Apple Keynote User Manual

Keynote ’08

User’s Guide

Apple Inc.

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Apple, the Apple logo, AppleWorks, ColorSync, Exposé, GarageBand, iBook, iDVD, iLife, iPhoto, iPod, iTunes, Keynote, Mac, MacBook, Mac OS, Numbers, Pages, PowerBook, and QuickTime are trademarks of Apple Inc., registered in the U.S. and other countries.

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019-1276 06/2008

Preface 12 Welcome to the

Keynote User’s Guide

Chapter 1 14 Keynote Tools and Techniques

About Themes and Master Slides

The Keynote Window

18 18 18

19 20 20

21 22 23 24 24 24 25 25

Zooming In or Out Changing Views

Navigator View Outline View Light Table View

Jumping to a Particular Slide The Toolbar The Format Bar The Inspector Window The Media Browser The Colors Window The Font Panel The Warnings Window Keyboard Shortcuts and Shortcut Menus

Chapter 2 26 Working with a Keynote Document

Creating or Opening a Slideshow

26 27 27 27 28 29 29 29 30 30 30

Creating a New Keynote Document

Importing a Slideshow

Opening an Existing Keynote Document Saving Documents

Saving a Document

Undoing Changes

Saving a Copy of a Document

Automatically Saving a Backup Version of a Document

Saving a Document as a Theme

Saving Search Terms for a Document

Closing a Document Without Quitting Keynote

Adding, Deleting, and Organizing Slides

31 31

31 32 32 33 33 34 34 35 35 35 36 37

Adding Slides Reordering Slides Grouping Slides Deleting Slides Skipping Slides Adding Slide Numbers Using Comments Copying or Moving Items Among Slides

Changing a Slide’s Theme, Master, or Layout

Changing the Theme Using Multiple Themes Applying a New Master to a Slide Changing a Slide’s Layout Making the Same Change on Multiple Slides

Chapter 3 38 Working with Text

Adding Text

Selecting Text

Deleting, Copying, and Pasting Text

Formatting Text Size and Appearance

41 42 42 42 43 44 44 45 45 45 45 46 46 46 47 47 48

Using the Format Menu to Format Text

Making Text Bold or Italic Using the Menus Creating Outlined Text Using the Menus Underlining Text Using the Menus Changing Text Size Using the Menus Making Text Subscript or Superscript Using the Menus Changing Text Capitalization Using the Menus

Using the Font Panel to Format Text

Tips for Organizing Fonts Changing Fonts Using the Font Panel Changing Underlining Using the Font Panel Adding a Strikethrough to Text Using the Font Panel Changing Text Color Using the Font Panel Changing the Paragraph Background Color Using the Font Panel

Creating Shadows on Text Using the Font Panel Changing the Font Used in Outline View Adding Accents and Special Characters

Adding Accent Marks

Viewing Keyboard Layouts for Other Languages

Typing Special Characters and Symbols

Using Smart Quotes

Contents

49 49 50 50 50

51 52 53 53 53 54 54 55 55 55 56 56 56 56 57 57 58 59 59 60 60

61 62 62 63 63 64 64 64 65 65 65 66 67

Using Advanced Typography Features Adjusting Font Smoothing Setting Text Alignment, Spacing, and Color

Using the Text Inspector to Manage Alignment, Spacing, and Color

Aligning Text Horizontally

Aligning Text Vertically

Adjusting the Spacing Between Lines of Text

Adjusting the Spacing Before or After a Paragraph

Adjusting the Spacing Between Characters

Changing Text Color Using the Text Inspector Setting Tab Stops to Align Text

Setting a New Tab Stop

Changing a Tab Stop

Deleting a Tab Stop Setting Indents

Setting Indents for Paragraphs

Changing the Inset Margin of Text in Objects

Setting Indents for Lists Using Bulleted, Numbered, and Ordered Lists (Outlines)

Generating Lists Automatically

Using Bulleted Lists

Using Numbered Lists

Using Ordered Lists (Outlines) Using Text Boxes and Shapes to Highlight Text

Adding Free Text Boxes

Presenting Text in Columns

Putting Text Inside a Shape

Formatting a Text Box or Shape Using Hyperlinks

Linking to a Webpage

Linking to a Preaddressed Email Message

Linking to a Slide

Linking to a Keynote File

Using a Hyperlink to Stop a Slideshow

Underlining Hyperlink Text Automatically Substituting Text Inserting a Nonbreaking Space Checking for Spelling Mistakes

Finding Misspelled Words

Working with Spelling Suggestions Finding and Replacing Text

Contents

Chapter 4 68 Working with Sound, Movies, Graphics, and Other Objects

Selecting Objects

Copying or Duplicating Objects

Deleting Objects

Moving Objects

Moving an Object Forward or Backward (Layering Objects)

70 Aligning Objects 70 Aligning Objects on a Slide Relative to One Another

71 Spacing Objects Evenly on a Slide 71 Using Alignment Guides

71 Creating Your Own Alignment Guides 72 Using Master Gridlines 72 Setting Precise Positions of Objects 73 Modifying Objects 73 Resizing Objects 74 Flipping and Rotating Objects 74 Changing the Style of Borders 75 Framing Objects 76 Adding Shadows 77 Adding a Reflection 77 Adjusting Opacity 78 Grouping and Locking Objects 78 Grouping and Ungrouping Objects 79 Locking and Unlocking Objects 79 Filling Objects 79 Filling an Object with Color 80 Using the Colors Window

81 Filling an Object with an Image 82 Using Shapes 82 Adding a Predrawn Shape 83 Adding a Custom Shape 84 Making Shapes Editable 84 Manipulating Points of a Shape 85 Reshaping a Curve 85 Reshaping a Straight Segment 85 Transforming Corner Points into Curved Points and Vice Versa 86 Editing Specific Predrawn Shapes 86 Editing a Rounded Rectangle 86 Editing Single and Double Arrows 87 Editing a Star 87 Editing a Polygon 88 Using Media Placeholders 89 Working with Images

Contents

89 Importing an Image 90 Masking (Cropping) Images 90 Cropping an Image Using the Default (Rectangular) Mask

91 Masking an Image with a Shape

91 Unmasking an Image 92 Removing the Background or Unwanted Elements from an Image 93 Changing an Image’s Brightness, Contrast, and Other Settings 94 Using Sound and Movies 95 Adding Sound to a Slide 95 Adding a Soundtrack to a Slideshow 96 Adding a Movie 96 Adjusting Media Playback Settings 97 Adding Narration 98 Rerecording a Recorded Slideshow 98 Playing a Recorded Slideshow 99 Deleting a Recording 99 Adding Web Views

10 0 Making an Object a Hyperlink

Chapter 5 101 Using Motion in Slideshows

101 Adding Transitions Between Slides 10 2 Animating Slides with Object Builds 10 3 Moving Objects on or off Slides Using Build Effects 10 5 Animating Objects on Slides (Action Builds) 10 7 Making Objects Fade, Rotate, Grow, or Shrink 10 7 Animating Images Using Smart Builds 10 9 Reordering Object Builds

11 0 Activating Object Builds

111 Creating Builds That Interleave an Object’s Parts 111 Animating Specific Kinds of Objects

111 Creating Text Builds 112 Creating Table Builds 112 Creating Chart Builds 113 Creating Movie Builds 113 Deleting Object Builds

Chapter 6 114 Using Tables

11 4 About Tables 11 5 Working with Tables 11 5 Adding a Table 11 6 Using Table Tools 117 Resizing a Table 11 8 Moving Tables

Contents 7

11 8 Copying Tables Among iWork Applications 11 8 Selecting Tables and Their Components 11 8 Selecting a Table 11 9 Selecting a Table Cell 11 9 Selecting a Group of Table Cells 11 9 Selecting a Row or Column

12 0 Selecting Table Cell Borders 12 0 Working with Content in Table Cells 12 0 Adding and Editing Cell Values 121 Working with Text in Cells 121 Working with Numbers in Cells 12 2 Working with Dates in Cells 12 2 Displaying Content Too Large for Its Cell 12 3 Formatting Cell Values 12 4 Using the Number Format 12 4 Using the Currency Format 12 4 Using the Percentage Format 12 5 Using the Date and Time Format 12 5 Using the Fraction Format 12 6 Using the Scientific Format 12 6 Using the Text Format 12 6 Monitoring Cell Values 12 7 Adding Images or Color to Cells 12 7 Autofilling Table Cells 12 8 Working with Rows and Columns 12 8 Adding Rows 12 8 Adding Columns 12 9 Deleting Table Rows and Columns 12 9 Using a Table Header Row or Column 12 9 Using a Footer Row 13 0 Resizing Table Rows and Columns 13 0 Alternating Row Colors 131 Working with Table Cells 131 Merging Table Cells 131 Splitting Table Cells 13 2 Formatting Table Cell Borders 13 2 Copying and Moving Cells 13 3 Sorting Table Cells

Chapter 7 134 Using Formulas and Functions in Tables

13 4 Using Formulas 13 5 Adding a Quick Formula 13 6 Performing a Basic Calculation Using Column Values

8 Contents

13 6 Performing a Basic Calculation Using Row Values 13 6 Removing a Formula 13 7 Using the Formula Editor 13 7 Adding a New Formula with the Formula Editor 13 8 Editing a Formula with the Formula Editor 13 8 Using Cell References 13 8 Adding Cell References to a Formula 13 9 Copying or Moving Formulas with Cell References

13 9 Applying a Formula Once to Cells in a Column or Row 14 0 Handling Errors and Warnings 14 0 Using Operators 14 0 Performing Arithmetic Operations

141 Understanding the Arithmetic Operators 14 2 Understanding the Comparison Operators 14 3 Using Functions

Chapter 8 144 Using Charts

14 4 About Charts 14 6 Adding a Chart 14 7 Selecting a Chart Type 14 7 Picking an Initial Chart Type 14 8 Changing a Chart from One Type to Another 14 9 Editing Chart Data 14 9 Copying Data into the Chart Data Editor 14 9 Working with Rows and Columns in the Chart Data Editor 15 0 Formatting General Chart Attributes 15 0 Using a Legend

151 Using a Chart Title

151 Resizing a Chart

151 Rotating Charts 15 2 Adding Labels and Axis Markings 15 2 Showing Axes and Borders 15 2 Using Axis Titles 15 3 Showing Data Point Labels 15 3 Formatting the Value Axis 15 4 Placing Labels, Gridlines, and Tick Marks 15 5 Formatting the Elements in a Data Series 15 6 Formatting Titles, Labels, and Legends 15 6 Adding Descriptive Text to a Chart 15 6 Formatting Specific Types of Charts 15 6 Pie Charts 157 Selecting Individual Pie Wedges 157 Showing a Series Name in a Pie Chart

Contents 9

157 Separating Individual Pie Wedges 15 8 Adding Shadows to Pie Charts and Wedges 15 8 Adjusting the Opacity of Pie Charts 15 8 Rotating 2D Pie Charts 15 9 Bar and Column Charts 15 9 Adjusting Spacing of Bar and Column Charts 15 9 Adding Shadows to Bar and Column Charts 160 Adjusting the Opacity of Bar and Column Charts 160 Area Charts and Line Charts

161 Scatter Charts

161 3D Charts

Chapter 9 163 Viewing, Printing, and Exporting Your Slideshow

163 Customizing a Presentation for an Audience 164 Creating Hyperlinks-Only Presentations 164 Creating Self-Playing Presentations 165 Setting Playback Options 166 Rehearsing and Viewing Presentations 166 Adding Presenter Notes 166 Rehearsing Your Presentation 167 Viewing a Presentation on Your Computer’s Display 167 Viewing a Presentation on an External Display or Projector 168 Tips for Using an External Display 169 Viewing the Same Presentation on Two Screens 17 0 Customizing the Presenter’s View

171 Setting the Screen Refresh Rate

171 Setting the Slide Size 17 2 Configuring Video Random Access Memory (VRAM) 17 2 Controlling Presentations 17 3 Controlling a Presentation with the Keyboard 17 3 Pausing and Resuming a Presentation 17 3 Stopping a Presentation 17 3 Advancing to the Next or Previous Build or Slide

174 Jumping to a Specific Slide 17 5 Showing the Pointer During a Presentation 17 5 Using Other Applications During a Presentation 17 5 Playing Movies and Sound 17 6 Printing Your Slides 17 8 Exporting a Slideshow to Other Formats 17 8 Sharing a Presentation Across Platforms 17 8 Creating a QuickTime Movie 18 0 Creating a PowerPoint Slideshow 18 0 Creating a PDF File

10 Contents

181 Exporting Slides as Image Files

181 Creating a Flash Document

181 Creating an HTML Document 18 2 Publishing to YouTube 183 Sending a Presentation to iLife Applications 183 Creating an iDVD Project 183 Creating an iPhoto Album 18 4 Exporting to iWeb 185 Exporting to iTunes and iPod 185 Exporting to GarageBand 18 6 Saving a Presentation in iWork ’05 or iWork ’06 Format

Chapter 10 187 Designing Your Own Master Slides and Themes

187 Designing Master Slides and Themes 18 8 Using Master Slide Tools 18 9 Previewing Master Slides 19 0 Selecting Master Slides to Customize 19 0 Duplicating a Master Slide 19 0 Importing a Slide or Master Slide

191 Creating a Master Slide from Scratch

191 Customizing Master Slide Layouts

191 Defining Text Placeholders

191 Defining Media Placeholders 19 2 Defining Object Placeholders 19 2 Creating Background Elements on Master Slides 19 3 Adding Alignment Guides to Master Slides 19 3 Defining Default Attributes of Text and Objects 19 4 Defining Default Attributes of Text Boxes and Shapes 19 4 Defining Default Attributes of Imported Images 19 5 Defining Default Attributes of Tables 19 6 Defining Default Attributes of Charts 19 6 Defining Default Transitions 19 7 Creating Builds on Master Slides 19 7 Creating Custom Themes 19 7 Saving a Custom Theme 19 8 Creating a Theme from Scratch 19 8 Restoring Original Theme Attributes

Index 19 9

Contents 11

Welcome to the

Keynote User’s Guide

This full-color PDF document provides extensive instructions for using Keynote.

Before using this document, you may want to look at the Keynote tutorial in the iWork ‘08 Getting Started book. It’s a quick way to prepare yourself to be a self-sufficient Keynote user. The book also provides additional resources for getting acquainted with Keynote, such as a tour of its features and how-to videos.

When you need detailed instructions to help you accomplish specific tasks, you’ll find them in this user’s guide. Most of the tasks in this guide are also available in online help.

Preface

The following table tells you where to find information in this guide. In Keynote Help, you can find information by browsing or searching.

For information about See

Using Keynote windows and tools to create and format documents

Creating and saving documents, and managing slides

Formatting text in a Keynote document

Using graphics, shapes, sound, and more to enhance a document

Adding transitions, special effects, and animations to slides

Creating, organizing, and formatting tables and table values

Using formulas and functions for calculations in tables

Creating charts to graphically display numerical data

Sharing your Keynote document with others

Creating a theme or template from scratch

Chapter 1, “Keynote Tools and Techniques,” on page 14

Chapter 2, “Working with a Keynote Document,” on page 26

Chapter 3, “Working with Text,” on page 38

Chapter 4, “Working with Sound, Movies, Graphics, and Other Objects,” on page 68

Chapter 5, “Using Motion in Slideshows,” on page 101

Chapter 6, “Using Tables,” on page 114

Chapter 7, “Using Formulas and Functions in Tables,” on page 134

Chapter 8, “Using Charts,” on page 144

Chapter 9, “Viewing, Printing, and Exporting Your Slideshow,” on page 163

Chapter 10, “Designing Your Own Master Slides and Themes,” on page 187

Preface Welcome to the Keynote User’s Guide 13

1 Keynote Tools and Techniques

This chapter introduces you to the windows and tools you use to create slideshows with Keynote.

Each slideshow you create is its own Keynote document. If you add movies, sounds, or other media to your slideshow, you can save them as a part of the document so that you can easily move the presentation from one computer to another.

About Themes and Master Slides

When you first open Keynote (by clicking its icon in the Dock or by double-clicking its icon in the Finder), the Theme Chooser displays the built-in themes you can use.

Each Keynote theme comprises a family of master slides with coordinated design elements. Master slides are templates that provide predesigned layouts, fonts, textures, chart properties, background colors, and more.

When you want to create a slide with particular elements—such as a title, a block of text, a bulleted list, or a graphic—you select the master slide that most resembles what you need. Master slides contain placeholders, which you replace with your own content.

Media placeholder

Placeholder text

for images, movies, or other media files

Â Placeholder text (“Double-click to edit”) shows what your text will look like. Double-

click this text and type your own. To learn more, see “Adding Text” on page 38.

Â Media placeholders can hold images, audio files, and movies. Drag your own image or

movie to the placeholder. Although you can drag media files anywhere on a slide (not only to a placeholder), using media placeholders automatically sizes and positions the image or movie. To learn more, see “Using Media Placeholders” on page 88.

You can also add your own elements, such as tables and other objects, to any slide.

Chapter 1 Keynote Tools and Techniques 15

Most themes come with the following master slides:

Master slide Recommended use

Title & Subtitle Title page or section titles within your presentation

Title & Bullets Content

Title & Bullets - 2 Column Content you want to appear side by side

Bullets General content pages that require bulleted text; the text area fills

the entire slide

Blank Graphics-rich layouts

Title - Top or Center Title page or section titles within your presentation

Photo - Horizontal Horizontal photo with title below

Photo - Vertical Vertical photo with title and subtitle on the left

Title, Bullets & Photo Title page or section title with text and photo

Title & Bullets - Left or Right Content slides on which you can place bulleted text on the left or

right and a graphic on the other side of the slide

The Keynote Window

Your Keynote document window has features to help you develop and organize your slideshow. You can show or hide each of these elements: Â A toolbar at the top of the window gives you fast access to the tools you need to

create your slides. See “The Toolbar” on page 21 to learn more.

Â The slide navigator at the left side of the window provides a visual overview of your

slideshow. You can view a thumbnail of each slide or a text outline. See “Changing Views” on page 18 for more information.

16 Chapter 1 Keynote Tools and Techniques

The toolbar:

Customize it to

include the tools you

use most often.

The slide navigator:

See a visual overview of

your slide presentation.

You can view a

thumbnail of each slide

or a text outline.

Change the size of the

slide thumbnails.

Â You can write notes about individual slides in the presenter notes field. You can refer

to these notes during a presentation; the audience won’t see them. For more information, see “Adding Presenter Notes” on page 166.

The slide canvas:

Create each slide by typing text and adding objects and media.

The presenter notes field: Add notes about individual slides. You can refer to these notes during your presentation—the audience won’t see them.

Here are ways to show or hide these elements:

m To show or hide the toolbar, choose View > Show Toolbar or View > Hide Toolbar.

m To show the slide navigator, choose View > Navigator or View > Outline. To hide the

slide navigator, choose View > Slide Only.

m To show or hide presenter notes, choose View > Show Presenter Notes or View > Hide

Presenter Notes.

Chapter 1 Keynote Tools and Techniques 17

Zooming In or Out

You can enlarge (zoom in) or reduce (zoom out) your view of the slide canvas.

Here are ways to zoom in or out:

m Choose View > Zoom > zoom level.

m Choose a magnification level from the Zoom pop-up menu at the bottom left of the

slide canvas.

Changing Views

Keynote offers several ways to view, manage, and organize the slides in a Keynote document: navigator view, outline view, and light table view. You can also view only the slide canvas.

To change from one view to the other:

m Click View in the toolbar and choose an option (or choose View > Navigator, Outline,

Light Table, or Slide Only).

Navigator View

Navigator view displays thumbnail images of each slide and is useful for slideshows that contain a lot of graphics, tables, and other objects. This view provides a good visual overview of your slides but you might not be able to read all the text in the thumbnails.

See the graphics

on each of your

slides at a glance.

Organize slides into

groups by indenting

them. To indent a slide,

drag it or select it

and press Tab.

Click the disclosure

triangle to show

or hide groups of

indented slides.

Display thumbnails in

different sizes.

Drag this handle down to display master slides.

The slide selected here is the one you are working on.

Skip a slide during a presentation by choosing Slide > Skip Slide.

You can manipulate slides in the slide navigator to rearrange and organize your slides.

18 Chapter 1 Keynote Tools and Techniques

Here are ways to work with navigator view:

m To show navigator view, click View in the toolbar and choose Navigator, or choose

View > Navigator.

m To rearrange or indent slides, drag them.

m To show or hide groups of slides (indented slides and their “parent” slide), click the

disclosure triangles.

m To enlarge or shrink the thumbnail images, click the button in the lower-left corner and

choose a size.

m To duplicate one or more adjacent slides, select them and choose Edit > Duplicate. The

duplicates are inserted following the selected slides.

m To copy and paste one or more adjacent slides, select them, choose Edit > Copy, select

the slide after which you want to paste the copied slides, and choose Edit > Paste.

m To show master slides (useful if you create your own master slides or themes), drag the

handle at the top right of the slide navigator, or click View in the toolbar and choose Show Master Slides. See “Designing Master Slides and Themes” on page 187 for details.

Outline View

Outline view is most useful for visualizing the flow of text-rich presentations. It displays the title and bullet-point text of each slide in your slideshow. All the titles and bullet points appear legibly in the slide navigator.

In outline view, you see

the text in titles and

bullet points. You can

add or edit text directly

in outline view.

Drag bullets left or right

to move them to a

higher or lower outline

level. You can even drag

bullets from one slide to

another.

Double-click a slide icon

to hide its bulleted text

in the slide navigator.

Outline view provides an easy way to order and reorder your bullet points as you organize your presentation. You can add bullet points to existing text directly in the slide navigator. You can also drag bullets from one slide to another, or drag them to a higher or lower level within the same slide.

Chapter 1 Keynote Tools and Techniques 19

Here are ways to work with outline view:

m To show outline view, click View in the toolbar and choose Outline (or choose View >

Outline).

m To change the font used in outline view, choose Keynote > Preferences, click General,

and then choose a font and size from the Outline View Font pop-up menus.

m To print the outline view, choose File > Print. In the Print dialog, choose Keynote from

the Copies & Pages pop-up menu, and then select Outline.

Light Table View

If your slideshow contains many slides and you want to see more thumbnails at the same time, use light table view. You can easily reorder slides by dragging, as if the slides were spread out on a photographer’s light table.

Here are ways to work with light table view:

m To show light table view, click View in the toolbar and choose Light Table (or choose

View > Light Table).

m To enlarge or shrink the thumbnail images, click the button in the lower left of the

window and choose a size.

m To edit a slide or return to your previous view (navigator or outline), double-click a

slide.

In light table view, you can add, delete, duplicate, skip, and reorder slides just as you can in navigator and outline views.

Jumping to a Particular Slide

As you work on your document, you can easily jump to any slide.

Here are ways to jump to a particular slide:

m In navigator or outline view, click a thumbnail in the slide navigator to jump to any

slide.

m Choose Slide > Go To and choose one of the options (Next Slide, Previous Slide,

First Slide, or Last Slide).

20 Chapter 1 Keynote Tools and Techniques

The Toolbar

The Keynote toolbar provides one-click access to many of the actions you’ll perform as you work in Keynote. You can add, remove, and rearrange toolbar buttons to suit your working style.

The default set of toolbar buttons is shown below.

Add slides.

Crop or remove unwanted parts of a photo.

Animate collections of images.

Open tool windows.

Turn a group of objects into one object (or one into its components); layer objects.

Play slideshow.

Choose a new view, theme, or master slide.

Add a free text box, shape, table, chart, or comment.

To customize the toolbar:

1 Choose View > Customize Toolbar, or Control-click the toolbar and choose

Customize Toolbar.

2 Make changes to the toolbar as desired.

To add an item to the toolbar, drag its icon to the toolbar at the top.

To remove an item from the toolbar, drag it out of the toolbar.

To restore the default set of toolbar buttons, drag the default set to the toolbar.

To make the toolbar icons larger, deselect Use Small Size.

To display only icons or only text, choose an option from the Show pop-up menu.

To rearrange items in the toolbar, drag them.

3 When you’re finished, click Done.

Show or hide Format Bar.

Here are some shortcuts for customizing the toolbar without choosing View > Customize Toolbar:

Â To remove an item, press the Command key while you drag the item out of the

toolbar, or Control-click the item and then choose Remove.

Â To move an item, press the Command key while you drag the item.

To see a description of what a toolbar button does, hold the pointer over it.

Chapter 1 Keynote Tools and Techniques 21

The Format Bar

Use the Format Bar to quickly change the appearance of text, tables, charts, and other elements in your slideshow.

Here are ways to show and hide the Format Bar:

m Choose View > Show Format Bar or View > Hide Format Bar.

m Click the Format Bar button in the toolbar.

The controls in the Format Bar depend on which object is selected. To see a description of what a Format Bar control does, hold the pointer over it.

Here’s what the Format Bar looks like when text or graphical objects are selected.

Change the font, font style, font size, and color.

Align selected text.

Choose the line spacing and the number of columns.

Format text box and

shape borders.

Adjust opacity and

shadow of text boxes.

Here’s what the Format Bar looks like when a table is selected.

Format text in table cells.

Set the number of

rows and columns.

Arrange text in table cells.

Format cell

borders.

Manage headers

and footers.

Add background

color to a cell.

Add background color to text boxes and shapes.

22 Chapter 1 Keynote Tools and Techniques

The Inspector Window

Most elements of your slideshow can be formatted using the Keynote inspectors. Each inspector focuses on a different aspect of formatting. For example, the Document Inspector contains settings for the entire slideshow.

Click one of these buttons to display a different inspector.

Opening multiple Inspector windows can make it easier to work on your document. For example, if you open both the Graphic Inspector and the Text Inspector, you’ll have access to all the text- and image-formatting options.

Here are ways to open an Inspector window:

m Click Inspector in the toolbar.

m To open more than one Inspector window, press the Option key while clicking an

Inspector button, or choose View > New Inspector.

After the Inspector window is open, click one of the buttons at the top to display a different inspector. Clicking the second button from the left, for example, displays the Slide Inspector.

Hold your pointer over buttons and other controls in the Inspector to see a description of what they do.

Chapter 1 Keynote Tools and Techniques 23

The Media Browser

The Media Browser provides access to all the media files in your iPhoto library, your iTunes library, your Aperture library, and your Movies folder. You can drag an item from the Media Browser to a slide or to an image well in an inspector.

Click a button to view the files in your iTunes library, your iPhoto library, your Aperture library, or your Movies folder.

Drag a file to your document.

Search for a file.

To open the Media Browser:

m Click Media in the toolbar, or choose View > Show Media Browser.

The Colors Window

You use the Mac OS X Colors window to choose colors for text, objects, and lines.

To open the Colors window:

m Click Colors in the toolbar.

For more information, see “Using the Colors Window” on page 80.

The Font Panel

Using the Mac OS X Font panel—accessible from any application—you can change a font’s typeface, size, and other options.

To open the Font panel:

m Click Fonts in the toolbar.

24 Chapter 1 Keynote Tools and Techniques

For more information about using the Font panel and changing the look of text, see “Using the Font Panel to Format Text” on page 42.

The Warnings Window

When you import a document into Keynote, or export a Keynote document to another format, some elements might not transfer identically. The Warnings window lists any problems encountered. You might get warnings in other situations, such as saving a document in an earlier version of the application.

If problems are encountered, you’ll see a message enabling you to review the warnings. If you choose not to review them, you can see the Warnings window at any time by choosing View > Show Document Warnings.

If you see a warning about a missing font, you can select the warning and click Replace Font to choose a replacement font.

You can copy warning messages and paste them into a document for reference later; these messages could be useful for diagnosing problems.

Keyboard Shortcuts and Shortcut Menus

You can use the keyboard to perform many of the Keynote menu commands and tasks. To see a comprehensive list of keyboard shortcuts, open Keynote and choose Help > Keyboard Shortcuts.

Many objects also have shortcut menus with commands you can use on the object. Shortcut menus are especially useful for working with tables and charts.

To open a shortcut menu:

m Press the Control key while you click an object.

Chapter 1 Keynote Tools and Techniques 25

2 Working with a Keynote

Document

This chapter explains how to create, open, import, and save Keynote documents. It also describes how to add and organize slides, and how to change a slide’s theme, layout, or master.

Before you start working in Keynote, you may want to go through the tutorial in the iWork ’08 Getting Started book. It will help you become self-sufficient in Keynote quickly.

Creating or Opening a Slideshow

Each slideshow you create is its own Keynote document. You can create a slideshow by doing any of the following:

Â Create a new Keynote document

Â Import a document created in PowerPoint or AppleWorks

Â Open an existing Keynote document

1 If Keynote isn’t open, open it by clicking its icon in the Dock or double-clicking its icon

2 In the Theme Chooser, select a theme and click Choose.

Creating a New Keynote Document

To create a new Keynote document:

in the Finder.

If Keynote is already open, choose File > New.

You can change a slideshow’s theme at any time (see “Changing a Slide’s Theme, Master, or Layout” on page 34), and you can use more than one theme in a document (see “Using Multiple Themes” on page 35).

In the Theme Chooser, you can also choose a slide size (see “Setting the Slide Size” on page 171).

∏ Tip: You can set up Keynote to use the same theme when you create a new document.

Choose Keynote > Preferences, click General, select “Use theme,” and then choose a theme. To change the theme, click Choose.

Importing a Slideshow

If you already have a slide presentation that you created in Microsoft PowerPoint or AppleWorks, you can import it into Keynote and continue to work on it.

Here are ways to import a PowerPoint or an AppleWorks document:

m In Keynote, choose File > Open. In the Open dialog, find the document you want to

import and click Open.

m In the Finder, drag the PowerPoint or AppleWorks document icon to the Keynote

application icon.

Opening an Existing Keynote Document

There are several ways to open a document that was created using Keynote.

Here are ways to open a Keynote document:

m To open a document when you’re working in Keynote, choose File > Open, select the

document, and then click Open.

m To open a document you’ve worked with recently, choose File > Open Recent and

choose the document from the submenu.

m To open a Keynote document from the Finder, double-click the document icon or drag

it to the Keynote application icon.

You can open a Keynote document created using an older version of Keynote (from iWork ’05 or iWork ’06). To preserve the document to for use with iWork ’05 or iWork ’06, save it in the same format. See “Saving a Presentation in iWork ’05 or iWork ’06 Format” on page 186.

If you see a message that a font or file is missing, you can still use the document. Keynote substitutes fonts for missing fonts. To use missing fonts, quit Keynote and add the fonts to your Fonts folder (for more information, see Mac Help). To make missing movies or sound files appear, add them to the document.

Saving Documents

Graphics and chart data are saved within a Keynote document, so they display correctly if the document is opened on another computer. Fonts, however, are not included as part of the document. If you transfer a Keynote document to another computer, make sure the fonts used in the document have been installed in the Fonts folder of that computer.

Chapter 2 Working with a Keynote Document 27

By default, audio and movie files are saved with Keynote documents, but you can change this setting. If you don’t save media files with the document, you need to transfer them separately to view the document on another computer.

Saving a Document

It’s a good idea to save your document often as you work. After you’ve saved it for the first time, you can press Command-S to re-save it using the same settings.

To save a document for the first time:

1 Choose File > Save, or press Command-S.

2 In the Save As field, type a name for the document.

3 If the location you want isn’t visible in the Where pop-up menu, click the disclosure

triangle to the right of the Save As field.

4 Choose where you want to save the document.

5 If you want the document to be opened using Keynote in iWork ’05 or iWork ’06, select

“Save a copy as” and choose iWork ’05 or iWork ’06.

6 If you or someone else will open the document on another computer, click Advanced

Options and set up options that determine what’s copied into your document.

Copy audio and movies into document: Selecting this checkbox saves audio and video files with the document, so the files play if the document is opened on another computer. You might want to deselect this checkbox so that the file size is smaller, but media files won’t play on another computer unless you transfer them as well.

Copy theme images into document: If you don’t select this option and you open the document on a computer that doesn’t have the same theme installed (if you created your own theme, for example), the document might look different.

7 Click Save.

If the document was created using an earlier version of Keynote, you are asked whether to save the document in the same format.

You can generally save Keynote documents only to computers and servers that use Mac OS X. Keynote is not compatible with Mac OS 9 computers or Windows servers running Services for Macintosh. To open a Keynote document on a Windows computer, try using AFP server software available for Windows.

If you plan to share the document with others who don’t have Keynote installed on their computers, you can export it for use in another application. To learn about exporting your document in other file formats (including QuickTime, PowerPoint, PDF, and Flash), see “Sharing a Presentation Across Platforms” on page 178.

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Undoing Changes

If you don’t want to save changes you made to your document since opening it or last saving it, you can undo them.

Here are ways to undo changes:

m To undo your most recent change, choose Edit > Undo.

m To undo multiple changes, choose Edit > Undo multiple times. You can undo any

changes you made since opening the document or reverting to the last saved version.

m To undo one or more Edit > Undo operations, choose Edit > Redo one or more times.

m To undo all changes you made since the last time you saved your document, choose

File > “Revert to Saved” and then click Revert.

Saving a Copy of a Document

If you want to make a copy of your document—to create a backup copy or multiple versions, for example—you can save it using a different name or location. (You can also automate saving a backup version, as “Automatically Saving a Backup Version of a Document” describes.)

To save a copy of a document:

m Choose File > Save As and specify a name and location.

The document with the new name remains open. To work with the previous version, choose File > Open Recent and choose the previous version from the submenu.

Automatically Saving a Backup Version of a Document

Each time you save a document, you can save a copy without the changes you made since last saving it. That way, if you change your mind about edits you have made, you can go back to (revert to) the backup version of the document.

Here are ways to create and use a backup version:

m To automatically save a backup version of a document, choose Keynote > Preferences,

click General, and then select “Back up previous version.”

The next time you save your document, a backup version is created in the same location, with “Backup of” preceding the filename. Only one version—the last saved version—is backed up. Every time you save the document, the old backup file is replaced with the new backup file.

m To revert to the last saved version after making unsaved changes, choose File > Revert

to Saved. The changes in your open document are undone.

Chapter 2 Working with a Keynote Document 29

Saving a Document as a Theme

You can modify a theme and then save it so that it appears in the Theme Chooser and you can use it again.

To save a document as a theme:

m Choose File > Save Theme.

See “Designing Master Slides and Themes” on page 187 for additional details.

Saving Search Terms for a Document

You can store information—such as author name, keywords, and comments—in Keynote documents. On computers with Mac OS X, you can use Spotlight to locate documents containing that information.

To store information about a document:

1 Click Inspector in the toolbar, and then click the Document Inspector button.

2 Click Spotlight.

3 Type information in the fields.

To search for presentations containing stored information, click the Spotlight icon at the top-right of the screen, and then type what you want to search for.

Closing a Document Without Quitting Keynote

When you have finished working with a document, you can close it without quitting Keynote.

Here are ways to close documents and keep the application open:

m To close the active document, choose File > Close or click the close button in the

upper-left corner of the document window.

m To close all open Keynote documents, press the Option key and choose File > Close All

or click the active document’s close button.

If you’ve made changes since you last saved the document, Keynote prompts you to save.

Adding, Deleting, and Organizing Slides

Each new slide you create uses one of the Keynote master slides (templates). Each master slide has certain elements on it, such as a title, bulleted text, and media placeholders (containing photos). When you create a new Keynote document, the first slide automatically uses the Title & Subtitle master slide.

You can change a slide’s master at any time (see “Applying a New Master to a Slide” on page 35).

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