Getting the Most Out of iWork - Taking Care of Business - Macs All-in-One For Dummies, 4th Edition (2014)

Macs All-in-One For Dummies, 4th Edition (2014)

Book V. Taking Care of Business

Chapter 6. Getting the Most Out of iWork

In This Chapter

arrow Inserting photos, movies, and music in your iWork documents

arrow Copying and pasting in iWork

arrow Finding text and replacing it

arrow Editing photos

arrow Making comments in iWork documents

arrow Tracking down third-party iWork templates

If you read the last few chapters about using iWork applications — Pages, Keynote, and Numbers — you may have noticed that the window layout, the commands, and the tools are similar for them all. Some actions are exactly the same, and that’s where this chapter comes in. We take you through some of the lesser-known (and some more advanced) functions of iWork that work the same whether you’re writing a newsletter in Pages, preparing a presentation in Keynote, or building a budget in Numbers.

Inserting Media from Other Sources

Because documents are often shared electronically and viewed on a computer, media can be a fun — and informative — addition to any kind of document. A song might seem an odd addition to a spreadsheet, but a sound effect that screams “Wow!” when sales totals are over the top can be a way to compliment your sales team. Respectively, we show you how to insert photos, movies, and music from iTunes and iPhoto into your newsletters, presentations, and spreadsheets in Book V, Chapters 3, 4, and 5, but you can also add media from other sources by following these steps:

1. In any of the iWork apps — Pages, Keynote, or Numbers — choose Insert⇒Choose.

A browser dialog opens, as shown in Figure 6-1.


Figure 6-1: Insert media from sources other than iPhoto and iTunes.

2. Browse the directories and folders until you find the file you want to insert.

If the file is on a flash drive or another external drive, click that drive in the Devices section to see files stored there.

3. Click the file, and then click the Insert button.

The media file is inserted in your document.

image Audio and video can only be truly appreciated in electronically distributed documents — they don’t do much for printed matter.

Copying and Pasting

Two of the most helpful functions when working with documents on computers are Copy and Paste. In Pages, Keynote, and Numbers, you can copy just about any text, image, object, table, or chart and then paste it somewhere else in the same document, in a new document in the same app, or in a different app. Here are the few simple steps it takes:

1. Click the item you want to copy.

2. Choose Edit⇒Copy or press image+C.

3. Go to the place you want to insert the item you copied.

4. Choose Edit⇒Paste or press image+V.

· image If the item you copied is formatted, choose Edit⇒Paste and Match Style.

· If you copied cells from Numbers that contain formulas, choose Edit⇒Paste Formula Results to paste the data instead of the formulas.

Finding and Replacing

Product names change, a name has an unusual spelling, and version numbers are updated. When information throughout your document changes or needs to be corrected, use Find and Replace to find all occurrences of the data — text or numbers — and replace it with the new information. Follow these steps:

1. Open the document that has the information you want to change.

2. Choose Edit⇒Find⇒Find.

The Find & Replace window opens, as shown in Figure 6-2.


Figure 6-2: Use Find & Replace to correct certain info.

3. Click the Action pop-up menu (looks like a cog) and choose Find and Replace.

4. (Optional) Refine your search.

· Whole Words: Select Whole Words to find the complete word — not just instances when the letters are part of a word.

For example, if you search for “vine” and Whole Word is not selected, your results could include the word vinegar or vineyard or grapevine. When Whole Word is selected, the Find tool looks for a space after the last letter so the results show only the exact word you seek.

· Match Case: Select Match Case if you want to use capitalization (or noncapitalization) as a search criterion.

5. In the top field, type the word, phrase, or numbers you want to change.

The number on the right end of the top field indicates the number of occurrences of the found word or phrase within the document. In Figure 6-2, our search nets five matches.

6. Type the replacement information in the second field.

7. Click one of these buttons:

· Replace All replaces all occurrences of the old information with the new information.

· Replace & Find replaces the first occurrence and then shows you the next occurrence.

· Replace replaces only the first occurrence. Then click the right arrow to move to the next occurrence found.

Modifying Photos

iWork applications — and Preview — provide some quick and easy ways to modify the appearance of a photo:

· Masking: Masking lets you display just a portion of an image, such as an oval or star-shaped area. Masking hides the other parts of the image; if you unmask an image, you see the whole thing again. This is different from cropping, which actually cuts off the portion of the image you don’t want.

· Instant Alpha: Instant Alpha lets you make part of an image transparent, making the image seem cut out against the background of your document.

· Adjust Image: You can adjust contrast, exposure, and sharpness.

Masking a photo

A mask acts like a cookie cutter that you plop over a photo to save anything inside the cookie-cutter shape but hide anything outside the shape. iWork applications provide a variety of shaped masks, such as ovals, stars, arrows, and triangles. For example, in your school newspaper you could put the face of a sports winner in a star shape.

To apply a mask to a photo, follow these steps:

1. Click the photo you want to mask.

Handles appear around your chosen photo.

2. Choose Format⇒Image⇒Mask with Shape, and then choose a shape, such as Polygon or Diamond.

Your chosen mask appears over your photo, as shown in Figure 6-3. The to-be-masked portion appears dim. An editing tool appears at the bottom of the image.

3. (Optional) Resize the photo or the mask or both.

· Photo: Click the photo button on the editing tool and then resize the photo with the slider.

· Mask: Click the mask button on the editing tool to resize the mask with the slider.

image You can also use the handles to resize the image or mask. Holding down the Shift key while dragging a mask handle retains the height and width aspect ratio.

4. image

5. Figure 6-3: Use a mask to save a portion of a photo.

6. To choose which part of the picture appears within the mask, move the pointer to the dimmed portion of the photo outside the mask and then drag the dimmed portion.

7. Click the Done button or click outside the image.

Keynote applies the mask to your photo.

image You can apply only one mask at a time to a photo. If you want to apply a different mask over a photo, you must remove the first mask by choosing Format⇒Image⇒Reset Mask.

Making a picture transparent with Instant Alpha

The Instant Alpha feature lets you remove an irregular portion of a photo. This can create unusual visual effects by stripping unwanted portions of a photo and keeping the parts you like. This differs from cropping, which is when you cut the edges off but the image remains rectangular. Look at these steps and the figure, and you’ll see what we mean.

To use the Instant Alpha feature, follow these steps:

1. Click the photo you want to modify.

Handles appear around your chosen photo.

2. Choose Format⇒Image⇒Instant Alpha from the menu bar.

A dialog appears over your photo, telling you how to use the Instant Alpha feature.

3. Place the pointer over the portion of your photo that you want to make transparent and then drag the mouse or on the trackpad.

image A common use of Instant Alpha is to eliminate a background and make the main subject stand out, maybe even then paste it over a different background. Instant Alpha uses color to identify the part you want to eliminate, so you may have to do Step 3 more than once to eliminate more parts. It highlights all parts of your photo that are similar in color to the area that you originally pointed to, as shown in Figure 6-4.


Figure 6-4: Highlight similar colors to eliminate.

4. Release the mouse button or trackpad when you’re happy with the portion of the photo that the Instant Alpha feature has highlighted and made transparent.

5. Click Done to save the changes or Reset to try again.

image You can use the Instant Alpha feature multiple times to remove different colors from the same photo. If you make a mistake, choose Edit⇒Undo Instant Alpha on the menu bar or press image+Z.

Using Adjust Image

Another way to tweak your photos is to choose View⇒Show Adjust Image, which opens the window shown in Figure 6-5. Use the sliders to adjust contrast, exposure, sharpness, and other aspects of your photo. Click the Enhance button if you want the Adjust Image tool to auto-correct the image. You see the effects immediately on your image and need only click the close button to accept them. Click the Reset Image button if you don’t like the changes you made; doing so returns your image to its original state.


Figure 6-5: Use Adjust Image to tweak photos.

Adding Comments

Comments are like sticky notes in your document. You can leave notes for yourself or someone else reading your document, and other people can leave comments for you, too. To add comments, do the following:

1. In an open document, click the Comment icon on the toolbar.

A virtual sticky note appears on your document.

2. Type the comment you want to make, as shown in Figure 6-6.


Figure 6-6: Add comments as reminders or notes.

That’s it. In Pages, a yellow square appears in the document to indicate where you inserted a comment, while in Keynote and Numbers, your comment remains on the window, unless you hide it as explained next. To manage your comments, try these techniques:

· Resize (Numbers and Keynote): Click and drag the note’s lower-right corner.

· Move (Numbers and Keynote): Relocate your comment by clicking and dragging the comment.

· Edit: Click the comment (in Pages, click the icon in the document to open it) and edit or add more to it.

· Hide or display: Choose View⇒Comments (Comments and Changes in Pages)⇒Hide Comment to hide the comment. (This won’t delete it.) Choose View⇒Comments/Comments and Changes⇒Show Comment to see it again.

· Delete: Click Delete in the lower left corner to eliminate the note.

image So you can track whose comments belong to whom, you — and other people with whom you share documents and who make comments on your documents — can add an author name to the comments. For each commenter, choose App Name⇒Preferences⇒General and type a name in the Author field. As extra ID-help, choose View⇒Comments⇒Author Color to assign a color to each comment author.

Finding More Templates

If the iWork templates and typefaces don’t satisfy your creative needs, several third-party software developers offer free or sell templates that work with Pages, Keynote, and Numbers. We list a few here, but make sure to check out the App Store and search the Internet for others.

· Facilisi: ( Offers more than 1,600 templates for Pages.

· Graphic Node: ( Offers still and motion themes and animations.

· iWorkCommunity: ( iWork users post templates they’ve designed to share with other iWork users.

· Jumsoft: ( Sells clip art for all three apps and templates for Pages and Keynote.

· KeynotePro: ( Sells stylized templates for traditional presentations and kiosks.

· Keynote Themes Plus: ( Produces high-definition themes and presentations.

· Numbers Templates: ( The name says it all.

· StockLayouts: ( Free and paid Pages templates are available in various formats and specific to different industries such as health care, sports, and education.