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How to Use Apple Pages: A Complete Guide for Beginners

January 12, 2024 881 views

In a world dominated by Microsoft Word, Apple Pages stands as a formidable, free alternative. However, embracing Pages can be a challenge, especially if you're accustomed to Word's interface. That's why we've created this comprehensive guide to help you harness the full power of Apple Pages. Whether you're looking to write, design, edit, share, or publish documents, this guide will walk you through it all. Plus, we'll even delve into the Apple Pages vs. Word debate to help you make an informed choice. Let's get started on your Pages journey!

What is Apple Pages and Why Use It?

Apple Pages is a versatile word processing and page layout application developed by Apple Inc. It is a part of the iWork productivity suite and is available for free on Mac, iPhone, and iPad devices. Pages offers a wide range of features, including a user-friendly interface, templates for various document types (such as reports, flyers, resumes, and more), powerful formatting tools, collaboration capabilities, and seamless integration with other Apple devices and software.

People use Apple Pages for its ease of use, professional-quality document creation, compatibility with Microsoft Word documents, and the convenience of working across Apple's ecosystem. Whether you're a student, professional, or casual user, Apple Pages can be a valuable tool for creating, editing, and sharing documents efficiently and effectively.

Creating and Editing Documents in Apple Pages

Apple Pages

Creating a new document in Apple Pages is a straightforward process that allows you to begin your writing or design project quickly. Whether you're starting from scratch or using a template, Pages provides flexible options to suit your needs.

  1. Starting a New Document:

  2. Launch Apple Pages on your Mac, iPhone, or iPad.

  3. If you're starting from scratch, select "Blank Document" to create a new, empty document. Alternatively, you can choose from a variety of templates for different document types, such as reports, letters, flyers, and more.

Apple Pages New Doc

  1. Document Customization:

  2. Customize your document by choosing fonts, styles, and colors to match your preferences or project requirements.

  3. Adding Content:

  4. Begin adding text, images, tables, and other elements to your document. Simply click or tap where you want to insert content and start typing or importing.

Apple Pages editing

  1. Saving Your Document:

  2. It's essential to save your work to avoid losing any progress. To save your document, click or tap on "File" (on Mac) or the ellipsis (...) menu (on iOS/iPadOS), then select "Export." Choose a location on your device or in the cloud (e.g., iCloud Drive) and give your document a name.

Apple Pages saving

How to Format Text and Images in Apple Pages

Formatting text and images in Apple Pages is essential for giving your documents a polished and professional appearance. Whether you're adjusting the font, size, color, or layout of your text or enhancing your content with images, shapes, and other objects, Pages provides a comprehensive set of tools to help you achieve your desired look.

Formatting Text:

  1. Changing Font and Size:

  2. Highlight the text you want to modify.

  3. In the format panel on the right (Mac) or the formatting options (iOS/iPadOS), you can choose a different font, font size, and font style (bold, italic, underline).

Apple Pages font

  1. Text Color and Alignment:

  2. To change the text color, use the color palette or select custom colors.

  3. Align your text left, center, right, or justify it to adjust its alignment.

Apple Pages text options

  1. Text Style and Formatting:

  2. Create heading styles, bulleted or numbered lists, and more by using the styles and formatting options.

Apple Pages text style

Adding and Formatting Images and Objects:

  1. Inserting Images:

  2. To add images to your document, go to "Insert" > "Choose" (Mac) or tap the plus (+) button (iOS/iPadOS). Select an image from your device or an online source.

Apple Pages images

  1. Resizing and Rotating Images:

  2. Click or tap on the image to select it, then use the handles to resize it proportionally.

  3. To rotate an image, use the rotation handle that appears when you select the image.

  4. Cropping Images:

  5. Select the image and click or tap the "Crop" button.

  6. Drag the handles or adjust the crop settings to trim the image as desired.

  7. Adding Shapes, Charts, and Objects:

  8. Access the "Shapes" menu to add lines, arrows, rectangles, circles, and more.

  9. Insert charts and other objects from the "Insert" menu.

Apple Pages shapes

By following these steps, you can easily format text, images, and objects in Apple Pages to create visually appealing and well-structured documents that effectively convey your message or information.

How To Edit Text in Apple Pages

Editing text in Apple Pages is a fundamental skill that allows you to make changes, corrections, and improvements to your documents efficiently. Here, we'll guide you through the process, sharing some tips for enhanced productivity along the way.

Editing Text in Apple Pages:

  1. Select the Text:

  2. To edit text, first, locate the text you want to modify in your document. You can do this by clicking or tapping the text.

Apple Pages editing text

  1. Insertion Point:

  2. Place the insertion point (cursor) where you want to start making changes. Click or tap at the specific location within the text.

  3. Typing Edits:

  4. Start typing to replace or add new text. The existing text will be automatically replaced as you type.

  5. Select and Delete:

  6. To delete text, select the portion you want to remove by clicking and dragging (Mac) or tapping and holding (iOS/iPadOS), then press the delete key (Mac) or use the delete/backspace button (iOS/iPadOS).

  7. Cut, Copy, and Paste:

  8. To cut or copy text, select it and then right-click (Mac) or tap and hold (iOS/iPadOS) to access the context menu. Choose "Cut" or "Copy."

  9. To paste text, right-click (Mac) or tap and hold (iOS/iPadOS) at the location where you want to insert the copied/cut text and choose "Paste."

How to Customize the Layout and Appearance in Apple Pages

Customizing the layout and appearance in Apple Pages allows you to tailor your documents to your specific needs and preferences. Here, we'll guide you through the steps to do this.

  1. Change Page Layout:

  2. Open your document on Pages for Mac.

  3. Go to the "Format" menu and select "Document." Here, you can adjust the page size, margins, and orientation.

Apple Pages layout

  1. Modify Page Background:

  2. In the "Format" menu, choose "Document" and click on the "Section" tab. You can change the background color or add an image.

Apple Pages

  1. Adjust Text Columns:

  2. Highlight the text you want to modify.

  3. In the format panel on the right, you can change the number of columns, column spacing, and more.

  4. Apply Styles and Templates:

  5. Explore the "Styles" pane to apply predefined text styles and templates that match your document's theme.

How to Collaborate and Share in Apple Pages

Collaboration and sharing are crucial aspects of working with Apple Pages, enabling you to seamlessly collaborate with others and share your documents in various formats. In this section, we'll walk you through the steps to export your document, as well as how to share it with others using email, AirDrop, or iCloud links.

  1. Sharing via Email:

  2. To send your document via email, click the "Share" button in the top-right corner (Mac) or tap the share icon (iOS/iPadOS).

  3. Choose "Email" and select your email app. Compose your email, add recipients, and send the document as an attachment.

Apple Pages sharing

  1. Sharing via AirDrop:

  2. On Mac, click the "Share" button and select "AirDrop." Choose the nearby device you want to send the document to.

  3. On iOS/iPadOS, tap the share icon and select "AirDrop." Pick the recipient's device from the list.

  4. Sharing via iCloud Link:

  5. To share via iCloud, click the "Share" button (Mac) or tap the share icon (iOS/iPadOS).

  6. Choose "Copy Link" or "Share Link via..." (on iOS/iPadOS). You can send this link to others, granting them access to the document on iCloud.

  7. Collaborating in Real-Time:

  8. For real-time collaboration, invite others to edit your document by clicking the collaboration icon (Mac) or the collaborate button (iOS/iPadOS).

  9. You can work together on the document simultaneously, with changes syncing in real time.

Apple Pages collaborating

  1. Control Sharing Permissions:

  2. Adjust sharing permissions to decide whether others can view, comment, or edit your document. You can set these permissions when sharing via iCloud link.

By following these steps, you can efficiently export your document in various formats and share it with others using email, AirDrop, or iCloud links. Collaborating and sharing in Apple Pages is designed to simplify teamwork and document distribution, making it a versatile tool for both personal and professional use.

Best Alternative to Apple Pages- WPS Office

If you're looking for a robust alternative to Apple Pages, WPS Office should be on your radar. WPS Office is a comprehensive office suite that includes Writer, Presentation, and Spreadsheet applications, offering an impressive set of features and advantages that make it a compelling choice for document creation and editing.

What is WPS Office:

WPS Office is a powerful, cross-platform office suite compatible with Windows, Mac, Linux, Android, and iOS devices. It offers a seamless and user-friendly experience for creating, editing, and sharing documents, presentations, and spreadsheets. WPS Office is known for its compatibility with Microsoft Office file formats, making it a versatile option for users who frequently work with Word, PowerPoint, and Excel files.

Key Functions and Special Features of WPS Office:

WPS Office

  1. Multiplatform Compatibility: WPS Office allows you to work on your documents seamlessly across various devices and operating systems, ensuring your files are accessible whenever and wherever you need them.

  2. Familiar User Interface: If you're accustomed to Microsoft Office or Apple iWork, you'll find WPS Office's interface quite intuitive and easy to navigate, making the transition smooth.

  3. Compatibility with Microsoft Office: WPS Office excels in its ability to open, edit, and save documents in Microsoft Office formats (e.g., DOCX, PPTX, XLSX), ensuring perfect document interoperability with Microsoft Office users.

  4. Templates and Document Editing: It provides a wide range of templates for documents, presentations, and spreadsheets, along with advanced editing tools for formatting and design.

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    • Use Word, Excel, and PPT for FREE, No Ads.

    • Edit PDF files with the powerful PDF toolkit.

    • Microsoft-like interface. Easy to learn. 100% Compatibility.

    • Boost your productivity with WPS's abundant free Word, Excel, PPT, and CV templates.

FAQs about How to Use Apple Pages:

1. Is Apple Pages easy to use?

  • Yes, Apple Pages is known for its user-friendly interface and ease of use. Its intuitive design makes it accessible to both beginners and experienced users. The features and tools are well-organized, and many functions are similar to other word processing software, making it relatively easy to learn and use.

2. Is Apple Pages as good as Microsoft Word?

  • The suitability of Apple Pages compared to Microsoft Word depends on your specific needs and preferences. Apple Pages is a powerful word processing and page layout application that excels in design and aesthetics. It integrates seamlessly with other Apple devices and software and is an excellent choice for users within the Apple ecosystem. However, Microsoft Word offers a broader range of advanced features and extensive compatibility, making it the industry standard for many professional and business purposes. The choice between the two ultimately depends on your workflow and requirements.

Conclusion on Using Apple Pages

In conclusion, we've explored the ins and outs of using Apple Pages, from creating and formatting documents to collaborating and sharing your work with others. Apple Pages is undoubtedly a versatile and user-friendly tool within the Apple ecosystem, offering a great option for those who appreciate design and simplicity.

However, we've also highlighted an exceptional alternative – WPS Office. This cross-platform office suite presents a compelling case for users seeking compatibility with Microsoft Office files, a familiar interface, and a wealth of features for document creation and editing. Its ability to seamlessly adapt to various platforms, including Windows, Mac, Android, and iOS, sets it apart as a strong contender in the world of office productivity software.


15 years of office industry experience, tech lover and copywriter. Follow me for product reviews, comparisons, and recommendations for new apps and software.