User manual APPLE KEYNOTE 2

Keynote 2 User's Guide K Apple Computer, Inc. © 2005 Apple Computer, 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 Computer, 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, iBook, iLife, iTunes, Mac, Mac OS, PowerBook, and QuickTime are trademarks of Apple Computer, Inc., registered in the U.S. and other countries. Finder, iPhoto, iWork, Keynote, Pages, and Safari are trademarks of Apple Computer, Inc. AppleCare is a service mark of Apple Computer, 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. 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. Contents 7 7 12 15 15 16 17 21 22 25 25 27 32 33 35 37 37 44 47 52 56 61 62 Preface: Welcome to Keynote 2 Keynote Features at a Glance Resources for Learning More Chapter 1: Overview of Keynote The Keynote Window The Slide Canvas The Slide Organizer The Notes Field Keynote Tools Chapter 2: Creating a Presentation Step 1: Select a Theme Step 2: Create Your Slides Step 3: Organize Your Slides Step 4: Save Your Slideshow Step 5: Play Your Slideshow Chapter 3: Working With Text, Graphics, and Other Media Editing Text and Text Properties Adding Images Resizing, Moving, and Layering Objects Including Sound and Other Media Adding Webpages and Hyperlinks Modifying Layouts Changing the Slide Background 3 64 65 65 69 71 72 73 74 77 77 78 80 86 89 89 92 93 94 105 105 107 113 113 115 118 122 124 Retaining or Undoing Your Style Changes Chapter 4: Changing Object Properties Using Color and Image Fills Changing Line Style and Position Adding Shadows Adjusting Opacity Changing an Object's Orientation Changing an Object's Size and Position Chapter 5: Creating Tables Adding a Table Selecting Table Cells and Borders Formatting Tables Adding Images or Background Colors Chapter 6: Creating Charts About Charts Adding a Chart Editing Chart Data Formatting Charts Chapter 7: Slide Transitions and Object Builds Adding Transitions Between Slides Creating Object Builds Chapter 8: Viewing, Printing, and Exporting Your Slideshow Customizing a Presentation for Your Audience Full-Screen Presentations Setting Presentation Options Printing Your Slides Exporting to Other Viewing Formats 4 Contents 129 130 135 137 138 139 141 141 141 142 142 143 143 144 144 145 145 147 Chapter 9: Designing Your Own Master Slides and Themes Modifying Master Slide Backgrounds and Layouts Changing Default Styles for Text and Objects Saving a Custom Theme Creating a Custom Theme Appendix A: Presentation Keyboard Shortcuts Appendix B: Inspectors at a Glance Document Inspector Slide Inspector Build Inspector Text Inspector Graphic Inspector Metrics Inspector Table Inspector Chart Inspector Hyperlink Inspector QuickTime Inspector Index Contents 5 With Keynote, impressive presentations are just the beginning. This preface provides an overview of the features of Keynote and a list of resources for using it. Keynote is a robust program for creating professional-quality presentations. Keynote's powerful and simple tools make it easy to deliver compelling presentations, create studio-quality storyboards and portfolios, and author interactive slideshows. You can incorporate photos, movies, or music from your iLife libraries, as well as Safari web snapshots. Present your data using any of the charts and tables built right into Keynote. Use the handsome and versatile themes that come with Keynote, or customize themes to suit your specific needs. Your Keynote presentation can be viewed in several ways, including watching it on a computer, projecting it from a computer to a large screen, printing it, or exporting it as a set of image files or to Flash, QuickTime, PowerPoint, or PDF format so that it can be viewed on other computer platforms. (For more information about viewing options, see Chapter 8, "Viewing, Printing, and Exporting Your Slideshow.") Keynote Features at a Glance Professional-Quality Designs Keynote provides a wide variety of themes for creating stunning presentations in a snap. Every theme includes coordinated colors, text, charts, and tables. You can easily change a slideshow's theme at any time, and you can modify themes to suit your needs. You can even set off sections of your slideshow by using multiple themes in the same presentation. Preface 7 Welcome to Keynote 2 Real-Time Animated Text Bring your text to life with Keynote's studio-quality text animations. Choose from an array of text and word animations. The real-time preview makes it easy to quickly audition effects and make adjustments. 8 Preface Welcome to Keynote 2 Powerful Animation Tools Create complex slide animations quickly and easily. Keynote 2 adds auto-advance between slides, and advanced timing options for object builds so that you can precisely time all aspects of your slide animations. Create sophisticated animations and slide transitions. Synchronize the entry, motion, and exit of multiple objects on a slide. Preface Welcome to Keynote 2 9 Easy-to-Use Media Tools Preview items in your iPhoto or iTunes Library, or your Movies folder, and drag them right to a slide. Use the Mask feature to reveal only the part of an image you want to focus on, without altering the original image file. Use a mask to frame part of a photo. Drag an image, movie, or audio file from the iLife Media Browser to a slide. 10 Preface Welcome to Keynote 2 Present With Confidence Set up the main display for the audience and an alternate presenter display. While you give your presentation, you can view information such as the current and next slide, elapsed time or time remaining, a clock, and slide notes. Jump to any slide by typing its slide number. Preface Welcome to Keynote 2 11 Self-Guided Presentations and Kiosks: Tell your story even when you're not there. For kiosk presentations, create self-playing slideshows that automatically loop. Or use hyperlinks to create slideshows that viewers can navigate through. Turn any object into a hyperlink to perform such actions as going to another slide, opening another Keynote document, or going to a website. Embed a snapshot of the content of any webpage-- without the browser frame. Optionally auto-update the web page snapshot at presentation time. Easily add "previous" and "next" slide links across your presentation using slide masters. Resources for Learning More To get the most from Keynote, consult the following resources: 12 Preface Welcome to Keynote 2 Tour For an onscreen demonstration of what you can do with Keynote, view the tour. Open the tour by choosing Help > iWork Tour. User's Guide This guide (what you're reading now) describes the features of Keynote and shows you how to use it. To see a full-color PDF file of this guide, choose Help > Keynote User Guide. Chapter 1, "Overview of Keynote," describes the tools for creating presentations. Chapter 2, "Creating a Presentation," shows the basic step-by-step workflow. For more detailed information about each step, refer to Chapters 3 through 8. To learn how to create your own themes, read Chapter 9, "Designing Your Own Master Slides and Themes." Note: To complete many of the tasks in this book (and in Keynote Help), you use menu commands. The instructions look like this: m Choose Help > iWork Tour. The first term after Choose is the menu you click; the next term is the item you choose from that menu. Preface Welcome to Keynote 2 13 Onscreen Help To see the help, open Keynote and choose Help > Keynote Help. You can browse through the table of contents to find a specific topic, or enter a question in the search field to find an answer about how to accomplish a task. Help tags are also available for many onscreen items. To see a help tag, let the pointer rest over an item for a few seconds. To display a help tag, rest the pointer over an item. Keynote Quick Reference The quick reference card lists many of the keyboard shortcuts for Keynote. (To see a complete list of shortcuts, choose Help > Keynote Keyboard Shortcuts or search for "keyboard shortcuts" in the onscreen help.) Web Resources Go to www.apple.com/keynote to get the latest software updates and information. You can also purchase Keynote products on the web. To find out about Keynote products and get up-to-date information: m Choose Help > Keynote on the Web. Technical Support A variety of support options are available to Keynote users. For more information, see the AppleCare Software Service and Support Guide that comes with your Keynote documentation or choose Help > Keynote Support. 14 Preface Welcome to Keynote 2 1 Overview of Keynote 1 This chapter introduces you to the windows and tools you'll use in Keynote. When you create slides in Keynote, you create a Keynote document. The entire slideshow, including all of the graphics, media, and chart data, is contained within this one document, which can be easily moved from one computer to another. If you add movies or sounds to your document, you can save them as a part of your Keynote document so that you don't have to transfer those files separately. The Keynote Window The Keynote window contains three sections--the slide canvas, the slide organizer, and the notes field--which display detailed views of your slides and slideshow as you work. It's easy to keep your slides organized and navigate through even long slideshows. 15 The slide canvas: Create each slide by typing text and adding media. The toolbar: Customize it to include the tools you use most often. The slide organizer: Create a visual outline of your slide presentation. You can view a thumbnail of each slide or a text outline. The notes field: Add text about individual slides. You can refer to these notes during your presentation--the audience won't see them. The Slide Canvas The slide canvas is where you create each slide. You can easily drag graphics files, movie files, and sound files to the canvas to add them to your slideshow. 16 Chapter 1 Overview of Keynote You create a slideshow using a theme--a family of master slides--to ensure a handsome and cohesive look throughout your presentation. Master slides provide predesigned layouts for various kinds of slides, with coordinated fonts, textures, chart properties, and more. Each theme contains a variety of master slides, making it easy to add titles, bulleted text, and graphics. As you work on your slides, you may want to zoom in or out to get a better view of what you are doing. To zoom in or out on the slide canvas: m Choose View > Zoom > [zoom level]. Or choose a magnification level from the pop-up menu at the bottom left of the slide canvas. The Slide Organizer Use the slide organizer at the left side of the Keynote window to organize the slides in your presentation. In the organizer, you can rearrange slides by dragging them, and you can indent slides to group them. The slide organizer has two views: navigator view, which is most useful for graphicsintensive presentations, and outline view, best for presentations that are mainly text. To change from one view to the other: m Choose View > Outline or View > Navigator (or click View in the toolbar and choose an option). To hide the slide organizer: m Choose View > Slide Only. Navigator View In navigator view, the slide organizer displays a thumbnail image of each slide in your presentation, making it easy to see the flow of graphics-rich presentations. To help you organize your presentation as you work, you can group slides by indenting them, creating a "visual outline" of the slideshow. You can show or hide groups of slides by clicking the disclosure triangles. You can also skip slides so that they will not appear when you present your slideshow. Chapter 1 Overview of Keynote 17 To show navigator view: m Choose View > Navigator (or click View in the toolbar and choose Navigator). To hide navigator view: m Choose View > Slide Only (or click View in the toolbar and choose Slide Only). You can see your master slides in navigator view by dragging the bar at the top. Use the master slides to design your own themes and master slide layouts. (For information about designing your own themes and master slide layouts, see Chapter 9, "Designing Your Own Master Slides and Themes.") Drag the bar at the top of navigator view to display the master slides. See the graphics on each of your slides at a glance. Organize slides by indenting them. To indent a slide, drag it or select it and press Tab. Click the disclosure triangles to show or hide groups of indented slides. To add a slide, do one of the following: Â Choose Slide > New Slide. Â Select a slide and click New in the toolbar or press Return (these options create a slide with the same master as the selected slide). Â Press Option and drag a slide until you see a blue triangle (this duplicates the dragged slide). Â Select a slide and choose Edit > Duplicate. Â Select a slide, choose Edit > Copy, select another slide, and choose Edit > Paste (this copies the first slide and puts a duplicate of it after the second slide you selected). 18 Chapter 1 Overview of Keynote To indent slides: 1 In navigator view, select the slide you want to indent. To select multiple slides, hold down the Shift key and select the first and last slides in a range. 2 Press Tab (or drag the selected slide to the right until a blue triangle appears). You can create more indent levels by pressing Tab again. You can indent a slide only one level deeper than the previous (the "parent") slide. To move slides to a higher outline level: m Select the slides and press Shift-Tab (or drag the selected slides to the left). To show or hide a group of slides: m Click the disclosure triangle to the left of the first slide in the group. To skip a slide when you play your slideshow: m Select the slide and choose Slide > Skip Slide. To display a skipped slide: m Select the slide (it looks like a line in the slide organizer) and choose Slide > Don't Skip Slide. To delete a slide: m Select the slide in the slide organizer and press the Delete key. If the slide had children (subordinate slides grouped below it), they are moved up by one outline level. To delete a slide and all the slides grouped below it: m Collapse the group of slides (click the arrow to the left of the top slide) and press the Delete key. If you accidentally delete slides, you can recover them immediately by choosing Edit > Undo Delete. To move a group of slides: m Select the first slide in the group and drag the group to a new location in the slide organizer. Chapter 1 Overview of Keynote 19 Outline View Outline view displays the text of each slide in your slideshow. This view is most useful for seeing the flow of text-rich presentations. All of the titles and bullet points appear legibly in the slide organizer. 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 organizer. You can also drag bullets from one slide to another, or drag them to a higher or lower level within the same slide. As in navigator view, you can skip slides so that they don't appear when you play your slideshow. In outline view, you see the text in titles and bullet points. You can add or edit text directly in the outline view. Drag bullets left or right to move them to a higher or lower outline level. Double-click a slide icon to hide its bulleted text in the slide organizer. Drag bullets to another slide or drag them to create a new slide. To show outline view: m Choose View > Outline (or click View in the toolbar and choose Outline). To change the font used in outline view: 1 Choose Keynote > Preferences and click General. 2 Choose a font and size from the Outline View Font pop-up menus. 20 Chapter 1 Overview of Keynote To select a bullet and its text in outline view: m Click the bullet. To select a bullet (or bullets) and its subordinate bullets: m Click between a bullet and its text, then drag down. To move a bullet to a lower outline level on the same slide: m Click anywhere in the text and press Tab, or drag the bullet to the right, until a blue triangle appears. You can also select (highlight) any number of bullets and press Tab. To move a bullet to a higher outline level on the same slide: m Click anywhere in the text and press Shift-Tab, or drag the bullet to the left until a blue triangle appears. To move bullets to another slide: m Drag the selected bullets out of the current slide to a different slide. To move bullets from one slide and create a new slide: m Drag the bullets to the left of the other bullets on the slide until a blue triangle appears above the slide. To place all slide bullets subordinate to the bullets on the previous slide: m Drag the slide icon to the right. All bullets on the slide are moved to the previous slide, with the first bullet at the same level as the last bullet on the previous slide. To print out the outline view: 1 Choose File > Print. 2 In the Print dialog, choose Keynote from the Copies & Pages pop-up menu. 3 Select Outline. The Notes Field Use the notes field to type or view notes for each slide. You can print these notes or view them on an alternate display that only you see while you give your presentation. Chapter 1 Overview of Keynote 21 The notes field is an area where you can keep track of what you want to say as you show each slide. To see the notes field: m Choose View > Show Notes (or click View in the toolbar and choose Show Notes). To learn how to view your notes during slideshow playback, see Chapter 8, "Viewing, Printing, and Exporting Your Slideshow." Keynote Tools The Toolbar The Keynote toolbar gives you one-click access to many of the actions you'll use as you create presentations. As you work in Keynote and get to know which commands you use most often, you can add, remove, and rearrange toolbar buttons. Click these buttons to add or delete slides, or play the slideshow. Add a free text box, a shape, a table, or a chart. Open the Inspector window, Media Browser, Colors window, or Font panel. Click to choose a new view, theme, or master slide. Turn a group of objects into one object (or one into its components); move an object on top of or underneath other objects. 22 Chapter 1 Overview of Keynote To customize the toolbar: 1 Choose View > Customize Toolbar. 2 To add an item to the toolbar, drag its icon to the toolbar at the top. 3 To remove an item from the toolbar, drag it out of the toolbar. 4 To rearrange items in the toolbar, drag them. 5 To make the toolbar icons smaller, select Use Small Size. 6 To display only icons or only text, choose an option from the Show pop-up menu. You can restore the default set of toolbar buttons by dragging the default set to the toolbar. If you're not sure what a button does, drag it into the toolbar (in the Customize dialog) and place the pointer over the icon until you see its description (help tag). The Inspector Window The Inspector window makes it easy to format your slides as you work. Most elements of your slideshow are formatted using the ten panes of the Inspector window. Click one of these buttons to display a different Inspector pane. To open the Inspector window: m Choose View > Show Inspector (or click Inspector in the toolbar). Click one of the buttons at the top to display its inspector pane. Clicking the second button from the left, for example, displays the Slide Inspector. You can have several Inspector windows open at the same time. Chapter 1 Overview of Keynote 23 To open more than one Inspector window at the same time: m Choose View > New Inspector. The Font Panel Keynote uses the Mac OS X Font panel, so you can use any of the fonts on your computer in your presentations. To open the Font panel: m Choose Format > Font > Show Fonts (or click Fonts in the toolbar). Note: If you use special fonts in a Keynote document and you send it to others, be sure the recipients have those fonts installed on their computer. The Colors Window You use the Mac OS X Colors window to choose colors for text, shapes, or shadows. To open the Colors window: m Choose View > Show Colors (or click Colors in the toolbar). Shortcuts You can use the keyboard to perform many of the Keynote menu commands and tasks. A comprehensive list of keyboard shortcuts is available in onscreen help. Many keyboard shortcuts are also listed in the Keynote Quick Reference card. To see the list of keyboard shortcuts: m In Keynote, choose Help > Keynote Keyboard Shortcuts. Many commands are also available in shortcut menus that you can access directly from the object you are working with. To open a shortcut menu: m Press the Control key while you click an object. Shortcut menus are especially useful for working with tables and charts. 24 Chapter 1 Overview of Keynote 2 Creating a Presentation 2 This chapter outlines the basic tasks and steps for completing a professional-quality slide presentation. Importing a PowerPoint or AppleWorks Presentation 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. Simply drag the PowerPoint or AppleWorks document icon onto the Keynote application icon. The document opens in Keynote and you can select a theme. You can also export Keynote documents to PowerPoint. For more information, see "PowerPoint" on page 127. Step 1: Select a Theme To start a Keynote project from scratch, double-click the Keynote icon and select a theme. By using a Keynote theme, you can create an attractive presentation without having to do a lot of design work. Each Keynote theme includes a set of templates (called master slides) with styled text, bullets, layouts, and other formatting features already set for you. Keynote themes come in a broad variety of textures and moods to suit different kinds of presentations. Whenever you create a new Keynote document, you must select a theme in the Theme Chooser. You can easily change the theme of a Keynote slideshow at any time. You can also make Keynote use a particular theme for new documents. 25 To apply a different theme to a slide presentation: 1 Choose File > Choose Theme (or click Themes in the toolbar and choose Theme Chooser), and then select a theme. 2 Select a slide size. About slide size: Most projectors work best with slides at the default size, 800 x 600. Newer ones may display slides well at a resolution of 1024 x 768. If your display is larger than one of these sizes, you can set a custom slide size for your Keynote presentation. For more information, see "Changing the Slide Size" on page 121. 3 Click Choose. You can specify that new documents always use a particular theme. To specify the theme used for new documents: 1 Choose Keynote > Preferences and click General. 2 Select "Use theme" and click Choose. 3 Select a theme and click Choose. To modify themes or create your own, see Chapter 9, "Designing Your Own Master Slides and Themes." You can also use more than one theme in a presentation; see "Using Multiple Themes" on page 33. Kinds of Slideshows You can make three different kinds of presentations in Keynote, depending on how the presentation will be used. It's a good idea to keep the kind of presentation in mind as you design it. Â Normal. These presentations are controlled by clicking the mouse or using the keyboard. By default, a slideshow is normal (interactive) unless you make it a selfplaying or hyperlinks-only slideshow. Â Self-playing. These presentations advance automatically, like a movie (no user interaction is possible). You can use this option, for example, to play a presentation in a kiosk setting. To learn about creating these kinds of presentations, see "SelfPlaying Presentations" on page 113. Â Hyperlinks only. Viewers navigate through these presentations by clicking hyperlinks. For more information about creating these kinds of presentations, see "Hyperlinks-Only Presentations" on page 115. 26 Chapter 2 Creating a Presentation Step 2: Create Your Slides When you select a theme, a single slide appears in the slide organizer. You can begin working in this first slide, adding text, graphics, movies, and sound. You can add new slides to the document as needed. To add a slide, do one of the following: Â Choose Slide > New Slide (or click New in the toolbar). Â Click New in the toolbar. Â Select a slide in the slide organizer and press Return. Important: Save your work often by choosing File > Save. For more details about saving Keynote documents, see "Step 4: Save Your Slideshow" on page 33. As you work, you'll want to use different slide layouts to place your text and graphics on individual slides. Master slides provide the layouts you are most likely to need. Using Master Slides Each Keynote theme includes a family of master slides. Each master slide has a different layout that may include title and body placeholder text, as well as object placeholders for graphics, tables, and charts. Most themes come with the master slide layouts described here: Master slide Title Title & Subtitle Bullets Title & Bullets--Left Title, Bullets & Photo Blank Recommended use Title page or section titles within your presentation Title page or section titles requiring a subtitle General content pages that require bulleted text; the text area fills the entire slide Content pages on which you can place bulleted text on the left and a graphic on the right Title page or section title with text and photo Graphics-rich layouts When you create a new slide, it uses the master slide of the selected slide. (Except when the selected slide is the first slide, Title & Subtitle.) You can change a slide's master slide layout at any time. Chapter 2 Creating a Presentation 27 To change the master for a slide: 1 Select the slide whose master slide layout you want to change. 2 Click Masters in the toolbar. 3 Choose a master slide in the list. For more information about modifying themes and master slides, see Chapter 9, "Designing Your Own Master Slides and Themes." Adding Text Master slides provide placeholder text (which you replace with your text) for slide titles and body text. Title text is larger than body text. Most body text is bulleted, although some master slides offer non-bulleted body text. Choose a master slide with the combination of title text and body text that best suits the slide's content. To add title text to a slide: m Double-click in a title text box in the slide canvas and type your text. To add bulleted text: m Click in a bulleted body text box in the slide canvas and begin typing. To move to the next bulleted line, press Return. To indent a bulleted line, press Tab. To move a bulleted line to a higher indent level, press Shift-Tab. For information about creating text without bullets, see "Adding Text Without Bullets" on page 37. 28 Chapter 2 Creating a Presentation Double-click in a title text box and type a title. The font and text size are already set for you. Double-click in a body text box and type to create bulleted text. The bullet style, font, and text size are already set. Drag a graphic file from the Media Browser or Finder to your slide. You can change the look of the text and bullets in any of your slides using the Text Inspector and the Graphic Inspector. For more details about how to use inspectors to change text, including how to change the style of bullets or add text without bullets, see Chapter 3, "Working With Text, Graphics, and Other Media." Chapter 2 Creating a Presentation 29 Adding Graphics To add a graphic to a slide, do one of the following: Â Choose View > Show Media Browser (or click Media in the toolbar), choose iPhoto, and drag a photo to the slide canvas. Â Drag a graphic file from the Finder to the slide canvas. Â Choose Insert > Choose, select the graphic file, and click Insert. Â To create a new slide with the graphic on it, drag the graphic file from the Finder to the slide organizer. You can modify a graphic's colors, alignment, orientation, and other properties. You make these adjustments using the Inspectors. You set object placement, size, and orientation in the Metrics Inspector. Shadow, fill color, and opacity are set using the Graphic Inspector. For more information about setting attributes using the inspectors, see Chapter 3, "Working With Text, Graphics, and Other Media." To present complex or numerical data in an easily digestible visual format, you can use a table or chart; Keynote supplies tables and charts for each theme. For more information about adding tables and charts, see Chapter 5, "Creating Tables," and Chapter 6, "Creating Charts." Using Alignment Guides and Rulers As you move text and graphics around on the slide canvas, you will notice yellow alignment guides. These pop-up guides help you center and align objects on the canvas. They appear whenever the center or edge of an object aligns with the center or edge of another object, or with the center of the slide canvas. You can create your own alignment guides to help you place slide elements precisely in the same position from one slide to the next. Alignment guides (even those you create) don't appear during a presentation; they are visible only when you are editing a slide. Keynote also displays the X and Y coordinates of an object's top-left corner as you move the object around the slide canvas, or the object's angle as you rotate it. When you resize an object, size tags display the object's height and width. You can turn on rulers to help you align objects on the slide canvas. Rulers show you how far (in increments you specify) an object is from the edge of the slide. 30 Chapter 2 Creating a Presentation To turn rulers on: m Choose View > Show Rulers. To change the unit of measure in the rulers: 1 Choose Keynote > Preferences and click Rulers. 2 Choose an item from the Ruler Units pop-up menu. Make sure that "Display ruler units as percentage" is deselected. Selecting this option displays measurements as a percentage of the distance across the slide, rather than in the chosen unit of measure. To place the ruler's horizontal origin point at the left edge of the slide: m In the Rulers pane of Keynote Preferences, deselect "Place origin at center of ruler." After you've placed graphics exactly where you want them on the slide, you can lock them to the slide canvas to prevent them from being accidentally moved as you work. To lock an object to the slide canvas: m Select the object and choose Arrange > Lock. You cannot modify an object that has been locked to the slide canvas. To unlock an object, choose Arrange > Unlock. Note: If you often lock and unlock objects, you can add buttons to the toolbar for these commands. Choose View > Customize Toolbar. Changing the Appearance and Behavior of Alignment Guides You can place your own alignment guides on any slide to help you line up objects where you want them. To place alignment guides on a slide: 1 Choose View > Show Rulers to make the rulers appear at the top and left side of the slide canvas. 2 Place the pointer on a ruler and drag to the slide canvas. 3 Drag the yellow guide wherever you want on the slide canvas. You can add alignment guides to a master slide so that they appear on any new slide based on that master. For more information, see "Adding Alignment Guides" on page 132. Chapter 2 Creating a Presentation 31 To remove alignment guides that you have placed on a slide: m Drag the alignment guide off the edge of the slide canvas. If alignment guides are getting in the way as you work, you can temporarily hide them. To temporarily hide pop-up alignment guides: m Hold down the Command key while dragging an object. You can turn off pop-up alignment guides and size and position tags in the Rulers pane of Keynote Preferences. You can also make alignment guides appear only when object edges are aligned, or only when object centers are aligned. To change the behavior of alignment guides and tags displayed when you move objects: 1 Choose Keynote > Preferences and click Rulers. 2 To turn off the guides that appear when an object's center aligns with another object or the center of the slide canvas, deselect "Show guides at object center." 3 To turn on the alignment guides that appear when an object's edges align with another object or the center of the slide canvas, select "Show guides at object edges." 4 To turn off size and position tags, click General and deselect "Show size and position when moving objects." To change the color of alignment guides: m In the Rulers pane of Keynote Preferences, click the Alignment Guides color well and select a color in the Colors window. Step 3: Organize Your Slides Change the order of slides in your presentation by dragging them in the slide organizer. You can organize your slides into an outline by indenting related sets of slides. You can also show or hide individual slides or groups of slides as you work. Indenting or hiding slides in the slide organizer does not affect the flow of the final presentation. It is only a tool to make it easier to organize and navigate through large sets of slides. 32 Chapter 2 Creating a Presentation For more information about indenting and organizing slides, see "Navigator View" on page 17 and "Outline View" on page 20. Using Multiple Themes As your presentation takes shape, you may want to use different themes for different slides within the same presentation. For example, you could have one look for slides about past business performance and another for sales projections. To use multiple themes in a document: 1 In the slide organizer, select the slide or slides you want to have a different theme. 2 Choose File > Choose Theme. 3 Select the theme and choose Selected Slides from the Apply Theme To pop-up menu. 4 If you modified theme defaults on individual slides, and you want to incorporate these overrides into the new theme, select "Retain changes to theme defaults." For example, if you change the background fill on a few slides, and you want to use the same fill in the new theme, then select this option. If you don't select this option, the slides will use the new theme's background fill. 5 Click Choose. You can also select slides, click Themes in the toolbar, and choose a theme; the new theme is applied to the selected slides. Getting Around Your Presentation You can easily go to the first or last slide in your presentation, and to the previous or next slide. To quickly jump to a particular slide: m Choose Slide > Go To > [option]. Step 4: Save Your Slideshow You should save your document often. Keynote provides some special options for saving your slideshow, including saving a previous version and saving audio and movie files as part of the document. (For more information, see "Kinds of Slideshows" on page 26.) Chapter 2 Creating a Presentation 33 To save a Keynote document: 1 Choose File > Save. 2 Type a name for the document and choose where you want to store it. 3 Click Save. There are advanced saving options available for special circumstances. To see these options, click the disclosure triangle (to the right of the filename) in the Save dialog. Â If you added sound or movies to your document, and you plan to transfer the slideshow to another computer, select "Copy audio and movies into document." (This option is on by default.) If you deselect this option, and then transfer the slideshow to another computer, you need to transfer the sound and movie files as well. Selecting this option makes the document file larger; you may want to include media files (using Save As) only when you're ready to move the slideshow to another computer. Â If the document will be opened on a computer that doesn't have the theme installed, select "Copy theme images into document." This option ensures that all theme components appear correctly even if the theme is missing. Selecting this option makes the document file larger. As you make changes to your slideshow, you can save one previous version. To save a copy of the previous version when you save a Keynote document: 1 Choose Keynote > Preferences and click General. 2 Select "Back up previous version." 3 Choose File > Save. With this preference selected, each time you save your document, the previously saved version of your document is renamed "Backup of " and is saved in the same folder as your document. This backup file does not include the changes made since the last save; the document that includes the latest changes remains open. (Even if this option is selected, you won't get a backup version the first time you save a document.) 34 Chapter 2 Creating a Presentation Step 5: Play Your Slideshow You can show your finished presentation on your computer's display, or project it onto a screen for a larger audience. To play the presentation on your computer: 1 In the Finder, double-click the Keynote document icon. 2 Choose View > Play Slideshow (or click Play in the toolbar). Note: Clicking Play plays the slideshow starting with the currently selected slide. To play the slideshow from the beginning (if the first slide is not selected), press the Option key while you click Play. 3 Click to advance to the next slide or through the next object build on the slide. 4 To stop the slideshow, press Q or Esc. Keynote provides many options for sharing your slideshow, including playing it on a large screen or secondary display, creating a QuickTime or Flash movie, PDF file, or PowerPoint presentation, or printing it. For more details about viewing and sharing your slideshow, see Chapter 8, "Viewing, Printing, and Exporting Your Slideshow." Chapter 2 Creating a Presentation 35 3 Working With Text, Graphics, and Other Media 3 You can easily add and modify text, graphics, sound, and movies. This chapter describes in detail how to add various media to your presentations. Editing Text and Text Properties To add text to a text box or shape, simply click to select the text box or shape and start typing. To enter and edit text in a text box: 1 Double-click the text and start typing. 2 Adjust the text color, alignment, and font using the Text Inspector or Font panel, as described in "Formatting Bulleted Text and Numbered Lists" on page 38. Adding Text Without Bullets If you want a text box without bullets, you can add a "free text box" to the slide. Note: Some themes provide master slides with body text boxes that don't use bullets. You can also create bullet-less body text by choosing "No Bullets" as the bullet style; you can still indent this text as you do bulleted text. Text in free text boxes does not appear in outline view. To create a free text box (text without bullets): 1 Choose Insert > Text (or click Text in the toolbar). 2 In the text box that appears, double-click the text and type. Note: You cannot use formatted bullets in free text boxes. To get formatted bullets (in which carryover text aligns with the text above and the bullet "hangs" ), you must use a body text box. (See "Modifying Layouts" on page 61.) 37 3 When you're finished typing, click outside the text box. Or, to stop editing text and select the text box, press Command-Return. 4 Drag the handles on the text box to change its width. Free text boxes automatically grow or shrink vertically to accommodate the length of your text. You cannot make them taller by dragging. To make a free text box taller without expanding its contents, drag the selection handles to make the box narrower (that is, force the box to grow vertically). You can drag text boxes anywhere on a slide. For more information about modifying text boxes, see "Resizing, Moving, and Layering Objects" on page 47. Note: You can also put text within a shape. See "Adding Text to Shapes" on page 45. Formatting Bulleted Text and Numbered Lists You can change the properties--including the font, color, or spacing of lines and words--of text at any time. For bulleted text, you can select from a range of bullet and numbering styles. You can even use an image of your own as a bullet. You make most text changes using the Text Inspector and Font panel. You can also create engaging visual effects with text by changing its color, shadow, opacity, and orientation on the screen. To learn more about these options, see Chapter 4, "Changing Object Properties." To change the font: 1 Select the text you want to change and choose Format > Font > Show Fonts (or click Fonts in the toolbar). 2 In the Font panel, select a font and size. Using the Text Inspector In the Text Inspector, you can adjust all basic text properties in your slides. Use it to change the color, alignment, and spacing of selected text. If you select bulleted text, you can also change the bullet style. 38 Chapter 3 Working With Text, Graphics, and Other Media The Text Inspector button Click the color well to change the color of selected text. Use these buttons to align text. Drag the sliders to adjust character, line, and paragraph spacing for selected text. Change the space between text and the text box, table cell, or shape that contains it. To open the Text Inspector: m Choose View > Show Inspector (or click Inspector in the toolbar) and click the Text Inspector button. To change text color: 1 Select the text you want to change (or click in the text to place the insertion point). 2 In the Text Inspector, click the color well. 3 In the Colors window, select a color. You can align text within a text box left, right, center, or both right and left (called "justified"). You can also "grow" text from the top, center, or bottom of the text box. Chapter 3 Working With Text, Graphics, and Other Media 39 Use the vertical alignment buttons to "grow" text from the top, center, or bottom of the text box. Use the horizontal alignment buttons to align text on the left, center, right, or both left and right (justified). To adjust text alignment: 1 Select the text you want to change. 2 Click the horizontal or vertical alignment buttons at the top of the Text Inspector. Note: A body text box with too much text (more text than can be displayed) always aligns at the top. Vertical alignment has no effect on free text boxes. To adjust the spacing between lines of text within a paragraph or bullet: 1 Select the text you want to change (or select a text box). 2 In the Text Inspector, drag the Line slider to adjust the line spacing. Dragging the slider to the left brings the selected lines closer together; dragging it to the right moves them farther apart. You can also set precise point values for spacing between lines of text in a paragraph, or use preset measurements, which you can select in the Line Spacing pop-up menu. Line Spacing field:Type a value (or click the arrows) to specify the space between lines of text in a paragraph. Line Spacing pop-up menu: Click the arrows to choose preset line spacing. To set precise values for spacing between the lines of text in a paragraph: 1 Select the text you want to change. 2 In the Text Inspector, type a value in the Line Spacing field. 40 Chapter 3 Working With Text, Graphics, and Other Media 3 Choose an option from the Line Spacing pop-up menu. Â Single: Standard space between lines of text. Â Double: Adds an extra line space between lines of text. Â Multiple: Set line spacing values between single and double, or greater than double. Â At Least: The distance between lines is never less than the value you specify, and may be more to prevent larger fonts from overlapping. Use this setting when the distance between lines should remain fixed, but overlap is not desired if the text should get large. Â Between: The value you specify is added to or subtracted from the font size. As font size changes, the distance between the bottom of one line of text and the top of the next changes too. Use this option to set a specific distance between ascenders and descenders, regardless of font size. To adjust the amount of space before or after a paragraph or bullet: 1 Select the text you want to change. 2 In the Text Inspector, drag the Before Paragraph or After Paragraph slider. You can also type a specific amount (5 points, for example) in the text box. To adjust the amount of space between characters: 1 Select the text you want to change. 2 In the Text Inspector, drag the Character slider. Dragging the slider to the left brings the letters closer together; dragging it to the right moves them farther apart. You can change the amount of space between text and its container (a text box, shape, or table cell). This measurement is called the "inset margin." The amount you specify is applied equally around the text on all four sides. Specify how much space there is around text. Note: You can't adjust the inset margin for bulleted text. Chapter 3 Working With Text, Graphics, and Other Media 41 To adjust the amount of space around text: 1 Select the text. 2 In the Text Inspector, drag the Inset Margin slider, type a number in the Inset Margin box, or click the arrows, and press Return. To change the symbol used for bullets: 1 Select the text whose bullet you want to change, or select a body text box to change all bullets. 2 In the Text Inspector, click Bullets & Numbering. 3 Choose an option from the pop-up menu. For some options, you can adjust the size and vertical alignment using the fields on the right. Â Text Bullets: Choose an option from the bullet style pop-up menu, or type the character(s) you want to use (any keyboard character) in the text box. To change a text bullet's color, click the color well and choose a color in the Colors window. Â Image Bullets: Choose from one of the images provided. Â Custom Image: Select one of your own image files or drag an image from the Finder or Media Browser to the image well. Most images must be scaled very small to be used as text bullets. Â Numbers: Choose a format from the number style pop-up menu. Â No Bullets: Use this option to create bullet-less text. (You can use free text boxes instead, but text in free text boxes doesn't display or print in outline view.) Click to format bullets. Select the bullet type, style, color, position, and size. Important: Selecting the "Scale with text" checkbox maintains the bullet-to-text ratio specified in the Size field, even if you change the font size. 42 Chapter 3 Working With Text, Graphics, and Other Media To adjust the vertical alignment of a bullet (relative to its text): 1 Select the text you want to change. 2 In the Bullets & Numbering pane of the Text Inspector, type a number in the Align box (or click the arrows). Setting Text Indents and Tabs All text boxes have default indents and tabs already set. You can see indent and tab markers on the horizontal ruler when you choose View > Show Rulers and select some text on a slide. You can drag these markers to change text indents and tabs. Click the ruler to create a tab. Double-click the tab icon to change its type. These markers indicate the left alignment of the bullet, the first line of bulleted text, and subsequent lines of bulleted text. To create a tab: 1 Click in the text you want to adjust. 2 Click the horizontal ruler and drag the tab where you want it. To change a tab to a different type: m Control-click the tab icon and choose a tab type from the shortcut menu. Or doubleclick the tab icon in the ruler repeatedly until the type of tab you want appears. Choose from among these tab types. To insert a tab in bulleted text or table text: m Press Option-Tab. Chapter 3 Working With Text, Graphics, and Other Media 43 You can also adjust the indents used in bulleted text. You can specify where to put the left edge of a bullet (so that you can have indented sub-bullets, for example), the amount of space between the bullet and its text, and where to begin bulleted text that wraps to the next line (carryover text). Drag to set the left edge of the bullet. Drag to set the left edge of text after the bullet. Drag to set the left edge of text that wraps (carryover text). To set the indents for bulleted text: 1 Select the bulleted text you want to adjust. 2 To set the left edge of the bullet, drag the square icon. 3 To set where to begin the text after the bullet, drag the rectangular icon. 4 To set the left margin of carryover text, drag the leftmost down arrow. 5 To set the right margin, drag the rightmost down arrow. Adding Images You can add many types of graphics to your presentation, including photos, graphic files created in other applications, and simple objects that you draw directly in Keynote. Keynote accepts all standard graphic file formats, including the following: Â PICT Â GIF Â TIFF Â JPEG Â PDF Â MOV 44 Chapter 3 Working With Text, Graphics, and Other Media Adding Shapes You can draw shapes--such as lines, rectangles, rounded rectangles, ellipses, triangles, and arrows--directly in Keynote. To add a shape: 1 Choose Insert > [shape] (or click Shapes in the toolbar and choose a shape). 2 Drag the selection handles to resize the shape. You can also draw shapes at the desired size on the slide canvas. To draw a shape on the slide canvas: 1 Hold down the Option key while you click Shapes in the toolbar and choose a shape. 2 Release the Option key and move the pointer over the slide canvas until it becomes a crosshair. 3 Drag across the slide canvas to create the shape. To constrain the shape (for example, to keep triangles equal on all sides), press the Shift key as you drag. Adding Text to Shapes You can add text to any shape. To add text to a shape: m Double-click the shape and type your text. You can format the text within a shape like any other text. If there is more text than can show in the shape, the clipping indicator (+) appears. You can display the rest of the text by resizing the shape. The "+" means the shape contains more text than can be seen. To display the rest of the text, resize the object. You can change the line colors and fill colors of drawn objects. For more information, see Chapter 4, "Changing Object Properties." Chapter 3 Working With Text, Graphics, and Other Media 45 Adding Pictures From iPhoto You can drag images directly from the Media Browser (or your iPhoto library) to a slide. To add an image from the Media Browser: 1 Choose View > Show Media Browser. 2 Choose iPhoto from the pop-up menu. 3 Drag the photo to the slide. Adding Other External Graphics You can easily add graphic files created in other applications to your Keynote slides. To add a graphic file from another source: m Choose Insert > Choose and select the file (or drag the file from the Finder to your slide). You can adjust the opacity and shadow of graphic objects, as well as make precise adjustments to their location and orientation on the slide. To learn more, see Chapter 4, "Changing Object Properties." Using PDF Files as Graphics If you intend to greatly enlarge or reduce a graphic's dimensions, consider converting it to a PDF file before bringing it into Keynote. PDF files don't lose their crispness when they are significantly resized. Other file types may not retain their clarity as well when they are enlarged or reduced. PDF files also provide a great way to move tabular data from Excel or AppleWorks documents into Keynote. If you have extensively formatted tables in these applications that you want to display in your slideshow, you can save the spreadsheet as a PDF file and then place that PDF file on a slide as you would any other external graphic file. To convert an Excel or AppleWorks file to a PDF file: 1 If you are converting an Excel spreadsheet, select the range of cells you want to display in your slideshow. 2 Choose File > Print. 3 If you are converting an Excel document, select Selection (instead of Active Sheets). 46 Chapter 3 Working With Text, Graphics, and Other Media 4 Choose Output Options from the Copies & Pages pop-up menu and select the "Save as File" checkbox. Select "Save as File." Choose Output Options from this pop-up menu. Choose PDF. Click to save the file as a PDF. 5 Choose PDF from the Format pop-up menu. 6 Click Save As PDF. 7 In the Save dialog, type a name for the PDF file and select a location, then click Save. You can include other kinds of objects, such as movies, charts, tables, hypertext links, and webpages. To learn more, see "Adding a Movie or Animation" on page 54 and "Adding Webpages and Hyperlinks" on page 56, as well as Chapter 5, "Creating Tables," and Chapter 6, "Creating Charts." Resizing, Moving, and Layering Objects Once text and graphics are on the slide canvas, they behave very much the same. They can be moved in front or in back of one another, and formatted or manipulated in similar ways. To move an object: m Click the object to select it (make the selection handles appear), and then drag it. Avoid dragging the object by the selection handles so that you don't inadvertently resize the object. To resize an object: 1 Click the object to select it. Chapter 3 Working With Text, Graphics, and Other Media 47 If text is selected, you can select the text box, shape, or table cell by pressing Command-Return. 2 Move the pointer close to a selection handle until it changes to a double-headed arrow. 3 Drag the selection handle to expand or shrink the object. To resize the object from its center, press the Option key as you drag. To constrain the object's proportions as it expands or shrinks, press the Shift key as you drag. To move an object in front or in back of another object on the slide canvas: 1 Select the object you want to move. 2 Choose Arrange > Bring Forward or Send Backward. 3 Repeat step 2 until the object is in the desired position. 4 To move an object to the very top or bottom of the layered objects, choose Arrange > Bring to Front or Send to Back. These buttons move an object to the very top or bottom layer. These buttons move an object up or down one layer. Note: You can add the Forward and Backward buttons to the toolbar; choose View > Customize Toolbar. To rotate an object: 1 Select the object. 2 Hold down the Command key and move the pointer toward a selection handle until it changes to a curved, double-headed arrow. 3 Drag the selection handle to rotate the object. You can also use the Rotate wheel or Angle field in the Metrics Inspector. 48 Chapter 3 Working With Text, Graphics, and Other Media Cropping (Masking) Images Cropping an image means removing unwanted parts. With Keynote, you can get the effect of cropping without actually changing the original image. This process is called masking. To mask an image: 1 Select the image and choose Format > Mask. A mask appears over the image with a resizable "window" in the center. 2 Drag the window to reposition it; drag the selection handles to reveal the part of the image you want to show. (You can also drag the image to recenter it within the mask window.) Â To constrain the window's proportions, hold down the Shift key as you drag the selection handles. Â To rotate the window, hold down the Command key as you drag the selection handles. (To learn more about manipulating objects using the selection handles, see "Resizing, Moving, and Layering Objects" on page 47.) 3 To exit mask mode, press Return or double-click the image. Note: If you often mask objects, you can add a Mask button to the toolbar by choosing View > Customize Toolbar. To reenter mask mode for a masked image: 1 Double-click the image. The masked image is selected. 2 To select the mask window, click the viewable image. 3 Drag to resize and position the image and mask window to reveal the part of the image you want to show. To unmask an image (so the whole image appears): m Select the image and choose Format > Unmask. Chapter 3 Working With Text, Graphics, and Other Media 49 Grouping and Locking Objects You can group objects together so that they can be moved, copied, and oriented as a single object. Lock objects to the canvas to avoid inadvertently moving them as you work. Note: After you group objects, you can't edit the individual objects that compose the group unless you ungroup them. To edit locked objects, unlock them first. To group objects: 1 Hold down the Command (or Shift) key as you select the objects you want to group on the slide canvas. 2 Choose Arrange > Group (or click Group in the toolbar). To ungroup a grouped object: m Select the object and choose Arrange > Ungroup (or click Ungroup in the toolbar). Note: If you group an object that has a build effect assigned to it, the effect is removed. Ungrouping a grouped object assigned a build removes the build effect. To lock objects to the slide canvas: 1 Hold down the Command (or Shift) key as you select the objects you want to lock to the slide canvas. 2 Choose Arrange > Lock. To unlock an object: m Select the object and choose Arrange > Unlock. Note: If you often lock or unlock objects, you can add Lock and Unlock buttons to the toolbar by choosing View > Customize Toolbar. Working With Photo Cutouts (Alpha-Channel Graphics) Keynote themes provide photo "cutouts" in which you can place your own images. The result can look, for example, as if your image is in a picture frame. This effect is created by using a graphic (the picture frame part) that contains a transparent area where your image shows through. The transparent area is created using an alpha channel (a way of defining transparency); an alpha-channel graphic is an image that contains a transparent area. 50 Chapter 3 Working With Text, Graphics, and Other Media