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iWork® '09 Portable Genius

Book Description

A portable guide to the most-used features of iWork '09, Apple's office productivity suite

Even in a down economy, Macs are enjoying increased popularity. iWork '09 provides an alternative to Microsoft Office. This guide covers the key skills, tools, and shortcuts to help you make the most of the iWork applications: keynote presentation software, pages for document creation, and the numbers spreadsheet program.

Here are the tips and tricks that will help you work more efficiently and use all the features of iWork. iWork '09 Portable Genius gets straight to the point with the authoritative information Mac-savvy users want to know. And the handy portable size makes it easy to slip in your laptop case so it goes where you go.

  • A full-color guide to the shortcuts and tips that let you maximize what you can do with iWork '09

  • Learn to edit, organize, and create documents using Pages; create stellar presentations with Keynote; and calculate and analyze data in Numbers

  • Handy 6 × 9 trim size size fits in your MacBook case

  • Designed for those who want to make the most of the Mac digital lifestyle

  • Helps you take full advantage of Apple's office productivity suite

With iWork '09 Portable Genius, you'll be able to do more with iWork than you ever imagined.

Table of Contents

  1. Copyright
  2. About the Author
  3. Credits
  4. Acknowledgments
  5. Introduction
  6. 1. What Are the Common iWork Features That I Need to Know?
    1. 1.1. Customizing the Toolbar
    2. 1.2. Adding Your Own Templates to the Template Chooser or Theme Chooser
    3. 1.3. Choosing Preferences Common to All iWork Applications
      1. 1.3.1. Choosing the template or theme for new documents
      2. 1.3.2. Choosing Editing options
      3. 1.3.3. Keeping backups of your documents
      4. 1.3.4. Choosing whether to create a document preview
      5. 1.3.5. Choosing whether to save documents as packages
      6. 1.3.6. Choosing whether to use the font preview
      7. 1.3.7. Setting the default zoom
      8. 1.3.8. Choosing ruler units and ruler options
      9. 1.3.9. Choosing an alignment guide color and object alignment options
    4. 1.4. Working Efficiently with Text
      1. 1.4.1. Time-saving ways of entering text
        1. 1.4.1.1. Making the most of Auto-Correction's substitution
        2. 1.4.1.2. Entering text with automatic typing utilities
        3. 1.4.1.3. Pasting text without formatting
        4. 1.4.1.4. Entering text by inserting a file
        5. 1.4.1.5. Entering text via optical character recognition
        6. 1.4.1.6. Entering text using dictation software
      2. 1.4.2. Keyboard shortcuts for formatting text
      3. 1.4.3. Personalizing your custom dictionary
        1. 1.4.3.1. Adding words to the custom dictionary
        2. 1.4.3.2. Removing words from the custom dictionary
    5. 1.5. Giving Your Documents Punch with Photos and Images
      1. 1.5.1. Inserting a photo or image
      2. 1.5.2. Resizing and masking a photo or image
      3. 1.5.3. Adjusting the photo or image to make it look the way you want
      4. 1.5.4. Removing the background from a photo or image
      5. 1.5.5. Rotating a photo or image
      6. 1.5.6. Putting a frame on a photo or image
      7. 1.5.7. Adding preset shapes and creating custom shapes
      8. 1.5.8. Inserting text in a shape
    6. 1.6. Inserting Movies and Sounds
    7. 1.7. Adding Charts
      1. 1.7.1. Choosing the right chart type for your data
      2. 1.7.2. Inserting a chart
        1. 1.7.2.1. Inserting a chart in Pages or Keynote
        2. 1.7.2.2. Inserting a chart in Numbers
      3. 1.7.3. Changing a chart's orientation
      4. 1.7.4. Formatting a chart
        1. 1.7.4.1. Resizing and repositioning the chart
        2. 1.7.4.2. Changing the chart colors
        3. 1.7.4.3. Displaying axes and borders
        4. 1.7.4.4. Choosing number formats
        5. 1.7.4.5. Formatting 3D settings
      5. 1.7.5. Adding a legend and labels
      6. 1.7.6. Changing a chart from one chart type to another
    8. 1.8. Working with Objects
      1. 1.8.1. Selecting an object
      2. 1.8.2. Rotating and flipping objects
      3. 1.8.3. Copying and moving objects
      4. 1.8.4. Arranging overlapping objects to show what you want
      5. 1.8.5. Aligning and spacing objects
      6. 1.8.6. Placing an object exactly with the Metrics Inspector
      7. 1.8.7. Adding connection lines
      8. 1.8.8. Adding shadows and reflections
      9. 1.8.9. Adding a fill, gradient, or picture to a shape
      10. 1.8.10. Locking and grouping objects
      11. 1.8.11. Making an object partly transparent
    9. 1.9. Choosing Advanced Save Options
    10. 1.10. Printing Your Documents
      1. 1.10.1. Exploiting the most useful print options
      2. 1.10.2. Using ColorSync to make your printouts match your on-screen colors
        1. 1.10.2.1. Changing to a different ColorSync profile
        2. 1.10.2.2. Creating a ColorSync profile
        3. 1.10.2.3. Managing colors when printing
    11. 1.11. Sharing Documents Using iWork.com
    12. 1.12. Protecting a Document with a Password
  7. 2. How Can I Work Faster in Pages?
    1. 2.1. Knowing What You Are Working With
    2. 2.2. Setting Pages-Specific Preferences
      1. 2.2.1. Choosing an Invisibles color
      2. 2.2.2. Choosing ruler settings
      3. 2.2.3. Setting the author name
      4. 2.2.4. Choosing Track Text Changes settings
    3. 2.3. Customizing the Pages Window for Faster Work
      1. 2.3.1. Zooming in and out
      2. 2.3.2. Switching among Pages' views
      3. 2.3.3. Choosing which screen elements to display
        1. 2.3.3.1. Toolbar
        2. 2.3.3.2. Format Bar
        3. 2.3.3.3. Rulers
        4. 2.3.3.4. Styles drawer
        5. 2.3.3.5. Search sidebar
        6. 2.3.3.6. Comments pane
        7. 2.3.3.7. Thumbnail view
      4. 2.3.4. Invisible characters
    4. 2.4. Controlling the Page Layout
      1. 2.4.1. Setting the page size and orientation
      2. 2.4.2. Setting the page margins
      3. 2.4.3. Adding headers and footers
        1. 2.4.3.1. Adding simple headers and footers
        2. 2.4.3.2. Creating different headers or footers on different pages
      4. 2.4.4. Adding page numbers
      5. 2.4.5. Controlling page breaks and section breaks
        1. 2.4.5.1. Using page breaks
        2. 2.4.5.2. Using section breaks
    5. 2.5. Adding Text to a Document
      1. 2.5.1. Inserting hyperlinks
      2. 2.5.2. Replacing placeholder text
      3. 2.5.3. Inserting data from your Address Book or a Numbers document
        1. 2.5.3.1. Adding Address Book fields to the document
        2. 2.5.3.2. Adding fields from a Numbers document
        3. 2.5.3.3. Merging the data into the document
        4. 2.5.3.4. Changing your sender information for a document
      4. 2.5.4. Formatting text with keyboard shortcuts
    6. 2.6. Adding New Template Pages to a Document
    7. 2.7. Working with Microsoft Word Documents
  8. 3. How Can I Get the Most Out of Styles and Formatting?
    1. 3.1. Formatting Text Quickly with Styles
      1. 3.1.1. Applying styles
        1. 3.1.1.1. Opening and closing the Styles drawer
        2. 3.1.1.2. Applying styles from the Styles drawer
        3. 3.1.1.3. Applying styles from the Format bar
        4. 3.1.1.4. Applying styles using function keys
        5. 3.1.1.5. Applying styles using copy and paste
        6. 3.1.1.6. Replacing one style with another style
      2. 3.1.2. Applying basic formatting with paragraph styles
      3. 3.1.3. Adding emphasis with character styles
      4. 3.1.4. Creating lists with list styles
      5. 3.1.5. Importing styles from another Pages document
      6. 3.1.6. Importing styles from a Microsoft Word document
    2. 3.2. Creating Custom Styles
      1. 3.2.1. Changing the font formatting
      2. 3.2.2. Changing the paragraph formatting
        1. 3.2.2.1. Changing the text formatting
        2. 3.2.2.2. Changing the list formatting
        3. 3.2.2.3. Changing the tab formatting
        4. 3.2.2.4. Changing borders, fills, pagination, and further options
      3. 3.2.3. Creating and naming your new style
      4. 3.2.4. Delete a style from a document
      5. 3.2.5. Applying direct formatting to text, paragraphs, and elements
        1. 3.2.5.1. Applying a style override
        2. 3.2.5.2. Removing a style override
    3. 3.3. Keeping Paragraphs and Lines Together
      1. 3.3.1. Starting a paragraph after a page break
      2. 3.3.2. Keeping the lines of a paragraph together
      3. 3.3.3. Keeping two or more paragraphs together
    4. 3.4. Creating Your Own Templates
    5. 3.5. Developing a Document's Structure with Outline View
  9. 4. What Special Formatting Can I Use to Give My Documents Impact?
    1. 4.1. Using Tabs
      1. 4.1.1. Setting a tab
      2. 4.1.2. Moving and removing tabs
    2. 4.2. Creating Tables
      1. 4.2.1. Adding a table
      2. 4.2.2. Changing the number of rows or columns
      3. 4.2.3. Resizing and rearranging a table
      4. 4.2.4. Setting up the headers and footer for the table
      5. 4.2.5. Converting text to a table
      6. 4.2.6. Creating a new table from an existing table
      7. 4.2.7. Inserting content in tables
      8. 4.2.8. Selecting parts of tables
      9. 4.2.9. Converting a table to text
      10. 4.2.10. Merging and splitting cells
        1. 4.2.10.1. Merging cells into a single cell
        2. 4.2.10.2. Splitting a cell
      11. 4.2.11. Formatting a table
        1. 4.2.11.1. Change the table's borders
        2. 4.2.11.2. Add a background to the table
        3. 4.2.11.3. Apply a cell format to the cell's contents
      12. 4.2.12. Monitoring table cells for unusual values
      13. 4.2.13. Using functions in tables
      14. 4.2.14. Sorting a table
      15. 4.2.15. Using Pages tables in Numbers or Keynote
    3. 4.3. Creating Multicolumn Layouts
      1. 4.3.1. Setting up multiple columns
      2. 4.3.2. Inserting column breaks and layout breaks
    4. 4.4. Adding Images, Shapes, and Charts
      1. 4.4.1. Choosing between inline objects and floating objects
      2. 4.4.2. Wrapping text around an image or object
      3. 4.4.3. Adding charts
    5. 4.5. Flowing Text through Linked Text Boxes
      1. 4.5.1. Placing text boxes in a document
      2. 4.5.2. Flowing text between text boxes
        1. 4.5.2.1. Creating a link to another text box
        2. 4.5.2.2. Working with text in linked text boxes
        3. 4.5.2.3. Breaking the connection between two text boxes
        4. 4.5.2.4. Cutting a linked text box out of the chain
  10. 5. Now That I've Made My Document, How Can I Use It?
    1. 5.1. Using Track Changes
      1. 5.1.1. Turning on Track Changes
      2. 5.1.2. Choosing which marks and color to use
      3. 5.1.3. Making untracked changes while Track Changes is on
      4. 5.1.4. Understanding which changes are tracked and which aren't
      5. 5.1.5. Exchanging tracked changes with Microsoft Word
      6. 5.1.6. Hiding and showing tracked changes
      7. 5.1.7. Reviewing tracked changes
      8. 5.1.8. Turning off Track Changes and accepting or rejecting changes
      9. 5.1.9. Saving a copy of a document as final
    2. 5.2. Using Comments
    3. 5.3. Adding Footnotes or Endnotes
      1. 5.3.1. Choosing between footnotes and endnotes
      2. 5.3.2. Inserting a footnote or endnote
      3. 5.3.3. Working with footnotes and endnotes
      4. 5.3.4. Converting footnotes to endnotes — or vice versa
    4. 5.4. Using Bookmarks to Link Parts of a Document
      1. 5.4.1. Adding a bookmark
      2. 5.4.2. Adding a hyperlink to a bookmark
    5. 5.5. Controlling Automatic Hyphenation
    6. 5.6. Adding a Table of Contents
      1. 5.6.1. Inserting a table of contents
      2. 5.6.2. Formatting a table of contents
      3. 5.6.3. Updating or deleting a table of contents
    7. 5.7. Using the Proofreader
    8. 5.8. Sharing Your Documents
      1. 5.8.1. Sharing a document on iWork.com
      2. 5.8.2. Sending a document via email
      3. 5.8.3. Sending a document to iWeb for download
      4. 5.8.4. Creating Word documents
        1. 5.8.4.1. Understanding what exports well and what doesn't
        2. 5.8.4.2. Performing the export
      5. 5.8.5. Creating PDF files from documents
      6. 5.8.6. Creating Rich Text and Plain Text documents
  11. 6. How Can I Work More Efficiently in Numbers?
    1. 6.1. Knowing What You Are Working With
    2. 6.2. Setting Numbers-Specific Preferences
      1. 6.2.1. Choosing Formulas preferences
      2. 6.2.2. Choosing Currencies and Editing preferences
    3. 6.3. Customizing the Numbers Window for Faster Work
      1. 6.3.1. Zooming to a comfortable size
      2. 6.3.2. Switching among views
      3. 6.3.3. Choosing which screen elements to display
        1. 6.3.3.1. Toolbar
        2. 6.3.3.2. Format bar
        3. 6.3.3.3. Rulers
        4. 6.3.3.4. Formula list
        5. 6.3.3.5. Comments
    4. 6.4. Organizing Your Information with Sheets and Tables
      1. 6.4.1. Adding and deleting sheets
      2. 6.4.2. Moving and copying sheets
      3. 6.4.3. Renaming a sheet
      4. 6.4.4. Selecting parts of a table
      5. 6.4.5. Resizing and moving a table
      6. 6.4.6. Naming a table
      7. 6.4.7. Adding rows or columns to a table
      8. 6.4.8. Rearranging rows and columns
      9. 6.4.9. Deleting rows and columns
      10. 6.4.10. Hiding rows and columns
      11. 6.4.11. Adding table header rows, header columns, or footer rows
        1. 6.4.11.1. Adding more header columns, header rows, or footer rows from the reference tab
        2. 6.4.11.2. Freezing a table's header columns or header rows
      12. 6.4.12. Bringing in a table from Pages
    5. 6.5. Entering Text in a Spreadsheet
      1. 6.5.1. Entering text quickly with autofilling
      2. 6.5.2. Entering dates
      3. 6.5.3. Entering hyperlinks
      4. 6.5.4. Formatting cell values
        1. 6.5.4.1. Understanding the Automatic format
        2. 6.5.4.2. Applying a format from the Format bar
        3. 6.5.4.3. Applying a format with the Cells Inspector
      5. 6.5.5. Using Auto-Completion lists
    6. 6.6. Importing Data from Microsoft Excel
    7. 6.7. Importing Data from Address Book
      1. 6.7.1. Knowing which fields you can use
      2. 6.7.2. Importing the data into a table
  12. 7. How Do I Perform Calculations in Numbers Spreadsheets?
    1. 7.1. Understanding Formulas
    2. 7.2. Inserting Functions
      1. 7.2.1. Inserting a function from the common calculations pane
      2. 7.2.2. Inserting a common function from the toolbar
      3. 7.2.3. Inserting a function with the Function Browser
      4. 7.2.4. Typing a function into a cell
      5. 7.2.5. Dealing with errors in functions
    3. 7.3. Creating Your Own Formulas
      1. 7.3.1. Creating a formula with the Formula Editor
      2. 7.3.2. Creating a formula in the Formula bar
      3. 7.3.3. Referring to cells
        1. 7.3.3.1. Referring to another table on the same sheet
        2. 7.3.3.2. Referring to a table on another sheet
        3. 7.3.3.3. Choosing between absolute and relative references
      4. 7.3.4. Copying or moving a formula
      5. 7.3.5. Deleting a formula
    4. 7.4. Understanding Operators and How Numbers Evaluates Them
      1. 7.4.1. Arithmetic operators
      2. 7.4.2. Comparison operators
      3. 7.4.3. The string operator and the wild cards
      4. 7.4.4. Overriding the order in which Numbers evaluates operators
    5. 7.5. Checking Your Formulas with the Formula List
    6. 7.6. Creating Your Own Reusable Tables
      1. 7.6.1. Capturing a table
      2. 7.6.2. Inserting a captured table
      3. 7.6.3. Managing your custom tables
    7. 7.7. Creating a Template from a Spreadsheet
  13. 8. How Can I Make My Spreadsheets Dynamic?
    1. 8.1. Making a Table Look Exactly How You Want It
      1. 8.1.1. Formatting a table with a table style
      2. 8.1.2. Formatting table cells and borders manually
      3. 8.1.3. Monitoring cells for unexpected values
      4. 8.1.4. Sorting and filtering a table to show results
        1. 8.1.4.1. Sorting a table
        2. 8.1.4.2. Filtering a table to show only some results
        3. 8.1.4.3. Organizing a table by categories
    2. 8.2. Creating Charts from Your Table Data
      1. 8.2.1. Inserting a chart
      2. 8.2.2. Creating a chart from nonadjacent cells
      3. 8.2.3. Creating a chart from two or more tables
      4. 8.2.4. Extending a chart with more data
      5. 8.2.5. Choosing whether to display hidden rows or columns in a chart
      6. 8.2.6. Removing values from a chart without changing the table
      7. 8.2.7. Linking charts
    3. 8.3. Customizing and Modifying Table Styles
      1. 8.3.1. Creating a custom table style
      2. 8.3.2. Modifying an existing table style
      3. 8.3.3. Setting a default table style
      4. 8.3.4. Deleting a table style
    4. 8.4. Adding Media with the Media Browser
      1. 8.4.1. Placing an image on the sheet canvas
      2. 8.4.2. Adding a background image to a cell, table, or chart
      3. 8.4.3. Putting a background image behind multiple objects
    5. 8.5. Adding Controls to Cells
      1. 8.5.1. Adding a check box to a cell
      2. 8.5.2. Adding a slider to a cell
      3. 8.5.3. Adding a stepper to a cell
      4. 8.5.4. Adding a pop-up menu to a cell
  14. 9. How Can I Make My Spreadsheet Easy to Use and Share?
    1. 9.1. Using Comments
    2. 9.2. Adding Headers and Footers to a Spreadsheet
    3. 9.3. Preparing a Spreadsheet for Printing and Sharing
      1. 9.3.1. Setting the printer and page size
      2. 9.3.2. Setting the page orientation and margins
      3. 9.3.3. Dividing a sheet into pages for printing
    4. 9.4. Printing All or Part of a Spreadsheet
    5. 9.5. Sharing a Spreadsheet
      1. 9.5.1. Sharing a document on iWork.com
      2. 9.5.2. Sending a document via email
      3. 9.5.3. Sending a spreadsheet to iWeb
      4. 9.5.4. Exporting a spreadsheet to Microsoft Excel format
      5. 9.5.5. Creating a PDF file of a spreadsheet
      6. 9.5.6. Exporting a spreadsheet to a Comma-Separated Values file
  15. 10. How Can I Create Presentations Quickly in Keynote?
    1. 10.1. Knowing What You Are Working With
      1. 10.1.1. Choosing your theme and slide size
      2. 10.1.2. Navigating the Keynote window
    2. 10.2. Setting Keynote-Specific Preferences
      1. 10.2.1. Setting General preferences
      2. 10.2.2. Setting Rulers preferences
    3. 10.3. Applying Themes and Master Slides
    4. 10.4. Setting Up the Keynote Window for Working Easily
      1. 10.4.1. Zooming in and out
      2. 10.4.2. Choosing the right view for each task
      3. 10.4.3. Choosing which screen elements to display
        1. 10.4.3.1. Toolbar
        2. 10.4.3.2. Format bar
        3. 10.4.3.3. Rulers
        4. 10.4.3.4. Comments
        5. 10.4.3.5. Presenter Notes area
        6. 10.4.3.6. Master slide navigator
    5. 10.5. Opening Microsoft PowerPoint Presentations
    6. 10.6. Customizing Slides
      1. 10.6.1. Rearranging and grouping slides
      2. 10.6.2. Adding presenter notes
      3. 10.6.3. Setting a slide to be skipped
      4. 10.6.4. Adding comments to slides
      5. 10.6.5. Applying a different theme, master, or layout to a slide
    7. 10.7. Importing an Outline from a Document
  16. 11. How Do I Make My Presentations Lively and Compelling?
    1. 11.1. Choosing the Best Theme for the Presentation
    2. 11.2. Giving Your Presentation Impact
    3. 11.3. Adding Movies and Audio
      1. 11.3.1. Putting a sound or movie on a slide
      2. 11.3.2. Adding a soundtrack to a presentation
    4. 11.4. Adding Hyperlinks
    5. 11.5. Adding Animation Builds to Slides
      1. 11.5.1. How object builds work
      2. 11.5.2. Revealing objects with Build In effects
      3. 11.5.3. Removing objects with Build Out effects
      4. 11.5.4. Animating objects with Action Build effects
      5. 11.5.5. Using Smart Builds
      6. 11.5.6. Using builds with tables and charts
    6. 11.6. Adding Transitions between Slides
    7. 11.7. Adding Narration
      1. 11.7.1. Adding to your recorded slide show
      2. 11.7.2. Rerecording a slide show
    8. 11.8. Creating Your Own Slide Masters
    9. 11.9. Creating a Custom Theme
  17. 12. What Is the Best Way to Give My Presentation?
    1. 12.1. Setting Preferences for the Presentation
      1. 12.1.1. Setting Slideshow pane preferences
        1. 12.1.1.1. Choosing slide options
        2. 12.1.1.2. Choosing whether to enable Exposé and Dashboard
        3. 12.1.1.3. Choosing preferences for the mouse pointer
        4. 12.1.1.4. Choosing which display to present on
      2. 12.1.2. Setting Presenter Display pane preferences
        1. 12.1.2.1. Setting Alternate Display preferences
        2. 12.1.2.2. Setting Show preferences
        3. 12.1.2.3. Customizing the presenter display
      3. 12.1.3. Setting Remote pane preferences
    2. 12.2. Giving a Live Presentation
      1. 12.2.1. Finalizing your presenter notes
      2. 12.2.2. Rehearsing the presentation
      3. 12.2.3. Setting up an external display or projector
      4. 12.2.4. Checking your presenter display
      5. 12.2.5. Running the presentation
        1. 12.2.5.1. Controlling the presentation with the mouse
        2. 12.2.5.2. Controlling a presentation using keyboard shortcuts
        3. 12.2.5.3. Controlling a presentation with the Apple Remote
        4. 12.2.5.4. Controlling a presentation from an iPhone or iPod touch with Keynote Remote
      6. 12.2.6. Using other applications during the presentation
    3. 12.3. Creating Handouts of Your Presentation
    4. 12.4. Creating a Presentation That Plays Automatically
    5. 12.5. Sharing a Presentation in Other Ways
      1. 12.5.1. Saving a presentation as a PowerPoint slide show
      2. 12.5.2. Exporting a presentation to a QuickTime movie
      3. 12.5.3. Creating a PDF file of a presentation
      4. 12.5.4. Creating image files from your slides
      5. 12.5.5. Exporting a presentation to Web pages
      6. 12.5.6. Publishing a presentation on YouTube
      7. 12.5.7. Publishing a presentation on iWork.com
      8. 12.5.8. Turning a slide show into a podcast
  18. Glossary