User manual APPLE KEYNOTE 3

Keynote 3 User's Guide K Apple Computer, Inc. © 2006 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, iDVD, iLife, iPhoto, iTunes, Mac, and QuickTime are trademarks of Apple Computer, Inc., registered in the U.S. and other countries. Finder, 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. 019-0529 01/2006 Contents 6 6 15 17 17 19 19 20 21 26 27 28 33 33 35 41 42 44 45 45 53 62 68 73 Preface: Welcome to Keynote Keynote Features at a Glance What's New in Keynote 3 How to Use Menus Resources for Learning More Chapter 1: Overview of Keynote The Keynote Window The Slide Canvas Different Views The Notes Field Comments 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 Working With Graphics Resizing, Moving, and Layering Objects Including Sound and Other Media Adding Webpages and Hyperlinks 3 77 78 79 80 80 85 86 86 88 89 90 92 93 93 95 98 98 105 106 108 109 110 123 123 127 129 130 143 143 Modifying Layouts Changing the Slide Background Retaining or Undoing Your Style Changes Chapter 4: Changing Object Properties Using Color and Image Fills Changing Border Style and Color Positioning Lines Adding Shadows Adjusting Opacity Adjusting Images Changing an Object's Orientation Changing an Object's Size and Position Chapter 5: Creating Tables Adding a Table Working With Table Cells and Borders Entering and Editing Content in Table Cells Formatting Tables Adding Images or Background Colors Formatting Numbers Sorting Cells Autofilling Using Formulas 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 4 Contents 145 147 152 153 153 156 159 160 163 165 172 173 178 180 181 182 Creating Object Builds Working With Object Builds Creating Builds on Master Slides Chapter 8: Viewing, Printing, and Exporting Your Slideshow Customizing a Presentation for Your Audience Viewing Full-Screen Presentations Finding Presentations With Keywords Setting Presentation Options Printing Your Slides Exporting to Other Viewing Formats 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 Index Contents 5 With Keynote, impressive presentations are just the beginning. This preface provides an overview of Keynote features and lists resources for learning more. Keynote is a robust program for creating professional-quality presentations. Powerful, simple tools make it easy for you to deliver compelling presentations, create studioquality storyboards and portfolios, and build 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. Add engaging animations to text and tables, and save your ideas with comments. Your Keynote presentation can be viewed in several ways. You can watch it on a computer, project it from a computer to a large screen, or print it. You can also export your presentation as a set of image files or to Flash, QuickTime, PowerPoint, HTML, 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 The next few pages provide a quick overview of Keynote features. The remainder of the book gives step-by-step instructions for using Keynote to create, revise, and share your slideshows. 6 Preface Welcome to Keynote Professional-Quality Designs Keynote provides a wide variety of themes--including HD themes--you can use to quickly create stunning presentations. 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 Welcome to Keynote 7 Animated Text and Slide Transitions Bring your text to life with studio-quality text animations. Choose from an array of text and word animations. Animate text so that lines enter the slide one at a time or in groups. Add interest by using two or more text columns on a slide and by using special styles of text and image bullets. Transition between slides with dramatic transition effects such as swoosh, droplet, and reflection. 8 Preface Welcome to Keynote Powerful Animation Tools Create complex slide animations quickly and easily--any element can be moved and animated. Mix charts, tables, and graphics on the same slide. Fine-tune animations by changing the order in which elements appear and how they enter and exit a slide. Create sophisticated animations ("object builds") and slide transitions. Synchronize the entry and exit of multiple objects on a slide. Preface Welcome to Keynote 9 Easy-to-Use Media Tools Find items you've stored in your iPhoto or iTunes library, or in your Movies folder, and drag photos or tunes right to a slide. Add images and adjust brightness, contrast, exposure, saturation, hue, sharpness, and light cutoff levels right within Keynote. Choose iPhoto, iTunes, or Movies. Select the album where your picture is located. Drag a thumbnail to the slide or to an image well in one of the inspectors. Search for a file by name. 10 Preface Welcome to Keynote Free-Form Curves, Shapes, and Masks Create any shape using Bézier curves. Crop images by using masks of different shapes. Choose from predrawn shapes or create your own custom shape to use as a mask. With a mask, you reveal only the part of an image you want to show on a slide, without altering the original file. Create a custom mask to frame part of a photo. Position the mask over the image, and then optionally edit the mask. Here, it's rotated and resized. The original image is framed by the mask. Preface Welcome to Keynote 11 Realistic 3D Charts Show off 2D data in 3D-rendered bar, line, and area charts. Choose realistic woodgrain, metal, and other textures. Apply multiple different lighting styles for interesting reflections. Tables with Calculation and Sorting Automate calculation in any cell in a table using arithmetic formulas and values from other cells. Sort by row or column, in ascending, descending, numerical, or alphabetical order. Format numbers with currency formatting and dates with international standards. 12 Preface Welcome to Keynote Easy-to-Use Inspectors Keynote inspectors makes it easy to format your slides as you work. You use the ten inspectors to format most elements in a slideshow. Preface Welcome to Keynote 13 Tools for Advanced Presenters Set up a projector display for the audience and your laptop screen as the presenter display, or rehearse your presentation by viewing the show on only one 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. Control movie playback during a presentation using keyboard shortcuts. Jump to any slide by typing its slide number. 14 Preface Welcome to Keynote What's New in Keynote 3 Keynote 3 provides new features that help you create attractive, compelling slideshows.  New themes Use Apple-designed themes for presentations, storyboards, and self-running presentations. Apply new HD themes with 16 x 9 aspect and pixel dimensions of 1920 x 1080.  3D-rendered charts with animations Show off results in realistic and beautiful 3D charts, apply multiple different light styles for different reflections, and create beautifully 3D-rendered bar, line, and area charts of 2D data. View charts in wood grain, metal, and other textures. Use the 3D Rotation Angle wheel for complete control of chart viewing angle.  Cinematic animations with interleaved builds Captivate the audience with cinematic slide transitions, interleaved graphic builds, and text animations. Create a cinematic experience with new, animated slide transitions. Draw attention to tables, charts, images, and text with new build effects: blinds, swoosh, and speedy. Interleave builds of bulleted text, tables, and even charts in any sequence and by groups of items, such as bullets or bullet groups, table rows or columns or cells, images, and more.  iPhoto-like image adjusting Obtain the perfect visuals by fine-tuning image appearance. Adjust brightness, contrast, exposure, saturation, hue, sharpness, and light cutoff levels separately on any image right within Keynote. View immediate changes to image settings and easily revert to your original.  New shapes and Bézier drawing with smooth curves Add shapes like polygons or stars, or draw custom shapes with curves, right within Keynote. Draw completely custom shapes with smooth paths using Bézier curves, and fine-tune Bézier shapes by changing curve angles or even by adding new curve points. Add predrawn shapes such as stars and editable polygons. Preface Welcome to Keynote 15  Image masking with any shape Focus on any part of an image using any shape or custom Bézier curves. Mask images with any shape to remove a background or any other unwanted object. Create your own mask using Bézier curves in any shape.  Enhanced iLife integration Share your presentation with iDVD and iPhoto. Export your presentation into iDVD with chapter breaks between slides and active hyperlinks. Export your slides directly into iPhoto with variable compression and into HTML for adding slide content on the web. See all your export options in a new, easy-to-use export window.  Tables for organizing information Organize information and graphics in tables with calculations and automatic sorting. Easily add tables with coordinated look-and-feel for each theme. Automate calculation in any cell in a table using arithmetic formulas and values from other cells; create summary row and columns with value sums, averages, count, and more. Sort by row or column, ascending or descending, numerical or alphabetical, and format numbers with currency formatting and dates with international standards.  Tools for advanced presenters Enjoy more control over your presentations. Use practice view to rehearse your presentation using a single screen to show current and next slides, notes, elapsed time, and a clock. Use light table view to display slides in multiple rows and columns for an at-a-glance view and sorting of your presentation. Control movie playback during a presentation using a video scrubber. Lock a kiosk presentation with a password to a slideshow playing in Keynote. Add comments directly on the slide canvas as reminders that are neither printed nor projected.  Text in multiple columns and bullets in multiple text boxes Use multiple columns for text on a slide, and add text boxes where you need them. 16 Preface Welcome to Keynote How to Use Menus 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. Resources for Learning More To get the most out of Keynote, consult the following resources: Tour For an onscreen demonstration of what you can do with Keynote, view the tour. Open the tour by choosing Help > iWork Tour. Keynote 3 User's Guide This full-color PDF document provides detailed information about Keynote features and instructions for working with slides. 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." 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. Preface Welcome to Keynote 17 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. Help tags in the Inspector window are useful for learning about the effects of various options. To display a help tag, rest the pointer over an item. 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. 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 > Service and Support. 18 Preface Welcome to Keynote 1 Overview of Keynote 1 This chapter introduces you to the windows and tools you use to create presentations with Keynote. When you create slides in Keynote, you create a Keynote document. The entire slideshow--including all the graphics, media, and chart data--is contained within this one document. This means that you can easily move the presentation 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  The notes field These sections show detailed views of your slides and slideshow as you work. It's easy to organize your slides and navigate through them, even with long slideshows. 19 The toolbar: Customize it to include the tools you use most often. The slide canvas: Create each slide by typing text and adding media. The slide organizer: View 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. 20 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 a magnification level from the pop-up menu at the bottom left of the slide canvas. Or choose View > Zoom > [zoom level]. Different Views Keynote gives you a choice of four views to streamline the way you work.  Navigator: In navigator view, use the slide organizer at the left side of the Keynote window to organize the slides in your presentation. This view displays a thumbnail image of each slide. You can rearrange slides by dragging them, and you can indent slides to group them. Navigator view is good for graphics-rich presentations.  Outline: Use outline view to see a text version of your slides in the organizer. This is a good view for presentations that contain mostly text. As in navigator view, you can rearrange and indent slides.  Slide Only: Switch to slide only view when you want to hide the slide organizers and concentrate only on slides.  Light Table: Light table view shows your slides as if they were arranged on a photographer's light table. You can move slides around until you have the sequence you want. To change from one view to the other: m Click View in the toolbar and choose an option (or choose View > Navigator, Outline, Light Table, or Slide Only). Chapter 1 Overview of Keynote 21 To hide the slide organizer: m Click the View button and choose Slide Only or Light Table (or 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. To show navigator view: m Click View in the toolbar and choose Navigator (or choose View > Navigator). You can see your master slides in navigator view by dragging the bar at the top (or by clicking View in the toolbar and choosing Show Master Slides). 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. 22 Chapter 1 Overview of Keynote Working With Slides When you create a new slideshow, Keynote automatically creates a title slide for you. When you add the first slide after that, Keynote automatically switches to a "Title & Bullets" slide layout, unless you choose a different master for the first slide. You can change the master used for that or any other slide by clicking Master in the toolbar and choosing a different layout. If you choose a different master for the first slide, the next slide you insert will use the master you chose. When you add a new slide, it uses the same master as the selected slide (except in the case described above). To add a slide, do one of the following:  Select a slide and press Return.  Click the New (+) button in the toolbar (or choose Slide > New Slide). To duplicate a slide: m Press Option and drag a slide in the navigator until you see a blue triangle (or choose Edit > Duplicate). To copy a slide: m Select a slide, choose Edit > Copy, select another slide, and choose Edit > Paste. 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 slide (known as 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. Chapter 1 Overview of Keynote 23 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 subordinate slides grouped below it (known as "children"), 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. Outline View Outline view displays the title and bullet-point text of each slide in your slideshow. This view is most useful for seeing the flow of text-rich presentations. All 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. 24 Chapter 1 Overview of Keynote In outline view, you see the text in titles and bullet points. You can add or edit text directly in outline view. As in navigator view, you can skip slides so that they don't appear when you play your slideshow. Drag bullets to another slide or drag them to create a new slide. 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. To show outline view: m Click View in the toolbar and choose Outline (or choose View > 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. 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, and 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. Chapter 1 Overview of Keynote 25 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 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. 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 Click View in the toolbar and choose Show Presenter Notes (or choose View > Show Presenter Notes). To learn how to view your notes during slideshow playback, see Chapter 8, "Viewing, Printing, and Exporting Your Slideshow." 26 Chapter 1 Overview of Keynote Comments Comments provide an easy way to save your ideas and place them on slides as reminders. You can move comments anywhere on the slide canvas. Your comments appear on the display while you're editing, and they appear on the presenter display, but they don't appear to your viewers when you play the presentation. If you use comments frequently, you may want to add the Comments button to the toolbar. To do so, choose View > Customize Toolbar and drag the Comments button to the toolbar. To add a comment: 1 Choose Insert > Comment. 2 Type a note, idea, or reminder. 3 Drag the comment wherever you want to place it on the canvas. Note: Because comments are always on top of the slide canvas, they may obscure parts of your slide content. Simply drag the comments out of the way or hide them to reveal the content beneath. To hide or show comments: 1 Click the View button in the toolbar and choose Hide Comments (or choose View > Hide Comments). 2 To bring the comments back, click the View button and choose Show Comments. To resize a comment: m Drag the lower-right corner. Chapter 1 Overview of Keynote 27 To close a comment: m Click the x in the upper-right corner. To change text styles and background colors:  Text: See "Editing Text and Text Properties" on page 45 for details on changing text style and format.  Color and fill: See "Using Color and Image Fills" on page 80 for details on changing the background color in comments. To print with comments showing: 1 Make sure the comments appear on the slide canvas, as described earlier. 2 Print the document. Your comments, along with standard slide content, are printed as they appear on the screen. Keynote Tools Keynote tools give you one-click access to many of the actions you'll use as you create presentations. The Toolbar As you work in Keynote and get to know which commands you use most often, you can customize the toolbar by adding, removing, and rearranging toolbar buttons. 28 Chapter 1 Overview of Keynote Add a free text box, shape, table, chart, or comment. Click these buttons to add or delete slides or to play the slideshow. Open the Inspector window and Media Browser. Adjust images. 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. Open the Colors window; click the arrow to open the Fonts window. To customize the toolbar:  Press Control and click the toolbar, and choose Customize Toolbar. You can also choose View > Customize Toolbar.  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 rearrange items in the toolbar, drag them.  To make the toolbar icons smaller, select Use Small Size.  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. This restores the original group of icons that appeared the first time you opened Keynote. If you're not sure what a button does, drag it to the toolbar (in the Customize dialog) and click Done. You can now hold the pointer over the icon in the toolbar to see the button's description. Keynote Inspectors Keynote inspectors make it easy to format your slides as you work. Most elements of your slideshow can be formatted using the ten inspectors. Each inspector controls one aspect of slide formatting. For example, you use the Document Inspector to choose slideshow settings. Chapter 1 Overview of Keynote 29 Click one of these buttons to display a different inspector. To open the Inspector window: m Click Inspector in the toolbar (or choose View > Show Inspector). Click one of the buttons at the top to display an inspector. Clicking the second button from the left, for example, displays the Slide Inspector. You can have several Inspector windows open at the same time. To open more than one Inspector window at the same time: m Choose View > New Inspector. Media Browser The Media Browser gives you quick access to music, photo, and movie files that you may want to use in a presentation. To open the Media Browser: m Click Media in the toolbar (or choose View > Show Media Browser). To view your media files: m Choose iTunes, iPhoto, or Movies from the pop-up menu at the top of the Media Browser window. To add a media file to your presentation: m Select a music file, photo, or movie file, and then drag it to a slide. 30 Chapter 1 Overview of Keynote To search for a media file: m Type the title or filename in the search field at the bottom of the Media Browser window. If you've added a title to an image, Keynote won't find the image. Keynote searches on whatever name is visible in the Media Browser. For details about the Media Browser, see "Using the Media Browser" on page 68. 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 Click Colors in the toolbar (or choose View > Show Colors). 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 Click Fonts in the toolbar (or choose Format > Font > Show Fonts). Note: If you use special fonts in a Keynote document and you send it to others, make sure the recipients have those fonts installed on their computers. 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. To see the list of keyboard shortcuts: m In Keynote, choose Help > Keyboard Shortcuts. Many commands are also available in shortcut menus that you can access directly from the object with which you are working. Shortcut menus are especially useful for working with tables and charts. Chapter 1 Overview of Keynote 31 To open a shortcut menu: m Hold down the Control key while you click an object. 32 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 to the Keynote application icon. The document opens in Keynote, and you may apply a theme to the document if you wish. You can export Keynote documents to PowerPoint. For more information, see "PowerPoint" on page 167. Step 1: Select a Theme Use Keynote themes to 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 various textures and moods to suit different kinds of presentations. Starting a New Project 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 and specify a particular theme for any new documents you create. To start a new project: 1 Double-click the Keynote icon and select a theme. 33 2 Choose a slide size from the Slide Size pop-up menu. For highest quality playback, your slide size should match the screen resolution of the display on which the slideshow will appear. Keynote offers an HD resolution of 1920 x 1080 (not all themes offer this resolution). Most projectors work best with slides set at the 1024 x 768 size; newer projectors can display slides at a higher resolution. All Keynote themes come optimized for 800 x 600 and 1024 x 768 sizes. If your display is larger than one of the sizes mentioned here, you can set a custom slide size for your Keynote presentation. For more information, see "Changing the Slide Size" on page 162. Note: Higher resolutions require more memory and faster processing. 3 Click Choose. Changing the Theme You can change the theme for a slideshow at any time. To apply a different theme to a slide presentation: m Click Themes in the toolbar and scroll to select a theme (or choose File > Choose Theme and select a theme). You can choose to apply the new theme to the selected slide or to all the slides when you use the Theme Chooser. Setting a Theme to Use for New Documents You can specify a particular theme to be used for any new documents you create. This means that you bypass choosing a theme each time you create a new slideshow. You can still change the theme for a slideshow at any time. To specify the theme used for new documents: 1 Choose Keynote > Preferences and click General. 2 Select "Use theme" and click Choose. 3 Select the theme you want, choose a slide size from the Slide Size pop-up menu, and click Choose. 34 Chapter 2 Creating a Presentation To modify themes or create your own, see Chapter 9, "Designing Your Own Master Slides and Themes." You can use more than one theme in a presentation; see "Using Multiple Themes" on page 42. 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. Note that hyperlinks are available in a normal presentation, not just in a hyperlinks-only presentation.  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.  Self-playing: These presentations advance automatically, the way a movie plays (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 "Creating Self-Playing Presentations" on page 153.  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 155. 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:  Click the New (+) button in the toolbar (or select a slide in the slide organizer and press Return). You can also choose Slide > New Slide to insert a slide. Important: Save your work often by choosing File > Save. For more details about saving Keynote documents, see "Step 4: Save Your Slideshow" on page 42. Using Master Slides As you work, you'll want to use different slide layouts to place text and graphics on individual slides. Master slides provide the layouts you are most likely to need. Chapter 2 Creating a Presentation 35 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 & Subtitle Title & Bullets Title & Bullets--2 Column Bullets Blank Title--Top or Center Photo Horizontal Photo Vertical Title, Bullets & Photo Title & Subtitle Title & Bullets--Left or Right Recommended use Title page or section titles within your presentation Content Content you want to appear side by side General content pages that require bulleted text; the text area fills the entire slide Graphics-rich layouts Title page or section titles within your presentation Horizontal photo with title below Vertical photo with title and subtitle on the left Title page or section title with text and photo Title page or section titles requiring a subtitle Content slides on which you can place bulleted text on the left or right and a graphic on the other side of the slide 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. 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 Select 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." 36 Chapter 2 Creating a Presentation Adding Text Master slides provide placeholder text (which you replace with your text) for slide titles and body text. Choose a master slide with the combination of title text and body text that best suits the slide's content. Title text is larger than body text. Most body text is bulleted (preceded by a "dot" or other ornament), but you can change from bulleted to non-bulleted text. To learn more about text formatting, see See "Using the Text Inspector" on page 46. If the slide you're working on doesn't have title text or body text, you can either choose a different master or select the Title or Body checkboxes in the Appearance pane of the Slide Inspector. To add title text to a slide: m Double-click in a title text box on the slide canvas and type your text. To add text: m Click in a body text box on the slide canvas and begin typing.  To move to the next line, press Return.  To indent a line, press Tab.  To move a bulleted line to a higher indent level, press Shift-Tab. For information about creating text boxes, see "Adding Text Boxes" on page 45. Chapter 2 Creating a Presentation 37 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 text. The style, font, and text size are already set. Drag a graphics 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, see Chapter 3, "Working With Text, Graphics, and Other Media." Adding Graphics You can easily add photos, sound files, and movies to your presentation. For details, see "Including Sound and Other Media" on page 68. To add a graphic to a slide, do one of the following:  Click Media in the toolbar to open the Media Browser (or choose View > Show Media Browser), choose iPhoto, and drag a photo to the slide canvas. 38 Chapter 2 Creating a Presentation  Drag a graphics file from the Finder to the slide canvas.  Choose Insert > Choose, select the graphics file, and click Insert.  To create a new slide with the graphic on it, drag the graphics file from the Finder to the slide organizer. You can modify a graphic's colors, alignment, orientation, and other properties by using the inspectors. Images can be adjusted with the Adjust Image window. 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 understandable 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. To turn on rulers: m Click the View button in the toolbar and choose Show Rulers (or choose View > Show Rulers). Chapter 2 Creating a Presentation 39 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, select the object and 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 Click the View button in the toolbar and choose Show Rulers (or choose View > Show Rulers). 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 wish 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 176. To remove alignment guides that you have placed on a slide: m Drag the alignment guide off the edge of the slide canvas. 40 Chapter 2 Creating a Presentation 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 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." If you change the alignment guides frequently, you may want to add the Guides button to the toolbar. To do so, choose View > Customize Toolbar and drag the Guides button to the toolbar. 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 one of the slide organizer views. You can organize your slides into an outline by indenting related sets of slides and by showing or hiding 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. Chapter 2 Creating a Presentation 41 For more information about indenting and organizing slides, see "Different Views" on page 21. 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 For simple theme changes on selected slides, click Themes in the toolbar and choose a new theme. 3 For additional options, choose File > Choose Theme. 4 Choose Selected Slides from the Apply Theme To pop-up menu. If you want to apply the new theme to all the slides, and not just to the selected slides, choose All Slides from the Apply Theme pop-up menu. 5 If you've 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, select this option. If you don't select this option, the slides will use the new theme's background fill. 6 Click Choose. Moving Around in Your Presentation You can easily go to the first or last slide in your presentation or to the previous or next slide. To jump quickly to a particular slide: m Choose Slide > Go To > [option]. Step 4: Save Your Slideshow You should save your slideshow 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 presentation. (For more information, see "Kinds of Slideshows" on page 35.) 42 Chapter 2 Creating a Presentation To save a Keynote file: 1 Choose File > Save. 2 Type a name for the slideshow and choose where you want to store it. 3 Click Save. Keynote provides advanced saving options for special circumstances. To see these options, click the disclosure triangle (to the right of the filename) in the Save dialog.  When you add sound or movies to your slideshow, Keynote automatically saves them with the file. This is helpful if you plan to transfer the slideshow to another computer. If you don't want to save the file this way, click Advanced Options, and then deselect "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 file larger, so you may want to include media files (using Save As) only when you're ready to move the slideshow to another computer.  If the presentation 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 time you saved; 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.) Chapter 2 Creating a Presentation 43 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 Click Play in the toolbar (or choose View > Play Slideshow). 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), hold down the Option key while you click Play. 3 Click to advance to the next slide. 4 To stop the slideshow, press Q or Esc. Keynote provides many options for sharing your slideshow. You can:  Play the slideshow on a large screen or secondary display  Save and share as a QuickTime or Flash movie, PDF file, or PowerPoint presentation  Print the presentation For more details about viewing and sharing your slideshow, see Chapter 8, "Viewing, Printing, and Exporting Your Slideshow." 44 Chapter 2 Creating a Presentation 3 Working With Text, Graphics, and Other Media 3 By incorporating text, graphics, sound, and movies, you can create compelling presentations with Keynote. It's easy to add and modify text and the other elements you use in a presentation. 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 Select the text box, or 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 46. Adding Text Boxes Various master slides provide text boxes, but you can add a "free text box" to a slide and move the box wherever you want it. Free text boxes are similar to the text boxes provided in various master slides. The main difference is that text in free text boxes does not appear in outline view. To create a free text box: 1 Click Text in the toolbar (or choose Insert > Text). 2 In the text box that appears, double-click the text and type. Note: You can add bullets to paragraphs in free text boxes. To create formatted bullets (in which all text aligns and the bullet "hangs"), you use the Bullets pane of the Text Inspector. For details, see "Formatting Bulleted Text and Numbered Lists" on page 46. 45 3 When you've 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 62. Note: You can type text within a shape. See "Adding Text to Shapes" on page 59. 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. Changing the Font You can 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 click Fonts in the toolbar (or choose Format > Font > Show Fonts). 2 In the Font panel, select a collection, family, typeface, 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 change the bullet style. 46 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 Click Inspector in the toolbar (or choose View > Show Inspector, and then 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. Changing Text Alignment and Spacing You can align text within a text box left, right, center, or both right and left (called "justified"). You can also align text at the top, center, or bottom of the text box. 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 text box with more text than can be displayed always aligns at the top. Vertical alignment has no effect on free text boxes. Chapter 3 Working With Text, Graphics, and Other Media 47 Use the vertical alignment buttons to align text at 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 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 set precise point values for spacing between lines of text in a paragraph or use preset measurements, which you can choose from the Line pop-up menu. Line field: Type a value (or click the arrows) to specify the space between lines of text in a paragraph. Line pop-up menu: Click the text below the Line field and choose a line spacing option. 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. 3 Choose an option from the Line Spacing pop-up menu.  Single: Standard space between lines of text.  Double: Adds an extra line space between lines of text. 48 Chapter 3 Working With Text, Graphics, and Other Media  Multiple: Sets line spacing values between single and double, or greater than double.  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 you don't want overlap if the text becomes large.  Between: Increases the space between the lines, instead of increasing the height of the lines. In contrast, double-spacing doubles the height of each line. 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. Or, 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 spacing slider. Dragging the slider to the left brings the letters closer together; dragging it to the right moves them farther apart. Setting Tabs and Text Indents All text boxes have default indents and tabs. 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. Doubleclick the tab icon to change its type. These markers indicate the left alignment of a bullet, the first line of text, and subsequent lines of 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. Chapter 3 Working With Text, Graphics, and Other Media 49 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. Adjusting Indents in Unbulleted Text You can adjust the indents of unbulleted text by specifying where to put the left edge of the text, the amount of space between the left margin and the first line, and the amount of space from the right margin. Left indent First line indent Right indent To set the indents for unbulleted text: 1 Select the text whose indentation you want to adjust. 2 To set the left edge of the text, drag the left indent marker. 3 To set where to begin the first line of text, drag the rectangular icon ("First line indent," shown above). 4 To set the right margin, drag the right indent marker. Adjusting Indents in Bulleted Text You can set indents for bulleted text using the Bullets pane of the Text Inspector. To set the indents for bulleted text: 1 Select the text you want to adjust. 2 In the Text Inspector, click Bullets. 3 Type a number in the Bullet Indent or Text Indent field, or click the arrows. 50 Chapter 3 Working With Text, Graphics, and Other Media