Chapter 1 Starting Out with iWork In This Chapter ▶ Leaving the past behind ▶ Using iWork everywhere ▶ Working in iCloud ▶ Taking advantage of iWork timesavers ord-processing and spreadsheet applications are among the most Wwidely used software products on personal computers; presentation software is a close runner-up. Having started from scratch on the hardware side and then the operating system side, people at Apple started dreaming about what they could do if they were to start from scratch to write modern versions of word-processing, spreadsheet, and presentation programs. They knew they’d have to follow their recent advertising campaign theme: Think Different. Freed from supporting older operating systems or from foregoing features that couldn’t be implemented on Windows, they began to dream about how good those programs could be if they could start over. So they did. Meanwhile, other folks at Apple were thinking about mobile devices. Considering the fact that cellphones in the early 2000s sported the processor performance and memory capabilities of the computers on which the early versions of Mac OS XCOPYRIGHTED had been written, they wondered MATERIAL what they could do if they rethought computers in the mobile world. And they did that, too. Welcome to iWork. 005_9780470770207-ch01.indd5_9780470770207-ch01.indd 7 33/1/12/1/12 77:53:53 PPMM 8 Part I: Introducing iWork Working Everywhere iWork now fits into a world centered on you: your ideas, data, and docu- ments; your desktop and mobile devices; and your life on the web. iWork and its components run in all these environments; they can share data (many times automatically) so that you don’t have to worry about synchronizing them yourself. Here are the platforms on which iWork can run: ✓ Mac OS X: The Macintosh computer is where it all started. Today, any Mac model can run iWork. You can buy some of them with iWork pre-installed, or you can add it to a new computer using build-to-order options during the online ordering process. If you choose to buy from an Apple Store, you may also be able to choose a custom installation of iWork. ✓ iOS: This is the operating system for iPad, iPhone, and iPod touch. iWork runs on each of them, and you can move your iWork docs back and forth among your iOS devices. This means that whether you use a Mac and whether you prefer a desktop computer or an iPad, there’s an iWork app for you. Furthermore, you can take advantage of two important sharing mechanisms for your iWork docs: ✓ iCloud: Apple’s Internet-based service allows you to share your data among your devices. If you have an iCloud account, you can synchronize your calendars, address book, reminders, documents, and data across all of your devices. (The upcoming section “Flying through iCloud” shows you how to set up iCloud.) iCloud is built into iOS 5 and later and Mac OS X 10.7 (Lion) and later. If you don’t have it with one of these operating systems, check out www.apple.com for details on how you can upgrade your devices to the newest operating system. ✓ iWork.com: iWork.com lets you share your iWork documents with other people. You can upload them to iWork.com, publish them, or distribute them to selected people. They can download the documents in standard formats that are compatible with products such as Microsoft Word. The biggest difference between iCloud and iWork.com is that iCloud is designed so that your data, documents, music, appointments, and so on are all synchronized to your various iOS devices, Macs, and PCs while iWork.com is designed to let you share your documents with other people. (Although you can share iWork documents with PCs in formats compatible with PC apps, the iWork apps do not run on PCs.) I assume that you already have iWork installed on one or more devices: iPad, iPod touch, iPhone, or Mac. If you need more assistance with installations, go to www.apple.com/support/software. If you need assistance with pur- chases, go to http://store.apple.com or click or tap the App Store on your iPhone, iPad, iPod touch, or Mac. 005_9780470770207-ch01.indd5_9780470770207-ch01.indd 8 33/1/12/1/12 77:53:53 PPMM Chapter 1: Starting Out with iWork 9 That last sentence was a bit of a mouthful! From now on, here are some short- cuts. Unless otherwise noted, iPhone means iPhone and iPod touch. iOS device means iPhone, iPad, or iPod touch. And iWork app means an app for iWork on any of the supported devices (Mac or iOS) unless the app is desig- nated specifically for one such as Pages for iOS or Keynote for Mac. Also note that screenshots may show the same data in different devices. If there are important differences, I point them out. The point for you to remember is that you can move your documents from one platform to another and pick up where you left off in most cases. Flying through iCloud You need an iCloud account to use Apple’s iCloud services. Synchronization of your music, videos, books, data, documents, appointments, address book, and so on is built into iOS and Mac OS X. All you have to do is create an iCloud account if you don’t have one and then set your computer to use it. When you set up a new Mac, you’re guided through the process of creating an account for yourself. That account is where all your documents and data will be stored. By default, you’re automatically logged into your account, so you may not even notice it. However, you can go to Apple➪System Preferences to create new accounts. Each person on the Mac will have a separate account. Here’s how you set up iCloud on a Mac: 1. Log into iCloud the first time you use your Mac (or the first time you use a new account on your Mac), as shown in Figure 1-1. If you add a new account on your Mac, the first time that person logs into their account, they will be guided through the sequence shown here. Each user account can have its own iCloud account, and an iCloud account can be shared by several users. 2. Click Sign In or, if you don’t have an iCloud account, click Create an Apple ID. If you’ve purchased anything from iTunes, you have an Apple ID. You may also have one if you have purchased any of a variety of other ser- vices through Apple. If you’re not sure, click Forgot Password? and you’ll be guided not only through a lost password recovery procedure but also through the process of possibly locating an existing Apple ID. After you sign in, you see some of the features of iCloud, as shown in Figure 1-2. Select the ones you want to use. You can also create an iCloud account on its own without using the iCloud features shown in Figure 1-2. You might do this if you want to manage your contacts outside of iCloud but do not want to enable iCloud for sharing documents. (Note that, over time, this sequence may change as new features are added.) 005_9780470770207-ch01.indd5_9780470770207-ch01.indd 9 33/1/12/1/12 77:53:53 PPMM 10 Part I: Introducing iWork Figure 1-1: Log into your iCloud account the first time. Figure 1-2: Explore iCloud features. You’re notified that iCloud is set up (see Figure 1-3). 3. If you want to adjust your settings (including turning iCloud off or on), use System Preferences in the Apple menu, as shown in Figure 1-4. 005_9780470770207-ch01.indd5_9780470770207-ch01.indd 1010 33/1/12/1/12 77:53:53 PPMM Chapter 1: Starting Out with iWork 11 Figure 1-3: Your iCloud account is set up and activated. Figure 1-4: Use System Preference to adjust iCloud settings. 4. Click the iCloud icon and adjust the iCloud settings, as shown in Figure 1-5. 005_9780470770207-ch01.indd5_9780470770207-ch01.indd 1111 33/1/12/1/12 77:53:53 PPMM 12 Part I: Introducing iWork Figure 1-5: Adjust your iCloud settings. You definitely want Documents & Data on to use iWork. Mail & Notes, Contacts, and Calendars set up synchronization with your mobile devices as well as Macs and PCs that also are set up for this iCloud account. 5. When you’re finished, just close the window. Using iWork.com The public beta version of iWork.com is a new way of sharing your iWork documents as you work on them. It differs from iCloud in that iWork.com is designed for collaboration with other people rather than synchronization among your own devices. Want to work with two colleagues on a presentation? No big deal: Start by uploading your Keynote document to iWork.com. Then a friend can download it and make changes in the document as a Microsoft PowerPoint document. Back it goes to the Internet, and someone else can download it in yet another format. This is an example of the technology called cloud computing that is also behind iCloud. It’s also an example of people being able to work together on their own terms. You don’t have to get together and decide which presentation (or spreadsheet or word-processing) application you’ll all use. The Share menu lets you send documents from Keynote, Numbers, and Pages via e-mail; you can also export documents in industry-standard formats.