How to write the E-Book in Apple’s Pages

3.1 How to use paragraph styles
3.2 Automatically generated summary
3.3 Page break
3.4 Keep headings and content together
3.5 Internal links and hyperlinks
3.6 Graphics, Text Boxes and text colors
3.7 Text indent
3.8 Colors
3.9 Columns
3.10 Object placement (images, Text Boxes, …)
3.11 Header and footer
3.12 Footnotes
3.13 Cover page
3.14 Once you think you reached your goal. Proofreading.
3.15 Change Pages’ language setting
3.16 Export

3.1 How to use paragraph styles

Using paragraph styles is important to keep the same styling all the way throughout the book and for the automatically generated summary.
Unless it’s already open, open the styles drawer by clicking on in the top left corner of the application.

Select the paragraph style you want to set, for example select Body to set the style of the body. Type something into the document and apply the font, the font style and the font size you want to use as the default styling for the Body.

Select the text and in the drawer you will see a red downward flash appearing.

Click on it and choose “Redefine Style from Selection”.

Now you changed the settings for the style and every time you choose Body while writing on the document your settings will be applied to the text.

You can also create your own Paragraph Style. Say you are writing a book about music which contains some lyrics but you don’t want to apply any of the preset styles to them. In this case apply the styling you want to use to one of the lyrics, select the lyrics, go to the bottom of the styles drawer and hit the button, name it and hit OK. Your new style will then appear in the Paragraph Styles list for you to apply it to all other lyrics as well.

Note that Paragraph Styles only apply to the document you’re working on. They don’t apply to other documents.

3.2 Automatically generated summary

Since I place the title on the cover and the summary after the cover I usually repeat the title right before the summary. I think it looks better. To add an automatically generated summary place the pointer where you want the summary to appear. Go to Insert and choose Table of Contents. You will then see a list of all the titles you applied Heading Paragraph Styles to appearing on the page.

To choose which headings should appear in the summary and which not, go to the Inspector, Page tab, TOC. In my opinion best is to have Heading 1 (chapter titles) and Heading 2 (subchapter titles) appearing in it. Detailed but not too detailed either.

3.3 Page break

To have a new chapter starting on a new page add a page break at the end of the chapter which precedes it. Place the pointer at the end of the previous chapter, go to Insert and choose Page Break.

3.4 Keep headings and content together

It sometimes happens that the heading of a subchapter still find its place on a page while its text starts only on the next page. This looks pretty bad. To keep that from happening you can tell the application to keep the heading together with the following paragraph. Select the heading and the paragraph which follows. Go to the Inspector, Text tab, More and check the “Keep with following paragraph” box.

3.5 Internal links and hyperlinks

One of the greatest advantage an E-Book has over a paper book is that you can add links. E-Book internal links getting people from one section of the book to another one or external links opening a website in a browser for people to find more informations or download a file or application.

For E-Book internal links first highlight the title of the section you want the link to point to or highlight some text as the target of the link, open the Inspector, go to the Link tab, choose Bookmark and hit to add a Bookmark. Then highlight the text you want to turn into a link, go to the Link tab of the Inspector, Hyperlink, check “Enable as a hyperlink”, Link To: Bookmark, and choose the Name of the Bookmark you want the link to point to.

For external links type the text you want to turn into a link, select it, go to the Link tab, check “Enable as a hyperlink”, Link To: Webpage and enter the web address you want to open when people click on the link where it says URL.

I think it’s a good idea to use different colors to indicate which link is an E-Book internal link and which is external. I always use blue for external links and green for internal links.

3.6 Graphics, Text Boxes and text colors

Graphic elements such as Shapes, Text Boxes and colored text can be used to decorate the book but also as instruments to highlight some concepts, summaries, more in-depth informations and so on. However I think these instruments should be used only occasionally while keeping homogeneity in the structure of the book. Personally I would keep the graphic appearance as minimalistic and clean as possible. Sometimes less is more.

3.7 Text indent

Text indent is a good way to mark case studies, citations from other sources or examples. Using text indent the text is still part of the content as a whole but you put a different focus on it. To apply text indent select the paragraph you want to apply it to, go to Inspector, Tabs and under Paragraph Indents you can set how far you want the text to be from the left and from the right margin. The first line can be set independently.

3.8 Colors

If you find yourself often using the same colors I would suggest you to drag them into the appropriate area so you can apply them with just one easy click instead of having to figure out which tonality it was you were using.

3.9 Columns

If you want to have your text displaying in columns go to the top right of the application where you can decide how many columns you want. This applies to the entire document.

If you want to have only part of the document displaying as columns add a Layout Break from the Insert menu before the start and after the end of the text you want to have displaying in columns. Once you added the Layout Breaks select the text and then choose how many columns you want to have the text displaying in.

Otherwise you can also add a Text Box to the document, paste the text you want to have displaying in columns into this Text Box, select the text and then choose how many columns you want to have the text displaying in.

Set your pointer at the end of the text you want to have displaying in the first column, go to Insert and choose Column Break. The text which comes after the Column Break will then display in the second column.

3.10 Object placement (images, Text Boxes, …)

To add an image to your document all you have to do is drag it into it. Per default Pages sets images to be floating which means that the image will stay on the page where you placed it even when the rest of the text shifts. Most of the images however are related to the content around them so I don’t think it’s a good idea to have them floating. It is much better to have them moving with your text: Inline.

Select your image, go to the Inspector, Wrap and choose Inline. Choose whether you want the text to wrap around the image, the type of wrapping and whether you want the text to adapt itself to the image’s contour (outline).

This also applies to any other object besides images: Text Boxes, Shapes, …

3.11 Header and footer

The header and the footer of a book should be used to insert the title of the book, the name of the author, perhaps the version number and certainly the page numeration.

To enter a header or a footer all you have to do is point your mouse in the header or footer area of the page. What you type in here will apply automatically to all the pages of the book.

For the page numeration I would recommend you to type “Page”, go to Insert, Page Number, then type “of” and again go to Insert and this time choose Page Count. This way the number of the page and number of pages in the book will be automatically updated.

Another tip I’d like to give you is to have an empty line between the header and the content of the page. This is to avoid that the page looks cluttered and give the page some breath. Add the empty line to the header itself, not in the page’s content.

3.12 Footnotes

Footnotes are used to add additional informations such as bibliographic references to tell where you took a certain citation from or biographic data of a person you mentioned in the text.

To add a Footnote place the pointer where you want the number calling the footnote to appear, go to Insert and choose Footnote. You will then be sent to the bottom of the page where you can type the note.

Where possible I would recommend to integrate the information in the text itself to make the reading experience as smooth as possible.

3.13 Cover page

To hide the header and the footer on the cover page of the book you could add a shape in front of them. So the header and the footer will be hidden behind the shape.

3.14 Once you think you reached your goal. Proofreading.

In addition to what was discussed in Chapter 2.13 and along with the well known spellchecker Pages offers a proofreader as well. Go to Edit, choose Proofreading and select Proofreader… However it will never replace human beings! It can check the grammar but not whether the sentence makes sense or not.

3.15 Change Pages’ language setting

To change the language Pages uses for the spellchecker and the proofreader you have to select all the text of the document, open the Inspector, Text tab, More then choose the document’s language under Language. Note that you have to select the text. Changing the language without any text selected doesn’t work. This may appear to be clumsy and laborious but there are good reasons for it.

If you work on a multilingual document, Italian and English, you can set the Italian parts to be checked as Italian and the English parts to be checked as English so you don’t have to go and switch the language every time. Keep in mind that the language setting applies only to the document you’re working on. If you work on multiple documents in different languages you don’t have to switch the language back and forth every time you work on another document since the language setting is stored in the document itself.
You can also set the language to “None” for the spellchecker to ignore a certain paragraph. This is particularly helpful when you posted some sorts of codes in your document or other non-language content.

3.16 Export

As a PDF file

Once the book is “finished” go to File, choose Export, select PDF (Portable Document Format) and Best quality. I wrote “finished” in quotes since if you want you will always find something you’re not happy with or something missing.

As an ePUB file

So far we’ve written the E-Book to export it as PDF. We now need to adapt it for ePub. Best is to duplicate the document for you to have a version for PDF and a version for ePub. In the ePub version make the following changes:

- All images must be inline
- Remove Footer and Header since they are not supported in ePub
- ePub will generate its own Table of Contents based on the headings you applied

More informations on this topic are provided by Apple here.

To export as ePub go to File, choose Export, select ePub. It’s a good idea to preview the book in iBooks if you have an iPhone, iPad or iPod Touch. To do that drop the book into iTunes, make sure to sync your device also syncing E-Books and open iBooks on your device. You may have to switch from PDF to Books within the app for the book to appear.

Should you experience major formatting problems while exporting to ePub, such as chapters not starting on a new page, you may want to try using this document instead. Instructions are found on on Page 3 of the document itself.

If you want to sell your book on Apple’s iBookstore or offer it as a free download make sure you also read Chapter 4.2 of this website.


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