Learn more about Pages, Keynote & Numbers

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1 Learn more about Pages, Keynote & Numbers HCPS Instructional Technology May 2012 Adapted from Apple Help Guides

2 CHAPTER ONE: PAGES Part 1: Get to Know Pages Opening and Creating Documents Opening a Pages Document When you open the Pages app all of your saved Pages documents are available in the My Documents view. They will appear as thumbnails of the first page of your document, with the title underneath. If you do not see these thumbnails, tap the Documents button on the top left corner. Creating a New Pages Document When you are looking at the thumbnails view, tap the plus sign (+) in the top left corner. This will open a menu. Press Create Document. You will see a variety of templates from which you can choose including a Blank Document. Tap on the desired template to edit. Part 2: Editing a Document Overview of the Toolbar buttons Properties: Change object or text properties. Insert: Add an object to the page. Tools: Check spelling and more. 2

3 Navigating Through Your Document To navigate quickly to another page in your document, simply touch and hold near the right edge of the screen. This will open the Navigator tool. Drag the tool up and down to see other pages within the open document. When you see the page to which you want go, simply release the tool and it will jump that that page. To quickly return to the first page of your document, tap the time above the Pages toolbar. Undo With a tap, you can undo anything you ve done. Touch and hold the undo button to see the redo option. Placeholder Text When using a template, there will be text already in the document called placeholder text. This is text which is pre-formatted to match the chosen template. To edit the text, simply tap once on the placeholder text. The keyboard will automatically pop up. The text will be highlighted so that you can begin typing. When you finish typing, simply tap the keyboard hide button and the keyboard will disappear. Editing Text There are several methods for editing text in a Pages document. The place your cursor in a specific area of text for editing, tap next to the desired area to place the area before or after a word. Press and hold to get the magnifying glass which allows you to drag your finger to find a specific spot in the word or text. (For Placeholder Text, you cannot use the magnifying glass method until you have changed the text.) To select a specific word, double tap on the word. To select an entire paragraph, triple tap inside the paragraph. 3

4 To adjust the size of the selected area in a word or paragraph, touch and drag the blue points on either side of the highlighted text. Copying and Pasting Using any of the methods for selecting text mentioned above, select the text you wish to copy. After you have selected the text, a menu pops up. Tap copy. The copy button should turn blue and this menu will disappear. Find the location in your document where you wish to paste the copied text and place the cursor there. The paste menu will pop up. Tap paste. Part 3: Formatting a Document Easily customize fonts You can always customize the font and formatting of the text, even if it is placeholder text. To do this, double-tap any text, and you will see the ruler. On the ruler, tap the Fonts button to change the look of your text. Or tap a Character Styles button on the ruler to make the selected text bold, italic, or underlined. Fonts Font Size Character styles Text Alignment Properties Button Information Any time you have an item selected (text, image, shape, etc.), tapping the Properties Button will give you more formatting options relative to what you have selected. 4

5 Use Apple-designed styles for Paragraphs Triple-tap this paragraph to select it. Then tap the Properties button on the toolbar and choose Style. Tap any style from the list to apply it to the selection. This style will be applied to the entire paragraph. Bulleted and Numbered Lists Type in your list. Select the text to be included as part of the bulleted list. Tap the Properties Button. Tap List and choose the type of list you want to create. After you have completed your list, tap return twice and the bullet will stop. You can get automatically numbered or lettered lists by typing in 1. (one, period, space) or A. (capital A, period, space). To change the indentation level of a listed item, select the item, tap Properties Button, tap List and tap the left or right arrow. Hyperlink Text in a Document Typing a web address into document followed by a space, return or punctuation will cause the address to automatically hyperlink. When you are in edit view, you get a menu which allows you to open or copy the link. In addition, you can format your link by clicking on link settings where you can change the display to a word instead of the entire URL. You can also remove the link if you do not want it to be hyperlinked. Putting Your Text Into Columns Select the text you wish to put into columns. Tap the Properties Button and choose the Layout button. Use the plus sign to indicate the number of columns you want to have. Line Spacing Select the text you wish to format for line spacing. Tap the Properties Button and choose the Layout button. Use the arrows to toggle the amount of line spacing desired for your document. 5

6 Part 4: Document Setup Tap the Tools button and choose Document Setup. You will have to look at your ipad in portrait view in order to edit these settings. Working with Margins Drag the arrows on the sides of the page to change the margin size. Paper Size To change the paper size, tap the bottom right hand corner of the paper (indicated by a curled corner). Choose the desired size. Tap the curled paper again to close the paper size menu. Creating Headers and Footers Tap in the header or footer section to enter the edit mode. The header and footer are each divided into three columns. Tap in the column where you wish to add text to the header or footer. You can add text to more than one cell if you want. Tap Done in the top left hand corner of the screen. Page Numbers Tap in the header or footer section where you want the page number to appear. The, tap the # in the toolbar. Choose the page number format and tap Done. 6

7 Part 5: Working with Objects Add photos, shapes, tables, and charts. Add an Object (image, textbox, shape or video) to a Document Place your cursor in the desired location in your document. Tap the Insert button. Choose whether you want to insert media (photos or videos) a shape, chart or table. ** If you wish to use an image or video, it must be saved on your ipad prior to putting it in the document. There is not clip art available in this program.** Format Objects For some simple formatting (move back to front, wrapping, alignment, style, etc.), select the object, tap on the Properties Button and make any desired changes. Mask (Crop) an Image Insert the image. Double tap on top of the image. Drag the slider that appears above the image to adjust the size within the mask. Drag the image to focus on the area you are wanting to use. You can drag the blue handles on the mask s corner to make the mask larger or smaller. To finish cropping the picture, press the blue Mask button. Now you can move your picture around the page. **In a template, when you press on the picture placeholder icon to replace it with it with a picture of your choice, if a mask was already applied to the template picture it will remain there until you tap the Properties button, tap arrange, and tap reset mask.** 7

8 Resizing an Object Tap the object to select it. Click and drag the blue handles on the sides of the object to resize. Selecting Multiple Objects Tap and hold one of the objects you wish to select. With your other hand, tap the other objects you wish to select. Now you can move them as a group. Image or Shape Rotation Tap the object to select it. Place two fingers on the object and begin turning your hand until the object is in the desired location. **You cannot rotate charts or tables.** Delete an Object Tap the object to select it. Choose Delete. 8

9 CHAPTER TWO: KEYNOTE Part 1: Get to Know Keynote Opening and Creating Presentations Opening a Keynote Presentation When you open your Keynote app all of your saved presentations are available in the My Presentations view. If you are in a presentation already, click on the Presentations button to get to the My Documents view. Creating a New Presentation To begin a new presentation, click the + in the top left corner of the My Documents view. You can choose from a template or choose a blank presentation. Part 2: Editing Keynote Placeholder Text When using a template, there will be text already in the presentation called placeholder text. This is text which is pre-formatted to match the chosen template. To edit the text, simply double-tap on the placeholder text. The keyboard will automatically pop up. The text will be highlighted so that you can begin typing. When you finish typing, simply tap the keyboard hide button and the keyboard will disappear. Placeholder Images Templates may have images included for holding the place of a picture. It is easy to change the placeholders. Simply tap on the insert picture icon and browse for your desired image. It will replace the placeholder image. 9

10 Part 3: Working with Slides Adding, Duplicating or Deleting Slides To add a slide, tap the + sign in the bottom left-hand corner. Tap on the desired layout for the added slide. To duplicate a slide, tap a slide in the left-hand list of slides to select it. Tap it again. (You can select more than one slide, if needed.) Tap Copy. Select the slide you want to precede the new slide. Tap it again and then tap Paste. In order to delete a slide, you will need to tap it once in the left-hand list of slides. Tap it again and then tap Delete. Reordering Slides Touch and hold the slide which you wish to move until it appears to lift off the screen. Drag it up or down to the desired new location. Part 4: Images, Text, Shapes Charts and Tables Inserting, Selecting and Formatting Keynote functions the same way as Pages with regard to inserting, selecting and formatting objects. See earlier section. 10

11 Part 5: Animating Slides Working with Transitions Tap the Tools Icon and then the button. Then tap the slide thumbnail onto which you want to add a transition. A menu will pop open showing None and a +. Tap None and scroll through the transition options until you find the desired transition. Your slide will preview the chosen transition. (Note: Magic Move is not a transition, but a multistep process). When you have chosen the transition, then tap Options. This will allow you to choose the length of the transition and when to start/delay it. When you are finished with selecting the options, tap Done in the top right-hand corner. The next time you tap on that slide, then tap on the button, you will see the name of the transition you chose. Animate Objects To move an object onto of off a slide with animation, tap the button. Then select the object you wish to animate. A menu will appear. Choose whether you want the object to build in or build out (enter or exit). Scroll and choose the type of animation and the preview will appear automatically. Once you have decided on the animation, you can edit the effect options and order of the animation objects on the page. Click Done when you have finished with the slide animation. Part 6: Presenting Your Keynote Playing Your Presentation In the left-hand list of slides, choose the slide on which you wish to begin your presentation. Tap the (Play) button. To go to the next slide, either swipe left or tap on the screen. To go to the previous slide, swipe right. 11

12 To end the show, put two fingers apart from one another and touch the screen. Pinch your fingers together to return to the edit mode. Laser Pointer Tool When your presentation is in Play mode, you can touch and hold anywhere on the screen to activate the laser pointer. To dismiss the laser pointer, simply lift your finger off of the ipad screen. 12

13 CHAPTER THREE: NUMBERS Part 1: Get to Know Numbers Opening and Creating Spreadsheets Opening a Numbers Document When you open your Numbers app all of your saved Numbers documents are available in the My Documents view. If you are in a spreadsheet already, click on the Spreadsheets button to get to the My Documents view. Creating a New Spreadsheet To begin a new spreadsheet, click the + in the top left corner of the My Documents view. You can choose from a template or choose a blank spreadsheet. Part 2: Table Basics Selecting a Table To display the table handle, tap anywhere inside the table. (See below). Tapping on the table handle selects the entire table. 13

14 Controlling the Table After the table is selected, there are several ways to control it: Drag one of the blue handles around the table s edge to resize it. To freeze rows or columns, tap the Properties button. Choose headers. Slide Freeze Rows or Freeze Columns to on or off, depending on preference. To restyle the table, tap the Properties button. Choose Table. Tap the style of your choice. You also have more table options at the bottom of the menu. Tapping and holding the table handle allows you to move the table around on the spreadsheet. Part 3: Cell Basics Editing a Cell To edit the content of a cell, double-tap the cell and enter desired information. Entering Data into a Cell After double-tapping into a cell, a keyboard will open which provides several options for data entry type. It defaults to the numeric keyboard, but is easily switched. Numerical Data: The first time this keyboard is opened, you may type numbers in with no formatting. However, there are several other formatting options. You can choose the $ to automatically format the data into currency style. The % option, formats the entries into percentages. The ****** button allows you to enter a star rating. The checkbox option puts a checkbox in the field. Date & Time: This keyboard looks like a calendar. You have options to change date, time and duration. 14

15 Text/Alphanumeric Data: This keyboard looks like the standard keyboard on your ipad. You can enter numbers using this keyboard, but this is mainly used for text. Formulas: This is the keyboard where the traditional spreadsheet formulas can be entered. Clicking on the functions button on this keyboard will give you the familiar list of options. In addition, to return to the other keyboards, tap the... button next to the =. Filling a Row or Column with Data In the row or column you want to fill, enter the data into the first cell of the row (or column). Tap Done to close the keyboard. Tap the cell again. Then tap Fill. You will see a yellow box around the cell. Drag the appropriate edge as needed to fill the empty cells. It is defaulted to fill with the next item in a series (ex: 1,2,3 or a,b,c) if the text keyboard is used (even with numbers). Part 4: Rows and Columns Selecting a Row or Column To select a row or column, click once in any cell. Tap the gray bar next to the row or column you wish to select. The column or row then becomes highlighted in blue. Once a row or column is selected, you can use the blue handles to expand your selection. Adding or Removing Columns or Rows To add a column, tap and hold the button icon above the table. Drag to the right until you have the desired number of columns. To delete a column, select the column and choose Delete from the floating menu. To add a row, tap and hold the button icon to the left of the table. Drag down until you have the desired number of rows. To delete a row, select the row and choose Delete from the floating menu. 15

16 Moving and Resizing Columns or Rows To move or resize a row or column, you must first select the row or column. Once selected, to move, press on the blue bar (not the small lines on the blue bar). Drag and drop to the desired location. To resize a column or row, tap and drag on the small lines on the blue bar. Part 5: Adding and Organizing Sheets Adding a Sheet To add a sheet, click on the tab with the + icon. Moving Between Sheets To move to a desired sheet, tap the appropriate tab. If you have multiple tabs, tap and scroll/swipe left and right until the desired tab is found. Tap once on that tab. Renaming a Sheet To rename to a sheet, first double-tab on the name of the tab. Then select the text and begin typing a new name. Changing the Order of Sheets To reorder the sheets, tap and hold on the sheet you wish to move until the title becomes shadowed. Then you can drag and drop in the desired location. Duplicating or Deleting a Sheet To duplicate or delete a sheet, tab the title of the sheet. Then tap again and choose Duplicate or Delete. 16

17 Part 6: Basic Formula Information Example: Sums Formulas are easily found in the formula menu. Here is an example of how to insert a formula. To insert a sum formula, double-tab the cell in which you want your answer to appear. Then tap the =. Tap SUM on the keyboard. Finally, tap the checkmark to confirm and see the answer. Part 7: Charts Placing a Chart Tap the insert button, choose Charts. Scroll through the options and then tap the desired chart. Drag the chart where you want it to appear on the sheet. Associating a Chart with Existing Data Double-tab the chart. On the spreadsheet, tap and hold, dragging across the cells which you wish to be included in the chart. To switch whether rows or columns are included, tap the cog in the top right-hand corner of your screen. When you are finished with associating the data to the chart, click Done. Working with Chart Labels Double-tap on the chart title to change it. Select the chart and tap the Properties button. Then tap Chart. Under Chart Options you can change a variety of settings. 17

18 Part 8: Numbers Extras Adding Images, Shapes and Text Tap the insert button, choose what you wish to insert. These steps are the same as they are in Pages, so this should be familiar. Deleting a Spreadsheet In the My Spreadsheets view, locate the spreadsheet which you wish to delete. Do not tap on it to open it, simply make sure you can see it. Tap and hold on the desired file. The files will begin to shake. Tap once on the spreadsheet, it will be highlighted with a yellow outline. Tap on the trashcan to delete the desired spreadsheet. 18

19 CHAPTER FOUR: PAGES, KEYNOTE AND NUMBERS Common Tools Tips and tricks for all. EXTRAS Search for meaning Double-tapping on any word will bring up a floating menu. Tap the right arrow. Next tap Define and you will see a definition of the highlighted word. Sharing Documents To share your document with others, tap the Tools button and choose Share and Print. From this menu you can your document or send it to itunes. You also can choose the format in which to send it. Organizing Your Documents The Documents view helps you find and share your documents. Simply tap a document to open it. To share, duplicate, or delete a document, tap the Edit button, then tap a document to select it. The toolbar displays options for sharing, duplicating and deleting your selection. 19

20 Creating Folders To organize your documents into folders, touch and hold any document, then drag it on top of another. Exporting In the My Files view, locate the document, spreadsheet or presentation which you wish to send. Do not tap on it to open it, simply make sure you can see it. Tap and hold on the desired file. The files will begin to shake. Tap once on the file, it will be highlighted with a yellow outline. (You may choose multiple files to send together). Tap the button and choose or itunes. Follow the steps for ing or exporting a file. Importing from Microsoft Office Plug your ipad into your syncing computer and open itunes from your computer. Wait until your ipad shows up in the list of devices on the left-hand side of your itunes window. Select the name of your ipad, click the Apps tab. Scroll to the bottom of the window until you see File Sharing. Select Pages, Numbers or Keynote from this list depending on the type of file you are trying to import. Click the Add button and locate the file you want to import. Select the file and click Choose. Now open Pages, Numbers or Keynote on your ipad. In the My Files view, tap the + button and then choose Copy from itunes. Select the name of the file you want to import from the list and it opens. 20

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