User manual APPLE KEYNOTE

Keynote User's Guide Keynote User's Guide K Apple Computer, Inc. © 2003 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 apple.com Apple, the Apple logo, AppleWorks, iBook, Mac, PowerBook, and QuickTime are trademarks of Apple Computer, Inc., registered in the U.S. and other countries. Finder, iPhoto, iTunes, and Keynote are trademarks of Apple Computer, Inc. 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 1 Welcome to Keynote 7 The Power of Keynote 7 Keynote's Features at a Glance 8 Quality and Flexibility 8 Tools for Making Your Point 9 Ease of Use Features 10 Installing Keynote 11 Learning to Use Keynote 11 User's Guide 11 Onscreen Help 11 Sample Document 11 Quick Reference Card 11 Web Resources 11 Technical Support 12 The Keynote Window 12 Slide Canvas 13 Slide Organizer 13 Notes Field 17 Toolbar 17 Keynote Tools 18 2 Creating a Presentation 19 Keynote Documents 19 Step 1: Select a theme 19 Keynote Themes 19 3 Importing a PowerPoint or AppleWorks Presentation 20 Step 2: Design your slides using master slides 20 Using Master Slides 21 Adding Text 22 Adding Graphics 23 Using Alignment Guides and Rulers 23 Using the Sample Document and Image Library 25 Step 3: Organize your slides 26 Navigator View Versus Outline View 26 Grouping Slides 26 Saving Your Work 27 Step 4: Play your slideshow 28 3 Working With Text, Graphics, and Other Media 29 Editing Text and Text Properties 29 Changing Text Properties 30 Adding Images 35 Drawing Simple Objects 35 Adding Pictures From iPhoto 36 Adding Other External Graphics 36 Working With Photo Cutouts (or Alpha-Channel Graphics) Changing the Slide Background and Layout 38 Adding Title Text and Body Text 39 Resizing, Moving, and Layering Text or Graphic Objects 40 Grouping and Locking Objects 41 Including Sound and Other Media Types 41 Adding Music From iTunes 42 Adding a Slide Narration 42 Adding a Movie or Animation 43 Setting Media Playback Preferences 43 4 Changing Object Properties 45 37 Using Color and Image Fills 45 Filling an Object With Color 46 4 Contents Filling an Object With an Image Changing the Line Style 50 Adding Shadows 51 Adjusting Opacity 52 Changing the Orientation 52 Adjusting Size and Position 53 5 Creating Tables 55 48 Adding a Table 55 Filling Table Cells 56 Selecting Table Cells 56 Formatting Tables 57 Formatting Rows and Columns 57 Aligning Text in a Table Cell 58 Formatting Cell Borders 59 Adding Graphics or Background Colors 59 6 Creating Charts 61 Adding a Chart 61 Editing Chart Data 62 Transposing Data Series and Data Sets 63 Formatting Charts 65 Setting Chart Colors 66 Changing Chart Fonts 66 Adding Labels and Axis Markings 67 Placing Grid Labels and Tick Marks 68 Formatting the Elements in a Data Series 69 7 Slide Transitions and Object Builds 73 Adding Transitions Between Slides 73 Creating Object Builds 75 Step 1: Set "Build In" styles and sequence 75 Step 2: Set "Build Out" styles and sequence 76 Bulleted Text Builds 76 Table Builds 77 Chart Builds 77 Contents 5 8 Viewing Your Slideshow 79 Full-Screen Presentations 79 Viewing on Your Display 79 Viewing on a Projector or Second Display 79 Changing the Presentation Slide Size 82 Printing 82 Printing Slides and Notes 82 Printing Outline View 83 Exporting to Other Viewing Formats 84 PDF Files 84 QuickTime 84 PowerPoint 85 9 Designing Your Own Master Slides and Themes 87 Modifying Master Slide Backgrounds and Layouts 88 Changing the Background 89 Adding Alignment Guides 90 Designing Title and Body Text Layout and Styles 91 Setting Default Slide Transitions 92 Setting Default Styles for Free Text, Shapes, Tables, and Graphics Defining Attributes for Free Text Boxes and Shapes 93 Defining Attributes for Tables 93 Setting Default Chart Styles 94 Defining Default Attributes for Imported Graphics 95 Saving a Custom Theme 96 Restoring Original Theme Defaults 96 Creating a New Theme From Scratch 97 93 6 Contents CHAPTER 1 1 Welcome to Keynote Keynote is a robust tool for creating professional-quality presentations. Taking advantage of the superior graphics capabilities of Mac OS X, Keynote brings your presentations to life with crisp graphics and sleek text. Keynote's powerful and simple tools make it easy to build dynamic, media-rich presentations. Use the handsome and versatile themes that come with Keynote to create persuasive presentations. Or customize them to suit your specific needs. With Keynote, you can be as creative as you want. The Power of Keynote Keynote lets you make your point with a wide range of media. Incorporate a multitude of graphics types, text, movies, and sound. Present your data using any of the charts and tables built right into Keynote. 7 Keynote's Features at a Glance Quality and Flexibility Keynote lets you add most standard file types to your presentation--including PDF, GIF, TIFF, JPEG, PICT, and QuickTime--with drag-and-drop ease, and flawlessly displays crisp graphics, smoothed text, and different levels of transparency. Drag items from your desktop to add them to your slides. Resize and manipulate graphics with sharp results every time. Get smooth text in any font size. Set off your points with formatted text or image bullets. Add shadows and transparency to your images to create captivating visual effects. 8 Chapter 1 Tools for Making Your Point Keynote gives you elegant charts, stylish tables, and animated object builds to display information in effective ways. Use the slide navigator to see your entire slideshow at a glance. In the Chart Inspector, choose from eight different chart types, including pie charts, bar charts, and line charts. Type or paste your data into the Chart Data Editor. Formatting charts, tables, text, graphics, and more is a snap with the inspectors. Welcome to Keynote 9 Ease of Use Features Keynote's theme-based designs let you create inventive presentations in a snap, and the alignment guides and slide navigator make it simple to keep your presentation organized. A variety of handsome themes and master slides make it easy to create professional presentations with an elegant design. Alignment guides and position and size tags help you size and position objects precisely and consistently on the slide canvas. Use outline view to view and rearrange the bulleted points on each slide. Animate your slides with object builds, which draw your tables or other items onto the slide as you talk through them. Live feedback when dragging objects makes it easy to resize and place graphics. 10 Chapter 1 Installing Keynote To install Keynote: · Insert the Keynote disc in your computer's optical drive, and then double-click the installation icon. Learning to Use Keynote To get the most from Keynote, consult these resources: User's Guide This guide describes the features of Keynote and shows you how to use it. A full-color, PDF file of this guide can also be found at www.apple.com/support/keynote. Onscreen Help To see the help, choose Keynote Help from the Help menu in Keynote. 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 of the items in the Keynote window and the inspectors. To see the help tags, let the pointer rest over an item for a couple of seconds. Sample Document Keynote comes with a sample document that demonstrates the robustness and flexibility of this application. You can use the designs and elements used in this document to enhance your own presentations by copying and pasting bullets, chart styles, and background images, or by employing the same layouts and object build styles. To open the Keynote sample document: m In Keynote, choose File > Open Samples. Quick Reference Card The quick reference card lists keyboard shortcuts for Keynote as well as at-a-glance notes about how to use the inspectors. You can also find keyboard shortcuts by choosing Help > Keyboard Shortcuts or searching for "keyboard shortcuts" in the onscreen help. A full-color, PDF of the quick reference card can also be found at www.apple.com/support/keynote. Web Resources Go to www.apple.com/keynote to get the latest software updates and information. Keynote products can also be purchased on the web. Welcome to Keynote 11 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 visit www.apple.com/support on the web. The Keynote Window The Keynote window contains three sections--the slide canvas, slide organizer, and the notes field--that let you see detailed views of your slides and slideshow as you work. It's easy to keep your slides organized and navigate through even long slideshows. The slide canvas is where you design each individual slide. Type text or drag files from other applications. Customize the toolbar to include the tools you use most often. Organize your slides by creating a visual outline of your slide presentation. You can choose to view a graphical thumbnail of each slide or a text outline. Add notes about individual slides in this field. You can refer to these notes during your presentation, though viewers won't see them. 12 Chapter 1 Slide Canvas The slide canvas is where you design each slide. You can easily drag graphics files, movie files, and even sound files to the canvas to add them to your slideshow. You create a slideshow using a theme, which lets you work with a family of master slides to create a handsome and cohesive look throughout your presentation. Different master slides within each theme make it easy to add titles and bulleted text in effective visual layouts. As you work on designing your slides, you may want to zoom in or out to get a better view at what you are doing. To zoom in or out on the slide canvas: m Choose a zoom level from the pop-up menu at the bottom left of the slide canvas. Or you can choose View > Zoom > [zoom level]. Slide Organizer You can organize the slides in your presentation using the slide organizer at the left side of the Keynote window. The slide organizer allows you to "indent" your slides so that you can group them as you work. You can also choose to hide slides that you don't want to appear in your slideshow. For more information about using the slide organizer, see "Organize your slides" on page 26. The slide organizer has two views: navigator view, which is most useful for graphics-intensive presentations, and outline view, best for text-heavy presentations. Navigator View In navigator view, the slide organizer displays a thumbnail image of each slide in your presentation, which makes 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 entire slideshow. Disclosure triangles allow you to show or hide groups of slides. You can also "skip" slides so that they will not appear when you present your slideshow. To show navigator view: m Choose View > Navigator (or click View and choose Navigator in the toolbar). Welcome to Keynote 13 You can also drag the bar at the top of the navigator view to see the 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 reveal the master slides above. Click the disclosure triangles to show or hide groups of indented slides. Drag slides to indent them. This helps you organize them while working on your presentation. See the graphics on each of your slides at a glance. To indent slides: 1 2 3 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. Drag the selected slides to the right until a blue triangle appears above them. Drag the slides further to the right to indent them another level. You can create as many outline levels as deep as you need by dragging slides further to the right. To move slides to a higher outline level: m Drag the selected slides to the left. 14 Chapter 1 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 or include selected slides when you play your slideshow: m Choose Slide > Skip Slide to skip a slide. m Choose Slide > Don't Skip Slide to include a skipped slide. Outline View Outline view shows the text content of each slide in your slideshow. This view may be 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 re-order your bulleted points as you organize your presentation. You can add bullet points to existing bulleted 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 will not appear when you play your slideshow. In outline view, you see an outline of the text in your slideshow, with titles and bulleted points listed. Double-click a slide icon to hide its bulleted text in the slide organizer. Drag bullets left or right to move them to a higher or lower outline level. Drag bullets to another slide or drag them to create a new slide. Welcome to Keynote 15 To show outline view: Choose View > Outline (or click View and choose Outline in the toolbar). To add more bulleted points to a slide in outline view: 1 2 3 Select the slide in the slide organizer. Select the bulleted line just above where you want to add new bulleted points. Press the Return key to insert a new line and type your text. To select bulleted text in outline view: m Click a bullet to select the bullet and its text. m Place the pointer to the left of text and drag down or to the right to select the bullet, its text, and all its subordinate bullets. To move bullets to a higher outline level on the same slide: m Drag the selected bullets to the left, staying within the same slide, until a blue arrow appears above them, or press Shift-Tab. To move bullets to a lower outline level on the same slide: m Drag the selected bullets below the bullets where you want to position them or press Tab. To move bullets from one slide and create a new slide: m Drag the selected text to the left of the other bullets on the slide until a blue triangle appears above it. To move bullets to another slide: m Drag the selected bullets out of the current slide to a different slide. To place all slide bullets subordinate to the bullets on the previous slide: m Drag the slide icon to the right. All the bullets on the slide are moved to the previous slide. The top bullet is set to the same outline level as the last bullet on the previous slide. 16 Chapter 1 Notes Field The notes field is an area in which you can type or view notes for each slide. These notes are not visible in the slideshow presentation but they can be viewed on an alternate display or printed as a talking aid to use during your slideshow 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 Choose View > Show Notes (or click View in the toolbar and choose Show Notes from the pop-up menu). To learn about how to print or view your notes during slideshow playback, see Chapter 8, "Viewing Your Slideshow." Toolbar The Keynote toolbar gives you one-click access to many of the actions you'll use when creating presentations in Keynote. As you work in Keynote and get to know which commands you use most often, you can add or remove buttons in the Keynote toolbar to make the most common commands easily available. To customize the toolbar: 1 2 3 4 5 Choose View > Customize Toolbar. To add an item to the toolbar, drag its icon to the location in the toolbar where you want to place it. To remove an item from the toolbar, drag it out of the toolbar. To make the toolbar icons smaller, select the Small Icons checkbox. 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 button box to the toolbar. Welcome to Keynote 17 Keynote Tools Inspector Window The Inspector window makes it easy to format your slides as you work. Most elements of your slideshow are formatted using the eight panes of the Inspector window. To open the Inspector window: m Choose View > Show Inspector (or click Inspector in the toolbar). You can have several inspectors open at once to facilitate your working style. To open more Inspector windows: m Choose View > New Inspector. Fonts Window Keynote uses the standard Mac OS X font selection window, so you can select from any of the fonts available on your system. To open the Fonts window: m Choose Format > Font > Show Fonts (or click Fonts in the toolbar). Colors Window You can use the standard Mac OS X color selection window to choose any color for text, drawn objects, or shadows. To open the Colors window: m Choose View > Show Colors (or click Colors in the toolbar). Shortcuts Many of the menu commands and shortcuts for moving around the slide organizer or manipulating objects on the slide canvas can be accomplished using the keyboard. A comprehensive list of keyboard shortcuts is available in onscreen help. To find 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 access shortcut menus: m Hold down the Control key and click an object. Shortcut menus are especially useful for working with tables and charts. 18 Chapter 1 CHAPTER 2 2 Creating a Presentation Keynote takes advantage of all the powerful graphics capabilities of Mac OS X, so you can design stunning and highly visual presentations. This chapter outlines the basic tasks and steps you might go through to complete a professional-quality slide presentation. Keynote Documents When you create a slide presentation in Keynote, you create a Keynote document. The entire slideshow, including all of the graphics and any 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 choose to save them as a part of your Keynote document by selecting an option in the Save dialog. Your finished presentation can be viewed in several ways, including watching it on your computer, projecting it from your computer to a screen, printing it, or exporting it to 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 Your Slideshow." Step 1: Select a theme To start a Keynote project from scratch, double-click the Keynote icon to open Keynote, and then select a theme. Keynote Themes By using a Keynote theme, you can create a presentation with a cohesive look and feel with little or no design work of your own. Each Keynote theme includes a set of slide layouts or templates (called master slides) with styled text, bullets, and other formatting features already set for you. Choose a look from among a broad variety of textures and moods. It's like having a great design house at your fingertips! 19 To apply a theme to your slide presentation: 1 2 3 If the theme selection dialog does not appear when you first open Keynote, choose File > Choose Theme (or click Themes in the toolbar). Select a theme in the theme selection dialog. Choose a screen resolution from the pop-up menu labeled "Choose presentation size." Most projectors work best with slides at the 800 x 600 size. Newer ones may be able to display slides well at 1024 x 768. Click Choose Theme. You can choose whether to have the theme selection dialog appear whenever you open a new Keynote document. To choose whether the theme selection dialog appears when opening a new document: 4 1 2 Choose Keynote > Preferences. Select the checkbox labeled "Show theme selection dialog when creating new documents" to make the dialog appear. Deselect the checkbox if you don't want the dialog to appear. If you want to modify themes or create your own, see Chapter 9, "Designing Your Own Master Slides and Themes." Importing a PowerPoint or AppleWorks Presentation If you already have a slide presentation that you created in Microsoft PowerPoint or in AppleWorks, you can import it into Keynote and continue to work on it. To import a PowerPoint or AppleWorks document: m Drag the PowerPoint or AppleWorks document icon onto the Keynote application icon. The document opens in Keynote. Keynote imports the slides in the PowerPoint or AppleWorks documents and creates a custom theme based on those slides. You can also export Keynote documents back to PowerPoint. For more information, see "PowerPoint" on page 85. Step 2: Design your slides using master 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, and sound. You can also add new slides to the project as you work. 20 Chapter 2 To add more slides: m Choose Slide > New Slide (or click New in the toolbar). A new slide appears in the slide organizer. Select a slide in the slide organizer to work on it. 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 for title and body text, as well as blank areas for graphics. Each theme comes with several different master slide layouts, such as the examples described here: Master slide Recommended use Title Body Blank Title & subtitle Title & Bullets - Left Title & Bullets - Right Title page or section titles within your presentation General content pages that require bulleted text; the entire slide is covered with a body text box Graphics-heavy layouts Title page or section titles requiring a subtitle Content pages on which you can place bulleted text on the left and a graphic on the right Content pages on which you can place bulleted text on the right and a graphic on the left Each new slide you create takes on the master slide layout of the slide that was selected when you chose Add Slide. You can change the master slide layout for any individual slide to best suit the content you want to place on that slide. To change the master for a slide: 1 2 3 Select the slide whose master slide layout you want to change. Click Masters in the toolbar. 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." Creating a Presentation 21 Adding Text Depending on which master slide you use, you may see text boxes for title text or body text. Title text is generally large. Body text is generally bulleted text, 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. Bullets automatically appear, styled to match the theme you're working in. Press Return to move to the next bulleted line. Press Tab to indent a bulleted line. Press Shift-Tab to move the bulleted line to a higher indent level. 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 Finder and place it on 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 text bullets or add text without bullets, see Chapter 3, "Working With Text, Graphics, and Other Media." 22 Chapter 2 To open the Inspector window: m Choose View > Show Inspector (or click Inspector in the toolbar). Adding Graphics To add a graphic to a slide: m Drag the graphic file from the Finder to the slide canvas or choose Edit > Place > Choose and select the graphic file in the navigation dialog, and then click Place. You can also drag a graphic file directly from the Finder to the slide organizer to automatically create a new slide with the graphic placed on it. You can edit and manipulate graphics to get the look you want, including changing the colors, alignment, and orientation. You make these adjustments using the Inspector window. Object placement, size, and orientation are set 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, Keynote supplies smartly styled tables and charts that fit with 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 your text and graphics around on the slide canvas, you will notice alignment guides appearing and disappearing. These guides are built into the master slides to 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. In addition to alignment guides, you will also notice position tags that display the X and Y coordinates of the top left corner of each object's container box as you move it around the slide canvas, or its angle as you rotate it. If you resize an object, size tags appear, displaying the height and width of the object. You can also turn on rulers to help you align objects on the slide canvas. Rulers show you how far (in inches, centimeters, pixels, or percentage of the distance across the slide) an object is from the top of the slide, and how far from the left edge of the slide. To turn rulers on: m Choose View > Show Rulers. To change the units of measure in the rulers: 1 Choose Keynote > Preferences. Creating a Presentation 23 2 Choose Pixels, Centimeters, Inches, or Percentage from the Ruler Units pop-up menu. To place the ruler's horizontal origin point at the left edge of the slide: m In Keynote Preferences, deselect the checkbox labeled "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 (or click the Lock button in the toolbar). You cannot edit an object that has been locked to the slide canvas. To unlock an object, choose Arrange > Unlock (or click the Unlock button in the toolbar). Changing the 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 2 Choose View > Show Rulers to make the rulers appear at the top and left side of the slide canvas. To create a vertical alignment guide, place the pointer on the ruler on the left side of the slide canvas and drag to the right. A yellow alignment guide appears. Drag it to wherever you want on the slide canvas. To create a horizontal alignment guide, place the pointer on the ruler at the top of the slide canvas and drag downward. Drag the alignment guide that appears to where you want it on the slide canvas. Even if you place your own alignment guides on a slide canvas, they will not appear during the slideshow presentation. They are only visible when editing the slide. You can also place your own alignment guides on a master slide so that they are available on any slide that is based on that master slide. To read about setting your own alignment guides on master slides, see "Adding Alignment Guides" on page 90. To remove alignment guides that you have placed on a slide: 3 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 disable them. To temporarily disable alignment guides: m Hold down the Command key while dragging an object. You can turn alignment guides and size and position tags on or off in Keynote Preferences. You can also have alignment guides appear only when object edges are aligned, or only when object centers are aligned. 24 Chapter 2 To change the behavior of alignment guides and size and position tags: 1 2 3 Choose Keynote > Preferences. Deselect the checkbox labeled "Show size and position when moving objects" to hide the size and position tags. Deselect the checkbox labeled "Show guides at object center" to turn off the guides that appear when the center of the moving object aligns with another object or the center of the slide canvas. Select the checkbox labeled "Show guides at object edges" to turn on the alignment guides that appear when the edges of the moving object align with another object or the center of the slide canvas. If you want to change the color of alignment guides, you can do that, too. To change the color of alignment guides: 4 m Click the Alignment Guides color well in Keynote Preferences, and then select a color in the Colors window. Using the Sample Document and Image Library For images and ideas in creating your presentations, look in the sample document and the Image Library. The sample document demonstrates how slide layouts, transitions, and object builds can be used for best effect. The Image Library contains a multitude of images that you can copy and paste into your own documents. To use the sample documents: 1 2 3 4 Choose File > Open Samples. A Finder window opens containing the sample document. Double-click the sample document icon. Choose View > Play Slideshow (or click Play in the toolbar) and watch the sample presentation. When the slideshow is over, click individual slides and read the text in the notes field to see a description of how the effects were created. To learn more about slide transitions and object builds, see Chapter 7, "Slide Transitions and Object Builds." To use the Image Library: 1 2 Choose File > Open Image Library. A Finder window opens containing the Image Library. Select an image and drag it to the slide canvas or the slide organizer. Creating a Presentation 25 Step 3: Organize your slides Change the order of slides in your presentation by dragging them to the place you want in the slide organizer. Navigator View Versus Outline View Keynote provides two ways to view the overall organization of your slideshow, depending on how you work best. In navigator view, the slide organizer shows each slide as a thumbnail image. The thumbnails provide a graphical view of the contents of each slide. In outline view, the slide organizer displays the title text and bulleted text on each slide. To choose a view: m Choose View > Outline View or View > Navigator View (or click View in the toolbar and choose Outline View or Navigator View from the pop-up menu). Grouping Slides 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 slideshow presentation. It is only a tool to make it easier to organize and navigate through large sets of slides. To indent a slide or group of slides: 1 2 Select the slide or set of slides you want to indent. Press the Tab key or drag the selected slide(s) to the right until you see a blue triangle above them at the indentation level where you want to place them. Click the disclosure triangles to show or collapse a group of slides. Drag slides or groups of slides to rearrange them in the slideshow. Indent slides as many levels deep as you want. To show or hide a group of slides: m Click the disclosure triangle to the left of the first slide in the group. 26 Chapter 2 To delete a slide: m Select the slide in the slide organizer and press the Delete key. Warning If you delete the first slide in a group of slides, all the slides indented below it are also deleted. 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. A blue triangle appears above the slides to show where they will be placed. For more details about working in navigator view or outline view, see "Navigator View" on page 13 and "Outline View" on page 15. You can also keep track of the details about each slide in the notes field. You can type anything you want in the notes field; for example, you can jot a quick summary describing each slide as you develop the narrative flow of your presentation. To add notes to the slide: m Choose View > Show Notes and type your notes in the field that appears below the slide canvas. Saving Your Work To save a Keynote document: 1 2 3 Choose File > Save As. Type a title for the document and choose the location where you want the document to appear. If you have added sound or movies to the slideshow that you wish to include as part of the Keynote document, select "Copy movies into document." If you do not select this option then sound and movie files will not appear in the presentation if it is transferred to another computer. Note: For fonts to be displayed in a Keynote presentation, they must be in the Fonts folder of the computer where you are playing the presentation when you first open Keynote. If fonts are not available on the computer, an alert message appears. To correct the situation, install the fonts you need on the computer from which you will play your Keynote slideshow. Click Save. If you want to save progressive versions of your document as you continue to make changes, select that option in Keynote Preferences. To back up the previous versions of your Keynote document: 4 1 Choose Keynote > Preferences. Creating a Presentation 27 2 3 Select the checkbox labeled "Backup previous version when saving." Choose File > Save. Each time you save your document with this preference selected, the current version of the document (including your changes) appears. In the same folder, another file with the word "backup" appended to the filename appears. The backup file does not include any changes you made since you last saved the document. (The backup version does not appear the first time you save a document.) Step 4: Play your slideshow You can show your finished slide presentation on your computer's display, or project it onto a screen for a larger audience. To play the presentation on your computer: 1 2 3 4 Open the Keynote document that you want to play by double-clicking its icon in the Finder. Choose View > Play Slideshow (or click Play in the toolbar). Click to advance to the next slide or through any object build on the slide. Press Q or Esc to end the slideshow. Keynote provides many options for sharing your slideshow, including viewing it on a projector or secondary display, creating a QuickTime movie, PDF file, or PowerPoint presentation, or printing it. For more details about viewing and sharing your slideshow, see Chapter 8, "Viewing Your Slideshow." 28 Chapter 2 CHAPTER 3 3 Working With Text, Graphics, and Other Media In the Keynote slide canvas you can easily manipulate text, graphics, and other types of media all in the same workspace. Placing and editing text in Keynote is as easy as working in any text editor. Manipulating graphics, sound, and movie files is just as simple. This chapter describes in detail how to add different media elements to your slides. Editing Text and Text Properties Choose a master slide with the layout that suits your needs and enter your text by typing in the title text box or body text box on the slide. (To learn about choosing a master slide, see "Using Master Slides" on page 21.) To enter and edit text in a text box: 1 2 3 4 Double-click the text box to place the text cursor inside the box. If the text box is empty, type your text. If you are editing text already in the box, double-click to select it and make your changes. Adjust the text color, alignment, and font using the Text Inspector or Fonts window, as described in "Changing Text Properties," next. If you want a text box without bullets, you can add a "free text box" to the slide. To create a free text box: 1 2 Choose Edit > Place > Text. A text box appears in the center of the slide. ( You can also click Text in the toolbar.) Double-click in the text box and type the text you want to add to the slide. Note: You cannot use formatted bullets in free text boxes. To get formatted bullets, you must use a body text box. See "Adding Title Text and Body Text" on page 39. 29 3 4 Click outside the text box when you're finished typing, or press Command-Return to stop editing text and select the text box. Selection handles appear on the sides of the text box. Drag the selection handles to make the text box wider or more narrow. Note: Free text boxes automatically grow or shrink vertically to accommodate the length of your text. You cannot make them taller by dragging. If you want to make a free text box longer without expanding its contents, drag the selection handles to make the box more narrow and force it to grow vertically. Text boxes can be moved to any position on the slide. See "Resizing, Moving, and Layering Text or Graphic Objects" on page 40. Changing Text Properties Once you have added text to your slide, you may want to adjust its look, including the font, color, or spacing of lines and words. For bulleted text, you can select from a range of bullet and numbering styles. You can even use small pictures as bullets. You make most text changes using the Text Inspector and Fonts window. 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, see Chapter 4, "Changing Object Properties." To change the font: 1 2 3 Choose Format > Fonts > Show Fonts (or click Fonts in the toolbar). The Fonts window opens. Select the text you want to change. Select a font type and size in the Fonts window. 30 Chapter 3 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. Click the color well to change the color of selected text. Drag the sliders to adjust character and line spacing for selected text. Click a button to justify text left, right, center, or across a text box, or to place it at the top, center, or bottom of the text box. Make selections to format the bullet image, style, position, and size. To open the Text Inspector: m Choose View > Show Inspector (or click Inspector in the toolbar) and click the Text button. To change text color: 1 2 3 Select the text you want to change. In the Text Inspector, click the color well. The Colors window opens. Select a color in the Colors window. Text within a text box can be justified left, right, center, or evenly spread across the box. Bulleted text can also be placed near the top, center, or bottom of the text box. To adjust text alignment: 1 2 Select the text you want to change. Click the horizontal or vertical alignment buttons at the top of the Text Inspector. To adjust the spacing between lines of text: 1 2 Select the text you want to change. 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. Working With Text, Graphics, and Other Media 31 To adjust the character spacing: 1 2 Select the text you want to change. In the Text Inspector, use the Character slider to change the space between the characters. Dragging the slider to the left brings the letters closer together; dragging it to the right moves them farther apart. To adjust the spacing between lines of bulleted text: 1 2 Select the bulleted text you want to change. In the Text Inspector, drag the Bullet slider. Dragging the slider to the left brings the selected lines of bulleted text closer together; dragging it to the right moves them farther apart. Creating Bulleted Text You can choose from a multitude of bullet styles to create the look you want. You can select numbered bullets, letters, or special characters. Or you can use an image of your own as a bullet. When you select a style for a bullet, that style is applied only to the bullet or bullets you have selected; you can apply different styles to bullets in the same text box by selecting them and formatting them individually or in groups. To create bulleted text: 1 2 Apply a master slide with bulleted body text. (To see how to apply a master slide, see "Using Master Slides" on page 21.) Click in the body text box and type your text. Press Return to move to the next bulleted line. Press Tab to indent the line. Press Shift-Tab to move a bulleted line to a higher outline level, or select the bullet and text and drag to the left until a blue arrow appears above the bullet. Click outside the text box when you're finished typing, or press Command-Return to stop editing text and select the text box. Selection handles appear on the sides of the text box. Drag the selection handles to make the text box wider or more narrow. To change the style of bullets: 3 4 m In the Text Inspector, choose an option from the Bullets & Numbering pop-up menu. You can choose text bullets, image bullets, or numbered bullets. You can also choose None if you prefer no bullets. 32 Chapter 3 If you choose Text Bullet, type the character or characters you want to use in the field below the pop-up menu. ( You can use any keyboard characters.) After typing your bullet character, press Return. Click the color well and select a color for the bullet. Then set the bullet size and vertical alignment using the fields on the right. If you choose Number, you can choose from a variety of number formats in the Style pop-up menu. If you choose Custom Image, you must select one of your own image files in the Finder. Your custom image appears in the image well. You can adjust size and vertical alignment using the fields on the right. Normally, even a large image is scaled very small to be used as a text bullet. Selecting the "Scale with text" checkbox will maintain the image­to­text size proportion you set in the Size field, even if you later choose a larger font. To change the image used as a bullet, drag the new image from the Finder to the image well or click Choose to browse for the image using the Open dialog. If you choose Image Bullet, you can select from a range of bullet designs. You can adjust the size and vertical alignment using the fields on the right. Selecting the "Scale with text" checkbox maintains the image­to­text size proportion you set in the Size field, even if you later choose a larger font. Working With Text, Graphics, and Other Media 33 Setting Text Tabs All text boxes have default tabs already set. You can see the tab stops on the horizontal ruler when you choose View > Show Rulers and select some text on a slide. Tab icons appear on the ruler when you select text on a slide. By changing the tabs, you can indent bulleted text as deeply as you want. You can also format paragraph text in free text boxes with your preferred tab stops. To change tabs: 1 2 Select the text you want to adjust. On the horizontal ruler, drag the blue tab icons to change the location of the tab stops. To change a tab to a different type of tab, Control-click the tab icon and choose a type from the shortcut menu. Or click the tab icon in the ruler repeatedly until the type of tab you want appears. Choose from among these tab types. In addition to regular tabs, you can also adjust tabs for bulleted text. You can adjust how far each outline level is indented and set the spacing between the bullet and its text. You can also set the margins for bulleted text that wraps to the next line. To set bulleted text tabs: 1 2 3 4 5 Select the bulleted text you want to adjust. Drag the small, square tab icon to the position where you want to indent the bullet. Drag the rectangular tab icon to the position where you want the text to begin following the bullet. Drag the downward arrow on the left side of the ruler to set the left margin for bulleted text that wraps to the next line. Drag the downward arrow on the right side of the ruler to set the right margin. Retaining or Undoing Your Style Changes If you make style and formatting changes on a slide and then decide that you want to return to the theme's default styles, you can reset the slide with the default styles. 34 Chapter 3 To reset the slide with theme default styles: m Choose Format > Reapply Master to Selection. After you've set your preferred styles throughout your Keynote document, you may choose to change the entire document to another theme. Normally, when you apply a new theme, all styles are reset to the theme defaults. You can retain your changes when you apply a new theme by making a selection in the theme selection dialog. To retain style changes when applying a new theme: 1 2 3 4 Choose File > Choose Theme to open the theme selection dialog. Select a new theme. Select the checkbox labeled "Retain changes to theme defaults." Click Choose Theme. Adding Images You can add many types of graphics to your slide presentation, including photos, graphic files created in other applications, and simple objects that you can draw directly in Keynote. Keynote accepts all standard graphic file formats, including the following: m PICT m GIF m TIFF m JPEG m PDF m MOV Drawing Simple Objects You can draw basic rectangles, ellipses, triangles, arrows, and lines directly in Keynote. To draw an object: 1 Choose Edit > Place > [Shape], choosing the shape you want from the list. The selected shape appears on the slide. You can also click Shapes in the toolbar and choose a shape from the pop-up menu. Drag the selection handles to resize the shape. You can change the line colors and fill colors of drawn objects. To learn more about changing an object's colors and other properties, see Chapter 4, "Changing Object Properties." 2 Working With Text, Graphics, and Other Media 35 Adding Pictures From iPhoto You can drag images directly from your iPhoto library. To add an image from iPhoto: 1 2 3 Open iPhoto. Find the photo you want to add to your slideshow. Drag the photo from the iPhoto library to the place where you want it to appear on your slide. Adding Other External Graphics You can easily add graphic files that have been created in other applications to your Keynote slides. To add a graphic file from another source: m Locate the file you want to add in the Finder and drag it to where you want it to appear on your slide. Or choose Edit > Place > Choose and locate the file in the Choose dialog. You can also include other kinds of graphic objects, such as movies, charts, and tables. To learn more about these, see "Adding a Movie or Animation" on page 43, as well as Chapter 6, "Creating Charts," and Chapter 5, "Creating Tables." 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 make a graphic file much larger or smaller than the original size, consider converting it to a PDF file before bringing it into Keynote. PDF files do not lose their crispness when they are resized to be much larger or smaller than their original size. Other file types may not retain their clarity when they are resized. PDF files also provide a great way to move tabular data from Excel documents into Keynote. If you have extensively formatted tables in Excel that you want to display in your slideshow, you can save the Excel 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 file to a PDF file: 1 2 3 In your Excel spreadsheet, select the table range you want to display in your slideshow. Choose File > Print. In the Print dialog, choose Output Options from the Copies & Pages pop-up menu. 36 Chapter 3 4 Select the "Save as File" checkbox. Choose Output Options. Choose PDF. Click to save the file as a PDF. 5 6 7 Choose PDF from the Format pop-up menu. Click Save As PDF. Type a name for the PDF file and select a location in the Save dialog, and then click Save. Working With Photo Cutouts (or Alpha-Channel Graphics) An alpha channel is an area of transparency within a graphic file. Alpha channels can be used to create transparency around irregularly shaped images, such as an image of a tree, so the images appear without a colored box around them. Alpha channels can also be used to create a transparent region within an image, so that the image acts as a frame. You can see this effect in some of the Keynote themes, where you can place your own background images behind a "mask" or a "picture frame." This textured foreground with photo corners is an alpha-channel graphic. The area between the photo corners is a transparent alpha channel. Your photograph is placed behind the alpha-channel window and can be seen through its transparent region, so it appears that the photo is in the photo-corner frame. Working With Text, Graphics, and Other Media 37 To place an image behind a photo cutout window or mask in a Keynote theme: 1 2 3 Drag your own image from the Finder to the slide canvas and place it carefully so that it covers the cutout window. Choose Arrange > Send to Back (or click Back in the toolbar) to place the new image at the bottom level of the slide canvas, behind the window frame. Click the image behind the window to select it and drag to adjust its exact position in the window. Importing Alpha-Channel Graphics Into Keynote When you bring an alpha-channel image into Keynote, there's nothing else you have to do to make the transparency work. Just place it, manipulate it, and move it to the back or front as you might with any other image. Alpha channels are often found in PDF, TIFF, and PSD files. You can use several different applications to create alpha-channel images, including Adobe Photoshop, Corel Draw, Adobe Illustrator, and Adobe Acrobat. See the instructions that come with those applications to learn how to create alpha-channel images. To learn how to create your own mask or frame in Keynote with an imported alpha-channel graphic, see "Creating a Layered Background" on page 90. Changing the Slide Background and Layout You can use your own image as the background of any individual slide, or change the slide's background color. Make these changes in the Slide Inspector. To change the slide background: 1 Choose View > Show Inspector to open the Inspector window (or click Inspector in the toolbar). 38 Chapter 3 2 In the Inspector window, click Slide to open the Slide Inspector. Choose a slide layout from among the master slides.