Apple Keynote User Manual

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Keynote ’08

User’s Guide

K Apple Inc.

© 2008 Apple Inc. All rights reserved.

Under the copyright laws, this manual may not be copied, in whole or in part, without the written consent of Apple. Your rights to the software are governed by the accompanying software license agreement.

The Apple logo is a trademark of Apple Inc., registered in the U.S. and other countries. Use of the “keyboard” Apple logo (Option-Shift-K) for commercial purposes without the prior written consent of Apple may constitute trademark infringement and unfair competition in violation of federal and state laws.

Every effort has been made to ensure that the information in this manual is accurate. Apple is not responsible for printing or clerical errors.

Apple

1 Infinite Loop Cupertino, CA 95014-2084 408-996-1010 www.apple.com

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.

Apple Remote Desktop, Finder, iWeb, iWork, and Safari are trademarks of Apple Inc.

AppleCare is a service mark of Apple Inc., registered in the U.S. and other countries.

Adobe and Acrobat are trademarks or registered trademarks of Adobe Systems Incorporated in the U.S. and/or other countries.

YouTube is a trademark of Google Inc.

Other company and product names mentioned herein are trademarks of their respective companies. Mention of third-party products is for informational purposes only and constitutes neither an endorsement nor a recommendation. Apple assumes no responsibility with regard to the performance or use of these products.

019-1276 06/2008

Contents

Preface

12

Welcome to the Keynote User’s Guide

Chapter 1

14

Keynote Tools and Techniques

 

14

About Themes and Master Slides

 

16

The Keynote Window

 

18

Zooming In or Out

 

18

Changing Views

 

18

Navigator View

 

19

Outline View

 

20

Light Table View

 

20

Jumping to a Particular Slide

 

21

The Toolbar

 

22

The Format Bar

 

23

The Inspector Window

 

24

The Media Browser

 

24

The Colors Window

 

24

The Font Panel

 

25

The Warnings Window

 

25

Keyboard Shortcuts and Shortcut Menus

Chapter 2

26

Working with a Keynote Document

 

26

Creating or Opening a Slideshow

 

26

Creating a New Keynote Document

 

27

Importing a Slideshow

 

27

Opening an Existing Keynote Document

 

27

Saving Documents

 

28

Saving a Document

 

29

Undoing Changes

 

29

Saving a Copy of a Document

 

29

Automatically Saving a Backup Version of a Document

 

30

Saving a Document as a Theme

 

30

Saving Search Terms for a Document

 

30

Closing a Document Without Quitting Keynote

3

 

30

Adding, Deleting, and Organizing Slides

 

31

Adding Slides

 

31

Reordering Slides

 

31

Grouping Slides

 

32

Deleting Slides

 

32

Skipping Slides

 

33

Adding Slide Numbers

 

33

Using Comments

 

34

Copying or Moving Items Among Slides

 

34

Changing a Slide’s Theme, Master, or Layout

 

35

Changing the Theme

 

35

Using Multiple Themes

 

35

Applying a New Master to a Slide

 

36

Changing a Slide’s Layout

 

37

Making the Same Change on Multiple Slides

Chapter 3

38

Working with Text

 

38

Adding Text

 

39

Selecting Text

 

40

Deleting, Copying, and Pasting Text

 

40

Formatting Text Size and Appearance

 

41

Using the Format Menu to Format Text

 

41

Making Text Bold or Italic Using the Menus

 

41

Creating Outlined Text Using the Menus

 

41

Underlining Text Using the Menus

 

41

Changing Text Size Using the Menus

 

42

Making Text Subscript or Superscript Using the Menus

 

42

Changing Text Capitalization Using the Menus

 

42

Using the Font Panel to Format Text

 

43

Tips for Organizing Fonts

 

44

Changing Fonts Using the Font Panel

 

44

Changing Underlining Using the Font Panel

 

45

Adding a Strikethrough to Text Using the Font Panel

 

45

Changing Text Color Using the Font Panel

 

45

Changing the Paragraph Background Color Using the Font Panel

 

45

Creating Shadows on Text Using the Font Panel

 

46

Changing the Font Used in Outline View

 

46

Adding Accents and Special Characters

 

46

Adding Accent Marks

 

47

Viewing Keyboard Layouts for Other Languages

 

47

Typing Special Characters and Symbols

 

48

Using Smart Quotes

4

Contents

 

 

49

Using Advanced Typography Features

49

Adjusting Font Smoothing

50

Setting Text Alignment, Spacing, and Color

50

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

50

Aligning Text Horizontally

51

Aligning Text Vertically

51

Adjusting the Spacing Between Lines of Text

52

Adjusting the Spacing Before or After a Paragraph

53

Adjusting the Spacing Between Characters

53Changing Text Color Using the Text Inspector

53Setting Tab Stops to Align Text

54Setting a New Tab Stop

54Changing a Tab Stop

55Deleting a Tab Stop

55Setting Indents

55Setting Indents for Paragraphs

56Changing the Inset Margin of Text in Objects

56Setting Indents for Lists

56Using Bulleted, Numbered, and Ordered Lists (Outlines)

56Generating Lists Automatically

57Using Bulleted Lists

57Using Numbered Lists

58Using Ordered Lists (Outlines)

59Using Text Boxes and Shapes to Highlight Text

59Adding Free Text Boxes

60Presenting Text in Columns

60Putting Text Inside a Shape

61Formatting a Text Box or Shape

61Using Hyperlinks

62Linking to a Webpage

62Linking to a Preaddressed Email Message

63Linking to a Slide

63Linking to a Keynote File

64Using a Hyperlink to Stop a Slideshow

64Underlining Hyperlink Text

64Automatically Substituting Text

65Inserting a Nonbreaking Space

65Checking for Spelling Mistakes

65Finding Misspelled Words

66Working with Spelling Suggestions

67Finding and Replacing Text

Contents

5

 

 

Chapter 4

68

Working with Sound, Movies, Graphics, and Other Objects

 

68

Selecting Objects

 

68

Copying or Duplicating Objects

 

69

Deleting Objects

 

69

Moving Objects

 

70

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

6

Contents

 

 

89Importing an Image

90Masking (Cropping) Images

90Cropping an Image Using the Default (Rectangular) Mask

91Masking an Image with a Shape

91Unmasking an Image

92Removing the Background or Unwanted Elements from an Image

93Changing an Image’s Brightness, Contrast, and Other Settings

94Using Sound and Movies

95Adding Sound to a Slide

95Adding a Soundtrack to a Slideshow

96Adding a Movie

96Adjusting Media Playback Settings

97Adding Narration

98Rerecording a Recorded Slideshow

98Playing a Recorded Slideshow

99Deleting a Recording

99Adding Web Views

100Making an Object a Hyperlink

Chapter 5

101

Using Motion in Slideshows

 

101

Adding Transitions Between Slides

 

102

Animating Slides with Object Builds

 

103

Moving Objects on or off Slides Using Build Effects

 

105

Animating Objects on Slides (Action Builds)

 

107

Making Objects Fade, Rotate, Grow, or Shrink

 

107

Animating Images Using Smart Builds

 

109

Reordering Object Builds

 

110

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

 

114

About Tables

 

115

Working with Tables

 

115

Adding a Table

 

116

Using Table Tools

 

117

Resizing a Table

 

118

Moving Tables

Contents

7

 

 

118Copying Tables Among iWork Applications

118Selecting Tables and Their Components

118Selecting a Table

119Selecting a Table Cell

119Selecting a Group of Table Cells

119Selecting a Row or Column

120Selecting Table Cell Borders

120Working with Content in Table Cells

120Adding and Editing Cell Values

121Working with Text in Cells

121Working with Numbers in Cells

122Working with Dates in Cells

122Displaying Content Too Large for Its Cell

123Formatting Cell Values

124Using the Number Format

124

Using the Currency Format

124Using the Percentage Format

125Using the Date and Time Format

125Using the Fraction Format

126Using the Scientific Format

126Using the Text Format

126Monitoring Cell Values

127Adding Images or Color to Cells

127Autofilling Table Cells

128Working with Rows and Columns

128Adding Rows

128Adding Columns

129Deleting Table Rows and Columns

129Using a Table Header Row or Column

129Using a Footer Row

130Resizing Table Rows and Columns

130Alternating Row Colors

131Working with Table Cells

131Merging Table Cells

131Splitting Table Cells

132Formatting Table Cell Borders

132Copying and Moving Cells

133Sorting Table Cells

Chapter 7

134

Using Formulas and Functions in Tables

 

134

Using Formulas

 

135

Adding a Quick Formula

 

136

Performing a Basic Calculation Using Column Values

8

Contents

 

 

 

136

Performing a Basic Calculation Using Row Values

 

136

Removing a Formula

 

137

Using the Formula Editor

 

137

Adding a New Formula with the Formula Editor

 

138

Editing a Formula with the Formula Editor

 

138

Using Cell References

 

138

Adding Cell References to a Formula

 

139

Copying or Moving Formulas with Cell References

 

139

Applying a Formula Once to Cells in a Column or Row

 

140

Handling Errors and Warnings

 

140

Using Operators

 

140

Performing Arithmetic Operations

 

141

Understanding the Arithmetic Operators

 

142

Understanding the Comparison Operators

 

143

Using Functions

Chapter 8

144

Using Charts

 

144

About Charts

 

146

Adding a Chart

 

147

Selecting a Chart Type

 

147

Picking an Initial Chart Type

 

148

Changing a Chart from One Type to Another

 

149

Editing Chart Data

 

149

Copying Data into the Chart Data Editor

 

149

Working with Rows and Columns in the Chart Data Editor

 

150

Formatting General Chart Attributes

 

150

Using a Legend

 

151

Using a Chart Title

 

151

Resizing a Chart

 

151

Rotating Charts

 

152

Adding Labels and Axis Markings

 

152

Showing Axes and Borders

 

152

Using Axis Titles

 

153

Showing Data Point Labels

 

153

Formatting the Value Axis

 

154

Placing Labels, Gridlines, and Tick Marks

 

155

Formatting the Elements in a Data Series

 

156

Formatting Titles, Labels, and Legends

 

156

Adding Descriptive Text to a Chart

 

156

Formatting Specific Types of Charts

 

156

Pie Charts

 

157

Selecting Individual Pie Wedges

 

157

Showing a Series Name in a Pie Chart

Contents

9

 

 

157Separating Individual Pie Wedges

158Adding Shadows to Pie Charts and Wedges

158

Adjusting the Opacity of Pie Charts

158Rotating 2D Pie Charts

159Bar and Column Charts

159

Adjusting Spacing of Bar and Column Charts

159Adding Shadows to Bar and Column Charts

160Adjusting the Opacity of Bar and Column Charts

160Area Charts and Line Charts

161Scatter 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

 

170

Customizing the Presenter’s View

 

171

Setting the Screen Refresh Rate

 

171

Setting the Slide Size

 

172

Configuring Video Random Access Memory (VRAM)

 

172

Controlling Presentations

 

173

Controlling a Presentation with the Keyboard

 

173

Pausing and Resuming a Presentation

 

173

Stopping a Presentation

 

173

Advancing to the Next or Previous Build or Slide

 

174

Jumping to a Specific Slide

 

175

Showing the Pointer During a Presentation

 

175

Using Other Applications During a Presentation

 

175

Playing Movies and Sound

 

176

Printing Your Slides

 

178

Exporting a Slideshow to Other Formats

 

178

Sharing a Presentation Across Platforms

 

178

Creating a QuickTime Movie

 

180

Creating a PowerPoint Slideshow

 

180

Creating a PDF File

10

Contents

 

 

181

Exporting Slides as Image Files

181

Creating a Flash Document

181Creating an HTML Document

182Publishing to YouTube

183Sending a Presentation to iLife Applications

183

Creating an iDVD Project

183Creating an iPhoto Album

184Exporting to iWeb

185Exporting to iTunes and iPod

185Exporting to GarageBand

186Saving 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

 

188

Using Master Slide Tools

 

189

Previewing Master Slides

 

190

Selecting Master Slides to Customize

 

190

Duplicating a Master Slide

 

190

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

 

192

Defining Object Placeholders

 

192

Creating Background Elements on Master Slides

 

193

Adding Alignment Guides to Master Slides

 

193

Defining Default Attributes of Text and Objects

 

194

Defining Default Attributes of Text Boxes and Shapes

 

194

Defining Default Attributes of Imported Images

 

195

Defining Default Attributes of Tables

 

196

Defining Default Attributes of Charts

 

196

Defining Default Transitions

 

197

Creating Builds on Master Slides

 

197

Creating Custom Themes

 

197

Saving a Custom Theme

 

198

Creating a Theme from Scratch

 

198

Restoring Original Theme Attributes

Index

199

 

Contents

11

 

 

Welcome to the

Keynote User’s Guide

Preface

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.

12

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

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

tools to create and format

 

documents

 

 

 

Creating and saving documents,

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

and managing slides

 

 

 

Formatting text in a Keynote

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

document

 

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

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

Adding transitions, special

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

effects, and animations to slides

 

 

 

Creating, organizing, and

Chapter 6,“Using Tables,” on page 114

formatting tables and table

 

values

 

 

 

Using formulas and functions for

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

calculations in tables

 

 

 

Creating charts to graphically

Chapter 8,“Using Charts,” on page 144

display numerical data

 

 

 

Sharing your Keynote document

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

with others

page 163

 

 

Creating a theme or template

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

from scratch

page 187

 

 

Preface Welcome to the Keynote User’s Guide

13

 

 

Apple Keynote User Manual

Keynote Tools and Techniques

1

 

 

 

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.

14

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

 

 

 

 

ÂPlaceholder text (“Double-click to edit”) shows what your text will look like. Doubleclick this text and type your own. To learn more, see “Adding Text” on page 38.

ÂMedia 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:

ÂA 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.

ÂThe 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

 

 

ÂYou 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 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.

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:

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

mTo show the slide navigator, choose View > Navigator or View > Outline. To hide the slide navigator, choose View > Slide Only.

mTo 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:

mChoose View > Zoom > zoom level.

mChoose 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:

mClick 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:

mTo show navigator view, click View in the toolbar and choose Navigator, or choose View > Navigator.

mTo rearrange or indent slides, drag them.

mTo show or hide groups of slides (indented slides and their “parent” slide), click the disclosure triangles.

mTo enlarge or shrink the thumbnail images, click the button in the lower-left corner and choose a size.

mTo duplicate one or more adjacent slides, select them and choose Edit > Duplicate. The duplicates are inserted following the selected slides.

mTo 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.

mTo 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.

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.

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.

Chapter 1 Keynote Tools and Techniques

19

 

 

Here are ways to work with outline view:

mTo show outline view, click View in the toolbar and choose Outline (or choose View > Outline).

mTo 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.

mTo 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:

mTo show light table view, click View in the toolbar and choose Light Table (or choose View > Light Table).

mTo enlarge or shrink the thumbnail images, click the button in the lower left of the window and choose a size.

mTo 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:

mIn navigator or outline view, click a thumbnail in the slide navigator to jump to any slide.

mChoose 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 a free text box,

 

Crop or remove

 

 

 

 

 

 

shape, table, chart,

 

unwanted parts

 

Open tool

Show or hide

Play slideshow.

 

or comment.

 

of a photo.

 

windows.

Format Bar.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Add slides.

 

 

 

 

 

 

Choose a new view,

 

Animate

 

 

 

theme, or master slide.

 

collections of

 

 

 

 

images.

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

To customize the toolbar:

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

2Make 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.

3When you’re finished, click Done.

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

ÂTo 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.

ÂTo 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.

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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:

mChoose View > Show Format Bar or View > Hide Format Bar.

mClick 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.

 

Choose the line

 

 

spacing and the

Add background color to

 

number of columns.

text boxes and shapes.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Align selected text.

 

 

Format text box and

 

Adjust opacity and

 

 

 

 

 

 

 

 

 

shape borders.

 

shadow of text boxes.

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

 

 

 

 

Set the number of

 

Format cell

Manage headers

 

 

 

 

rows and columns.

 

 

borders.

 

and footers.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Format text in

 

Arrange text in

 

 

Add background

 

 

 

 

 

 

 

 

table cells.

 

table cells.

 

 

color to a cell.

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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 textand image-formatting options.

Here are ways to open an Inspector window:

mClick Inspector in the toolbar.

mTo 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.

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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:

mClick 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.

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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.

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Working with a Keynote

2

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:

ÂCreate a new Keynote document

ÂImport a document created in PowerPoint or AppleWorks

ÂOpen an existing Keynote document

Creating a New Keynote Document

To create a new Keynote document:

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

If Keynote is already open, choose File > New.

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

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).

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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:

mIn Keynote, choose File > Open. In the Open dialog, find the document you want to import and click Open.

mIn 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:

mTo open a document when you’re working in Keynote, choose File > Open, select the document, and then click Open.

mTo open a document you’ve worked with recently, choose File > Open Recent and choose the document from the submenu.

mTo 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.

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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.

3If 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.

5If 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.

6If 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.

7Click 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:

mTo undo your most recent change, choose Edit > Undo.

mTo 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.

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

mTo 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:

mChoose 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:

mTo 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.

mTo revert to the last saved version after making unsaved changes, choose File > Revert to Saved. The changes in your open document are undone.

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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:

mChoose 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.

3Type 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:

mTo close the active document, choose File > Close or click the close button in the upper-left corner of the document window.

mTo 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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