Home > Articles > Home & Office Computing > Entertainment/Gaming/Gadgets

New Versions of Pages, Numbers, and Keynote Make Work on the Go Easier

Jason R. Rich explains some of the newest features added to the latest versions of the Pages, Numbers, and Keynote iPad apps, plus offers a preview of what you'll be able to do with these apps once iOS 5 is released this Fall. You also learn how to enhance your productivity using these apps with an optional external keyboard for the iPad.
Like this article? We recommend

On May 31, 2011, Apple released significantly updated versions of its popular Pages, Numbers, and Keynote apps, making them even more useful to the business professional who is constantly on the go.

With each new update that these three apps have undergone, they've gotten closer and closer to offering all the same functionality you'd expect from popular computer applications like Microsoft Word, Excel, and PowerPoint.

In fact, with the new features recently added to these three apps, and the added functionality that the iOS 5 operating system upgrade will offer this fall, creating Word-, Excel-, or PowerPoint-compatible documents and files, and then wirelessly transferring them to your primary computer or sharing them with others has never been easier. Likewise, working with Word, Excel or PowerPoint files created on a computer and imported into the iPad is also a straightforward process.

New Features within Pages, Numbers, and Keynote

Version 1.4 of Pages, Numbers, and Keynote (available separately from the App Store) offer a handful of significant improvements to these three popular business-related apps.

As you begin using any of them, you'll immediately discover that the Document Manager screen has dramatically changed. It's now easier to sort documents and place them into separate folders that you create.

Now, when you launch Pages, Numbers, or Keynote, the Document Manager screen will display thumbnails for all documents currently stored on your tablet. How the document manager screen works is virtually identical in all three of these apps.

When using Pages, for example, near the top-center of the screen (as you can see in Figure 1) are two command tabs, labeled Date and Name. Tapping the Date tab rearranges your document files and displays them in reverse chronological order, based upon the date they were created. Tapping the Name tab sorts and displays the documents alphabetically by their filenames.

To create a new document, tap the plus-sign icon that's now displayed in the upper-left corner of the screen. When you tap this icon, a new menu appears (shown in Figure 2), which gives you the option to create a new document from scratch, or import a document from iTunes, iDisk or WebDAV. (In the near future, an iCloud option will be added.) The familiar Choose a Template screen now appears, which allows you to select a template to help you save time formatting your document for file.

From the Document Manager screen of Pages, you can now tap the Edit command that's displayed in the upper-right corner of the screen to manually arrange your documents and/or create folders and place documents within them.

Begin this process by tapping the Edit command icon. You'll notice that all your document thumbnails will begin to shake. Tap any of these thumbnails once, and two command icons will become active in the upper-left corner of the screen.

The icon to the left of the trash can icon is used to make a duplicate copy of a file with one tap, while the trash can icon allows you to delete the selected document. To create a new folder, tap one or more document thumbnails so they become highlighted and framed with a yellow boarder. Using your finger, drag the selected document thumbnails directly over another (unselected) document thumbnail. A new folder will be created (as shown in Figure 3).

As soon as the new folder is created, in the center of the screen will be a filename field with the word "Folder" as the default folder name. Tap in the circular "X" icon that's displayed to the right of this field, and then use the iPad's virtual keyboard to enter a new folder name. When you're done, tap the blue-and-white Done icon that's displayed in the upper-right corner of the screen.

You can create as many folders as you'd like within Pages, Numbers, or Keynote, allowing you to keep related files together. To rename a Folder or individual document filename, as you're looking at the Document Manager screen, tap the filename for the Folder or Document, and use the iPad's virtual keyboard to enter a new name. Tap the blue-and-white Done icon (displayed in the upper-right corner of the screen) when you're done and ready to save your changes.

To open a document or file from the Document Manager screen of Pages, Numbers, or Keynote, double-tap on the document or file thumbnail. The main document-editing screens within these three apps look pretty similar to the older versions, but with a few new on-screen command icon additions.

In Pages, for example, near the top-center of the screen when you're editing a document, you'll now discover on-screen command icons for selecting a new font, plus three command icons for adjusting the font size and three command icons for adjusting the typestyle (allowing you to quickly switch between normal text, bold, italic or underlined text, or any combination, such as bold and underlined text).

To the immediate right of the typestyle icons is a paragraph formatting icon, which allows you to switch between left-, center-, right-, and right/left-justified paragraph alignment with a single tap of the finger. To the right of this icon is a tab icon. Tap it to reveal a menu that allows you to add a tab, line break, column break, or page break to your text (as shown in Figure 4).

Several of the menu-based commands within Pages, Numbers, and Keynote have also been moved around in the latest versions of these apps. For example, when you tap the wrench-shaped icon, you'll discover a new Share and Print command option within all three apps.

Figure 5 shows the menu options available when you tap the wrench-shaped command option within Pages.

Figure 6 shows the same menu within Numbers.

When you tap this command icon, it reveals a new menu (shown in Figure 7), with a variety of options for printing and sharing your document. For example, there are menu options for emailing a document from within Pages, printing the document, sharing the document via iWork.com, sending the document to your primary computer through iTunes, copying a document to iDisk, or copying a document to WebDAV. Come this fall, an iCloud option will also be listed.

As you're typing within Pages, for example, if you tap a word, the familiar cut, copy, and paste options will appear, along with a right-pointing arrow that reveals additional command options, including Replace, Definition, and Style. Also, as you're viewing a document or file in full-screen mode, your ability to zoom in on a particular area of the screen in all three apps has been improved within Version 1.4.

Once your iPad is upgraded to iOS 5, with a swipe of the finger you'll be able to transform the on-screen virtual keyboard into two sections (shown in Figure 8), which can make data entry easier and quicker.

In addition to the major changes made to the Pages, Numbers, and Keynote apps, you'll discover a handful of subtle changes that make working with these three apps more efficient when it comes to managing, creating, editing, viewing, sharing, and transferring (importing/exporting) files.

If you also use an iPhone 3Gs or iPhone 4, you'll also discover that Pages, Numbers and Keynote now work perfectly on these devices and are no longer iPad-specific apps.

Another new feature built into version 1.4 of Keynote is compatibility with the Keynote Remote app ($.99, available from the App Store). You can control your Keynote presentation on your iPad remotely using your iPhone, iPod Touch, or another iPad. This is a work-around for the drawback of having to keep your iPad connected to an LCD projector or monitor via a cable when giving a presentation, which gives you (the presenter) full mobility.

If you've already purchased Pages, Numbers, or Keynote, the latest versions of these apps are available for free from the App Store. Otherwise, the three apps are sold separately for $9.99 each, and need to be purchased and downloaded using either a primary computer or an iPad that's connected to the web via Wi-Fi. Because these are large files, they cannot be purchased and installed directly on an iPad or iPad 2 that's connected to the web using a 3G connection.

InformIT Promotional Mailings & Special Offers

I would like to receive exclusive offers and hear about products from InformIT and its family of brands. I can unsubscribe at any time.


Pearson Education, Inc., 221 River Street, Hoboken, New Jersey 07030, (Pearson) presents this site to provide information about products and services that can be purchased through this site.

This privacy notice provides an overview of our commitment to privacy and describes how we collect, protect, use and share personal information collected through this site. Please note that other Pearson websites and online products and services have their own separate privacy policies.

Collection and Use of Information

To conduct business and deliver products and services, Pearson collects and uses personal information in several ways in connection with this site, including:

Questions and Inquiries

For inquiries and questions, we collect the inquiry or question, together with name, contact details (email address, phone number and mailing address) and any other additional information voluntarily submitted to us through a Contact Us form or an email. We use this information to address the inquiry and respond to the question.

Online Store

For orders and purchases placed through our online store on this site, we collect order details, name, institution name and address (if applicable), email address, phone number, shipping and billing addresses, credit/debit card information, shipping options and any instructions. We use this information to complete transactions, fulfill orders, communicate with individuals placing orders or visiting the online store, and for related purposes.


Pearson may offer opportunities to provide feedback or participate in surveys, including surveys evaluating Pearson products, services or sites. Participation is voluntary. Pearson collects information requested in the survey questions and uses the information to evaluate, support, maintain and improve products, services or sites, develop new products and services, conduct educational research and for other purposes specified in the survey.

Contests and Drawings

Occasionally, we may sponsor a contest or drawing. Participation is optional. Pearson collects name, contact information and other information specified on the entry form for the contest or drawing to conduct the contest or drawing. Pearson may collect additional personal information from the winners of a contest or drawing in order to award the prize and for tax reporting purposes, as required by law.


If you have elected to receive email newsletters or promotional mailings and special offers but want to unsubscribe, simply email information@informit.com.

Service Announcements

On rare occasions it is necessary to send out a strictly service related announcement. For instance, if our service is temporarily suspended for maintenance we might send users an email. Generally, users may not opt-out of these communications, though they can deactivate their account information. However, these communications are not promotional in nature.

Customer Service

We communicate with users on a regular basis to provide requested services and in regard to issues relating to their account we reply via email or phone in accordance with the users' wishes when a user submits their information through our Contact Us form.

Other Collection and Use of Information

Application and System Logs

Pearson automatically collects log data to help ensure the delivery, availability and security of this site. Log data may include technical information about how a user or visitor connected to this site, such as browser type, type of computer/device, operating system, internet service provider and IP address. We use this information for support purposes and to monitor the health of the site, identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents and appropriately scale computing resources.

Web Analytics

Pearson may use third party web trend analytical services, including Google Analytics, to collect visitor information, such as IP addresses, browser types, referring pages, pages visited and time spent on a particular site. While these analytical services collect and report information on an anonymous basis, they may use cookies to gather web trend information. The information gathered may enable Pearson (but not the third party web trend services) to link information with application and system log data. Pearson uses this information for system administration and to identify problems, improve service, detect unauthorized access and fraudulent activity, prevent and respond to security incidents, appropriately scale computing resources and otherwise support and deliver this site and its services.

Cookies and Related Technologies

This site uses cookies and similar technologies to personalize content, measure traffic patterns, control security, track use and access of information on this site, and provide interest-based messages and advertising. Users can manage and block the use of cookies through their browser. Disabling or blocking certain cookies may limit the functionality of this site.

Do Not Track

This site currently does not respond to Do Not Track signals.


Pearson uses appropriate physical, administrative and technical security measures to protect personal information from unauthorized access, use and disclosure.


This site is not directed to children under the age of 13.


Pearson may send or direct marketing communications to users, provided that

  • Pearson will not use personal information collected or processed as a K-12 school service provider for the purpose of directed or targeted advertising.
  • Such marketing is consistent with applicable law and Pearson's legal obligations.
  • Pearson will not knowingly direct or send marketing communications to an individual who has expressed a preference not to receive marketing.
  • Where required by applicable law, express or implied consent to marketing exists and has not been withdrawn.

Pearson may provide personal information to a third party service provider on a restricted basis to provide marketing solely on behalf of Pearson or an affiliate or customer for whom Pearson is a service provider. Marketing preferences may be changed at any time.

Correcting/Updating Personal Information

If a user's personally identifiable information changes (such as your postal address or email address), we provide a way to correct or update that user's personal data provided to us. This can be done on the Account page. If a user no longer desires our service and desires to delete his or her account, please contact us at customer-service@informit.com and we will process the deletion of a user's account.


Users can always make an informed choice as to whether they should proceed with certain services offered by InformIT. If you choose to remove yourself from our mailing list(s) simply visit the following page and uncheck any communication you no longer want to receive: www.informit.com/u.aspx.

Sale of Personal Information

Pearson does not rent or sell personal information in exchange for any payment of money.

While Pearson does not sell personal information, as defined in Nevada law, Nevada residents may email a request for no sale of their personal information to NevadaDesignatedRequest@pearson.com.

Supplemental Privacy Statement for California Residents

California residents should read our Supplemental privacy statement for California residents in conjunction with this Privacy Notice. The Supplemental privacy statement for California residents explains Pearson's commitment to comply with California law and applies to personal information of California residents collected in connection with this site and the Services.

Sharing and Disclosure

Pearson may disclose personal information, as follows:

  • As required by law.
  • With the consent of the individual (or their parent, if the individual is a minor)
  • In response to a subpoena, court order or legal process, to the extent permitted or required by law
  • To protect the security and safety of individuals, data, assets and systems, consistent with applicable law
  • In connection the sale, joint venture or other transfer of some or all of its company or assets, subject to the provisions of this Privacy Notice
  • To investigate or address actual or suspected fraud or other illegal activities
  • To exercise its legal rights, including enforcement of the Terms of Use for this site or another contract
  • To affiliated Pearson companies and other companies and organizations who perform work for Pearson and are obligated to protect the privacy of personal information consistent with this Privacy Notice
  • To a school, organization, company or government agency, where Pearson collects or processes the personal information in a school setting or on behalf of such organization, company or government agency.


This web site contains links to other sites. Please be aware that we are not responsible for the privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every web site that collects Personal Information. This privacy statement applies solely to information collected by this web site.

Requests and Contact

Please contact us about this Privacy Notice or if you have any requests or questions relating to the privacy of your personal information.

Changes to this Privacy Notice

We may revise this Privacy Notice through an updated posting. We will identify the effective date of the revision in the posting. Often, updates are made to provide greater clarity or to comply with changes in regulatory requirements. If the updates involve material changes to the collection, protection, use or disclosure of Personal Information, Pearson will provide notice of the change through a conspicuous notice on this site or other appropriate way. Continued use of the site after the effective date of a posted revision evidences acceptance. Please contact us if you have questions or concerns about the Privacy Notice or any objection to any revisions.

Last Update: November 17, 2020