Hart-Davis The Genius is in. iWork ’09€¦ · If professional assistance is required, the...

The Genius is in.You don’t have to be a genius to use iWork ’09. But if you want to get the very most out of

this suite of applications, put this savvy Portable Genius guide to work and start ramping up

the pace. Want to create professional-quality documents? Make your spreadsheets powerful

and unique? Deliver a persuasive presentation in person, on paper, or via the Internet?

You’ll fi nd cool and useful Genius tips, full-color screenshots, and pages of easy-to-access

shortcuts and tools that will save you loads of time and let you enjoy the iWork ’09 applications

to the max. Keep this indispensable Genius on hand and watch your iWork IQ soar.

Guy Hart-Davis is the author of more than 50 computing books, including iLife ’09 Portable Genius and

Mac OS X Leopard QuickSteps, and the coauthor of iMac Portable Genius.

P O R T A B L E G E N I U S Fun, hip, and straightforward, the new Portable Genius series gives forward-thinking Apple users useful

information in handy, compact books that are easy to navigate and don’t skimp on the essentials. Collect

the whole series and make the most of your Apple digital lifestyle.

Computers / Desktop Applications / General

$30.00 US • $36.00 CAN

Hart-Davis

iWork

® ’09P

OR

TA

BL

E

GE

NIU

S

P O R T A B L E G E N I U S

iWork® ’09

01_475423-ffirs.indd ii01_475423-ffirs.indd ii 6/15/09 3:24 PM6/15/09 3:24 PM


iWork® ’09

01_475423-ffirs.indd i01_475423-ffirs.indd i 6/15/09 3:24 PM6/15/09 3:24 PM

01_475423-ffirs.indd ii01_475423-ffirs.indd ii 6/15/09 3:24 PM6/15/09 3:24 PM


iWork® ’09

by Guy Hart-Davis

01_475423-ffirs.indd iii01_475423-ffirs.indd iii 6/15/09 3:24 PM6/15/09 3:24 PM

iWork® ’09 Portable Genius

Published byWiley Publishing, Inc.10475 Crosspoint Blvd.Indianapolis, IN 46256www.wiley.com

Copyright © 2009 by Wiley Publishing, Inc., Indianapolis, Indiana

Published simultaneously in Canada

ISBN: 978-0-470-47542-3

Manufactured in the United States of America

10 9 8 7 6 5 4 3 2 1

No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 646-8600. Requests to the Publisher for permission should be addressed to the Permissions Department, John Wiley & Sons, Inc., 111 River Street, Hoboken, NJ 07030, (201) 748-6011, fax (201) 748-6008, or online at http://www.wiley.com/go/permissions.

Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials. The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising herefrom. The fact that an organization or Web site is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization of Web site may provide or recommendations it may make. Further, readers should be aware that Internet Web sites listed in this work may have changed or disappeared between when this work was written and when it is read.

For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S. at (877) 762-2974, outside the U.S. at (317) 572-3993 or fax (317) 572-4002.

Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books.

Library of Congress Control Number: 2009928478

Trademarks: Wiley and the Wiley Publishing logo are trademarks or registered trademarks of John Wiley and Sons, Inc. and/or its affiliates in the United States and/or other countries, and may not be used without written permission. iWork is a registered trademark of Apple, Inc. All other trademarks are the property of their respective owners. Wiley Publishing, Inc. is not associated with any product or vendor mentioned in this book.

01_475423-ffirs.indd iv01_475423-ffirs.indd iv 6/15/09 3:24 PM6/15/09 3:24 PM

www.wiley.com

www.wiley.com/go/permissions

www.wiley.com/go/permissions

About the Authoris the author of more than 50 computing books, including iLife ’09 Portable

Genius and Mac OS X Leopard QuickSteps, and is the coauthor of iMac

Portable Genius.

Guy Hart-Davis

01_475423-ffirs.indd v01_475423-ffirs.indd v 6/15/09 3:24 PM6/15/09 3:24 PM

01_475423-ffirs.indd vi01_475423-ffirs.indd vi 6/15/09 3:24 PM6/15/09 3:24 PM

Senior Acquisitions EditorJody Lefevere

Project EditorJama Carter

Technical EditorPaul Sihvonen-Binder

Copy EditorLauren Kennedy

Editorial DirectorRobyn B. Siesky

Editorial ManagerCricket Krengel

Vice President and Group Executive PublisherRichard Swadley

Vice President and Executive PublisherBarry Pruett

Business ManagerAmy Knies

Senior Marketing ManagerSandy Smith

Project CoordinatorKatie Crocker

Graphics and Production SpecialistsJennifer HenryAndrea HornbergerRonald Terry

Quality Control TechnicianJessica Kramer

ProofreadingLinda Seifert

IndexingPotomac Indexing, LLC

Credits

01_475423-ffirs.indd vii01_475423-ffirs.indd vii 6/15/09 3:24 PM6/15/09 3:24 PM

01_475423-ffirs.indd viii01_475423-ffirs.indd viii 6/15/09 3:24 PM6/15/09 3:24 PM

This book is dedicated to Rhonda and Teddy.

01_475423-ffirs.indd ix01_475423-ffirs.indd ix 6/15/09 3:24 PM6/15/09 3:24 PM

01_475423-ffirs.indd x01_475423-ffirs.indd x 6/15/09 3:24 PM6/15/09 3:24 PM

Acknowledgmentsthe following people for making this book happen:

l Jody Lefevere for getting the book approved and signing me up to write it.

l Cricket Krengel and Sapna Kumar for shaping the outline.

l Jama Carter for running the editorial side of the project.

l Paul Sihvonen-Binder for reviewing the book for technical accuracy and making many

helpful suggestions.

l Lauren Kennedy for copyediting the book with a light touch.

l Jennifer Henry, Andrea Hornberger, and Ronald Terry for laying out the book in the design.

l Linda Seifert for scrutinizing the pages for errors.

l Potomac Indexing, LLC, for creating the index.

I’d like to thank

01_475423-ffirs.indd xi01_475423-ffirs.indd xi 6/15/09 3:24 PM6/15/09 3:24 PM

Acknowledgments xiIntroduction xxii

chapter 1

What Are the Common iWork Features That I Need to Know? 2

Customizing the Toolbar 4

Adding Your Own Templates to the Template Chooser or Theme Chooser 6

Choosing Preferences Common to All iWork Applications 7

Choosing the template or theme for new documents 7

Choosing Editing options 8

Keeping backups of your documents 8

Choosing whether to create a document preview 8

Choosing whether to save documents as packages 9

Choosing whether to use the font preview 9

Setting the default zoom 10

Choosing ruler units and ruler options 10

Choosing an alignment guide color and object alignment options 11

Working Efficiently with Text 11

Time-saving ways of entering text 11

Making the most of Auto-Correction’s substitution 11

Entering text with automatic typing utilities 14

Pasting text without formatting 14

Entering text by inserting a file 14

Entering text via optical character recognition 14

Entering text using dictation software 15

Keyboard shortcuts for formatting text 15

Personalizing your custom dictionary 16

Adding words to the custom dictionary 16

Removing words from the custom dictionary 16

02_475423-ftoc.indd xii02_475423-ftoc.indd xii 6/15/09 3:18 PM6/15/09 3:18 PM

Giving Your Documents Punch with Photos and Images 17

Inserting a photo or image 17

Resizing and masking a photo or image 18

Adjusting the photo or image to make it look the way you want 19

Removing the background from a photo or image 21

Rotating a photo or image 22

Putting a frame on a photo or image 23

Adding preset shapes and creating custom shapes 24

Inserting text in a shape 24

Inserting Movies and Sounds 24

Adding Charts 26

Choosing the right chart type for your data 26

Inserting a chart 27

Inserting a chart in Pages or Keynote 27

Inserting a chart in Numbers 29

Changing a chart’s orientation 29

Formatting a chart 29

Resizing and repositioning the chart 29

Changing the chart colors 30

Displaying axes and borders 30

Choosing number formats 30

Formatting 3D settings 31

Adding a legend and labels 32

Changing a chart from one chart type to another 32

Working with Objects 32

Selecting an object 33

Rotating and flipping objects 33

Copying and moving objects 33

Arranging overlapping objects to show what you want 34

Aligning and spacing objects 34

Placing an object exactly with the Metrics Inspector 35

Adding connection lines 35

Adding shadows and reflections 35

Adding a fill, gradient, or picture to a shape 36

Locking and grouping objects 38

Making an object partly transparent 39

Choosing Advanced Save Options 39

Printing Your Documents 40

Exploiting the most useful print options 41

Using ColorSync to make your printouts match your on-screen colors 41

Changing to a different ColorSync profile 42

Creating a ColorSync profile 42

Managing colors when printing 43

Sharing Documents Using iWork.com 45

Protecting a Document with a Password 47

chapter 2

How Can I Work Faster in Pages? 50

Knowing What You Are Working With 52

Setting Pages-Specific Preferences 55

Choosing an Invisibles color 55

Choosing ruler settings 55

Setting the author name 55

Choosing Track Text Changes settings 55

02_475423-ftoc.indd xiii02_475423-ftoc.indd xiii 6/15/09 3:18 PM6/15/09 3:18 PM

Merging the data into the document 72

Changing your sender information for a document 74

Formatting text with keyboard shortcuts 75

Adding New Template Pages to a Document 75

Working with Microsoft Word Documents 76

chapter 3

How Can I Get the Most Out of Styles and Formatting? 80

Formatting Text Quickly with Styles 82

Applying styles 82

Opening and closing the Styles drawer 82

Applying styles from the Styles drawer 84

Applying styles from the Format bar 84

Applying styles using function keys 84

Applying styles using copy and paste 85

Replacing one style with another style 85

Customizing the Pages Window for Faster Work 56

Zooming in and out 56

Switching among Pages’ views 56

Choosing which screen elements to display 57

Toolbar 58

Format Bar 59

Rulers 59

Styles drawer 59

Search sidebar 59

Comments pane 60

Thumbnail view 60

Invisible characters 60

Controlling the Page Layout 61

Setting the page size and orientation 61

Setting the page margins 63

Adding headers and footers 63

Adding simple headers and footers 64

Creating different headers or footers on different pages 64

Adding page numbers 65

Controlling page breaks and section breaks 66

Using page breaks 66

Using section breaks 67

Adding Text to a Document 68

Inserting hyperlinks 68

Replacing placeholder text 69

Inserting data from your Address Book or a Numbers document 69

Adding Address Book fields to the document 70

Adding fields from a Numbers document 71

02_475423-ftoc.indd xiv02_475423-ftoc.indd xiv 6/15/09 3:18 PM6/15/09 3:18 PM

chapter 4

What Special Formatting Can I Use to Give My Documents Impact? 110

Using Tabs 112

Setting a tab 113

Moving and removing tabs 113

Creating Tables 114

Adding a table 114

Changing the number of rows or columns 116

Resizing and rearranging a table 117

Setting up the headers and footer for the table 117

Converting text to a table 119

Creating a new table from an existing table 119

Inserting content in tables 120

Selecting parts of tables 121

Converting a table to text 121

Applying basic formatting with paragraph styles 86

Adding emphasis with character styles 87

Creating lists with list styles 87

Importing styles from another Pages document 88

Importing styles from a Microsoft Word document 89

Creating Custom Styles 90

Changing the font formatting 91

Changing the paragraph formatting 92

Changing the text formatting 92

Changing the list formatting 94

Changing the tab formatting 96

Changing borders, fills, pagination, and further options 97

Creating and naming your new style 99

Delete a style from a document 101

Applying direct formatting to text, paragraphs, and elements 102

Applying a style override 102

Removing a style override 103

Keeping Paragraphs and Lines Together 103

Starting a paragraph after a page break 103

Keeping the lines of a paragraph together 104

Keeping two or more paragraphs together 105

Creating Your Own Templates 105

Developing a Document’s Structure with Outline View 107

02_475423-ftoc.indd xv02_475423-ftoc.indd xv 6/15/09 3:18 PM6/15/09 3:18 PM

chapter 5

Now That I’ve Made My Document, How Can I Use It? 142

Using Track Changes 144

Turning on Track Changes 144

Choosing which marks and color to use 145

Making untracked changes while Track Changes is on 146

Understanding which changes are tracked and which aren’t 146

Exchanging tracked changes with Microsoft Word 147

Hiding and showing tracked changes 148

Reviewing tracked changes 149

Turning off Track Changes and accepting or rejecting changes 150

Saving a copy of a document as final 150

Using Comments 151

Adding Footnotes or Endnotes 152

Choosing between footnotes and endnotes 152

Inserting a footnote or endnote 154

Working with footnotes and endnotes 155

Converting footnotes to endnotes — or vice versa 155

Using Bookmarks to Link Parts of a Document 155

Adding a bookmark 156

Adding a hyperlink to a bookmark 156

Merging and splitting cells 121

Merging cells into a single cell 121

Splitting a cell 121

Formatting a table 122

Change the table’s borders 122

Add a background to the table 122

Apply a cell format to the cell’s contents 123

Monitoring table cells for unusual values 127

Using functions in tables 129

Sorting a table 131

Using Pages tables in Numbers or Keynote 132

Creating Multicolumn Layouts 132

Setting up multiple columns 132

Inserting column breaks and layout breaks 134

Adding Images, Shapes, and Charts 135

Choosing between inline objects and floating objects 135

Wrapping text around an image or object 136

Adding charts 137

Flowing Text through Linked Text Boxes 137

Placing text boxes in a document 138

Flowing text between text boxes 139

Creating a link to another text box 140

Working with text in linked text boxes 141

Breaking the connection between two text boxes 141

Cutting a linked text box out of the chain 141

02_475423-ftoc.indd xvi02_475423-ftoc.indd xvi 6/15/09 3:18 PM6/15/09 3:18 PM

Customizing the Numbers Window for Faster Work 175

Zooming to a comfortable size 175

Switching among views 175


Toolbar 176

Format bar 177

Rulers 177

Formula list 177

Comments 178

Organizing Your Information with Sheets and Tables 178

Adding and deleting sheets 178

Moving and copying sheets 178

Renaming a sheet 179

Selecting parts of a table 180

Resizing and moving a table 180

Naming a table 180

Adding rows or columns to a table 180

Rearranging rows and columns 181

Deleting rows and columns 182

Hiding rows and columns 182

Adding table header rows, header columns, or footer rows 183

Adding more header columns, header rows, or footer rows from the reference tab 183

Freezing a table’s header columns or header rows 184

Bringing in a table from Pages 184

Entering Text in a Spreadsheet 184

Entering text quickly with autofilling 184

Entering dates 185

Entering hyperlinks 186

Formatting cell values 187

Understanding the Automatic format 187

Controlling Automatic Hyphenation 157

Adding a Table of Contents 158

Inserting a table of contents 158

Formatting a table of contents 159

Updating or deleting a table of contents 159

Using the Proofreader 159

Sharing Your Documents 161

Sharing a document on iWork.com 162

Sending a document via email 162

Sending a document to iWeb for download 162

Creating Word documents 163

Understanding what exports well and what doesn’t 163

Performing the export 165

Creating PDF files from documents 165

Creating Rich Text and Plain Text documents 167

chapter 6

How Can I Work More Efficiently in Numbers? 170


Setting Numbers-Specific Preferences 174

Choosing Formulas preferences 174

Choosing Currencies and Editing preferences 174

02_475423-ftoc.indd xvii02_475423-ftoc.indd xvii 6/15/09 3:18 PM6/15/09 3:18 PM

Referring to cells 207

Referring to another table on the same sheet 208

Referring to a table on another sheet 209

Choosing between absolute and relative references 209

Copying or moving a formula 211

Deleting a formula 211

Understanding Operators and How Numbers Evaluates Them 211

Arithmetic operators 211

Comparison operators 212

The string operator and the wild cards 213

Overriding the order in which Numbers evaluates operators 213

Checking Your Formulas with the Formula List 214

Creating Your Own Reusable Tables 215

Capturing a table 216

Inserting a captured table 216

Managing your custom tables 216

Creating a Template from a Spreadsheet 217

chapter 8

How Can I Make My Spreadsheets Dynamic? 220

Applying a format from the Format bar 188

Applying a format with the Cells Inspector 189

Using Auto-Completion lists 189

Importing Data from Microsoft Excel 190

Importing Data from Address Book 192

Knowing which fields you can use 192

Importing the data into a table 193

chapter 7

How Do I Perform Calculations in Numbers Spreadsheets? 196

Understanding Formulas 198

Inserting Functions 199

Inserting a function from the common calculations pane 199

Inserting a common function from the toolbar 200

Inserting a function with the Function Browser 201

Typing a function into a cell 203

Dealing with errors in functions 204

Creating Your Own Formulas 205

Creating a formula with the Formula Editor 205

Creating a formula in the Formula bar 207

02_475423-ftoc.indd xviii02_475423-ftoc.indd xviii 6/15/09 3:18 PM6/15/09 3:18 PM

Adding a stepper to a cell 241

Adding a pop-up menu to a cell 242

chapter 9

How Can I Make My Spreadsheet Easy to Use and Share? 244

Using Comments 246

Adding Headers and Footers to a Spreadsheet 247

Preparing a Spreadsheet for Printing and Sharing 249

Setting the printer and page size 249

Setting the page orientation and margins 250

Dividing a sheet into pages for printing 251

Printing All or Part of a Spreadsheet 252

Sharing a Spreadsheet 253

Sharing a document on iWork.com 254

Sending a document via email 254

Sending a spreadsheet to iWeb 255

Exporting a spreadsheet to Microsoft Excel format 255

Creating a PDF file of a spreadsheet 257

Exporting a spreadsheet to a Comma-Separated Values file 258

Making a Table Look Exactly How You Want It 222

Formatting a table with a table style 222

Formatting table cells and borders manually 223

Monitoring cells for unexpected values 224

Sorting and filtering a table to show results 226

Sorting a table 226

Filtering a table to show only some results 228

Organizing a table by categories 229

Creating Charts from Your Table Data 232

Inserting a chart 232

Creating a chart from nonadjacent cells 232

Creating a chart from two or more tables 233

Extending a chart with more data 234

Choosing whether to display hidden rows or columns in a chart 234

Removing values from a chart without changing the table 235

Linking charts 235

Customizing and Modifying Table Styles 236

Creating a custom table style 236

Modifying an existing table style 237

Setting a default table style 238

Deleting a table style 238

Adding Media with the Media Browser 238

Placing an image on the sheet canvas 238

Adding a background image to a cell, table, or chart 238

Putting a background image behind multiple objects 239

Adding Controls to Cells 239

Adding a check box to a cell 239

Adding a slider to a cell 240

02_475423-ftoc.indd xix02_475423-ftoc.indd xix 6/15/09 3:18 PM6/15/09 3:18 PM

Setting a slide to be skipped 281

Adding comments to slides 282

Applying a different theme, master, or layout to a slide 283

Importing an Outline from a Document 283

chapter 11

How Do I Make My Presentations Lively and Compelling? 286

Choosing the Best Theme for the Presentation 288

Giving Your Presentation Impact 288

Adding Movies and Audio 289

Putting a sound or movie on a slide 289

Adding a soundtrack to a presentation 290

Adding Hyperlinks 291

Adding Animation Builds to Slides 293

How object builds work 293

Revealing objects with Build In effects 294

Removing objects with Build Out effects 296

Animating objects with Action Build effects 297

Using Smart Builds 299

Using builds with tables and charts 300

Adding Transitions between Slides 301

chapter 10

How Can I Create Presentations Quickly in Keynote? 262


Choosing your theme and slide size 264

Navigating the Keynote window 266

Setting Keynote-Specific Preferences 267

Setting General preferences 267

Setting Rulers preferences 269

Applying Themes and Master Slides 269

Setting Up the Keynote Window for Working Easily 271

Zooming in and out 271

Choosing the right view for each task 272


Toolbar 274

Format bar 275

Rulers 275

Comments 275

Presenter Notes area 275

Master slide navigator 275

Opening Microsoft PowerPoint Presentations 276

Customizing Slides 278

Rearranging and grouping slides 279

Adding presenter notes 280

02_475423-ftoc.indd xx02_475423-ftoc.indd xx 6/15/09 3:18 PM6/15/09 3:18 PM

Giving a Live Presentation 320

Finalizing your presenter notes 321

Rehearsing the presentation 321

Setting up an external display or projector 322

Checking your presenter display 324

Running the presentation 324

Controlling the presentation with the mouse 325

Controlling a presentation using keyboard shortcuts 325

Controlling a presentation with the Apple Remote 326

Controlling a presentation from an iPhone or iPod touch with Keynote Remote 326

Using other applications during the presentation 328

Creating Handouts of Your Presentation 328

Creating a Presentation That Plays Automatically 330

Sharing a Presentation in Other Ways 332

Saving a presentation as a PowerPoint slide show 333

Exporting a presentation to a QuickTime movie 334

Creating a PDF file of a presentation 335

Creating image files from your slides 337

Exporting a presentation to Web pages 338

Publishing a presentation on YouTube 338

Publishing a presentation on iWork.com 340

Turning a slide show into a podcast 340

Glossary 342Index 347

Adding Narration 304

Adding to your recorded slide show 305

Rerecording a slide show 306

Creating Your Own Slide Masters 307

Creating a Custom Theme 310

chapter 12

What Is the Best Way to Give My Presentation? 312

Setting Preferences for the Presentation 314

Setting Slideshow pane preferences 314

Choosing slide options 314

Choosing whether to enable Exposé and Dashboard 315

Choosing preferences for the mouse pointer 315

Choosing which display to present on 315

Setting Presenter Display pane preferences 316

Setting Alternate Display preferences 316

Setting Show preferences 317

Customizing the presenter display 318

Setting Remote pane preferences 318

02_475423-ftoc.indd xxi02_475423-ftoc.indd xxi 6/15/09 3:18 PM6/15/09 3:18 PM

xxii

is a wo nderful productivity tool as well as the best multimedia machine around.

The iWork suite of applications lets you create slick and professional documents,

spreadsheets, and presentations quickly and with minimal effort, and share them easily in person,

on paper, or via the Internet.

iWork ’09 Portable Genius shows you how to get the most out of the iWork applications. Here’s a

taste of what you can do with this book:

Get up to speed on all core iWork skills. Make sure you know all the essential maneu-

vers you can use in any of the iWork applications — everything from customizing the

toolbar and choosing shared preferences to inserting images and sounds, charts, and

other objects in your documents, protecting them with passwords, and sharing them via

Apple’s iWork.com online service. However well you type, don’t miss out on any of the

time-saving ways of entering text.

Create professional-quality documents in Pages. Set up the Pages window so that

you can build your word-processing documents and page-layout documents fast and

smoothly. Control the page layout, bring in text from outside sources, and learn how to

deal with problems when exchanging documents with Microsoft Word. Format your

documents quickly and consistently with styles, and make creating new documents a

snap by saving your own custom templates.

Review and share your Pages documents. When you need to work with colleagues to

finalize a document, use the Track Changes feature to manage their editing suggestions

and the Comments feature to share ideas. Finish your document by adding notes, links,

Your Mac

03_475423-flast.indd xxii03_475423-flast.indd xxii 6/15/09 3:28 PM6/15/09 3:28 PM

1

Introduction

and a table of contents, and use the Proofreader to catch embarrassing errors. Then

share the document on the Web, by turning it into a Word document, or by creating a

read-anywhere PDF file from it.

Build spreadsheets and crunch data in Numbers. Pick the best template as a starting

point, and then organize your data logically into sheets and tables. Use cell formatting to

make Numbers format values exactly the way you want them, and save time and effort

by auto-filling data, using Auto-Completion, and bringing in data from Microsoft Excel

workbooks or your Address book. Make the most of Numbers’ built-in functions, and cre-

ate powerful formulas that perform exactly the calculations you need.

Make your spreadsheets powerful and persuasive. Unvarnished data may be great

for accountants, but most people prefer their data easy to read and illustrated with

charts. Fully format a table in moments by applying a suitable style, or create your own

custom styles to give the spreadsheets a unique and consistent look. Create charts that

draw data from different sources to deliver the message you want, share them with

Pages and Keynote, and even update them automatically from within a document or

presentation. Add headers, footers, and page numbers to complete the spreadsheet, and

then share it on the Web, as PDFs, or by exporting it to an Excel workbook or a Comma-

Separated Values file.

Create persuasive presentations in Keynote. Choose an effective look for your presen-

tation by selecting the right theme — or mix and match themes to give separate parts of

the presentation different flavors. Develop the presentation’s outline quickly by using

the Outline pane and bringing in headings from a Pages document, or simply open a

PowerPoint presentation so that you can create a Keynote version of it. Use the light

table to arrange your slides into the right order, set extra slides to be skipped, and add

presenter notes that will help you hit every key point in order.

Deliver your presentation powerfully and convincingly. Set up your presentation dis-

play to show precisely the information you need, then rehearse the presentation and

make sure your timings work. Connect your Mac to an external projector or display and

give the presentation, controlling it with the keyboard, the mouse, or an iPhone or iPod

touch. When you can’t give a presentation in person, create a presentation that runs

itself — great for a kiosk or trade show — or share the presentation online using any for-

mat from Numbers to PowerPoint to PDF. You can even publish a presentation directly

to YouTube from Numbers or turn it into a podcast on your iWeb site.

03_475423-flast.indd 103_475423-flast.indd 1 6/15/09 3:28 PM6/15/09 3:28 PM

1

What Are the Common iWork Features That I Need to Know?

04_475423-ch01.indd 204_475423-ch01.indd 2 6/16/09 10:41 AM6/16/09 10:41 AM

1 2 3 4 5 6 7 8 9 10 11 12

To help you create documents quickly and easily, the Pages, Keynote, and

Numbers applications have many features in common. This chapter shows you

not only how to customize the toolbar, add pictures and movies to your docu-

ments, choose advanced save options, and make sure your printouts match what

you see onscreen but also how to share your documents using Apple’s iWork

.com online collaboration service and how to protect them with passwords.

Customizing the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

Adding Your Own Templates to the Template Chooser or Theme Chooser . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6

Choosing Preferences Common to All iWork Applications . . . . . . . . . . . . 7

Working Efficiently with Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Giving Your Documents Punch with Photos and Images . . . . . . . . . . . . . 17

Inserting Movies and Sounds . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Adding Charts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26

Working with Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

Choosing Advanced Save Options . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 39

Printing Your Documents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40

Sharing Your Documents Using iWork.com . . . . . . . . . . . . . . . . . . . . . . . . . 45

Protecting a Document with a Password . . . . . . . . . . . . . . . . . . . . . . . . . . . 47


4

iWork ’09 Portable Genius

Customizing the ToolbarThe toolbar in each iWork application provides a set of widely used buttons, but you’ll probably

want to customize it so that it contains only the buttons you need most. If your Mac has a wide

screen, you can fit extra buttons on the toolbar without sacrificing any of those already there; if it

does not, you can remove existing buttons to make way for others.

Which buttons you find most useful will depend on the iWork application and what you spend

most time doing in it. For example, if you don’t use iWork.com to share Pages documents but you

do use it for Numbers and Keynote, remove the iWork.com button from Pages but keep it on the

toolbar in Numbers and Keynote. Here are examples of buttons you may find useful in each

application:

Pages. If you often copy and paste styles, add the Copy Style and Paste Style buttons to

the toolbar. If you frequently need to rearrange layers of objects, put the Front, Back,

Forward, and Backward buttons on it.

Numbers. If you frequently use images in your spreadsheets, add buttons such as Adjust

Image, Instant Alpha, and Mask to the toolbar.

Keynote. The toolbar is well populated with buttons for most purposes, but often it’s

useful to add the Rehearse button and Record Slideshow buttons to it so that they’re

immediately at hand.

If you use the iWork applications often, keep their icons in the Dock. Once you’ve

opened an application, Ctrl+click or right-click its icon in the Dock and choose Keep

in Dock. If you want Mac OS X to launch the application automatically each time you

log in, Ctrl+click or right-click the Dock icon and then click Open at Login, placing a

check mark next to it.

Genius

Customizing the toolbar takes only a minute:

1. Open the application whose toolbar you want to change. For example, click the

Pages icon in the Dock to open Pages.

2. Choose View ➪ Customize Toolbar. The Customize Toolbar sheet opens. Figure 1.1

shows the Customize Toolbar sheet for Pages.

3. Click and drag each icon you want to add from the sheet to the toolbar. Drop the

icon where you want it to appear. If you want to restore the toolbar to its original set,

click and drag the default set of icons from the box at the bottom of the Customize

Toolbar sheet to the toolbar.


5

Chapter 1: What Are the Common iWork Features That I Need to Know?

1.1 Customizing the toolbar in each iWork application takes only moments but can save you plenty of time and effort in the long run.

4. To remove an icon from the toolbar, click and drag it off the toolbar. You can drop it

anywhere — on the Customize Toolbar sheet is often easiest — and it disappears in a

puff of smoke.

5. To move one of the existing items, click and drag it to where you want it.

6. In the Show pop-up menu, choose how to display the toolbar items: Icon & Text,

Icon Only, or Text Only. Icon & Text is usually clearest and easiest. Text Only gives you a

shallow toolbar with more space for your documents.

7. Select the Use Small Size check box if you want to use smaller icons and text, which

lets you fit more items on the toolbar.

8. Click Done to close the Customize Toolbar sheet.

You can quickly customize the toolbar without opening the Customize Toolbar

sheet. To reposition an item, Ô+click and drag it to where you want it. To remove an

item, Ô+click it and drag it off the toolbar.Genius


6

iWork ’09 Portable Genius

Adding Your Own Templates to the Template Chooser or Theme ChooserPages comes with a good selection of templates for creating every kind of document from a busi-

ness letter to a newsletter, or from a report to an invitation. Similarly, Numbers provides spread-

sheet templates that range from tracking your weight, your workouts, and your finances to

scheduling your employees, sending out invoices, and calculating return on investment. And

Keynote provides an attractive variety of themes for giving presentations different looks. Even so,

you’ll probably want to use your own custom templates and themes as well.

You can create a template from a document in Pages or Numbers by using the File ➪ Save as

Template command. Similarly, you can create a theme from a document in Keynote by choosing

File ➪ Save Theme.

The iWork applications store your custom templates and themes in these folders (where the tilde,

~, represents your home folder):

Pages templates. ~/Library/Application Support/iWork/Pages/Templates/Templates

Numbers templates. ~/Library/Application Support/iWork/Numbers/Templates/

Templates

Keynote themes. ~/Library/Application Support/iWork/Keynote/Themes

If you have templates or themes from other sources, you can simply copy them to the appropriate

folder using the Finder.

The iWork applications store their built-in templates and themes inside the package

files for the applications themselves. For example, you can find the Pages templates

by opening your Applications folder, Ctrl+clicking or right-clicking the Pages appli-

cation in the iWork folder, choosing Show Package Contents, and then drilling down

to the /Contents/Resources/Templates folder. You can’t modify these templates and

themes.

Genius

If you don’t use the toolbar, hide it to give yourself more space for your documents.

Choose View ➪ Hide Toolbar, press Ô+Option+T, or click the Toolbar Disclosure but-

ton (the jellybean-shaped button at the right end of the application window’s title

bar).Genius


Hart-Davis The Genius is in. iWork ’09€¦ · If professional assistance is required, the...

Documents

Transcript of Hart-Davis The Genius is in. iWork ’09€¦ · If professional assistance is required, the...