Pages
Table of Contents
Pages User Guide for Mac
- Welcome
- What’s new in Pages 14.0
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- Intro to Pages
- Word-processing or page layout?
- Intro to images, charts, and other objects
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- Create a document
- Intro to creating a book
- Use templates
- Find a document
- Open or close a document
- Save and name a document
- Print a document or envelope
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- Undo or redo changes
- Use sidebars
- Quick navigation
- View formatting symbols and layout guides
- Rulers
- Change the document view
- Touch Bar for Pages
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- Customize the toolbar
- Set Pages settings
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- Create a document using VoiceOver
- Use VoiceOver to preview comments and track changes
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- Select Text
- Add and replace text
- Copy and paste text
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- Add, change, or delete a merge field
- Manage sender information
- Add, change, or delete a source file in Pages on Mac
- Populate and create customized documents
- Use dictation to enter text
- Accents and special characters
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- Format a document for another language
- Use phonetic guides
- Use bidirectional text
- Use vertical text
- Add the date and time
- Add mathematical equations
- Bookmarks and links
- Add links
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- Change the font or font size
- Set a default font
- Bold, italic, underline, and strikethrough
- Change the color of text
- Add a shadow or outline to text
- Change text capitalization
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- Intro to paragraph styles
- Apply a paragraph style
- Create, rename, or delete a paragraph style
- Update or revert a paragraph style
- Use a keyboard shortcut to apply a text style
- Copy and paste text styles
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- Format fractions automatically
- Create and use character styles
- Ligatures
- Add drop caps
- Raise and lower characters and text
- Format Chinese, Japanese, or Korean text
- Add a highlight effect to text
- Format hyphens, dashes, and quotation marks
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- Set line and paragraph spacing
- Set paragraph margins
- Format lists
- Set tab stops
- Align and justify text
- Set pagination and line and page breaks
- Format columns of text
- Link text boxes
- Add borders and rules (lines)
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- Set paper size and orientation
- Set document margins
- Set up facing pages
- Page templates
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- Add pages
- Add and format sections
- Rearrange pages or sections
- Duplicate pages or sections
- Delete pages or sections
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- Table of contents
- Bibliography
- Footnotes and endnotes
- Headers and footers
- Add page numbers
- Change the page background
- Add a border around a page
- Add watermarks and background objects
- Create a custom template
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- Add an image
- Add an image gallery
- Edit an image
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- Add and edit a shape
- Combine or break apart shapes
- Draw a shape
- Save a shape to the shapes library
- Add and align text inside a shape
- Add 3D objects
- Add lines and arrows
- Animate, share, or save drawings
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- Add video and audio
- Record audio
- Edit video and audio
- Set movie and image formats
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- Position and align objects
- Place objects with text
- Use alignment guides
- Layer, group, and lock objects
- Change the transparency of an object
- Fill shapes and text boxes with color or an image
- Add a border to an object
- Add a caption or title
- Add a reflection or shadow
- Use object styles
- Resize, rotate, and flip objects
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- Add or delete a table
- Select tables, cells, rows, and columns
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- Add or remove table rows and columns
- Move table rows and columns
- Resize table rows and columns
- Merge or unmerge table cells
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- Change the look of table text
- Show, hide, or edit a table title
- Change table gridlines and colors
- Use table styles
- Resize, move, or lock a table
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- Add and edit cell content
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- Format dates, currency, and more
- Create a custom table cell format
- Format tables for bidirectional text
- Highlight cells conditionally
- Alphabetize or sort table data
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- Calculate values using data in table cells
- Use the Formulas and Functions Help
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- Add or delete a chart
- Change a chart from one type to another
- Modify chart data
- Move, resize, and rotate a chart
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- Change the look of data series
- Add a legend, gridlines, and other markings
- Change the look of chart text and labels
- Add a border and background to a chart
- Use chart styles
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- Check spelling
- Look up words
- Find and replace text
- Replace text automatically
- Show word count and other statistics
- View annotations
- Set author name and comment color
- Highlight text
- Add and print comments
- Track changes
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- Send a document
- Publish a book to Apple Books
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- Intro to collaboration
- Invite others to collaborate
- Collaborate on a shared document
- See the latest activity in a shared document
- Change a shared document’s settings
- Stop sharing a document
- Shared folders and collaboration
- Use Box to collaborate
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- Use iCloud Drive with Pages
- Export to Word, PDF, or another file format
- Open an iBooks Author book in Pages
- Reduce the document file size
- Save a large document as a package file
- Restore an earlier version of a document
- Move a document
- Delete a document
- Lock a document
- Password-protect a document
- Create and manage custom templates
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- Transfer documents with AirDrop
- Transfer documents with Handoff
- Transfer documents with the Finder
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- If you can’t add or delete a page
- If you can’t remove something from a document
- If you can’t find a button or control
- If page formatting keeps changing
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- Keyboard shortcuts
- Keyboard shortcut symbols
- Copyright
If your document includes image, audio, or video files, you can reduce its file size to make it easier to send, post, or share.
If you don’t want to permanently change your original document, you can save a copy of it with a smaller file size instead.
Choose File> ReduceFileSize (from the File menu at the top of the screen).
Select the adjustments you want to make:
Scale down large images: Images are scaled to the resolution used in the document while preserving visual quality. For example, if you added a photo to your document and resized it to be smaller, selecting this option removes the unused image data.
Note: Whether or not you select this checkbox, if an image is in a format that can’t be viewed on iPhone or iPad, it’s automatically converted to a format that can.
Remove trimmed parts of movies and audio: If you trimmed the start or end of movies or audio (using the controls in the Format sidebar), the trimmed portions are deleted.
Most compatible (H.264): Movies in your document are converted to H.264 format, which plays on most iOS and iPadOS devices and Mac computers.
Note: H.264 doesn’t support alpha channels, so transparency is converted to a black background.
High efficiency (HEVC): This format option appears only if you’re using macOS 10.13 or later and your Mac supports hardware HEVC encoding. Movies in HEVC format have the best quality at the smallest file size, but they can be played only on devices with iOS 11, iPadOS 13, or later, and Mac computers with macOS 10.13 or later.
If you select this format, you can later add HEVC files to the reduced-size document or copy. For more information about HEVC, see this Apple Support article.
Preserve original format: This option retains the current movie formats. In this case, any movies in formats incompatible with iOS or iPadOS aren’t optimized and therefore don’t play on iOS or iPadOS devices.
Movie Quality: Set the maximum resolution for movies. Movies with a resolution smaller than the maximum aren’t scaled up.
Click one of the following buttons to apply the adjustments:
Reduce This File: Applies the settings to the original document.
Reduce a Copy: Applies the settings to a copy of the document and preserves the original document. Enter a name for the copy of the document and choose where to save the copy, then click Save.
Note: It’s possible to choose a combination of options that makes the file size larger.
See alsoAdd video and audio in Pages on MacSet movie and image formats for Pages documents on MacSave a large Pages document as a package file on Mac
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