ll see the a symbol Click it to open a menu In that

menu, click System Preferences In the System Preferences window that opens, click

the iCloud icon.”

Similarly, this kind of arrow shorthand helps simplify the business of choosing

com-mands in iWork menus Figure I-1 has the details

FiGURE i-1

The instruction “Choose Insert→Shape→Triangle” means “Open the Insert menu at the top of your screen, and then choose the Shape option On the submenu that appears, select Triangle.”

About the Online Resources

As the owner of a Missing Manual, you’ve got more than just a book to read Online,

you’ll find example files so you can get some hands-on experience with the techniques

described in this book You can also communicate with the Missing Manual team and

tell us what you love (or hate) about the book Head over to www.missingmanuals

com, or go directly to one of the following sections

Missing CD

This book doesn’t have a CD pasted inside the back cover, but you’re not missing out

on anything Go to www.missingmanuals.com/cds and click the “Missing CD-ROM”

link for this book to find all the sample files And so you don’t wear down your fingers

Got questions? Need more information? Fancy yourself a book reviewer? On our Feedback page, you can get expert answers to questions that come to you while reading, and you can share your thoughts on this book To have your say, go to www.missingmanuals.com/feedback

Errata

In an effort to keep this book as up to date and accurate as possible, each time we print more copies, we’ll make any confirmed corrections you’ve suggested We also note such changes on the book’s website, so you can mark important corrections into your own copy of the book, if you like Go to http://tinyurl.com/iworkmm2014

to report an error and view existing corrections

Safari® Books Online

Safari® Books Online (http://my.safaribooksonline.com) is an on-demand digital library that lets you easily search over 7,500 technology and creative reference books and videos to find the answers you need quickly

With a subscription, you can read any page and watch any video from our library online Read books on your cellphone and mobile devices Access new titles before they are available for print, and get exclusive access to manuscripts in development and post feedback for the authors Copy and paste code samples, organize your favorites, download chapters, bookmark key sections, create notes, print out pages, and benefit from tons of other time-saving features

Pages for Mac

PART 1

1

Most of us think of a word processor as a glorified typewriter, a simple way

to organize ideas and arguments for the printed page You craft words into paragraphs, juggle them, refine them, and then you’re done Tap, tap, tap, print, and then it’s time to put your feet up

Pages goes a step further, making it easy not only to compose your documents, but

to design them, too Whether you’re publishing a glossy newsletter or just writing

a thank-you note to Aunt Peg, Pages lets you give your documents the visual

piz-zazz they deserve

This chapter guides you through your new word-processing digs and gets you

creating your own basic documents and simple projects—which just so happen to

highlight Pages’ main features

 NOTE  If you need help installing Pages for Mac, see Appendix A.

Getting Started with Pages

Launch Pages by opening your Finder window and locating the Applications folder

in the left-hand sidebar Click the Applications folder to open it, and then scroll until

you find the Pages icon Double-click the icon to launch Pages Alternatively, if you’ve

added Pages to your Mac’s Dock (the strip of icons that runs along the bottom of

your screen), you can jump straight into Pages by clicking the Dock’s Pages icon

Creating a Pages

Document

GETTING

STARTED WITH

PAGES  TIP  On a Mac, you launch every program in exactly the same way So, now that you know how to launch

Pages, you know how to launch Keynote and Numbers (and any other program), too

The first time you launch Pages, you’re greeted by a “Welcome to Pages” screen, lowed by a “New in Pages” screen To take a look at your existing documents, select View My Documents (page 17 has more info about opening existing documents)

fol-To jump straight in and create a new document, click the New Document button, which launches the Template Chooser.The Template Chooser is where you, well, choose a template (glad that’s cleared up…)

Templates contain a mix of fancy things like images, tables, and shapes, not to tion dummy text, so you’re never confronted with a terrifyingly blank page (unless you want a blank page, of course, in which case take a deep breath and select the Blank template; page 16 has details) Templates can save you oodles of time For example, if you’re organizing your local Small Animal Olympics event (hamsters vaulting through rings, rabbits doing the long jump—the usual), you could simply select the Event Poster template, type out a bit of text, replace the image placehold-ers with shots of fuzzy little animals, and you’re done

men-Pages boasts 60 professionally designed templates to meet all of your wordsmithing needs, from newsletters to For Rent flyers, letters, cards, and everything in between

To make it easier to root out the template of your dreams, the Template Chooser is divided into categories (as shown in Figure 1-1) Select any category in the left-hand pane to see what that category has to offer To ensure you pick the right template every time, the Template Chooser shows you miniature previews, or thumbnails, of each template When you spy a template you want to use, either double-click its thumbnail, or click the thumbnail once and then click the Choose button

FiGURE 1-1

To browse the available plates, click a category in the window’s left pane, or choose All to see everything the Tem-plate Chooser has to offer Use the arrow keys on your keyboard

tem-to browse the thumbnails for your chosen category

CREATING PAGES DOCUmENTS

Pages responds by opening a new document (in a new window) that’s based on

your chosen template and gives it the riveting name “Untitled” (you’ll learn how to

give it a new name on page 12) In addition to offering you lots of design options,

these templates are built to last: When you choose a template, Pages actually opens

a copy of the original, meaning you’re not editing the actual template itself So feel

free to work on your document, safe in the knowledge that the blueprint is locked

away—unmodified—and will be right there waiting for you the next time you need

it (You can modify templates if you really need to, and you can create templates

of your own, too For all the ins and outs of template creation and manipulation,

see Chapter 10.)

 TIP  Got cold feet? If you’re no longer crazy about the template now that you’ve seen it up close and personal,

you can throw it back and start over by closing the window (click the red Close button in the upper-left corner

of the document window), and then going to File→New or pressing z-N to pick a new template

That was the warm-up; now it’s time to really dive in! The following sections show

you how to put Pages’ templates to good use and start creating beautiful

docu-ments straight away These quick-start introductions provide a high-level overview

of Pages’ key features, but don’t fret: You’ll get acquainted with the program’s nuts

and bolts in the following chapters

Creating Pages Documents

Uh-oh, earnings are down at Crazyland Wonderpark (the less-than-amusing

amuse-ment park you grudgingly inherited from your Aunt Ethel)—time to get on the

campaign trail and really market the park’s strong points Who knows, if you design

some great word-processing documents, maybe even that guy who wrote the really

mean online review won’t be able to resist a repeat visit? Here’s hoping

To create your first Pages document, launch the Template Chooser as explained

above or by going to File→New, and hunt through the categories until you find

the perfect template for your soon-to-be award-winning marketing campaign (the

Elegant Brochure template in the Miscellaneous category looks perfect)

Double-click your chosen template to create a new document based on it The resulting new

document, complete with dummy text and placeholder images, is shown in Figure 1-2

 TIP  If you decide that none of the templates are what you need, you can start with a blank document instead

For info on how to do that, flip to page 16 And if you want Pages to use the same template every time you create

a document (unless you specifically tell it to choose another template), page 16 explains how to set that up

which you’ll use to add your own images, video, text, and so on Along the right-hand side of the screen is the Format panel; stay tuned for more about this important feature!

Replacing Placeholder Text

Unless you opted for the Blank template (page 16), your newly created document

is composed of a collection of design elements called objects: text, shapes, images, movies, and even audio Each object is contained in its own little box that you can drag, resize, and customize At the most basic level, creating a document is all about filling these boxes with words and pictures

Chapter 6 explores the ins and outs of working with objects For now, though, the Elegant Brochure template has given you a leg up by providing you with a docu-ment that’s already bursting with nicely formatted objects All that remains is to fill

in your content

SELECTING AND EDITING TEXT

Nearly all of Pages’ templates include placeholder text that shows where you can add text of your very own, and the Elegant Brochure template is no exception Just click any placeholder text, and Pages selects the entire text block (as shown in Figure 1-3) Start typing, and the block disappears, replaced with your newly typed text.The next chapter digs into all the nitty-gritty options for editing and formatting text For now, we’ll keep it simple If you’ve ever used a computer before, you already know how this works: Click to place the insertion point where you want to add or delete text, type your smooth-and-seductive prose promoting everything that’s good and wholesome about Crazyland Wonderpark, and hit the Return key every time you want to start a new paragraph or add a blank line

CREATING PAGES DOCUmENTS

FiGURE 1-3

Clicking once on a text box selects the entire box, as shown here You can then drag the text box to a new location, or resize it by grabbing one of the eight square handles

around the box’s perimeter (the upper-right handle is circled here) Double-click the text itself to place your cursor inside the text box, and click anywhere outside the box to deselect the text box completely For more about selecting and editing text boxes, see page 148

If you’ve gotten carried away singing the praises of Crazyland Wonderpark and your

text box is overflowing, Pages lets you know by adding a clipping indicator, a + sign

at the bottom of the text box (see Figure 1-4) This indicator gives you a heads-up

that the box contains more text than it can display To get out of this pickle, click

anywhere inside the text box, and then drag any of the selection handles (or the

clip-ping indicator) until all the text is visible Or, if you don’t want to make the text box

any bigger (or there isn’t any room to do so), simply edit your text down until it fits

To resize your text box, click the indicator, and then drag it (or any of the text box’s handles) until all of the text is visible

Replacing Placeholder Photos

Nearly all templates contain placeholder images that you’ll want to replace with your own pictures; Figure 1-5 shows an example The easiest way to replace these boring old stock images with your own works of art is to switch to the Finder, locate the im-age you want to use, and then drag it from the Finder into your Pages window Drop the image onto the placeholder, and Pages swaps the new image in for the old one.Say that you want your brochure to feature Crazyland Wonderpark’s all-new petting zoo, quite possibly the only petting zoo in the world with nothing but squirrels You already have a bunch of squirrel photos in your iPhoto library that you’re itching

to add to your brochure, and happily, all the iWork programs make it easy to plop pictures from iPhoto straight into your documents:

1 Click the icon in the placeholder image’s bottom-right corner

Pages opens the Media Browser window, where you can browse your collections

of audio, photos, and movies, as shown in Figure 1-6

CREATING PAGES DOCUmENTS

UP TO SPEED

The Case of the Clever Cursor

As you use Pages, you’ll see the cursor morph into new shapes

as it moves around your document—don’t let that throw you

For such a tiny thing, your mouse pointer is surprisingly

intelli-gent, changing appearance in response to what it’s pointing at

When there’s no document open, the cursor maintains its

traditional arrow-pointer shape But when it’s positioned over

something you’ve typed in a word-processing document, the

pointer changes into an I-beam cursor—so called due to its

resemblance to the cross-section of a steel I-beam (If you’re

working with a page-layout document, you need to place

your cursor inside a text box or a shape by double-clicking it

before the I-beam cursor makes an appearance) The cursor is

shaped this way so that you can precisely position it between

two letters in a line of text Then, when you click the mouse,

the blinking insertion point jumps to that spot so you can add

or delete text at that specific point

When you start typing, the cursor disappears, leaving only the blinking insertion point, which is simply a vertical bar (|) Pages does this so that the cursor doesn’t distract you when you’re typing

If you move the mouse a fraction of an inch, however, the cursor reappears (This distinction between I-beam cursor and insertion point challenges beginners Many folks feel compelled

to carefully position the I-beam cursor over the insertion point before typing—a pointless effort.)

As soon as you move the I-beam cursor beyond a text-editing area in a page-layout document (or put your cursor over a non-text object, such as an image, in a word-processing document), the cursor resumes its arrow shape, ready to manipulate scroll bars, buttons, and menus

As you get acquainted with Pages, pay attention to your clever cursor: It’s giving you constant hints about what you can do

at any given moment

FiGURE 1-5

Media placeholders—which can contain photos, music files, and videos—are easy to identify because they have little icons in their bottom-right corners (circled) To replace a placeholder image, simply drag a new image onto

it When you drop the new picture on top of the placeholder, Pages makes the switch You can drag pictures onto the placeholder from your desktop or directly from your iPhoto collection, as explained below

If you’ve connected iPhoto

to iCloud or My Photo Stream, these categories appear in the pane, too

 NOTE  iPhoto is free with every new Mac If iPhoto didn’t come preinstalled on your shiny new Mac, you

can download it for free from the App Store (see Appendix A for more about downloading iPhoto and other free apps) If you don’t own a new Mac, you can buy iPhoto (as of this writing, it cost $14.99) Learn more about iPhoto

at www.apple.com/mac/iphoto

2 In the Media Browser window, choose your photo.

Click the thumbnail preview of the photo you want to use

3 The new photo appears in your document.

Pages replaces the placeholder image with your photo, automatically resizing

it to fit the placeholder’s dimensions

CREATING PAGES DOCUmENTS

 TIP  Once you replace a placeholder image with an image of your very own, the media placeholder icon

(circled in Figure 1-5) disappears Not to worry: If you want to replace this photo at any point, Control-click the

photo and select Replace Image from the shortcut menu to relaunch the Media Browser window Choose your

new image, and Pages performs its placeholder squeezery again, formatting the new picture to fit the existing

layout

COPING WITH SNIPPED IMAGES

When you replace a placeholder image with one of your own, Pages sizes and crops

your picture until it’s the right size to fit the existing space, hiding parts of the image

that don’t quite fit, as shown in Figure 1-7

Never fear: The missing bits of the photo aren’t gone for good; they’re just hidden

by a mask You can use masks to crop pictures throughout iWork Think of a mask

as a window with curtains that allow only part of the image to peek through You

can adjust the curtains or resize the picture under the mask to control the exact

portion of the picture that’s visible

CREATING

PAGES

DOCUmENTS Time to draw back those curtains! Figure 1-8 shows how Pages’ mask-editing fea-tures let you temporarily uncover the hidden portions of an image To edit the mask,

double-click the image to reveal the Edit Mask controls, along with two buttons: Edit Mask and Resize When you’re in mask-editing mode, Pages reveals the entire photo, with the hidden parts of the image dimmed and transparent so that you can see what’s masked and what’s not To change the mask, click the Edit Mask button and drag the slider

FiGURE 1-8

Editing a mask lets you change which part of the picture you reveal and which parts you keep hidden Zoom the image

in or out by dragging the slider next to the Edit Mask button You may also want

to try resizing the image within the mask

by clicking the Resize button and then using the selection handles (which turn black to let you know that you’re editing the image and not the mask) When you put your cursor over the image, the cur-sor turns into a hand, and you can then drag the image to a new position behind the mask

If you accidentally drag the picture while mucking around with the mask controls, you can undo this change by pressing z-Z or choosing Edit→Undo

When you’re done editing the mask, hit Return, click Done, or click anywhere outside the image, and Pages proudly displays the final result For complete details about adding, editing, and removing image masks, see page 158

Saving and Printing

After replacing the dummy text and placeholder images, it’s time to save your document so you can come back and continue working on it later:

CREATING PAGES DOCUmENTS

1 Choose File →Save or press z-S.

The Save dialog box appears (Figure 1-9)

FiGURE 1-9

The compact version of the Save dialog box (shown here) has three fields: Save As, Tags, and Where Type the name of your document in the Save As field Tags are an optional extra that can help you find a file

in a hurry; see the box on page 15 for more information on tags Use the Where field to tell Pages where to save your document

If you want to take a look at the expanded version of the Save dialog box (it’s shown

in Figure 1-10), click the downward-pointing triangle circled here

2 Type a title for the document in the Save As field, and tell Pages where to

save your document.

The Save As field is already highlighted, so just start typing Click the Where

menu and choose Documents (if it’s not already selected) to store this Pages

file in your Documents folder If you’re interested in tags, then see the box on

page 15 for more info

 TIP  To see more options in the Save dialog box, click the button circled in Figure 1-9 to expand the dialog

box as shown in Figure 1-10

3 Click Save.

The Save dialog box vanishes, and Pages stores your document in the location

you chose in the Where field You can now continue to work on your document,

periodically choosing File→Save (or, to save yourself some time, z-S) to update

the saved file with any changes

 TIP  Save often! Pages automatically saves your document at regular intervals, but you’ll want to get into the

habit of saving your work every few minutes to make extra sure Pages is committing your most recent changes

to memory To find out more about these automatic backups, check out page 39

As field The Save dialog box in its full glory (shown here) gives you access to locations not listed in its compact cousin You can navigate through your entire computer—and even other computers on your network—to find the perfect destination for your document

When you’re ready to unleash your marketing prowess on the world, print your document:

1 Choose File →Print or press z-P.

The Print dialog box appears

2 Make sure the right printer is selected.

If you have more than one printer connected to your computer, check that the correct one is selected in the Printer drop-down menu

3 Type the number of copies you need in the Copies box.

If you just want one copy, there’s no need to make any changes

4 Click Print.

Your printer starts whirring and chirping and, in short order, delivers the hard copy

Now that you’ve finished creating your brochure, you can close its document window

by clicking the red Close button in its upper-left corner If Pages asks whether you want to save your changes, click Save Your documents vanishes from the screen but remains safely stored away on your hard drive, ready to be reopened if you ever want to revise it or to print more copies

CREATING PAGES DOCUmENTS

POWER USERS’ CLINIC

Tagging Your Files

When you save a document, the Save dialog box gives you

the option to add tags to it Tags are useful for organizing

and cross-referencing your files For example, say you have a

dedicated Brochures folder on your computer You can store

all your brochure documents there and then add tags to each

one to make it clear which brochures are for the summer 2013

season, the autumn 2013 season, spring 2014, and so on

Tags aren’t just part of Pages—you can assign them to any file

anywhere on your computer Open the Finder and take a look

at the left-hand sidebar—yup, there’s a Tags section Click any

of the tags listed there to see all the files marked with that tag

Imagine you have brochures tagged as Spring 2014, and you

have posters, leaflets, and newsletters scattered all across your

computer that also have the Spring 2014 tag If you want to

see all the marketing goodies you’ve created for spring 2014,

just click this tag in the Finder’s sidebar

Out of the box, your Mac has several tags ready and raring to

go—but they’re limited to colors (a red tag named Red, an

orange tag named Orange, and so on) To use these tags, in Pages, open the Save dialog box by choosing File→Save, click the Tags field, and then select any tags to apply them to your file However, to really get the most out of tags, you need to create your own (such as the aforementioned Spring 2014)

To create a custom tag, open the Finder and select the file you want to apply a new custom tag to You’ll notice that the toolbar at the top of the Finder contains a row of icons, which includes an Edit Tags button (if you’re not sure which button this is, put your cursor over each button to see a tooltip with the button’s name) Click the Edit Tags button, type out the text

of your new tag, and then either press Return or click “Create new tag.” After that, assigning your new tag works in exactly the same way as the predefined tags: To apply it to a Pages document, open the program’s Save dialog box, click the Tags field, and then choose your custom tag

Adding Pages

After you’ve finished updating your brochure with your own text and photos, you’re

ready to add more pages

If you’re working with a word-processing document (a document that’s all about

the text—such as the Note Taking, Blank, or Essay template) then when you hit the

bottom of a page, Pages adds a new page automatically But if you’re working with

a page-layout document (a template that includes funkier objects, like placeholder

images, tables, charts, or shapes), then you have to create new pages yourself

 TIP  Unsure whether you’re dealing with a word-processing document or a page-layout document? A surefire

way to check is to click a blank area of your document If the cursor turns into the I-beam cursor, ready for you

to start typing, then you have a word-processing document on your hands If nothing happens, then it’s a

page-layout document Another way to check is to click the Insert button in the toolbar: If you see a Page option, you’re

working with a page-layout document If the Page option is missing, you’re working with a word-processing

document

CREATING

PAGES

DOCUmENTS Adding a new page to a page-layout document is easy: Choose Insert→Page or click

the Insert button in the toolbar and then click Page To add a new page to a processing document, either continue typing until you reach the bottom of the page (at which point, the program automatically creates a new page) or click Insert in the toolbar and choose Page Break (page breaks are covered in more detail on page 60).And so it goes: Keep adding pages and filling them with your own text, photos of squirrels, and snaps from your forthcoming exhibit: The World’s Greatest Round-abouts and Where to Find Them

word-In the Buff: The Blank Template

Templates are particularly useful for getting off to a flying start with complex outs But let’s face it: Not all documents require a fancy, elegant design If you’re dashing off a quick shopping list, organizing your thoughts, crafting a short story,

lay-or building a page layout from scratch, the best starting point is often a blank page.Pages offers two blank templates for your word-processing delight—Blank and Blank Landscape—which you can find in the Template Chooser’s aptly named Basic category Unlike all the program’s other templates, you won’t find any placeholder text or images in these two templates Simply double-click whichever blank template suits your fancy, and Pages creates an empty document for you

As you settle into a routine with Pages, the Blank template may become your go-to template, the fastest route to getting something down on paper If you do fall into the habit of choosing Blank every time—or any other template, for that matter—there’s really no reason to go through the middle man Template Chooser every time you want to start a new document Sure, it’s only trying to help, but couldn’t Pages just cut to the chase and automatically use your favorite template when you want a new document? Yep, you just have to ask nicely

Setting Your Default Template

You can relieve the Template Chooser of its duties and nominate a default template

at the same time After that, whenever you go to File→New, Pages creates a new document based on your preferred template Here’s how to set this up:

1 Choose Pages →Preferences, and Pages displays the Preferences window.

2 Click the General button (if it’s not already selected).

3 Next to the For New Documents heading, turn on the “Use template” option.

4 Click the Change Template button to display the Template Chooser, and then select your preferred template.

Double-click a template’s preview image, or click it once and then click the Choose button Either way, the For New Documents setting updates to show the name of your new go-to template: “Use template: [Template name].”