3 Replies Latest reply: May 11, 2013 2:02 PM by Yellowbox
hotwheels 22 Level 1 Level 1 (0 points)

i am having an issue using pages (newish mac user) where i create a new Pages document for a project, put the date in the header, save this document when complete and then print to pdf to send a client a stable (no format issues) archive copy (no accidental date changes or text deletions).

 

however, this means that i am saving TWO sets of documents which is a pain.

 

in part i save the pages document so that i can create a NEW document by opening this pages document, updating the DATE and then changing the text - and saving out with a different file name. then i PRINT this to pdf and i have two new documents with one being the Pages and one being the PDF that is sent to the client.

 

it seems like there are two issues to doing this with one being that i am always saving two sets of documents. the other is that the Pages document is really like some kind of "soft" copy since it can get accidentally over-written (happens) or can get the date accidentally changed (happens) or some other mistake over time. on the other hand i need this Pages document mostly to create a new updated version of this "template" but also if i have to copy and paste information from this doc into a new doc i am not sure if i can do this by going to the "archived copy" which is in ACROBAT PDF.

 

can anyone help me figure out if i can minimize this sort of clunky and unwieldy workflow?

 

one thing i am wondering is if there is a way to create an actual Template in Pages (after creating the first pages document) and then save this as a Template and always open this Template any time i need to create a new document of this type. the other thing i am wondering is if there is a "lock functionality" (i am on both Lion and Mountain Lion because i cannot update the Mac Pro to ML which is a bit of a pain) in Pages that would let me "archive" the Pages document so i knew this never got changed.

 

it seems like this would be helpful over here since the "template copy" would actually exist in Pages and all the "archive copies" would exist in the project folder.

 

anyone able to help me with some specific suggestions perhaps as to how it relates to their workflow?

 

THANKS


MacBook Pro, OS X Mountain Lion (10.8.1), with 64 bit Win7 Boot Camp | iCloud
  • 1. Re: Pages > PDF workflow doubles my saves
    Yellowbox Level 5 Level 5 (4,580 points)

    Hi hotwheels,

     

    Answer to first question: Pages > Menu > Share > (Send via Mail) > PDF

     

    'Send via Mail' is not a menu item, it is a heading (very unMac-like). Choose PDF below it. That creates a PDF and places it in a blank email, but doesn't require you to save it.

     

    Answer to second question: Pages > Menu > File > Save as Template...

     

    Template will remain unchanged when you open it (it opens an editable document based on that template).

     

    "template copy" would actually exist in Pages

    Yes, in your library.

     

    Possible answer to third question: Inspector > Document > Require Password to open.

     

    Regards,

    Ian.

  • 2. Re: Pages > PDF workflow doubles my saves
    hotwheels 22 Level 1 Level 1 (0 points)

    hi ian.

     

    thank you for the great help. so can i please ask you some follow up questions?

     

    i have opened a blank document and i have inserted DATE and TIME in the header and then i right clicked on this and told it to "Update Automatically". then i have put the FILENAME in the footer. i have saved this as a test.pages document.

     

    now if i close it and don't save, i can open a new document with "test.pages" document and this will open with /today's/ date (or the date that i open the document. as i write this i am seeing a bit of a problem. i mean, i have opened this document and it shows up with today's date, or if i open it in a week it will open with the date i open it.

     

    assuming when i get done with it, i guess i have to /remember/ to manually change the Update Automatically to don't update before i close the document or the next time it will change the date and time. OR alternatively, i guess i leave the template with the date as set when the document was created and i have to remember to manually update it when i create the document? HMMMM. i guess i could simply put the NAME OF THE DOCUMENT at the footer and also put the DATE AND TIME which would be the date and time /printed/. Yes? I would really like to have all my docs printed with the date and time and the name of the document on them when i want but i am finding out i cannot do this in mac OS. so maybe if i just find a way to do this in pages i am OK.

     

    how does this sound?! i mean if i use the footer and let it automatically update it will give me the information that i need and then i can set the actual date of the letter manually as this does not have to update automatically necessarily...

     

    also can i PLEASE ask you to clarify how i get to (Send via Mail)? for some reason i am not quite understanding how to do this. i mean, i understand this is an atypical but i am not undersanding if i am supposed to look for this in a pulldown menu item or in the print dialog or on the document ICONS at the top of my document...

     

    THANKS

     

    Answer to first question: Pages > Menu > Share > (Send via Mail) > PDF

     

    'Send via Mail' is not a menu item, it is a heading (very unMac-like). Choose PDF below it. That creates a PDF and places it in a blank email, but doesn't require you to save it."

  • 3. Re: Pages > PDF workflow doubles my saves
    Yellowbox Level 5 Level 5 (4,580 points)

    Hi Hotwheels,

     

    Thanks for the feedback.

     

    I am not sure if you want the date to aotomatically change or not. This is what the Pages'09 User Guide says.

     

     

    To add and format the date and time, place the insertion point where you want the value  to  appear,  and  then  choose  Insert  >  Date  &  Time.

    To change the date and time format, Control-click the date and time value, choose Edit Date & Time, and then choose a date and time format from the pop-up menu. If you want the document to always show the current date and time, select “Automatically update on open.”

     

    The Guide is available from the Help Menu in Pages. Well worth a read.

     

    Send Via Mail is under the Share menu

     

    Screen Shot 2013-05-12 at 6.38.56 AM.png

     

    Regards,

    Ian.