Keynote Fast & Easy [1 ed.] 1592001297, 9781592001293, 9780585495606

Citation preview

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Keynote

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™

Lisa A. Bucki

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©2003 by Premier Press, a division of Course Technology. All rights reserved. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage or retrieval system without written permission from Premier Press, except for the inclusion of brief quotations in a review. The Premier Press logo and related trade dress are trademarks of Premier Press and may not be used without written permission. SVP, Retail and Strategic Marketing Group: Andy Shafran Publisher: Stacy L. Hiquet Senior Marketing Manager: Sarah O’Donnell Marketing Manager: Heather Hurley Manager of Editorial Services: Heather Talbot Associate Marketing Manager: Kristin Eisenzopf Retail Market Coordinator: Sarah Dubois Packager and Project Editor: Justak Literary Services, Inc. Technical Reviewer: Brian Proffitt Interior Layout: Bill Hartman Cover Designer: Mike Tanamachi Indexer: Sharon Hilgenberg Proofreader: Barbara Potter Keynote, Macintosh, and Mac OS X are trademarks or registered trademarks of Apple Corporation. All other trademarks are the property of their respective owners. Important: Premier Press cannot provide software support. Please contact the appropriate software manufacturer’s technical support line or Web site for assistance. Premier Press and the author have attempted throughout this book to distinguish proprietary trademarks from descriptive terms by following the capitalization style used by the manufacturer. Information contained in this book has been obtained by Premier Press from sources believed to be reliable. However, because of the possibility of human or mechanical error by our sources, Premier Press, or others, the Publisher does not guarantee the accuracy, adequacy, or completeness of any information and is not responsible for any errors or omissions or the results obtained from use of such information. Readers should be particularly aware of the fact that the Internet is an ever-changing entity. Some facts may have changed since this book went to press. ISBN: 1-59200-129-7 Library of Congress Catalog Card Number: 2003108456 Printed in the United States of America 03 04 05 06 07 BH 10 9 8 7 6 5 4 3 2 1 Premier Press, a division of Course Technology 25 Thomson Place Boston, MA 02210

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To my husband, Steve, who has taught me a lot about communication.

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Acknowledgments Many fine people associated with Premier Press provided the impetus for this

project and deserve recognition. Thank you, Stacy Hiquet and Kevin Harreld, for having confidence in me and signing me to write this book. Project editor and book packager Marta Justak brought her superior expertise to bear, assembling a fine team to help her produce the finished book. Marta, I appreciate your efforts to ensure a smooth process and quality outcome. I extend my thanks to technical editor Brian Proffitt and proofreader Barbara Potter, both of whom reviewed every word and every step to ensure the clarity and accuracy of the text and illustrations. Thanks as well to the production team, Bill Hartman, and indexer, Sherry Massey for providing the art and science to turn a collection of data files into a finished book.

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About the Author A

n author, trainer, and publishing consultant, Lisa A. Bucki has been involved in the computer book business for more than 12 years. She wrote iTunes 4 Fast & Easy, Mac OS X Version 10.2 Jaguar Fast & Easy, FileMaker Pro 6 for the Mac Fast & Easy, iPhoto 2 Fast & Easy, Adobe Photoshop 7 Fast & Easy, Adobe Photoshop 7 Digital Darkroom, and Managing with Microsoft Project 2002 for Premier Press. She also has written or contributed to dozens of additional books and multimedia tutorials, as well as spearheading or developing more than 100 computer and trade titles during her association with Macmillan. Bucki currently also serves as a consultant and trainer in western North Carolina.

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Contents at a Glance Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv

PART I INTRODUCING KEYNOTE . . . . . . . . . . . . . . . . . . . . 1 Chapter 1 Chapter 2 Chapter 3 Chapter 4 Chapter 5

Getting Started with Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3 Starting a Slideshow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33 Enhancing Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Working with Slideshow Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83 Working with Slideshow Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101

PART II EDITING YOUR SLIDESHOW . . . . . . . . . . . . . . . . 113 Chapter 6 Chapter 7 Chapter 8 Chapter 9

Formatting Slide Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115 Working with Slide Settings and Design. . . . . . . . . . . . . . . . . . . . 151 Working with Slideshow Animation . . . . . . . . . . . . . . . . . . . . . . . 175 Adding Multimedia Elements . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

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CONTENTS AT A GLANCE

PART III VIEWING AND DISTRIBUTING YOUR SLIDESHOW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 Chapter 10 Chapter 11 Chapter 12

Playing the Slideshow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205 Printing the Slideshow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Importing and Exporting Presentation Information . . . . . . . . . . . 239

PART IV MAKING KEYNOTE YOUR OWN . . . . . . . . . . . . . 259 Chapter 13 Chapter 14

Working with Themes and Masters. . . . . . . . . . . . . . . . . . . . . . . . 261 Customizing Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 279

Appendix A Appendix B

Installing Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297 Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

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Contents Introduction . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . xv Who Should Read This Book? . . . . . . . . . . . . . . . . . . . . . . . . . . . . xvi Added Advice to Make You a Pro . . . . . . . . . . . . . . . . . . . . . . . . . xvi

PART I INTRODUCING KEYNOTE . . . . . . . . . . . . . . . . . . . . 1 Chapter 1

Getting Started with Keynote . . . . . . . . . . . . . . . . . . . 3 Learning Key Slideshow Features . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Starting Keynote and Creating a New Slideshow . . . . . . . . . . . . . . 5 Looking at the Keynote Application . . . . . . . . . . . . . . . . . . . . . . . . 8 Working with the View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Changing the View . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10 Changing the Zoom . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Viewing and Hiding the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . 17 Viewing and Hiding Rulers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18 Working with the Inspector, Colors, and Fonts Windows . . . . . . . 20 Getting Help . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24 Reviewing the Sample Presentation . . . . . . . . . . . . . . . . . . . . . . . . 28 Quitting Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Chapter 2

Starting a Slideshow . . . . . . . . . . . . . . . . . . . . . . . . . 33 Creating a New Slideshow . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34 Completing the Title Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

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Adding a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38 Adding a Text Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41 Adding a Photo (Graphic) Slide . . . . . . . . . . . . . . . . . . . . . . . . . 44 Adding a Table Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49 Adding a Chart Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51 Moving Between Slides (Selecting a Slide) . . . . . . . . . . . . . . . . . . 54 Moving a Slide in the Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55 Deleting a Slide . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57 Grouping (Indenting) Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Hiding and Redisplaying Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . 59 Building Slideshow Content in Outline View . . . . . . . . . . . . . . . . . 60

Chapter 3

Enhancing Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63 Changing Slide Size . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64 Selecting and Deselecting Slide Objects . . . . . . . . . . . . . . . . . . . . 66 Adding More Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68 Adding a Shape . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69 Adding a Table or Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71 Adding Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Using Image Library Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73 Using Your Own Graphics . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77 Using iPhoto Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79 Using Masked Images . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80 Using Undo . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82

Chapter 4

Working with Slideshow Text . . . . . . . . . . . . . . . . . . 83 Editing Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84 Adding Slide (Speaker) Notes . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87 Spell Checking Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88 Spell Checking as You Type . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89 Spell Checking the Entire Presentation . . . . . . . . . . . . . . . . . . . 90 Finding and Replacing Text in a Slideshow . . . . . . . . . . . . . . . . . . 92 Aligning Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95 Changing Alignment . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96 Setting and Using Tabs . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98

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Chapter 5

Working with Slideshow Files . . . . . . . . . . . . . . . . . 101 Saving a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102 Opening an Existing File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103 Opening a Recent File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104 Moving to Another Open File . . . . . . . . . . . . . . . . . . . . . . . . . . . 105 Saving a Copy of a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106 Reverting a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108 Closing a File . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109 Part I Review Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111

PART II EDITING YOUR SLIDESHOW . . . . . . . . . . . . . . . . 113 Chapter 6

Formatting Slide Elements . . . . . . . . . . . . . . . . . . . 115 Formatting Text . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Formatting a Table . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120 Formatting a Chart . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123 Formatting a Drawn Object or Graphic . . . . . . . . . . . . . . . . . . . . 126 Working with Positioning . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Moving Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130 Resizing Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132 Layering Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133 Grouping and Ungrouping Objects . . . . . . . . . . . . . . . . . . . . . 135 Locking and Unlocking Objects . . . . . . . . . . . . . . . . . . . . . . . . 137 Flipping and Rotating Objects . . . . . . . . . . . . . . . . . . . . . . . . . 139 Using Alignment Guides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140 Using the Metrics Inspector . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Working with Fills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143 Working with Colors . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147 Working with Opacity . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149

Chapter 7

Working with Slide Settings and Design . . . . . . . . . 151 Reapplying the Slide Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152 Changing to Another Slide Master . . . . . . . . . . . . . . . . . . . . . . . 154 Formatting the Slide Background . . . . . . . . . . . . . . . . . . . . . . . . 156

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Working with Bulleted Lists . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159 Adding a Bulleted List to a Slide . . . . . . . . . . . . . . . . . . . . . . . 160 Using Plain Bullets . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161 Using Numbers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163 Using a Custom Image . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165 Using an Image Bullet . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167 Changing the Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169 Finding More Themes Online . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171

Chapter 8

Working with Slideshow Animation. . . . . . . . . . . . . 175 Specifying a Slide Transition . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Animating a Single Object . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 179 Creating a Build for a Bulleted List, Table, or Chart . . . . . . . . . . 182 Working with Build Order . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188

Chapter 9

Adding Multimedia Elements . . . . . . . . . . . . . . . . . 191 Inserting a QuickTime Movie or Flash Animation . . . . . . . . . . . . 192 Inserting Music . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195 Changing Multimedia Playback Settings . . . . . . . . . . . . . . . . . . . 198 Part II Review Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202

PART III VIEWING AND DISTRIBUTING YOUR SLIDESHOW . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203 Chapter 10 Playing the Slideshow . . . . . . . . . . . . . . . . . . . . . . . 205 Playing the On-screen Slideshow . . . . . . . . . . . . . . . . . . . . . . . . . 206 Exiting the Show . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209 Skipping Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210 Tips for a More Successful Presentation . . . . . . . . . . . . . . . . . . . 213

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Chapter 11 Printing the Slideshow. . . . . . . . . . . . . . . . . . . . . . . 217 Changing the Page Setup . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218 Changing Print Settings . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219 Specifying Copies and Pages . . . . . . . . . . . . . . . . . . . . . . . . . . 221 Adjusting the Layout . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222 Printing Duplex Pages . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223 Specifying Print Quality, Paper Feed, and More . . . . . . . . . . . 224 Printing Speaker Notes and More . . . . . . . . . . . . . . . . . . . . . . 227 Viewing Summary Information . . . . . . . . . . . . . . . . . . . . . . . . . 230 Printing Slides . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231 Printing the Outline . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233 Creating a Printing Preset . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234

Chapter 12 Importing and Exporting Presentation Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239 Importing Slide Content . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240 Exporting the Slideshow as a QuickTime Movie . . . . . . . . . . . . . 243 Exporting the Slideshow as a PowerPoint Presentation . . . . . . . 248 Exporting the Slideshow as a PDF Document . . . . . . . . . . . . . . . 250 Viewing a Presentation on a Windows PC . . . . . . . . . . . . . . . . . . 252 Pasting Information from Another Application into Keynote . . . 254 Part III Review Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258

PART IV MAKING KEYNOTE YOUR OWN . . . . . . . . . . . . . 259 Chapter 13 Working with Themes and Masters . . . . . . . . . . . . . 261 Creating a New Theme File and Viewing the Masters . . . . . . . . 262 Creating a New Slide Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264 Editing a Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266 Adding a Background . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 Adding Objects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269 Specifying Chart and Other Defaults . . . . . . . . . . . . . . . . . . . . 270

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Copying a Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272 Deleting a Master . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275 Saving the New Theme . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276

Chapter 14 Customizing Keynote . . . . . . . . . . . . . . . . . . . . . . . 279 Registering Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 Setting Keynote Preferences . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282 Understanding the Available Preferences . . . . . . . . . . . . . . . . . . 283 Using Display Preferences with Keynote . . . . . . . . . . . . . . . . . . . 288 Customizing the Toolbar . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291 Part IV Review Questions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295

Appendix A Installing Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . 297 Purchasing Keynote from the Apple Store . . . . . . . . . . . . . . . . . 298 Installing Keynote . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301

Appendix B Glossary . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307 Index . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

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Introduction K

eynote is a presentation graphics program created by Apple. With Keynote, you can create and deliver impressive slideshows, even if you are not a computer whiz. And because Keynote costs only $99—a steal for a business computing application these days—the program makes it affordable for professionals in all environments to upgrade their printed and spoken communications. Plus, Keynote takes full advantage of the Quartz Extreme graphics handling capabilities built into Mac OS X. This means that Keynote provides crisp, smooth, responsive presentation playback, no matter how many multimedia elements you build in. This Fast & Easy book from Premier Press covers the essential features of Keynote. Even if you still draw all your overheads by hand or rely on presentation materials from other sources, you can achieve success with Keynote and Keynote Fast & Easy. This book zeros in on the key skills you need to know, making each skill accessible with concise steps and clear illustrations. Keynote Fast & Easy teaches the steps that will enable you to navigate the Keynote interface; create slides with text, graphics, charts, and tables; format slides and text; and manage your slideshow files. You also learn to revise text and change slide order; include transitions, animations, and multimedia elements in a presentation; deliver a slideshow onscreen; and print a slideshow. If you want to start developing and delivering impressive speeches and presentations, Keynote, your Mac, and this book provide everything you need.

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INTRODUCTION

Who Should Read This Book? This book is geared for novices who are new to Keynote. Users of other presentation graphics programs who have switched to Keynote also can benefit from this book because it presents the features that are unique in Keynote. Because nearly every step in this book includes a clear illustration, you won’t have to struggle to learn a process or find the right tool onscreen. The non-technical language also helps smooth the transition from newbie to comfortable user. With each task clearly identified by a heading, you’ll also find it easy to use the table of contents to find the steps you need. So, whether you want to work through the book from beginning to end or find just the tricks that you need, this book will accommodate your style and enhance your results.

Added Advice to Make You a Pro Once you get started, you’ll notice that this book presents many steps, with little explanatory text to slow you down. Where warranted, however, the book presents these special boxes to highlight a key issue: • Tips give shortcuts or hints so you learn more about the ins and outs of the software. • Notes offer more detailed information about a feature, food for thought, or guidance to help you avoid problems or pitfalls in your work. • Cautions alert you to pitfalls and problems you should avoid. An appendix at the end of the book highlights how to install Keynote. Finally, the glossary explains key terms that you need to understand to work effectively in Keynote. Whether or not you have used Keynote before, you’ll have fun as you dive in now with Keynote Fast & Easy!

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Introducing Keynote Chapter 1 Getting Started with Keynote ....................3 Chapter 2 Starting a Slideshow .................................33 Chapter 3 Enhancing Slides .......................................63 Chapter 4 Working with Slideshow Text ...................83 Chapter 5 Working with Slideshow Files .................101

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Use Apple’s Keynote application to develop attractive presentations on paper or for the screen. Keynote enables you to present your ideas in a variety of formats, including charts, clip art, and animated elements to drive your message home. But before you fire up the projector, take a few minutes to master the program basics. In this chapter, you will learn how to: Understand slideshow basics. Start Keynote and make a blank slideshow. Tour the parts of the Keynote application. Adjust the view in Keynote. Use the Inspector. Get help in Keynote. View and learn from the example presentation. Quit Keynote.

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Learning Key Slideshow Features When you want to communicate results, ideas, or product details, use the Keynote presentation graphics program. With Keynote, you can transform a basic presentation into an impressive slideshow. When you build the slideshow, you choose a theme to set the overall presentation design; the theme specifies a background and text formatting for the presentation. Divide the presentation content into individual pages or slides. Apply a master slide to design each slide’s layout. Slides can hold text, bulleted lists, tables, charts, graphic images, drawn shapes, movies, and animations. You also can include speaker notes to prompt you to discuss additional information about a slide while you’re delivering the presentation. You have total control over positioning and formatting slide elements. You can even animate objects like bulleted lists to ensure a lively presentation. Keynote offers easy-to-use, yet powerful, tools so that you build a professional slideshow every time. Once you’ve built your presentation, Keynote offers a variety of methods for sharing the presentation content. You can print individual slides on paper or on transparency film, print slide pages with speaker notes, or print a slideshow outline. You can play back the presentation on your computer screen, or even on a second monitor or projector attached to your system.

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Starting Keynote and Creating a New Slideshow When you install the Keynote application, the Installer program creates an icon for Keynote in the Applications folder of your Home folder in Mac OS X. Starting the Keynote application loads it into your Mac’s RAM so that you can begin working. Unlike many other programs, however, Keynote by default prompts you to create a new slideshow file. You can choose a theme to serve as the background for your new file, saving you the work of adding a number of design elements to the slideshow. The following steps assume that you have installed Keynote to the default location within the Applications folder on your system.

1. Click on Applications on a Finder window toolbar. The Applications folder contents will appear in the Finder window.

2. Click on the down scroll arrow as needed. The Keynote icon will appear.

3. Double-click on the Keynote icon. Keynote will launch and display a sheet for you to choose a slideshow theme.

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4. Scroll down, if needed, and then click on the theme you want. The theme will be highlighted in the list. 5. Click on the Presentation Size pop-up menu. The menu choices will appear.

6. Click on the size you want. The new presentation will be set to the specified size.

7. Click on Choose Theme. A new presentation using the designated theme will appear.

NOTE To display a slideshow using a projector, check the screen sizes for the Mac to which you’ll connect the projector. Many projectors require an 800 x 600 resolution. If so, build your slides using the 800 x 600 presentation size for best results.

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The new presentation will include a single slide using the Title & Subtitle master slide. The master slide (or layout) determines what elements appear on a particular slide and includes placeholders for each of those elements. Chapter 2, “Starting a Slideshow,” will show you how to work with slideshow placeholders to build slide content. Chapter 5, “Working with Slideshow Files,” explains how to save and open slideshow files that you’ve created.

SHORTCUTS FOR STARTING KEYNOTE If you’ve recently started Keynote, you can start it again by choosing FileMaker Pro 6 from the Recent Items submenu of the Apple menu. You also can add an icon for Keynote to the Dock. To do so, open the Applications folder, and drag the Keynote icon onto the Dock. Alternately, Control+click on the Keynote icon, and then click on Make Alias. Drag the alias icon onto the Desktop, where you can then double-click on it to start Keynote.

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Looking at the Keynote Application Within Keynote, each slideshow file you create or open appears in its own window. Most of the elements for working with slides appear within the presentation window itself, as detailed here. • Menu bar. The Keynote menu bar loads when you start the program. The menu bar organizes available commands, with each menu listing several related commands. • Toolbar. Keynote includes a toolbar for easy access to certain actions and commands, such as choosing another theme or an alternate slide layout. You can customize the icons available on the toolbar. The section called “Customizing the Toolbar” in Chapter 14 explains how to do so. • Slide organizer (Navigator view). The slide organizer presents an overview of the content in your presentation and enables you to choose a slide to work on. In the Navigator view, the slide organizer presents a thumbnail of each slide. You can drag the slide thumbnails to perform operations such as changing slide order or grouping slides.

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• Slide organizer (Outline view). When you change to the Outline view, the slide organizer shows the title and subtitle or bulleted text for each slide, along with a small icon for each slide. You can not only change slide order, but also edit slide text when using the slide organizer in Outline view.

• Master slides. You can drag down the divider bar at the top of the slide organizer to reveal the master slides. Select a master slide thumbnail to edit the master, or drag a master to a slide in the slide organizer to apply the master to the selected slide. • Slide canvas. This area shows the selected slide in a large size so that you can work with the elements on the slide.

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• Notes field. You can display the notes field if you want to write speaker notes to guide you as you deliver the presentation. • Inspector and other windows. The Inspector offers a variety of panels for changing formatting and settings for slides, graphics, text, tables, and more. You can view and hide the Inspector window as needed, as well as the Colors and Text windows for applying color to slide elements and working with spacing , color, and alignment settings for text. • Zoom pop-up menu. Open this menu to change the zoom setting for the slide canvas.

Working with the View You can adjust several aspects of how Keynote appears onscreen, and what tools and features are available to you at any given time. This section shows you how to work with the screen features in Keynote.

Changing the View Keynote offers three views that you can use to build and refine a slideshow:

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• Navigator view. In this view, Keynote displays a thumbnail for each slide in the slide organizer, as well as a larger view of the selected slide in the slide canvas. This view in essence provides a preview of how the slideshow will flow. It also enables you to easily reorder slides in the slide organizer.

• Outline view. In this view, Keynote displays slide text (titles, subtitles, and bulleted lists) in the slide organizer, and again a larger view of the selected slide in the slide canvas. You can use this view to edit and enhance the text more quickly within the slide organizer.

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• Slide Only view. In Slide Only view, the slide organizer does not appear. This view allows more room onscreen for the slide canvas, making the view convenient for making enhancements to individual slides.

In combination with any of the above views, you can display and hide two additional elements: the notes field and the master slides. The following steps show you not only how to change to another view, but also how to hide and display the notes field and master slides.

1. Click on View on the window toolbar. The View choices will appear.

2. Click on the desired view. The specified view will appear in Keynote. TIP You also can use choices on the View menu to change the view and display and hide other screen elements.

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3. Click on View on the window toolbar. The View choices will appear. 4. Click on Show Notes. The notes field will appear below the slide canvas in the current view.

5. Click on View on the window toolbar. The View choices will appear.

6. Click on Hide Notes. The notes field will close.

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7. Click on View on the window toolbar. The View choices will appear.

8. Click on Show Master Slides. The master slides will appear at the top of the slide organizer.

NOTE If you display the master slides from the Outline or Slide Only view, Keynote automatically changes to Navigator view. Also, note that you can display and hide the master slides by dragging the bar at the top of the slide organizer in Navigator view to display and hide the master slides.

9. Click on View on the window toolbar. The View choices will appear. 10. Click on Hide Master Slides. The master slides area above the slide organizer will close.

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Changing the Zoom You can change the zoom level of the slide shown on the slide canvas using either the zoom pop-up menu in the bottom-left corner of the slide canvas or the Zoom submenu of the View menu. You can change the zoom level in any of Keynote’s three views. For example, you may want to zoom in to position overlapping objects with greater precision, or zoom out to see an entire slide.

1. Click on the zoom pop-up menu. The zoom level choices will appear.

NOTE Sometimes the zoom pop-up menu will display only a few zoom levels, with a down-pointing triangle below them. Drag the mouse down in this case to display the rest of the zoom levels.

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2. Click on the desired zoom level. The slide will zoom on the slide canvas.

3. Click on View. The View menu will appear.

4. Point to Zoom. The Zoom submenu will appear.

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5. Click on the desired zoom choice: • Zoom In. Zooms in by one zoom level, from 75% to 100%, for example. • Zoom Out. Zooms out by one zoom level, from 100% to 75%, for example. • Actual Size. Zooms to show the slide at actual size, as determined by the presentation (slide) size you chose when you created the presentation. • Fit in Window. Zooms to the percentage that allows Keynote to display the entire slide in the slide canvas.

Viewing and Hiding the Toolbar If you prefer, you can hide the toolbar when you’re not using it in order to allow more room for viewing the presentation in the slide canvas and slide navigator. Here’s how to hide and redisplay Keynote’s toolbar.

1. Click on View. The View menu will appear.

2. Click on Hide Toolbar. The toolbar will no longer appear in the window, causing the window to shrink.

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TIP After you hide or show the toolbar, you can drag the lower-right corner of the Keynote window to resize the window as needed.

3. Click on View. The View menu will appear.

4. Click on Show Toolbar. The toolbar will reappear.

Viewing and Hiding Rulers Because every slideshow will typically contain a number of graphical elements—both to spark an audience’s attention and to communicate visually—Keynote includes rulers that you can display to help you align objects. You can control the origin (zero point) and units displayed on the ruler. To learn more, see “Setting Keynote Preferences” and “Understanding the Available Preferences” in Chapter 14.

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1. Click on View. The View menu will appear.

2. Click on Show Rulers.

The vertical ruler will appear along the left side of the slide canvas, and the horizontal ruler will appear across the top of the slide canvas.

3. Click on View. The View menu will appear.

4. Click on Hide Rulers. The rulers will be hidden.

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Working with the Inspector, Colors, and Fonts Windows Keynote includes three windows with settings for manipulating slides, objects, and text: the Inspector window, the Colors window, and the Fonts window. This section shows you how to hide and display each of these windows, as well as how to change between the various Inspectors in the Inspector window. The Inspectors include the Slide Inspector, Graphic Inspector, Metrics Inspector, Text Inspector, Build Inspector, Table Inspector, Chart Inspector, and Media Inspector. Later chapters explain how to use each of these windows to format a selected object on a slide.

1. Click on Inspector on the window toolbar. The Inspector window will open.

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2. Click on the desired Inspector button.

The specified Inspector’s choices will appear in the Inspector window.

3. Click on the Inspector window close button. The Inspector window will close.

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4. Click on Colors on the window toolbar. The Colors window will open.

5. Click on the Colors window close button. The Colors window will close.

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6. Click on Fonts on the window toolbar. The Fonts window will open.

7. Click on the Fonts window close button. The Fonts window will close.

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Getting Help Keynote uses the Mac OS X Help Viewer to present Help information. The Help Viewer works much like a Web browser. Click on topic links (formatted in blue and underlined by default) to navigate to the Help topic you need. The following steps show a basic Help navigation, but keep in mind that some Help Viewer links may take you to an online site or a search location.

1. Click on Help. The Help menu will appear.

2. Click on Keynote Help. Help Viewer will open.

3. Click on Contents in the Keynote Help window. A list of Help topics will appear in the left pane.

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4. Click on the topic you want. A listing of more specific Help topics will appear in the right pane of the Keynote Help window.

5. Click on the topic of interest. The topic will appear in the Keynote Help window. Use the Pg Up and Pg Dn keys to scroll the Help information as needed.

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NOTE When you select some Help topics, you may be prompted to connect to the Internet to download more information. Click OK to launch Internet Connect so that your system can dial your Internet connection. You also can use the modem status icon on the menu bar to connect to and disconnect from the Internet.

6. Click on the Back button or other links as needed. The Help Viewer window will navigate to the appropriate page. NOTE Click on the Keynote Help link at the top of any page to return to the initial Keynote Help page.

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7. If you click on a Tell me more link and see a list of topics like this, click on the topic you want in the top pane. A preview of the topic will appear in the bottom pane.

8. Click on the topic link in the bottom pane. The Help Viewer will display the specified page.

9. When you’ve finished viewing Help, click on Help Viewer. The Help Viewer menu will appear.

10. Click on Quit Help Viewer. Help Viewer will close.

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Reviewing the Sample Presentation Keynote includes an example presentation to give you tips for working with the Keynote application. These steps show you how to review the sample slideshow so that you can learn more on your own.

1. Click on File. The File menu will appear.

2. Click on Open Samples. A Finder window holding the icon for the sample presentation file will open.

3. Double-click on the Presentation Tips.key icon. The sample presentation will open in Keynote.

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4. Click on Play on the toolbar. The slideshow will start onscreen.

5. Click the mouse or press Spacebar to move to the next slide. The slideshow will advance.You can continue clicking or pressing Spacebar to view the entire slideshow, or press Esc at any time to quit the slideshow. When the slideshow finishes, the Keynote window will reappear.

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6. Click the window close button. The example slideshow will close.

TIP You can select an object on a particular slide in the sample presentation window and use the Inspector window to see what settings have been applied to the object. For example, on slide 12, you can select one of the circle objects and then review the settings for it in the Build Inspector.

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Quitting Keynote You can quit the Keynote application at any time to finish working and free up RAM in your system. Note that there’s no need to save your playlist before quitting. If you have unsaved work, you will be prompted to save it.

1. Click on Keynote. The Keynote menu will appear. 2. Click on Quit Keynote. If you have made changes to your presentation and have not saved them, Keynote will prompt you to do so.

NOTE If multiple slideshow files are open, a message box will ask whether you want to review changes. Click on the Review Changes button. After you do, Keynote will prompt you to save each open file.

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3. Click on Save. If you haven’t previously saved and named the presentation, a sheet will appear so that you can specify a file name and folder in which to save the file. See “Saving a File” in Chapter 5 to learn more about saving files.

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2

Starting a Slideshow

Keynote provides you with all the tools you need to create a terrific presentation. You can add content either by adding slides or working with the outline. Once you’ve sketched out the presentation, you can delete or move slides at will to improve the flow. In this chapter, you will learn how to: Make a new slideshow file. Fill in the title slide. Add other types of slides that include text, photos, tables, or charts. Select a slide. Move or delete a slide. Group, hide, and redisplay slides. Build a slideshow outline.

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Creating a New Slideshow Chapter 1 taught you that each time you start the Keynote application, by default it prompts you to create a new slideshow file. You also can create a new slideshow file at any later time. When you do so, you once again choose a presentation theme (look). Keynote creates a slideshow with a single title slide, waiting for your text.

1. Click on File. The File menu will appear.

2. Click on New. Keynote will display a sheet for you to choose a slideshow theme.

3. Scroll down, if needed, and then click on the theme you want. The theme will be highlighted in the list.

4. Click on the Presentation Size pop-up menu. The menu choices will appear.

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5. Click on the size you want. The new presentation will be set to the specified size.

6. Click on Choose Theme. A new presentation using the designated theme will appear.

The new presentation will include a single slide using the Title & Subtitle master slide. Keynote assigns a temporary name, Untitled X, to the slideshow file. You will replace that placeholder name when you save the file at a later time, as described in Chapter 5, “Working with Slideshow Files.”

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Completing the Title Slide The Title and Subtitle master includes two text placeholders: one for the slide title and one for the slideshow subtitle. Keynote applies this master to the first slide of a new presentation because traditionally, the first slide includes the presentation name and a subtitle (which may include the presenter’s name or the date instead). To fill in the placeholders on a title slide, you use the technique you use to fill in any text placeholder, as demonstrated next.

1. Double-click on the top (title) placeholder. The placeholder text will disappear, and a blinking insertion point will replace it.

2. Type the desired text. The text you type will appear. TIP When adding text to a title or subtitle placeholder, press Return to start a new line.

3. Click outside the placeholder. Keynote will accept your entry and deselect the placeholder.

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4. Double-click on the bottom (subtitle) placeholder. The placeholder text will disappear, and a blinking insertion point will replace it.

5. Type the desired text. The text you type will appear.

6. Click outside the placeholder. Keynote will accept your entry and deselect the placeholder.

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The completed slide remains onscreen.

NOTE By default, all slides in a slideshow use a horizontal (landscape) orientation. To format the slide with a vertical (portrait) orientation, you must change the slide dimensions manually. See “Changing Slide Size” in Chapter 3 to learn more.

Adding a Slide Keynote offers 12 different masters that combine different slide objects. The following table describes the available slide masters.

Slide Masters in Keynote Name

Description

Title & Subtitle

Contains placeholders for title and subtitle text. Typically used for the first slide in the presentation.

Title & Bullets

Contains placeholders for a title and a bulleted list. Use to list points to cover in the presentation.

Bullets

Contains a placeholder for a bulleted list only. Use to list points to cover in the presentation.

Blank

Contains no placeholders. Use for a slide to which you want to add a table or chart, or other graphic element.

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Slide Masters in Keynote (continued) Name

Description

Title-Top

Contains a title placeholder located at the top of the slide. Use for a slide to which you want to add a table or chart, or other graphic element.

Title-Center

Contains a title placeholder centered on the slide. Use when you want the slide to include a title only.

Photo-Horizontal

Contains a photo frame with a title placeholder below it.

Photo-Vertical

Contains title and subtitle placeholders on the left and a photo frame on the right.

Title, Bullets, & Photo

Contains a title placeholder at the top, a bulleted list placeholder at the left, and a photo placeholder at the right.

Title & Bullets-Left

Contains a title placeholder at the top and a bulleted list placeholder at the left, with blank space at the right for you to insert additional elements.

Title & Bullets-Right

Contains a title placeholder at the top and a bulleted list placeholder at the right, with blank space at the left for you to insert additional elements.

No matter what type of slide you want to add into your slideshow, the initial steps are the same.

1. Click on the New button on the toolbar. The new slide will appear after the current slide in the slide organizer.

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TIP To place a slide after a specific slide in the presentation, you must first select the slide after which you want to insert the new slide. See “Moving Between Slides” later in the chapter to learn how.

2. Click on Masters on the toolbar. A menu of the available masters will appear.

3. Click on the desired master. The specified master will be applied to the new slide.

TIP If you see a triangle at the bottom or top of a toolbar menu, that means some menu choices are hidden. Drag the mouse over the triangle to reveal the hidden menu choices.

4. Complete the slide using the techniques described next. The new slide content will appear.

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Adding a Text Slide A number of the masters include a placeholder for a bulleted list. If you selected one of these masters, here’s how to fill in its text.

1. Double-click on the title placeholder, if present. The placeholder text will disappear, and a blinking insertion point will replace it.

2. Type the desired text. The text you type will appear. 3. Click outside the placeholder. Keynote will accept your entry and deselect the placeholder.

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4. Double-click on the bulleted list placeholder. The placeholder text will disappear, and a blinking insertion point will replace it.

5. Type text for one list item and then press Return. The bullet item will appear, along with a bullet for the next item in the list.

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6. To create a sub-bullet, press Tab, type the item text, and then press Return. The indented bullet item will appear, along with a bullet for the next indented item in the list.

7. To return to the top bullet level, press Shift+Tab, type the item text, and then press Return. The bullet item will appear, along with a bullet for the next indented item in the list.

8. Repeat Steps 5 through 7 in any needed combination to build the list content. The bulleted list items will appear as you add them.

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9. Click outside the placeholder. The bulleted list will be deselected.

Adding a Photo (Graphic) Slide A number of the masters include a placeholder for a photo or a graphic. You can insert a snapshot that you’ve taken with a digital camera, a graphic that you’ve created in an application like Photoshop, or a piece of clip art that you’ve obtained. You can insert any type of graphic file that QuickTime supports, including Flash, PDF, TIFF, JPEG, and GIF image files. Use the following steps to add a picture to a slide using a master with a picture frame (placeholder).

1. Control+click on the photo frame (placeholder). A contextual menu will appear.

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2. Point to Place. A submenu will appear.

3. Click on Choose. A sheet will open so that you can choose the picture to insert.

4. Navigate to the folder holding the desired picture, if needed. The picture file will appear in the sheet.

5. Click on the desired picture. A preview icon for the picture will appear in the sheet.

6. Click on Place. The sheet will close, and the graphic will appear on the slide.

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7. Drag a corner of the graphic to size it as desired. When you release the mouse button, the graphic will assume the new size.

8. Drag the graphic over the placeholder. When you release the mouse button, the graphic will assume the new position.

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9. Click on Arrange. The Arrange menu will appear.

10. Click on Send to Back. The graphic will move behind the frame formed by the picture placeholder.

TIP At this point, you can fine-tune the graphic’s size and placement by dragging a corner handle or dragging from the center of the graphic.

11. Finish the slide by adding text to text placeholders as desired. The text will appear in the placeholders.

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K.I.S.S. When you’re delivering a presentation, keep in mind that you’re using a communication medium that’s quite different from an e-mail message, a memorandum, or a report. One key to an effective presentation is to simplify the presentation content by keeping these pointers in mind: • Keep your bulleted lists short and sweet. Three or four main points per slide should do it. • Limit the amount of data included in any table or chart. In particular, if a chart becomes too complex and overloaded with data, it tends to confuse rather than clarify key data. While the amount of data that will work will vary depending on the chart type, about three series (sets of related data) per chart is a good guideline. • Don’t let clutter obscure your message. Don’t feel like you have to put a picture or drawn object on every slide. Use such elements only when they enhance your message. • Cross-check your content to make sure slides present consistent information. I have a client company that’s absolutely hung up on flow charts. The problem is that most of the company’s flow chart graphics have become dated, typically making them inconsistent with text included elsewhere in the presentation. • If in doubt, leave it out. If you have data that’s incomplete or of questionable accuracy, don’t include it. Instead, include a speaker note about it in case a related question comes up. Otherwise, if you hand out copies of the slideshow contents to your audience, they’ll be walking away with that potentially wrong information. • Give any complicated word or phrase a test run. Say it out loud a few times. If you stumble over it repeatedly, revise the text to use simpler language.

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Adding a Table Slide As in a word processing document, a table on a slide helps organize information into neat rows and columns. None of the slide masters include a placeholder for a table. So before starting this process, apply the Blank or Title-Top master to a new slide you’ve added to the presentation.

1. Click on Table on the toolbar. A table grid will appear on the slide, and the Table Inspector will open.

2. Click on spinner buttons to change the number of Rows and Columns in the table as desired. The table grid will adjust to include the specified number of rows and columns.

3. Click on the desired horizontal and vertical Alignment settings. When you add text to the table, the text will use the specified alignments. 4. Click on the Table Inspector close button. The Table Inspector will close.

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5. Click on the upper-left table cell and type the desired text. The text will appear in the cell.

6. Press Tab. The selection highlight will move to the next cell.

7. Continue typing cell entries and pressing Tab to fill in the cells. The text will appear in the table.

TIP You also can click directly on any cell to make an entry there.

8. Finish the slide by adding text to text placeholders as desired. The text will appear in the placeholders.

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Adding a Chart Slide Charts present data in graphical format. Keynote offers eight different chart types: Column, Stacked Column, Bar, Stacked Bar, Line, Area, Stacked Area, and Pie. Each chart contains one or more series of information, with each series consisting of a group of related data points, such as all the data about a particular product line or year. A Pie chart contains only one data series. When you add a chart to a slide, the Slide Inspector appears automatically so that you can choose the desired chart type and formatting settings. (“Formatting a Chart” in Chapter 6 will provide more details about working with all the elements in a chart.) The Chart Data Editor window also opens so that you can enter the data for your chart. As you did for a table slide, apply the Blank or Title-Top master to a new slide you’ve added to the presentation before using the following steps.

1. Click on Chart on the toolbar. A default chart will appear on the slide, and the Chart Inspector and Chart Data Editor windows will open.

2. Click on the chart type button in the Chart Inspector, and then click on the desired chart type. The default chart will immediately display the new chart type.

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3. Edit the series names in the Chart Data Editor. To change each name, double-click on it, type a new name, and press Return. The revised series names will appear.

4. Edit the column (data point) names in the Chart Data Editor. To change each name, doubleclick on it, type a new name, and press Return. The revised names will appear.

NOTE By default, each row in the Chart Data Editor holds a single series, and each column holds a single data point or value (often for a specific period of time) for each series entry. To reverse this, click on the right button beside Plot Row vs. Column in the Chart Inspector.

5. Click on the upper-left data cell in the Chart Data Editor window and type the desired value. The value will appear in the cell.

6. Press Tab. The selection highlight will move to the next cell.

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7. Continue typing cell entries and pressing Tab to fill in the cells. The table will redraw to reflect your entries.

TIP You also can click directly on any cell, such as the first cell on the next row, to make an entry there.

8. Click on the Chart Inspector and Chart Data Editor windows close buttons. The windows will close.

9. Finish the slide by adding text to text placeholders as desired. The text will appear in the placeholders.

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Moving Between Slides (Selecting a Slide) The slides in a slideshow file work like pages in a word processing document. To work on a particular “page,” you must display that page of the document. In Keynote, moving to another slide displays that slide in the slide canvas. Once you’ve displayed the slide you want, you can then work on the slide contents. • In Navigator view or Outline view, click on the desired slide icon or thumbnail in the slide organizer. • In any of the views, press Pg Up to display the previous slide, or Pg Dn to display the next slide.

NOTE You also can press the Home key to go to the first slide in the show, or the End key to go to the last slide. However, not all Macs include an End key on the keyboard. In addition, I’ve found that this method works best for some reason in the Slide Only view. Sometimes pressing Home or End in another view doesn’t work as it should.

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Moving a Slide in the Show Chances are your presentation content will not spring from your brain in the perfect order, especially if you like to do a brain dump first and organize information afterwards. You can use the slide organizer to move a slide to a new position in the presentation at any time in Keynote. You must work in the Navigator or Outline view to move a slide to a new location.

TIP You can select multiple slides to move in the slide organizer. Use Shift+click to select multiple adjacent slides, or Å+click to select non-adjacent slides.

• In Navigator view, click on the thumbnail for the slide to move, and then drag it to a new position in the slide organizer. When you release the mouse button, the slide will move to the new position indicated by the blue arrow and line.

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• In Outline view, click on the icon for the slide to move, and then drag it to a new position in the slide organizer. When you release the mouse button, the slide will move to the new position indicated by the blue arrow and line.

CAUTION When moving a slide in the Outline view, be sure that the blue arrow appears as far left as possible, directly in line with the icons for other slides. If you instead drag a bit to the right, the moved slide will be inserted as bullet points within the slide above it, not as a separate slide. If this happens, you can use Shift+Tab to reinstate the slide (see “Building Slideshow Content in Outline View” at the end of the chapter), but you may have to reapply the desired master and reinsert any pictures, tables, or charts.

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Deleting a Slide Revising presentation content may include deleting slides that no longer suit the presentation message. For example, you may decide to delete a slide that’s wordy and makes the presentation too long. Or you may decide to copy a slide with a chart, try different chart formatting on the copied slide, and delete the one you like least.

1. Display or select the slide to delete. The slide will appear on the canvas. If you’re working in the Navigator or Organizer view, the slide thumbnail or icon will also be selected in the slide organizer.

2. Click on Delete on the toolbar. The slide will be removed from the presentation.

CAUTION Keynote doesn’t prompt you to verify the slide deletion. If you mistakenly delete a slide, click on the Edit menu, and click on Undo Delete.

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Grouping (Indenting) Slides When you have a lengthy presentation with dozens of slides, it becomes tougher to find a slide that you want to review or edit. To help you better navigate in a presentation file, you can group slides with similar content. Grouping slides enables you to hide and redisplay them in the slide organizer, as described in the next section.

1. Change to the navigator view. The slide organizer will appear at the left. 2. Select the slides to group or indent. (You can click on the first slide’s thumbnail, and then Shift+click on the last slide’s thumbnail.) The slides will also be selected in the slide organizer.

3. Drag the selected slides to the right until the blue triangle appears to specify the next indent level. When you release the mouse button, the selected slides will be grouped below the slide above them. A disclosure triangle will also appear beside the slide at the top of the group.

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Hiding and Redisplaying Slides Once you’ve created a group of slides, you can hide or display the group at any time. Note that the slides will not be hidden from the on-screen slideshow or any presentation printout. They will be hidden only in the slide organizer to facilitate slideshow navigation during editing.

1. Click on the down disclosure triangle. The slides in the group will be hidden in the slide organizer.

2. Click on the right disclosure triangle. The slides in the group will be redisplayed in the slide organizer.

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Building Slideshow Content in Outline View Content still reigns as king in all forms of communication, including slideshows. If you prefer to nail down the overall content first rather than worrying about slide layouts and graphics, you can use the Outline view to add slides to your presentation, and then use the techniques described in later chapters to choose a master and add various slide elements. After you’ve created a new presentation file and have specified a master, use the following steps to add slides to the presentation in Outline view.

1. Change to the Outline view. The slide organizer will appear at the left.

2. Click beside the slide icon in the slide organizer. A blinking insertion point will appear.

3. Type title text for the first slide, and then press Return. The title will appear, along with an icon for a new slide.

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4. Press Tab, type the subtitle for the first slide, and then press Return. The indented subtitle will appear, along with another indented bullet.

5. To create a new slide instead of another bullet item, press Shift+Tab, type the slide title, and then press Return. The slide title will appear, along with an icon for a new slide.

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6. Press Tab. Type bullet items, pressing Return after each. The bullet items will appear.

7. Add more slides, pressing Return to move to a new line, Shift+Tab to outdent (make a new slide), or Tab to indent (make bullet points) as needed. The slides will appear in the slide organizer.

NOTE If you plan to add a chart or table to a slide, just create the slide title in the Outline view.

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3

Enhancing Slides

When you design your slides, you aren’t bound to the layouts defined by the slide masters. You can position any number of additional elements on each slide, such as additional graphics or shapes that you draw. This chapter teaches you how to enhance slides with additional objects and more, including how to: Specify a new size for slides. Select and deselect objects. Add text and shapes. Add tables and charts. Insert a graphic from iPhoto or another source. Use Undo to remove changes.

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Changing Slide Size When you create each presentation file, you not only select a theme but you also choose a size for the slides in the presentation. As was noted in “Creating a New Slideshow” in Chapter 2, choosing a slide size at the starting point helps optimize the presentation for a particular display, such as your monitor or a projector, but the choices are limited. You may instead want to set your presentation to a truly custom size, such as 320 x 240 for a very small presentation size, or 600 x 800 for a portrait layout. You can change slides to any size that you need and prefer.

NOTE Keynote measures slide sizes in pixels. If your Mac’s display resolution is set to 800 x 600, then setting presentation slides to 400 x 300 yields a slide size that fills about half the screen.

The catch is that if you specify a slide size that’s not the same as the display resolutions (typically 800 x 600 and 1024 x 768) available for your Mac, elements on the slides and masters do not resize and correctly position themselves automatically. So if you choose a truly custom size for your slides, you’ll have to position all slide elements manually, as described in “Moving Objects” and “Resizing Objects” in Chapter 6.

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1. Click on File. The File menu will appear.

2. Click on Slide Size. Keynote will display a sheet for you to specify a new slideshow size.

3. Type the desired Width, and press Tab. The specified width will appear, and the Height text box entry will be selected.

4. Type the desired Height. The specified height will appear.

5. Click on OK. Keynote will display the slideshow slides in the new size.

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Selecting and Deselecting Slide Objects You can select any type of object on a slide, including a text box, table, chart, drawn object, or inserted picture. Selecting an object enables you to move, resize, and format it, as described in several later chapters. Use the following techniques to select and deselect objects. • Click on a single object to select it.

• Shift+click on additional objects to select them, as well.

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• Click on Edit, and then click on Select All or press Å+A to select all objects on a slide.

• Click outside any selection to remove the selection.

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Adding More Text You can add another text object to enhance any slide in a presentation. This technique gives you the ability to place text wherever needed on the slide.

NOTE It’s fun to create a medallion or starburst effect by layering a text object over a shape or image on a slide. (See “Layering Objects” in Chapter 6 to learn how.)

1. Click on Text on the toolbar. The text object will appear at the center of the slide. 2. Drag the text object to the desired location. When you release the mouse button, the text will remain in the specified location.

3. Double-click on the text object, and then type the desired text. The text will appear in the text box.

4. Click outside the text object. The object will be deselected.

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5. Click on the text object. White selection handles will appear.

6. Drag a handle to the desired location. The text box will resize.

7. Click outside the text object. The object will be deselected.

Adding a Shape You can draw one of six shapes (line, rectangle, oval, triangle, right triangle, and arrow) on any slide. You can add shapes for interest, or layer them with other objects you add onto a slide.

TIP You can use the choices on the Edit, Place submenu to insert the objects described in this chapter.

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1. Click on Shapes on the toolbar. A menu of shape choices will appear. 2. Click on the desired shape. The shape will appear at the center of the slide.

3. Drag the shape to the desired location. When you release the mouse button, the shape will remain in the specified location.

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4. Drag a handle to the desired location. The shape will resize.

5. Click outside the shape. The object will be deselected.

Adding a Table or Chart You can add a table or chart to any slide, no matter the layout. Of course, your table or chart will look better on a slide that allows ample room to allow for a readable size. Here’s the overall process for adding a table or chart to a slide:

1. Click on Table or Chart on the toolbar. The specified object will appear on the slide.

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2. Create the table or chart. The sections called “Adding a Table Slide” and “Adding a Chart Slide” in Chapter 2 cover the specific steps for creating each type of object. The table or chart will adjust to use the formatting and contents that you specify.

3. Close the Inspector and any other windows used to create the table or chart. You will be able to better see the table or chart’s position on the slide. The table or chart will remain selected.

4. Drag the table or chart or a selection handle. The table or chart will move or resize as specified. 5. Click outside the table or chart. The object will be deselected.

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Adding Images Slideshows have the most visual impact when they include attractive graphics. As was described in Chapter 2, you can add a variety of different graphic files to a slide, including a product snapshot that you’ve taken with a digital camera, a graphic that you’ve created in an application like Photoshop, or a piece of clip art that you’ve obtained. You can insert any type of graphic file that QuickTime supports, including Flash, PDF, TIFF, JPEG, and GIF image files. This section focuses on inserting graphics from various sources onto any slide.

Using Image Library Files Keynote includes several Image Library presentation files. Each file holds example graphic images that you can copy and paste onto a slide in your presentation. The following steps demonstrate how to insert a graphic from an Image Library file.

1. Click on File. The File menu will appear.

2. Click on Open Image Library. Keynote will open a Finder window for the folder holding the Image Library files.

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3. Double-click on the desired file. The file will open in Keynote.

4. Click on the slide holding the desired graphic in the slide organizer. The slide contents will appear on the slide canvas.

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5. Click on the desired graphic. Selection handles will appear.

6. Click on Edit. The Edit menu will appear.

7. Click on Copy. Keynote will copy the object to the Clipboard, a temporary holding area in your Mac’s memory.

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8. Click on Window. The Window menu will appear.

9. Click on the name of your slideshow. Keynote will return to your presentation.

10. Click on Edit. The Edit menu will appear.

11. Click on Paste. Keynote will place the copied object on the current slide. NOTE If needed, navigate to the slide where you’d like to place the pasted graphic by using Pg Dn or Pg Up or by clicking on the slide in the slide organizer.

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12. Drag the graphic object or a selection handle. The object will move or resize as specified. 13. Click outside the graphic. The object will be deselected. You can then use the Window menu to switch back to the Image Library file and close that file.

Using Your Own Graphics You can use a command on the Edit, Place submenu to insert a graphic file that you’ve scanned, snapped with a digital camera, or created in a graphics program onto any slide.

1. Click on Edit. The Edit menu will appear.

2. Point to Place. A submenu will appear. 3. Click on Choose. A sheet will open so that you can choose the picture to insert.

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4. Navigate to the folder holding the desired picture, if needed. The picture file will appear in the sheet. 5. Click on the desired picture. A preview icon for the picture will appear in the sheet.

6. Click on Place. The sheet will close, and the graphic will appear on the slide.

7. Drag the graphic object or a selection handle. The object will move or resize as specified.

8. Click outside the graphic. The object will be deselected.

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Using iPhoto Images If you’ve already imported images from a digital camera into iPhoto, you can drag any image from the iPhoto window and drop it directly onto a slide in Keynote.

1. Start iPhoto, select the album holding the desired photo, and position the iPhoto window so that Keynote is visible. Your screen will resemble this example.

2. Drag the desired photo onto the slide in Keynote. When you release the mouse button, the photo will appear on the slide.

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3. Click on the Keynote icon on the Dock. Keynote will become the active application.

4. Drag the image or a selection handle. The object will move or resize as specified.

5. Click outside the graphic image. The object will be deselected. You can then use the Dock to switch back to iPhoto and close it.

TIP You also can drag a picture file from any Finder window onto a slide to place the graphic on that slide.

Using Masked Images Some image creation and editing programs, such as Photoshop, enable you to create graphics with transparent areas. These images are called alpha channel or masked images.

TIP These types of images typically are in the PDF, PSD, or TIFF file format.

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• Insert a picture with transparent areas just as you would any other graphic, by using one of the techniques just presented.

• Move and resize the graphic as desired. If needed, use the Arrange, Send to Back command to move the graphic behind text or another object. As shown here, the transparent areas in the graphic remain transparent and do not cover objects in Keynote, such as the slide background.

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Using Undo Keynote offers the ability to undo an action you just completed or to redo an action that you’ve previously undone. Actually, you can undo several previous actions and then redo them as desired.

1. Click on Edit. The Edit menu will appear. 2. Click on Undo (action). Keynote will undo the action specified by the command name, which changes depending on the operation you last performed.

3. Repeat Steps 1 and 2 as needed. Keynote will undo additional actions as specified.

4. Click on Edit. The Edit menu will appear.

5. Click on Redo (action). Keynote will redo the action specified by the command name, which changes depending on the operation you last undid.

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4

Working with Slideshow Text

If you’re working with a particular presentation graphics program for the first time, it’s tempting to get caught up in all the stylish designs and fun effects. You must keep the substance of your presentation in mind, as well. Clear and accurate text will ensure that your message hits home with your audience. This chapter teaches you how to work with slide text, including how to: Make changes to text. Write speaker notes. Use automatic spell checking. Spell check the whole presentation. Find and replace text. Adjust text alignment and tab settings.

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Editing Text You can use a variety of editing techniques (the same ones used in a word processing program) to make the changes you desire to the text on any slide. Here are the actions you can take to edit text on a slide: • Start the process. Click on the text placeholder that holds the text to edit, and then click again within the text in the placeholder to position the insertion point there.

TIP To edit text in a table cell, click on the table, and then click in the cell to edit.

• Insert information. Press the left or right arrow key to move the insertion point within the text, and then type new information to insert.

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• Replace or delete a word. Double-click on the word to select it. Press Delete to delete the word, or type new information to replace the word.

• Replace or delete the entire entry or bullet item. Tripleclick the text to select all of the placeholder’s contents or a specific bullet item in a bulleted list. Press Delete to delete the selection, or type new information to replace the selection. • Finish your changes. Click outside the text placeholder to finish your edits.

TIP Press Å+A to select all the items in a bulleted list. Or drag with the mouse to select a particular phrase or part of a word.

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INSERTING SPECIAL CHARACTERS You can use the Mac OS X Character Palette to insert special characters like arrows, check marks, and stars within a slide’s text. 1. Within the text placeholder, position the insertion point where you’d like to insert the special character. 2. Click on Fonts on the toolbar. The Fonts window will open. 3. Click on the Extras pop-up menu in the Fonts window, and then click on Show Characters. The Character Palette window will open. 4. Click on a category in the left side of the Character Palette window. The characters in that category will appear at the right. 5. Click on the character to insert, and then click on the Insert button. The character will appear in the text, as shown here. You can then click on the Close button for the Character Palette window and the Fonts window to close them. To remove the button for the character palette from the menu bar, click on System Preferences in the Dock. Click on International in the System Preferences window, and then click on the Input Menu tab in the International Preferences window. Clear the check box beside Character Palette in the list of layouts. Then choose System Preferences, Quit System Preferences.

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Adding Slide (Speaker) Notes You can add speaker notes for any slide to use as you deliver the presentation. A speaker note might include additional information supporting a key point on the slide, more points to make if time allows, or an anecdote to add color to your delivery. Speaker notes do not appear onscreen when the presentation plays. You can print the slides with speaker notes (or not) as needed. (See Chapter 11, “Printing the Slideshow” to learn more about printing slides and notes.)

1. Click on View on the window toolbar. The View choices will appear.

2. Click on Show Notes. The notes field will appear below the slide canvas in the current view.

3. Display or select the slide for which you want to add notes. The slide will appear on the canvas. If you’re working in the Navigator or Organizer view, the slide thumbnail or icon will also be selected in the slide organizer.

4. Click in the notes field. The insertion point will appear in the field.

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5. Type your notes. The text will appear in the notes field. 6. Repeat Steps 3 through 5 to add notes for additional slides as needed. The insertion point will appear in the field.

NOTE Click on View on the toolbar, and then click on Hide Notes to close the notes field when you’ve finished creating speaker notes.

Spell Checking Text Every businessperson should spell check his or her work before sharing it with others. Even an experienced writer like yours truly makes the occasional typo. Keynote provides you the ability to spell check your slideshow as you build it or at any later time. The Keynote spell checker will check the text on slides, in tables and charts, and in speaker notes you add to slides.

CAUTION Also make it a practice to proofread your presentations carefully. Spelling checkers can’t flag certain errors, such as choosing the wrong word (for example, “there” instead of “they’re”).

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Spell Checking as You Type By default, Keynote will check spelling for you as you type text. Whenever you type a word that Keynote doesn’t recognize, a red dotted underline will appear below the word.

When that happens and you need to make a correction, use the following steps.

1. Control+click on the underlined word. A contextual menu with suggested spelling corrections will appear.

2. Click on the desired correction. Keynote will correct the text.

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The contextual menu also includes the Ignore Spelling and Learn Spelling choices. Click on Ignore Spelling if the word is spelled correctly (as for a last name) and you want Keynote to stop flagging it as misspelled in the current slideshow file. Click on Learn Spelling if the word is spelled correctly and you want Keynote to add the word to its dictionary of known words, so it never flags the word as misspelled.

TIP To turn automatic spell checking on or off, choose Edit, Spelling, Check Spelling As You Type.

Spell Checking the Entire Presentation If you’ve turned off automatic spell checking or have simply ignored it while building your slideshow, you should take the time to spell check the whole slideshow file. Doing so will prevent you from sharing or publishing any errors. You can start the spell check from any slide in the file.

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1. Click on Edit. The Edit menu will appear. 2. Point to Spelling. The Spelling submenu will appear.

3. Click on Spelling. The Spelling window dialog box will open if the spell checker finds a word that may have a spelling error. If the spelling error appears in a chart or speaker note, an additional window or pane may open to show the typo.

TIP If there are no misspellings, Keynote will simply beep.

4. Click on the appropriate button to deal with each found word, as follows: • Ignore. If the word is spelled correctly, click on Ignore to stop flagging it. • Find Next. Click on this button to skip the current word and find the next word that may be misspelled. • Correct. Click on the desired replacement word in the Guess list, and then click on Correct.

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NOTE To enter your own guess, type it in the text box below the Guess list, and then click on the Guess button. After you’ve selected a word in the Guess list, you can click on Learn to add it to the dictionary, or you can click on Forget to remove it from the dictionary.

5. Click on the Spelling window close button when a beep informs you that the spell check is finished.

TIP To find any misspelled word in the presentation without opening the Spelling window, choose Edit, Spelling, Check Spelling. Keynote will highlight the next misspelled word in the slideshow.

Finding and Replacing Text in a Slideshow You can find or replace text in a slideshow. Finding text works well when you want to jump to a particular slide, and you know that the slide contains a particular word or phrase. Replacing text makes it faster to substitute one word or phrase for another throughout the presentation. To handle either a Find or a Replace task, start from any slide in the slideshow and use the Find window.

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1. Click on Edit. The Edit menu will appear.

2. Point to Find. The Find submenu will appear.

3. Click on Find Panel. The Find window will open.

4. Type the text you want to find in the Find text box. To simply perform a Find operation, skip to Step 7.

5. Type the replacement text in the Replace with text box.

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6. Choose a Replace All Scope. Keynote will replace the Find text in the entire file or the current selection only, depending on your choice.

7. Choose Find Options. Depending on which options you check, Keynote will ignore case or find whole words only during the Find or Replace operation.

8. Click on Next.

Keynote will display and highlight the first instance of matching text. If you’re finding text only, you can close the Find dialog box or click on Next to find the next matching instance of the text.

9. Click on Replace & Find. Keynote will replace the first instance of matching text and find the next matching text. Repeat this step as needed to find and replace additional text.

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TIP Click on Replace All to replace all the text matches in the slideshow. Click on Replace to replace the current match without finding the next one.

10. When you finish making replacements as desired, click on the Find window close button. The Find window will close. NOTE To find matching text after you’ve closed the Find window, choose Edit, Find, Find Next.

Aligning Text Each text placeholder features default alignment and tab settings for the text within. As you design your slides and edit your text, you may decide to change these alignments and tabs to improve on the design at any time.

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Changing Alignment To change the alignment in a text placeholder, use the Text Inspector. You can choose to apply one of the following horizontal alignments to text in a placeholder: Align Left, Center, Align Right, or Justify. In addition, you can choose a vertical alignment setting: Align Top, Align Middle, or Align Bottom.

TIP You also can use the Format, Text submenu to change text alignment.

1. Click on the placeholder with the text to realign. The text placeholder will be selected.

2. Click on Inspector on the window toolbar. The Inspector window will open.

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3. Click on the Text Inspector button in the Inspector window. The Text Inspector settings will appear.

4. Click on the desired horizontal alignment. The text will realign in the placeholder.

CAUTION The bullets will not move when you change the horizontal alignment in a bulleted list.

5. Click on the desired vertical alignment. The text will realign in the placeholder.

6. Click on the Inspector window close button. (You also could click on Inspector on the toolbar again.) The Inspector will close.

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NOTE To change alignment for text within a table, click on the table to select it. Click on Inspector in the toolbar, and then click on Table Inspector. Choose your new alignment choices in the Inspector. To change alignment for a particular cell only, click on that cell after selecting the table, and then choose the desired alignment in the Table Inspector.

Setting and Using Tabs If you add text to a placeholder from a slide master, chances are that master will include settings for tab stops. If you add a text box to a slide, on the other hand, you’ll need to set up tab stops yourself. In either case, you use the rulers to add and edit tabs for a text box on a slide.

1. Click on the placeholder with the text to realign with tabs, and then drag over the placeholder text. The text will be selected.

2. Click on View. The View menu will appear.

3. Click on Show Rulers. The vertical and horizontal rulers will appear to the left of and above the slide canvas.

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4. To add each tab stop, click on the horizontal ruler. If you already typed tab characters into the text, the text will realign according to the new tab stops.

5. To delete a tab stop, drag it off the horizontal ruler. The tab will disappear, and text will realign if required.

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6. To change a tab stop type, Control+click on the tab stop, and then click on the new type. The text will realign based on the new tab type: Left Tab, Center Tab, Right Tab, or Decimal Tab.

TIP Or click repeatedly on a tab stop until it changes to the desired tab type.

7. Click on View. The View menu will appear.

8. Click on Hide Rulers. The vertical and horizontal rulers will disappear.

NOTE To set tabs for text within a table, click on the table to select it, click on a cell, and then click on text within the cell to select it. Then start from Step 2 of the preceding steps.

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5

Working with Slideshow Files

Not only does any presentation you build represent a significant investment of your time, but you also typically can reuse a presentation you’ve developed for several different audiences. Or you may encounter circumstances where you partially develop a presentation, and then need to finish it at a later time. For these reasons and others, you need to know how to manage the slideshow files that you create. In this chapter, you will learn how to: Save a slideshow file to a folder. Open a slideshow file you saved earlier. Open a slideshow file you’ve used recently. Switch to another open slideshow file. Copy a slideshow file. Return to the previously saved version of a slideshow. Close a slideshow file.

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Saving a File To be able to use a slideshow in the future or share a slideshow via e-mail or another medium, you have to save the slideshow file. During the save process, you assign a name for the slideshow file and specify the folder and disk where you’d like to save it.

1. Click on File. The File menu will appear.

2. Click on Save. A sheet with save options will open.

3. Navigate to the disk and folder where you want to save the slideshow file, if needed. The folder will appear in the Where box.

4. Type a file name in the Save As text box. The name will appear in the Save As text box.

5. Click on Save. Keynote will save the file in the location you specified. The file will remain open onscreen.

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Opening an Existing File Once you save and name a slideshow file, it will remain on your system’s hard disk or the network drive where you saved it until you delete or move the file. If you need to work on a slideshow or play it onscreen, you have to reopen the slideshow file onscreen. Follow these steps any time you need to open a slideshow file that you’ve previously created (and closed, as described in the later section called “Closing a File”).

1. Click on File. The File menu will appear.

2. Click on Open. The Open dialog box will open.

3. Navigate to the folder holding the slideshow file you want to open. The file will be displayed in the file list. You may need to do one or more of the following steps to locate the folder: • Click on the From pop-up menu; then click on the folder that holds the file. • Click on the scroll arrows below the folder and file list; then click on the desired folder or disk name.

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4. Click on the file that you want to open. A preview icon will appear at the right side of the Open dialog box.

5. Click on Open. The file will appear onscreen.

TIP Double-click a slideshow file icon in a Finder window to both launch Keynote and open the specified file.

Opening a Recent File By default, Keynote tracks the last several slideshow files that you’ve opened. If you want to reopen one of those files quickly, use the following steps.

1. Click on File. The File menu will appear. 2. Point to Open Recent. The submenu listing recently opened files will appear.

3. Click on the file to open. Keynote will open the specified file.

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TIP To clear the list of recently opened files, click on File, point to Open Recent, and then click on Clear Menu.

Moving to Another Open File Keynote enables you to have multiple slideshow files open at any given time. This means that you can switch between the open slideshow files as needed to verify information and make changes. Only the amount of RAM installed on your system limits the number of files you can open. Use the following process to switch between open slideshow files.

1. Click on Window. The Window menu will appear, listing open slideshow files at the bottom.

2. Click on the slideshow file that you want to use. The file will move to the front of other open files onscreen, becoming the current or active file.

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Saving a Copy of a File A razzle-dazzle presentation represents a significant investment of your time and other personal or organizational resources. The longer the slideshow and the animations and special elements it contains, the greater the investment. To preserve your investment, you should have a regular backup program in place. If you don’t have an application or a system that performs automated backups, you can (and should!) save a copy of each of your slideshow files at regular intervals. Use Keynote’s Save As command to create a backup copy of the current slideshow file.

TIP You also can use this technique when a slideshow you’ve already developed holds information that you need for a new slideshow. Make a copy of the slideshow file, and then update the copy with any new content that’s required.

1. Click on File. The File menu will appear. 2. Click on Save As. A sheet with save options will open.

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3. Navigate to the disk and folder where you want to save the slideshow file copy, if needed. The folder will appear in the Where box.

4. Type a file name in the Save As text box. The name will appear in the Save As text box.

5. If the original slideshow contains inserted movie files, click on Copy movies into document to check it, if needed. Keynote will copy inserted movies into the slideshow file copy when you check this option.

6. Click on Save. Keynote will save the file copy in the location you specified. The original file will close, and the new file copy will remain open onscreen.

NOTE In addition to creating a backup copy of your slideshow files, you should get in the habit of regularly copying those files from your system’s hard disk to a backup medium such as CD-ROM.

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Reverting a File Sometimes you may rethink a series of changes that you’ve made in a slideshow file. Rather than selecting the Undo command repeatedly to backtrack, you can simply revert the file to the contents it had the last time you saved it.

CAUTION You cannot undo a revert operation, so if there’s any chance you may need your recent changes to the file, use Save As to create a copy (and preserve the original) instead. The Save As operation will leave the original file as is and save the changes only in the file copy created.

1. Click on File. The File menu will appear.

2. Click on Revert to Saved. A sheet prompting you to confirm the revert operation will open.

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3. Click on Revert. The previous version of the file will appear onscreen, and all of your changes will be discarded.

Closing a File When you finish working with a slideshow file, you should close it to free up RAM and to prevent it from being damaged by any unexpected power or system problems. You can use one of three methods to close the current slideshow file: • Click on the File menu, and then click on Close.

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• Click on the red Close button in the upper-left corner of the file window. • Press Å+W.

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Part I Review Questions 1. How do you open the Keynote program? See “Starting Keynote and Creating a New Slideshow” in Chapter 1.

2. How do I change the view, zoom, and display other screen features? See “Working with the View” in Chapter 1.

3. I need to create a slideshow file. See “Creating a New Slideshow” in Chapter 2.

4. What types of slides can I add? See “Adding a Slide” in Chapter 2. 5. How do I select and deselect items on a slide? See “Selecting and Deselecting Slide Objects” in Chapter 3.

6. I need to add graphics to a slide. Help! See “Adding Images” in Chapter 3.

7. Can Keynote find my typos? See “Spell Checking Text” in Chapter 4.

8. I want to left align text. How do I do that? See “Changing Alignment” in Chapter 4.

9. How do I save a slideshow file? See “Saving a File” in Chapter 5. 10. I made changes I don’t want. Can I discard them? See “Reverting a File” in Chapter 5.

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I I

Editing Your Slideshow Chapter 6 Formatting Slide Elements .....................115 Chapter 7 Working with Slide Settings and Design.....................................................151 Chapter 8 Working with Slideshow Animation........175 Chapter 9 Adding Multimedia Elements .................191

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Formatting Slide Elements

Even a businessperson who lacks an artistic side suddenly becomes creative when working with a presentation graphics program. Keynote enables you to format the various elements of each slide until you achieve the appearance that presents your message best. In this chapter, you will learn how to: Change text formatting. Work with table and chart formatting. Reformat drawn objects and inserted graphics. Move and resize objects. Use other techniques to layer, position, and enhance objects. Create interesting effects with opacity settings.

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Formatting Text You may need to make adjustments to the appearance of text for both form and function. You can apply a different font (lettering type) that you prefer to text. If text is too small to be readable, you can increase its size. If text is taking up too much area in a slide, you can reduce its size. To format text, work with both the Fonts window and the Text Inspector.

1. Click on the placeholder for the text to format. Selection handles will appear.

TIP You can then drag over text within the placeholder to format only that text.

2. Click on Fonts on the toolbar. The Fonts window will open.

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3. Click on another font family in the Family list. The specified font family will be applied to the text.

4. Click on another font style in the Typeface list. The specified typeface style will be applied to the text.

5. Click on another font size in the Sizes list. The specified size will be applied to the text.

TIP You also can enter a specific size in the Sizes text box and press Return.

6. Click on Fonts on the toolbar. The Fonts window will close.

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7. Click on Inspector on the toolbar. The Inspector window will open. 8. Click on Text Inspector. The Text Inspector settings will appear. 9. Click on the Color box. The Colors window will open.

10. Drag the slider up on the color bar at the right. More colors will appear in the color wheel.

11. Click on the desired color in the color wheel. The color will be applied to the text.

12. Click on the Colors window close button. The Colors window will close. The Text Inspector will remain open.

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13. Click on the desired horizontal alignment. The alignment will be applied to the text.

14. Click on the desired vertical alignment. The alignment will be applied to the text.

15. Drag the Character slider to specify the spacing between characters. The character spacing will be applied to the text.

16. Drag the Line slider to specify the spacing between lines. The line spacing will be applied to the text.

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17. Click on Inspector on the toolbar. The Inspector window will close.

18. Click outside the text placeholder. The text will be deselected.

TIP Avoid using too much different text formatting on a single slide. Remember, your slides must remain readable for audience members. Stick with one or two fonts. Italic text is harder to read, so use it for emphasis only. And make sure that there’s enough contrast between the color of the text and the color of the background. Otherwise, the text will tend to blend into the background.

Formatting a Table Most slideshow themes apply only simple table formatting, including text alignment and a color and weight for the table borders. You can use the Table Inspector to improve on the formatting for any table in your slideshow.

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1. Click on the table to format. Selection handles will appear.

TIP You can then click on a single cell within the table or drag over multiple cells to select specific cells to format.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Table Inspector. The Table Inspector settings will appear.

4. Click on the desired horizontal alignment. The alignment will be applied to the text in the table.

5. Click on the desired vertical alignment. The alignment will be applied to the text in the table.

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6. Click on a Cell Border spinner button as needed. The table borders will display in the specified size (width).

7. Use the Color box to choose a color. (For more about choosing a color, see the steps in “Formatting Text” or refer to the later section, “Working with Colors.”) The color will be applied to the table borders.

NOTE To remove table borders, click on the pop-up menu to the right of the Cell Border spinner buttons, and then click on None.

8. Use the Cell Background pop-up menu to choose a background for the table cell(s). (See “Working with Fills” later in the chapter to learn more about specifying an object fill.) The specified background will appear in the table. 9. Click on Inspector on the toolbar. The Inspector window will close.

10. Click outside the table. The table will be deselected.

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NOTE You can combine cells in a table by selecting those cells and then clicking on Merge Cells in the Table Inspector. You also can split the selected row or column into multiple rows or columns by clicking on the Split Rows or Split Columns buttons in the Table Inspector.

Formatting a Chart You can make a variety of changes to a chart’s formatting by using the Chart Inspector. You can change the chart type, hide and display the chart legend, and work with formatting for other chart elements. The options in the Chart Inspector will vary slightly depending on the type of chart that you’re formatting. For example, when you’re formatting a pie chart, many of the options on the Axis tab of the Chart Inspector will be disabled.

1. Click on the chart to format. Selection handles will appear. 2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Chart Inspector. The Chart Inspector settings will appear.

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4. Click on Show Legend. The legend display will toggle on (checked) or off (unchecked). 5. Click on Axes & Borders buttons as desired. When a button is active (blue), the corresponding border will appear around the chart area.

NOTE Click on the Edit Data button in the Chart Inspector if you need to make changes to the charted data in the Chart Data Editor window. Click on the desired Plot Row vs. Column button when you need to change whether Keynote interprets rows or columns from the Chart Data Editor as the chart series.

6. Click on the X-Axis or Y-Axis pop-up menu, and then click on the desired tick mark or label setting. The specified setting will be applied to the chart.

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7. Enter Minimum and Maximum value axis values, and specify the desired number of steps for the value axis. The value axis will adjust as specified.

8. Choose Number Format settings as needed. The number format on the value axis will adjust as specified.

9. Click on the Series tab. The settings for formatting data series will appear. These settings will vary greatly depending on the chart type.

10. Choose Series formatting settings as desired. The appearance of the elements used to chart the series will adjust as specified.

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11. Click on Inspector on the toolbar. The Inspector window will close.

12. Click outside the chart. The chart will be deselected.

Formatting a Drawn Object or Graphic The Graphic Inspector enables you to change the fill or stroke (outline) for a drawn object or to change the stroke for an inserted graphic. (The Graphic Inspector also offers some additional settings that will be covered in later sections.)

TIP If you change the fill for an object, you can revert to the fill supplied by the slide master. To do so, Control+click on the object, and then click on Reapply Master to Selection. This technique works for returning the formatting of any slide element to the defaults supplied by the chart master.

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1. Click on the object to format. Selection handles will appear.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Graphic Inspector. The Graphic Inspector settings will appear.

4. Choose new Fill settings as desired. (See the later section called “Working with Fills” to learn more about applying fills.) The new fill will appear in the object.

5. Click on a Stroke spinner button as needed. The object border will display in the specified size (width).

6. Use the Color box to choose a color. (For more information about choosing a color, see the steps in “Formatting Text” or refer to the later section, “Working with Colors.”) The color will be applied to the table borders.

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7. Click on the pop-up menu to the right of the Stroke spinner buttons, and then click on the desired border style. The border style will be applied to the object.

8. Click on Shadow. The Shadow settings will become active.

TIP You can use the Shadow settings in the Graphic Inspector to apply a graphic to other types of slide elements, such as text or a table.

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9. Adjust Shadow settings as desired. The specified Shadow settings will become active: • Angle. Controls the shadow direction, relative to the position of the selected object. • Offset. Controls the width of the shadow. • Blur. Specifies how much of the shadow’s width to blur or blend. • Opacity. Sets the shadow transparency.

TIP You also can use the Color box in the Shadow area to change the shadow’s color.

10. Choose an Opacity setting. (See “Working with Opacity” later in the chapter to learn more about specifying opacity.) The opacity will be applied to the object. 11. Click on Inspector on the toolbar. The Inspector window will close.

12. Click outside the graphic. The object will be deselected.

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Working with Positioning As you build the slides for your presentation, you will often decide that you can improve on a choice you’ve made previously. In particular, if you’ve included a lot of graphics and drawn objects to add character to your slides, you will likely need to move, resize, and layer them. This section helps you tackle these key tasks, and some others.

Moving Objects While you can move an object by dragging it around, this section reveals some additional techniques you can use to position objects with greater precision.

1. Click on the object to move. Selection handles will appear.

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2. Drag the object to the desired location. When you release the mouse button, the object will stay in that position.

3. Click on Arrange. The Arrange menu will appear.

4. Point to Align Objects. The Align Objects submenu will appear. 5. Click on the desired alignment choice. The selected object will move to the specified position on the slide.

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6. If you have multiple objects selected and you want to align them relative to one another, click on Arrange. The Arrange menu will appear.

7. Point to Distribute Objects. The Distribute Objects submenu will appear.

8. Click on the desired alignment choice. The selected objects will move to equally spaced positions.

Resizing Objects You can resize an object as needed on a slide. Resizing comes in handy when you want to layer objects, as described in the next section. • To resize any object, click on it, and then drag a selection handle until the object reaches the desired size. • Press and hold Option+Shift while dragging a handle to resize the object proportionally.

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Layering Objects You can layer individual objects to create a more complex object for a slide. By default, when you drag an object over another object, it appears “in front of” the other object. You can control the order in which the layered objects appear in order to achieve the effect you want, as follows.

1. Click on an object, and then drag it over another object. Repeat this process as needed. The objects will appear stacked or layered on one another. By default, text will come to the front layer, or the top of the stack.

2. When you need to change the layering order, select the object to move. Selection handles will appear.

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3. Click on Arrange. The Arrange menu will appear.

4. Click on the desired layering choice. Bring Forward and Send Backward will move the selected object one layer in the specified direction. Bring to Front and Send to Back will move the object to the top (front) or bottom (back) of the pile of objects. Send to Back does not send the object behind the slide background, however.

These layered objects now appear like a single object on the slide.

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Grouping and Ungrouping Objects When you group selected objects, Keynote then treats the group as a single object that you can move and resize. Using a group saves you the trouble of having to move and resize the objects individually. A group can include any type of object on a slide.

1. Select the objects to group by using Shift+click. Selection handles will appear around the objects.

2. Click on Arrange. The Arrange menu will appear.

3. Click on Group.

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Grayed selection handles will show you that the objects have been grouped.

4. To remove the grouping from a selected group, click on Arrange. The Arrange menu will appear.

5. Click on Ungroup. Keynote will remove the object grouping, once again treating each object as a separate entity on the slide.

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Locking and Unlocking Objects Locking an object freezes its position on the slide. Locking also prevents you from making formatting changes to a slide. As shown here, x handles appear around a locked object, and the Inspector settings are dimmed because the object cannot be formatted.

1. Click on the object to lock. Selection handles will appear around the object.

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2. Click on Arrange. The Arrange menu will appear.

3. Click on Lock. The object will be locked on the slide.

4. To unlock a selected locked object, click on Arrange. The Arrange menu will appear.

5. Click on Unlock. Keynote will unlock the object.

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Flipping and Rotating Objects You can flip any object horizontally or vertically, or you can use a special technique to rotate the object to any angle you desire. In this way, you can control an object’s precise appearance and allow for better positioning on a slide. To flip a selected object, click on Arrange. Then click on either Flip Horizontally or Flip Vertically.

To rotate a selected object, press and hold the Å key while dragging a corner handle for the object. When you release the mouse button, the object will stay in the rotated position.

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Using Alignment Guides When moving objects, you may have noticed that yellow guidelines sometimes appear onscreen. These yellow guidelines are called alignment guides, and they help you align objects vertically or horizontally. When an object you’re moving is aligned horizontally with another object, a vertical alignment guide appears to cue you to release the mouse button. When an object you’re moving is aligned vertically with another object, a horizontal guide appears to cue you to release the mouse button. Alignment guides vary in length to tell you what you’ve lined a specific object up with. For example, here the alignment guide runs from the top to the bottom of the slide. This tells you that the text being moved is aligned to the horizontal center of the slide.

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In this case, the alignment guide runs from the left to the right side of the black rectangle. This tells you that the text being moved is aligned to the vertical center of the black rectangle. If needed, you can add you own alignment guides. The alignment guides you create will appear onscreen while you work, but they will not appear if you play or print the slideshow.

1. Click on View. The View menu will appear.

2. Click on Show Rulers. The vertical and horizontal rulers will appear at the left side and top of the slide canvas.

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3. Drag from a ruler. When you release the mouse button, an alignment guide will appear. You can then drag objects to align them to the alignment guide.

4. Drag an alignment guide back to a ruler. When you release the mouse button, the alignment guide will disappear.

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Using the Metrics Inspector Keynote offers one last way to work with the size, positioning, and rotation of any object: the Metrics Inspector. When you click on Inspector on the toolbar and then click on Metrics Inspector, the Metrics Inspector will appear. The Metrics Inspector will tell you the precise Size, Position, and Rotate settings for any selected object. You can change these settings as desired, and then click on Inspector on the toolbar to close the Metrics Inspector.

Working with Fills If you’ve tried all the earlier techniques in this chapter, you’ve seen that several different Inspectors give you the option of applying a new fill to a selected object, such as a table or a drawn object. You actually can apply three different types of fills: a color fill, gradient fill, or image fill. The following steps present an example of using the Graphics Inspector to apply each of these fill types, in turn, to a selected object.

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1. Choose Color Fill from the Fill pop-up menu. The Color box will appear. 2. Click on the Color box. The Colors window will open.

3. Drag the slider up on the color bar at the right. More colors will appear in the color wheel.

4. Click on the desired color in the color wheel. The color will be applied to the text.

5. Click on the Colors window close button.

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The Colors window will close, and the new fill will appear in the object.

6. Choose Gradient Fill from the Fill pop-up menu. The gradient choices will appear.

7. Click on each Color box and choose a gradient color from the Colors window. The gradient will use the specified colors, and you can close the Colors window.

8. Drag the Angle button dot. The gradient will rotate to the specified angle.

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TIP You also can use one of the arrow buttons to specify a top-down or left-right blend of the gradient colors. Or type a precise measurement in the text box beside the angle button.

9. Choose Image Fill from the Fill pop-up menu. The Image Fill choices will appear.

10. Click on Choose. The Open dialog box will appear.

11. Navigate to and click on the image to use for the fill. A preview icon will appear at the right side of the dialog box.

12. Click on Open. The image will be applied as the object fill.

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13. Choose the desired image size from the pop-up menu above the Choose button. The Image Fill image will be sized according to your choice.

Working with Colors As well, several Inspectors present one or more Color boxes that you can click on to open the Colors window. Alternately, you can click on Colors on the toolbar to open the Colors window. While there’s not room in this book to give you an exhaustive outline of all the ways you can use the Colors window to choose another color, here are a few pointers to help you work more effectively with the Colors window. Click on one of the buttons on the Colors window toolbar to choose another color selection method. For example, if you click on the Crayons button at the far right, you can click on one of the crayons that appear to choose a color.

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To choose a color found elsewhere on the slide, click on the magnifying glass, and then click on the desired color.

To specify a favorite color to appear at the bottom of the Colors window (no matter which selection method you choose), first choose the color so that it appears in the bar beside the magnifying glass near the top of the Colors window. Then drag the color from that bar to one of the spaces for favorites at the bottom. (Drag a color off one of the favorite spaces if you no longer want to keep it as a favorite.)

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Working with Opacity Finally, you can use the Graphic Inspector to change the opacity setting for selected text, graphics, and drawing objects. Drag the Opacity slider at the bottom of the Graphic Inspector or enter an opacity setting in the accompanying text box. The selected object will immediately use the opacity (transparency) setting you specify.

CAUTION If you plan to export your slideshow file to another format as described in Chapter 12, “Importing and Exporting Presentation Information,” use objects with transparency sparingly or not at all because transparency settings don’t always export correctly

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7

Working with Slide Settings and Design

Although the themes and slide masters available in Keynote accommodate a wide range of styles and information, you are not limited to the designs provided by Keynote or the ones you select initially. You can work with slide backgrounds and make other adjustments to ensure that a slide or your slideshow looks just as you want it to. In this chapter, you will learn how to: Reapply a master or apply another master. Apply another fill to the slide background. Create a bulleted or numbered list on a slide. Apply another slideshow theme. Obtain other themes online.

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Reapplying the Slide Master You learned in the last chapter how to use the Inspector and other tools to apply various types of formatting to the objects on your slides. If you decide later to remove that formatting from the objects on a slide, it would be time-consuming (and perhaps impossible) to remember all the original formatting settings for all the slide objects. In such a case, you can instead reapply the master to the slide to return to the original formatting settings supplied by the master.

TIP If a little plus icon appears at the bottom of a text placeholder, it means that you’ve added more text than can fit in the placeholder according to the slide master. Resize the placeholder to accommodate the text rather than reapply the master.

1. Go to or select the slide to which you want to reapply the master. The slide contents will appear in the slide canvas.

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2. Click on Format. The Format menu will appear.

3. Click on Reapply Master to Slide. Keynote will reapply the formatting from the slide master.

As you can see in this example, Keynote changed the font and placement for the title text. It also changed the fill for a rectangle on the slide. From here, you could adjust the slide elements as needed, undo the change, or try applying a different master to the slide.

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Changing to Another Slide Master You may also decide that you’re not satisfied with the master that you’ve applied to a particular slide. For example, you may create a slide with a graphic list using the Title-Center master, but decide later to jazz it up with a master that includes a bulleted list and a placeholder for a picture. You can use the following steps to apply a new master to a slide at any time.

CAUTION Of course, if you change from a master that includes a bulleted list to one that does not, the bullet text will be hidden. The bullet text remains in the presentation file, however, until you apply a master with a bulleted list to the slide.

1. Go to or select the slide to which you want to apply another master. The slide contents will appear in the slide canvas.

2. Click on Masters on the toolbar. The available masters will appear.

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3. Click on the master to apply. Keynote will apply the new slide master immediately.

You can then add content to the slide as desired.

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Formatting the Slide Background You may encounter instances where you like the overall layout of the slide, but you don’t like the background that the slide uses—especially if the slide includes a graphic frame for a picture, which must be removed for changes to the background to be visible. The following steps explain how to edit the background settings for a slide master.

CAUTION Any changes you make to the slide master affect all slides to which you’ve applied that master within the current slideshow file. You can use the Slide Inspector to change the background fill for a selected slide; unfortunately, that doesn’t work if the slide master includes a graphic image such as a picture frame.

1. Click on View. The View menu will appear.

2. Click on Show Master Slides. The master slides will appear in the top pane of the slide organizer.

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3. Click on the master to edit in the slide organizer. The master’s content will appear on the slide canvas.

4. Click on the slide background picture on the slide canvas. (If the slide doesn’t have a background picture, skip to Step 10.) The graphic will be selected, but no handles will appear because graphics in the default themes are locked.

5. Click on Arrange. The Arrange menu will appear.

6. Click on Unlock. Handles will appear around the background image.

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7. Press Delete. The picture will be deleted from the slide master.

8. Click on Inspector on the toolbar. The Inspector window will appear.

9. Click on Slide Inspector. The Slide Inspector settings will appear in the Inspector window.

10. Change the Background fill as desired. (Refer to “Working with Fills” in Chapter 6 to learn more about choosing a color, gradient, or image fill.) The new fill will appear immediately on the master and all slides to which you’ve applied that master.

11. Click on Inspector on the toolbar. The Inspector window will close.

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12. Click on View. The View menu will appear. 13. Click on Hide Master Slides. The master slides pane of the slide organizer will close, and your changes will be applied to the slideshow. You can then click a slide in the slide organizer (change to the Navigator view if needed) to continue working.

NOTE See “Editing a Master” in Chapter 13 to learn more about adding background objects and working with the content on a master.

Working with Bulleted Lists Virtually all slideshows contain bulleted lists because such lists offer an effective way to organize thoughts and information for an audience. Indeed, because many of us think in short snippets rather than fully formed paragraphs, a bulleted list format presents information in a format that’s easy for an audience member to process. This section shows you how to add a bulleted list to a slide, and how to change the bullet formatting for a bulleted list.

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Adding a Bulleted List to a Slide If you choose the Blank slide master or one with a title only, you can add a bulleted list to that slide with a few easy steps.

1. Go to or select the slide to which you want to add a bulleted list. The slide contents will appear in the slide canvas.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Slide Inspector. The Slide Inspector settings will appear.

4. Click on Show Body to check it. The bulleted list placeholder will appear on the slide.

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5. Click on Inspector. The Inspector window will close.

NOTE Keynote does not enable you to include multiple bulleted lists on a slide. It also does not allow you to format a text placeholder that you add with bullets, or to add bullets to text within a table.

Using Plain Bullets Even if you stick with plain old bullets (called text bullets) for a bulleted list, you can still make several formatting changes to the bullet appearance.

1. Click on the bulleted list to format. The list will be selected.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Text Inspector. The Text Inspector settings will appear.

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4. Type a new bullet character and press Tab. The bullet will be applied. 5. Use the Color box to apply a new bullet color. (See “Working with Colors” in Chapter 6 to learn about color selection methods.) The bullets will display the new color.

6. Click on an Align spinner button as needed. The bullet alignment will be adjusted, relative to the text.

7. Click on a Size spinner button as needed. The bullet size will be adjusted, relative to the text.

TIP Leave Scale with Text checked if you want Keynote to increase or decrease the bullet size when you change the font size.

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8. Click on Inspector. The Inspector window will close.

9. Click outside the bulleted list. The list will be deselected.

Using Numbers You can convert any bulleted list to a numbered list by changing the bullet style. A numbered list can be useful for communicating about the steps in a process, for example.

1. Click on the bulleted list to format. The list will be selected.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Text Inspector. The Text Inspector settings will appear.

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4. Choose the Number bullet style. The number bullet style will be applied to the bulleted list.

5. Choose the desired number style from the Style pop-up menu. The numbering style will be applied to the bulleted list.

6. Click on Inspector. The Inspector window will close.

7. Click outside the bulleted list. The list will be deselected.

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Using a Custom Image For the most custom bullet appearance, you can use a graphic file that you have as the bullets for a bulleted list on a slide. Keep in mind that simple, small image files work best in this situation.

1. Click on the bulleted list to format. The list will be selected.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Text Inspector. The Text Inspector settings will appear.

4. Choose the Custom Image bullet style. The Open dialog box will appear onscreen.

TIP If you previously selected a custom image bullet but want to change the image used, click on the Choose button below the bullet preview to open the Open dialog box.

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5. Navigate to the folder holding the desired image, if needed. The graphic file will appear in the dialog box. 6. Click on the desired graphic file. A preview icon will appear.

7. Click on Open. The dialog box will close, and the Text Inspector will preview the custom bullet.

8. Click on an Align spinner button as needed. The bullet alignment will be adjusted, relative to the text.

9. Click on a Size spinner button as needed. The bullet size will be adjusted, relative to the text.

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10. Click on Inspector. The Inspector window will close.

11. Click outside the bulleted list. The list will be deselected.

Using an Image Bullet Keynote also supplies a number of its own images that you can use as bullets in a bulleted list.

1. Click on the bulleted list to format. The list will be selected.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Text Inspector. The Text Inspector settings will appear.

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4. Choose the Image Bullet bullet style. The settings for image bullets will appear.

5. Choose the desired bullet image. The bullets will appear in the bulleted list.

6. Click on an Align spinner button as needed. The bullet alignment will be adjusted, relative to the text.

7. Click on a Size spinner button as needed. The bullet size will be adjusted, relative to the text.

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8. Click on Inspector. The Inspector window will close.

9. Click outside the bulleted list. The list will be deselected.

Changing the Theme You can make a more dramatic change to a slideshow by applying another slideshow theme. This process resembles selecting a theme when you create a new slideshow file.

1. Click on Themes on the toolbar. Keynote will display a sheet for you to choose a slideshow theme.

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2. Scroll down, if needed, and then click on the theme you want. The theme will be highlighted in the list.

3. Click on Retain changes to theme defaults to clear the checkbox. Clearing that checkbox will tell Keynote to reapply the theme defaults to all slide elements, rather keeping any formatting changes that you’ve previously applied.

4. Click on Choose Theme.

The new theme will be applied to the presentation.

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Finding More Themes Online Keynote by default includes a dozen themes. That’s not many if you create numerous presentations in your line of work. As such, a number of third-party companies have begun developing themes that you can download and install on your system. The http://www.apple.com/keynote Web site lists resources for themes. You can visit that page, or you can go directly to the Web site for a theme developer. The sites listed below feature both free and for-sale themes for Keynote. • http://www.keynotepro.com. This site sells professional themes for a modest cost: $20 or so. • http://www.keynoteuser.com. This site sells inexpensive themes created by pros, as well as offering a few themes like this for free download.

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• http://www.keynotehq.com. This is the Atlas shareware theme available from Keynote HQ. This site features professionally developed and user-contributed themes.

• http://www.keynotethemepark.com. As of this writing, this site primarily sells professionally developed themes, but it does offer one theme (shown here) for free. • http://www.keynotegallery.com. At $10 or so a pop, the themes on this site are reasonable in price and professional in appearance. Check out the site’s Resources link for free downloads, such as a Smiley theme.

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TIP Make sure the slide size for the theme you download or purchase is the same as the slide size that you want to use for your presentation files. Also pay attention to the types of elements included in the theme. Some themes may not include chart defaults, for example.

Once you use your Web browser to download a theme, it should expand automatically if the downloaded file is an archive, such as a .SIT or .PHP file. If the file doesn’t expand automatically, use the Stuffit Expander Utility in the Applications:Utilities folder to expand the file. The Keynote .KTH file should appear on the desktop. If the archive file expands to a folder on the desktop, double-click on the folder to see the .KTH file. Drag the .KTH file from the desktop into a Finder window for the :Library:Application Support:Keynote:Themes folder on your Mac’s hard disk. (You may need to create the Themes folder within the Keynote folder.) This makes the theme available to all users of your system. If you want to make the theme available only when you’re logged on to your Mac, drag the .KTH file into the :Library:Application Support: Keynote:Themes folder within your Home folder.

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NOTE More complicated themes may require additional installation steps, such as installing a font distributed with the theme. Consult any Read Me or other documentation file that comes with the theme to ensure you’re following all the installation instructions.

In Keynote, the newly added theme will be available to apply to any new or existing slideshow.

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8

Working with Slideshow Animation

Because a slideshow plays back onscreen, it need not be static, like printed slides or overheads. You can add transitions, animation, and builds to make your on-screen slide show come alive. In this chapter, you will learn how to: Apply a transition to a slide. Animate an object on a slide. Create a build effect for a bulleted list, table, or chart. Control the animation order.

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Specifying a Slide Transition A slide transition specifies how the whole slide will appear on the screen during the on-screen slideshow. By default, each slide simply appears when you move to that slide in the slideshow. For increased drama, you can have a slide dissolve onto the screen, appear cube by cube, or wipe the screen. Use the Slide Inspector to apply a transition to the current slide.

1. Click on Inspector on the toolbar. The Inspector window will open.

2. Click on Slide Inspector. The Slide Inspector settings will appear.

3. Click on the Transition pop-up menu. The available transitions will appear in the menu.

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4. Click on the desired transition. The transition will be selected for the slide.

A blue triangle will appear in the lower-right corner of the slide thumbnail in the slide organizer to indicate that the slide now includes a transition.

5. Click on the direction popup menu. The transition directions will appear in the menu.

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6. Click on the desired direction. The direction will be selected for the slide transition.

NOTE Each time you change a transition setting, the small preview in the bottom left corner previews the transition with the latest settings.

7. Drag the Speed slider. The specified speed will be applied to the slide transition.

8. Click on Inspector on the toolbar. The Inspector window will close.

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Animating a Single Object If desired, you can animate any single object on a slide by choosing a build-in or build-out setting for the object in the Build Inspector. For example, if you want to build only the slide title or a graphic inserted on a slide, you can do so.

1. Click on the object to animate. Selection handles will appear.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Build Inspector. The Build Inspector settings will appear.

4. Click on Build In or Build Out as desired. The settings for building in or out will appear. You can choose animation settings for the object on either or both tabs.

TIP If you want the animated item to appear without clicking the mouse, clear the First Build Requires Click check box.

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5. Click on the Build Style popup menu. The build choices will appear in the menu.

6. Click on the desired build. The build will be assigned to the selected object.

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7. Click on the Direction popup menu. The build directions will appear in the menu.

8. Click on the desired direction. The direction will be selected for the animation.

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9. Drag the Speed slider. The specified speed will be applied to the slide transition.

10. Click on Inspector on the toolbar. The Inspector window will close.

Creating a Build for a Bulleted List, Table, or Chart You can assign animation to create a build effect on a bulleted list, table, or chart. When you build any of these items, its components will appear onscreen one at a time, in the order that you specify. (For example, the items in a bulleted list will appear one bullet at a time.) The overall process for building these items is the same.

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1. Click on the bulleted list, table, or chart to build. Selection handles will appear.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Build Inspector. The Build Inspector settings will appear.

4. Click on Build In or Build Out as desired. The settings for building in or out will appear. You can choose build settings for the object on either or both tabs.

TIP If you want the first build item to appear without clicking the mouse, clear the First Build Requires Click check box.

5. Click on the Build Style popup menu. The build choices will appear in the menu.

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6. Click on the desired build. The build will be assigned to the selected object.

7. Click on the Direction popup menu. The build directions will appear in the menu.

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8. Click on the desired direction. The direction will be selected for the build.

9. Click on the Delivery popup menu. The choices for how to build the parts of the object will appear.

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10. Click on the desired delivery method. • For a chart, you can build items By Series, for example, or display the Background First and then other chart elements, or choose one of the other delivery methods.

TIP Click on the selected slide element to preview each part of the build in the Build Inspector.

• For a bulleted list, you can build items By Bullet or By Bullet Group (if the bulleted list includes indented bullets).

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• For a table, you can build items By Row, By Column, By Cell, or according to one of the other delivery styles.

11. Drag the Speed slider. The specified speed will be applied to the build.

12. Click on Inspector on the toolbar. The Inspector window will close.

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Working with Build Order If you’ve animated multiple items on a slide, you can control the order in which they build in or out. For example, say you have applied builds to the slide title, subtitle, and a graphic on the slide. You can have the graphic appear first on the slide, followed by the title and subtitle. When multiple items on a slide have builds assigned, the Order setting in the Build Inspector becomes active. By default, the items build in the order in which you applied the builds, but you can use the Order setting to specify a new build order.

1. Click on the first item to build on the slide. Selection handles will appear.

2. Click on Inspector on the toolbar. The Inspector window will open. 3. Click on Build Inspector. The Build Inspector settings will appear.

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4. Click on the Order pop-up menu. The order choices will appear.

5. Click on the desired Order setting. The new order choice will be applied to the selected object.

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6. Click on the next animated object on the slide. Selection handles will appear.

7. Assign the desired Order setting. The new order choice will be applied to the selected object.

8. Repeat Steps 6 and 7 to apply the appropriate build order to each of the slide objects. The objects will build as specified during the on-screen slideshow.

9. Click on Inspector on the toolbar. The Inspector window will close.

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Adding Multimedia Elements

Early presentation graphics programs enabled you to place only simple text and graphics on slides. Today’s more sophisticated presentation graphics programs enable you to incorporate a variety of multimedia elements to enhance a slideshow. In this chapter, you will learn how to: Insert a QuickTime movie, animation, or song file into a presentation. Adjust playback settings for any multimedia item.

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Inserting a QuickTime Movie or Flash Animation You can support any type of multimedia file that QuickTime supports onto a slide. The latest version of QuickTime (6.3) supports QuickTime movie (MOV) and Flash animations (SWF).

CAUTION In my tests, Keynote supports only Flash animations published in Flash 5 or earlier formats. Keynote does not currently support transparency in Flash animations, nor animated GIF files.

No matter what kind of multimedia element you want to insert on a slide, the process is the same.

1. Go to or select the slide where you want to insert the movie or animation. The slide contents will appear in the slide canvas.

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2. Click on Edit. The Edit menu will appear.

3. Point to Place. A submenu will appear.

4. Click on Choose. A sheet will open so that you can choose the multimedia element to insert.

5. Navigate to the folder holding the desired movie or animation, if needed. The movie or animation file will appear in the sheet.

6. Click on the desired movie or animation. A preview icon will appear in the sheet.

7. Click on Place. The sheet will close, and the movie or animation will appear on the slide.

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8. Drag the multimedia object or a selection handle. The object will move or resize as specified.

9. Click outside the multimedia object. The object will be deselected.

When you play the on-screen slideshow and display the slide holding the movie or animation, the movie or animation begins to play back.

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TIP You can use the Build Inspector to assign a build to the animation to enhance its effectiveness even further. See “Animating a Single Object” in Chapter 8 to learn more.

Inserting Music Keynote also supports music file formats recognized by QuickTime 6.2 or later, including MP3 music and AAC music (M4P). Insert a music file on the slide where you want the music playback to begin during the slideshow.

TIP iTunes 4 can convert files from your audio CDs into either MP3 or AAC files. To learn more about using iTunes 4 to create and manage digital music, consider purchasing iTunes 4 Fast & Easy from Premier Press.

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1. Go to or select the slide where you want to insert the music file. The slide contents will appear in the slide canvas.

2. Click on Edit. The Edit menu will appear.

3. Point to Place. A submenu will appear. 4. Click on Choose. A sheet will open so that you can choose the music file to insert.

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5. Navigate to the folder holding the desired song file, if needed. The song file will appear in the sheet. 6. Click on the desired song file. A preview icon will appear in the sheet.

7. Click on Place. The sheet will close, and an icon for the song file will appear on the slide.

8. Drag the music file icon. The icon will move as specified.

9. Click outside the icon. The icon will be deselected.

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When you play the on-screen slideshow and display the slide holding the inserted song file, the song file begins to play back. The icon does not appear onscreen. The song file stops playing when you click or press Spacebar to move on to the next slide in the slideshow.

Changing Multimedia Playback Settings You can use the Media Inspector to test playback of a multimedia element inserted onto a slide or to adjust playback settings for the multimedia element.

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1. Click on the multimedia object or icon. Selection handles will appear.

2. Click on Inspector on the toolbar. The Inspector window will open.

3. Click on Media Inspector. The Media Inspector settings will appear.

4. Drag the Poster Frame slider to the desired position. This setting applies to movies and animations only. The frame you specify with this slider will appear on the slide when the movie or animation is not playing, such as on printouts of the slide.

5. Click on the Repeat pop-up menu. The available repeat settings will appear.

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6. Click on the desired repeat setting. • None. Plays the movie, animation, or song once, and then stops it. • Loop. Plays the multimedia element over and over until the user advances the slideshow to the next slide. • Loop Back and Forth. Plays the multimedia element start to finish, then backwards, repeating the process over and over until the user advances the slideshow to the next slide.

7. Drag the Volume slider to the desired position. The multimedia element will play back at the specified volume.

TIP Use the Controls to test the multimedia object playback with any new settings you’ve selected in the Media Inspector.

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8. Click on Inspector on the toolbar. The Inspector window will close.

9. Click outside the multimedia object. The object will be deselected.

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Part II Review Questions 1. How do you choose another font for text on a slide? See “Formatting Text” in Chapter 6.

2. How can I change the chart type? See “Formatting a Chart” in Chapter 6.

3. Can I use an image file as an object fill on a slide? See “Working with Fills” in Chapter 6.

4. I don’t like my formatting changes on a slide. Can I undo them? See “Reapplying the Slide Master” in Chapter 7.

5. I need a jazzier slide background. See “Formatting the Slide Background” in Chapter 7.

6. My friend told me I can get other themes. Got any ideas? See “Finding More Themes Online” in Chapter 7.

7. My slideshow is boring. Can I change how slides appear? See “Specifying a Slide Transition” in Chapter 8.

8. Can I set up bullets to appear one by one during a slideshow? See “Creating a Build” in Chapter 8.

9. How do I add a movie to a slideshow? See “Inserting a QuickTime Movie or Flash Animation” in Chapter 9.

10. The movie needs more volume during playback. See “Changing Multimedia Playback Settings” in Chapter 9.

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I I I

Viewing and Distributing Your Slideshow Chapter 10 Playing the Slideshow.............................205 Chapter 11 Printing the Slideshow............................217 Chapter 12 Importing and Exporting Presentation Information .............................................239

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Playing the Slideshow

Ladies and gentlemen, allow me to introduce… the on-screen slideshow! When you’ve refined the presentation appearance and have checked (and rechecked) all your text, you’re ready to deliver it onscreen. In this chapter, you will learn how to: Start and control the show. Exit the show when desired. Mark a slide to be skipped. Work out the kinks when you’re delivering the slideshow.

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Playing the On-screen Slideshow Playing back an on-screen slideshow enables the viewer to see the animation effects and hear any music that you’ve included on a slide. As well, movies and animations that you’ve placed on a slide will play automatically when you reach the slide (unless you’ve assigned a build to the slide object). Use the following steps when you want to play your slideshow for an audience.

NOTE On-screen slideshows in Keynote require that you advance each slide manually. See “Exporting the Slideshow as a QuickTime Movie” in Chapter 12 to learn how to create a self-playing QuickTime movie of your presentation.

1. Display or select the slide from which you want to start presentation playback. The slide will appear on the canvas.

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2a. Click on Play on the toolbar. OR

2b. Click on View, and then click on Play Slideshow.

TIP You also can press Option+Å+P to start the slideshow.

Slideshow playback will begin.

3. Press Spacebar, Right Arrow, Down Arrow, or Pg Dn, or click the mouse.

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The next slide or build item will appear onscreen. Continue repeating Step 3 to advance through the presentation as needed.

4. Press Left Arrow, Up Arrow, or Pg Up, or click the mouse.

The previous slide or build item will appear onscreen. (A bullet list that builds will be treated as a single build item in this instance.)

5. Press Home or End. NOTE Some systems, such as iMacs, do not include an End key on the keyboard.

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The first slide (Home) or last slide or build item (End) will appear onscreen.

CAUTION If you’ve burned a copy of your slideshow file to a CD-R or DVD-R in order to take it on the road, be sure to copy the slideshow (.pkg) file to the hard disk of the playback system. CD and DVD drive access times really are still too slow to play back a presentation effectively, especially if the presentation file contains abundant graphics and movies.

Exiting the Show Rather than truly pausing the slideshow, you can display a black screen at any time. To do so, press the B key on the keyboard. To return to the regular view of the slideshow, press the B key again.

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If you instead want to stop playing the slideshow at any time, press Esc, Q, or Å+. (period). The Keynote window will reappear and show the slide you last viewed in the slideshow.

Skipping Slides The latest upgrade to Keynote, Keynote 1.1, adds the ability to skip slides during presentation playback. You can download the upgrade for free from the Keynote Website at http://www.apple.com/keynote. You need to mark the slide in the presentation that you want to skip. This technique comes in handy when you need to adapt a presentation “on-the-fly” for multiple audiences. You can skip and stop skipping particular slides as needed, without having to delete them from the presentation and rebuild them later. The following steps show how to skip and unskip a slide in the Navigator view.

TIP In Slide Only view, use Pg Up or Pg Dn to display the slide to skip (or not), and then choose Slide, Skip Slide or Slide, Don’t Skip Slide.

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1. Click on the slide to skip in the slide organizer. The slide will be selected.

2. Control+click on the slide to skip in the slide organizer. The contextual menu will appear. (You also could click on the Slide menu.)

3. Click on Skip Slide. The skipped slide’s thumbnail will be reduced to a narrow bar in the slide organizer.

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4. To unskip the slide when needed, click on the bar for the slide to unskip in the slide organizer. The slide will be selected.

5. Control+click on the bar for the slide to unskip in the slide organizer. The contextual menu will appear. (You also could click on the Slide menu.)

6. Click on Don’t Skip Slide. The skipped slide’s thumbnail will reappear in the slide organizer.

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Tips for a More Successful Presentation Chapter 14 discusses setting preferences for Keynote, including how to work with settings for displaying the presentation on one monitor and speaker notes on another. Because the Keynote documentation gives a good description of these procedures, and the actual connections and settings to be used will vary greatly depending on the type of external display (monitor, VGA or DVI projector, TV) being used, I won’t cover the details here. I will, however, pass along a few pointers and troubleshooting hints here to help you avoid those little “uh-ohs” that often occur when you have to deliver a slideshow: • Always call ahead to make sure your presentation site has an external display and screen, if needed. • If possible, test your presentation on similar equipment before you leave your office to ensure that everything is working correctly. • Virtually all Macs support use of an external display of some type. For example, my iMac has a separate VGA port that enables me to plug in a second monitor or VGA projector. I can’t show different content on the second monitor, but it does display the presentation nicely. (On the other hand, most PowerBooks and iBooks also can output to various displays using various types of connections.) If you’re working with one of these systems, click on System Preferences on the Dock and then click on Displays. The Displays tab will include an Arrange tab that you can use to show the same thing on both displays (mirroring) or to show different information on each display (dual-monitor). (Note that you can only mirror the displays on iBooks.)

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• If you connect an external display and it doesn’t work immediately, click on System Preferences on the Dock, and then click on Displays. Change the Resolution and Refresh Rate settings on the Display tab until the picture appears on the external display.

• If transitions look choppy on a low-end VGA projector that you’ve connected, open the Displays pane of System Preferences, and try another Refresh Rate setting. DVI projectors generally don’t have this issue. • If your presentation stutters heavily or has artifacts (fuzzy or blocky spots), the problem could be due to insufficient VRAM (video RAM) in your system. The system must have at least 8M of VRAM to play animation, but 32M of VRAM is preferred. Try adjusting the display settings to use fewer colors or a smaller resolution.

TIP To make more resolutions and other choices available on the Display tab of the Displays pane in System Preferences, clear the Show modes recommended by the Display check box.

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• If you like to “work the room” while you deliver your presentation, consider purchasing a wireless remote control. These devices have two pieces, a wireless controller that plugs into a port on your Mac (usually the USB port), and the remote control itself (which often incorporates a laser pointer). Mac OS X compatible wireless remote controls include the Keyspan Presentation Remote (http://www.keyspan.com), the Power Presenter (http:// www.powerremote.com), the RemotePoint (http://www. interlinkelectronics.com), and the Logitech Cordless Presenter (http://www. logitech.com). • Export a backup version of your slideshow as a QuickTime file (see Chapter 12), and take it with you to your presentation location. This way, if you experience difficulties playing back the Keynote presentation, you can try the QuickTime version instead. • If QuickTime video is playing back in a jerky fashion on a second display, choose Keynote, Preferences in the Keynote application. Check the Present on Secondary Display check box.

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11

Printing the Slideshow

In an ideal world you would skip working with paper and deliver your presentation only onscreen. In the real world, you will likely need to print your presentation for a variety of reasons: to seek feedback from colleagues, to deliver the information to someone with whom you can’t meet directly, or to prepare handouts for your audience. In this chapter, you will learn how to: Change the page setup. Choose other print settings, including setting up for printing handouts and speaker notes. Print your slides or the slideshow outline.

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Changing the Page Setup To print to a particular type of paper or rotate the slides on the paper, you need to work with the page setup choices. You can change the orientation, choose a paper size, and even scale the printout.

1. Click on File. The File menu will appear.

2. Click on Page Setup. The Page Setup sheet will open.

3. Click on the Format for pop-up menu and then click on the printer you want to use for the print job. The Page Setup dialog box will display your choice.

4. Click on the Paper Size popup menu and then click on the paper size you want to use for the print job. The document will be reformatted for the specified paper size, if required.

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5. Click on the desired Orientation button. Keynote will print the pages in a rotated orientation, if specified. 6. Edit the Scale setting, if necessary. Keynote will print the document with the specified scaling.

7. Click on OK. Your page setup choices will be applied to the slideshow, and the sheet will close.

Changing Print Settings In addition to choosing the page settings found in the Page Setup sheet, you also can change a variety of print settings in the Print sheet before you send the job to the printer. Follow these steps to open the Print sheet, choose a printer, and display additional print options. The remainder of this section details the choices available in each of the print settings categories, including such topics as how to print speaker notes or handouts. The available categories of advanced printing options will vary depending on the capabilities of your printer.

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1. Click on File. The File menu will appear.

2. Click on Print Slides or Print Outline (depending on which item you intend to print). The Print sheet will open.

3. Click on the Printer pop-up menu and then click on the printer to use for the print job. (This should be the same printer that you chose in the Page Setup sheet.) The Print sheet will display your choice.

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4. Click on the category popup menu at the center left of the dialog box, and then click on the desired category. The available printing option categories for your printer will appear.

TIP If you want to print a quick draft copy of your slides, choose File, Print Slides. In the Print sheet, click on the Presets popup menu, and then click on Draft 4 Up. Click Print to send the draft job to the selected printer.

Specifying Copies and Pages Use the Copies & Pages category of printing options as follows if you want to print more than one copy of your slideshow or if you want to print only certain pages: • Copies. Edit this setting to print more than one copy of the slideshow.

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• Collated. If you print multiple copies of the slideshow and check this option, the entire first copy will print, then the entire second copy, and so on. This saves you the trouble of having to separate the pages for each copy after printing. • Pages. To print only some of the slides in the slideshow, click on the From option, and then enter the page numbers for the range of pages (slides) to print in the accompanying text boxes.

Adjusting the Layout If your printer supports special capabilities, such as printing multiple document pages on each piece of paper, use the Layout category of printing options to choose the desired settings for your print job: • Pages per Sheet. Open this pop-up menu and click on the number of slides to print on each sheet of paper: 1, 2, 4, 6, 9, or 16 slides per sheet.

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• Layout Direction. Click on one of the thumbnails here to control the order in which the printer prints multiple slides on each sheet of paper. • Border. If you want to include a border around each slide— whether or not you’re printing slides per sheet— choose the desired border style from this pop-up menu.

Printing Duplex Pages Some printers support duplex printing—printing on both sides of each sheet. If the printer you’ve selected supports duplex printing, use the following printing options to enable and control duplex printing: • Print on Both Sides. Check this option to turn on duplex printing and enable the Binding choices. • Binding. Click on the appropriate thumbnail to specify whether you want to bind the duplexed slide pages along the sides or top. Your printer will shift the page contents slightly to the sides or down to accommodate the selected binding style.

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NOTE Unless your printer has a special duplex tray or feeder, you will have to print one side of the pages, turn them over, and then print the other side when prompted. This can be tricky, because it requires that you rotate the pages in a certain way for the second print pass. Consult the printer’s documentation for more help on using the printer for duplex printing.

Specifying Print Quality, Paper Feed, and More The category of settings that controls the quality of a print job, specified paper tray, and so on will use a different name, depending on the selected printer. For example, for my laser (black and white) printer, this category is called Image Quality. (And I have to choose the paper type in a separate category called Printer Features.) When I select my color inkjet printer to print a slideshow, the category becomes Paper Type/Quality. In addition, the settings in the category vary dramatically depending on the selected printer. The following examples enable you to review some of the settings that may be available for your printer.

NOTE The available settings also depend somewhat on how well Mac OS X supports your printer. Check the Apple Web site and the Web site for your printer manufacturer to ensure that you have the latest drivers for running your printer under Mac OS X. This ensures that the best control possible will be available to you when you use the printer under Mac OS X.

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• Paper type. If your printer offers a pop-up menu for choosing a paper type, be sure to make the appropriate choice. Inkjet printers will automatically adjust the amount of ink applied to best saturate the selected paper type. Use this setting to select a transparency film paper type when you want to create overheads of your slides.

• Quality or resolution. Choose the desired print quality setting from among the choices presented. If your printer instead presents a resolution choice, note that a higher resolution setting (with a larger dpi number) results in a higher-quality printout. Keep in mind that a better quality printout also requires longer to print. • Paper source or tray. If you’ve placed the paper for the print job in a particular tray or feeder, be sure to choose the appropriate location.

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• Color or tone options. Some printers offer settings for fine-tuning image appearance during printing. For example, many printers (both laser and inkjet) offer an automatic resolution enhancement (or automatic image enhancement) feature that smoothes angles, curves, and edges to remove any jaggedness. Some black and white laser printers offer control over the number of levels of gray in the printout, with more levels providing smoother tonal transitions. As shown here, many color inkjet printers give you the ability to adjust the color saturation, brightness, or tone (warm versus cool) of the printed images.

• Ink or toner coverage. For most printers, you can adjust the amount of ink or toner used for the printout. For example, my laser printer offers an automated feature for conserving toner. Note that uncoated (non-glossy or non-photo) papers typically have a more porous surface and require more inkjet ink for satisfactory results.

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TIP If you have any doubts about the printing settings you’ve chosen, print a single page of the slideshow as a test. Because slideshow printouts can take several minutes, a single page test will save you time and supplies.

Printing Speaker Notes and More When you need to print speaker notes you’ve added for slides or would like to create handouts for your audience members, choose the Keynote category of settings in the Print sheet.

NOTE The Keynote category is not available when you choose File, Print Outline.

• Print. Click an option here to choose whether you want to print the Slides in the slideshow, Slides with Notes, or Handouts. • Print dark backgrounds as white. Many of the backgrounds for the themes available by default in Keynote are very dark. Because printing such dark backgrounds consumes a lot of toner and causes the printout to take longer, you can enable (check) this option to skip the background printing, which will print only the text and other objects on the slide.

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NOTE If you choose to print the Slides with Notes option, Keynote will print a single slide per page, with the notes below the slide, as shown here in a presentation saved as a PDF file.

NOTE If you choose to print the Handouts option, Keynote will print four slides per page, aligning them to the left to allow room for audience members to take notes.

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• Print each stage of builds. Check this check box if you want the printout to include a separate page each time a build item would be displayed for the slide onscreen. This achieves printout pages that “build,” as well. • Include skipped slides. In “Skipping Slides” in Chapter 10, you learned that the Keynote 1.1 upgrade (downloadable for free from Apple) includes the capability to mark a slide as skipped in the presentation. If you want the printout to include any slides that you’ve specified to be skipped during an onscreen show, click on this check box to check it. • Add borders around slides. Check this check box to include a printed border around each slide. You definitely should enable this feature if you opt not to print dark slide backgrounds or if your slides use a white background; otherwise, the slides will not have boundaries on the printout pages. • Include slide numbers. When this option is checked, the slide number prints for each slide in the printout.

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Viewing Summary Information Rather than reviewing each category of advanced printing settings, you can check the Summary category to check your choices one last time before you send the job to the printer.

NOTE The Output Options category provides one method for saving the slideshow as a PDF file for viewing in the Mac OS X Preview application or the Adobe Acrobat Reader application. When you check the Save as File check box in that category, the Print button in the Print dialog box changes to the Save button so that you can save the file. You also can click on the Save as PDF button on the Print sheet to save the file as a PDF file. In either case, the saved PDF file will use the specified print settings, such as printing the slides with speaker notes.

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Printing Slides When it’s time to print your slides, here’s the overall process to follow:

1. Click on File. The File menu will appear.

2. Click on Print Slides. The Print sheet will open.

3. Choose print settings as needed. The settings will be used for the print job.

4. Click on Print. The Print dialog box will close, and the Mac OS X Print Manager will send the slides to the specified printer.

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Processing a print job, sending it to the printer, and the actual printing may take several minutes, depending on the number of slides and images in the presentation, the amount of memory in your system, the print settings you chose, and your printer’s speed.

NOTE The Preview button in the Print sheet opens the slideshow in the Mac OS X Preview application so that you can review the pages or print from that application instead. The Preview application does not preview unusual print settings, such as printing multiple slides per sheet of paper, so a print job like that may require a little trial and error. However, if you save the slideshow as a PDF document, it will use the specified print settings, creating a PDF file of your speaker notes or audience handouts.

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Printing the Outline If you’re not worried about seeing the slides themselves, but you want to review slide text on paper, you can print the presentation outline by using similar steps.

1. Click on File. The File menu will appear.

2. Click on Print Outline. The Print sheet will open.

3. Choose print settings as needed. The settings will be used for the print job. 4. Click on Print. The Print dialog box will close, and the Mac OS X Print Manager will send the slideshow outline to the specified printer.

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NOTE When you’re printing the slideshow outline, you also can click on the Preview button in the Print sheet to view the outline in the Preview.

Creating a Printing Preset If you use certain printing options frequently, you can save those choices as a printing preset. Then, rather than having to choose the desired group of print settings for a print job, you can simply select the preset. For example, if you like to print your slideshow with two pages per sheet, with a single line border around each page and with certain color settings, you can save that collection of settings as a preset called “Two Up.” Here’s how to save and choose a printing preset.

1. Click on File. The File menu will appear.

2. Click on Print Slides. The Print sheet will open.

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3. Choose the desired printer from the Printer pop-up menu. The printer will become the selected printer.

NOTE Step 3 is necessary to ensure that all the desired advanced printing options will be available. As is indicated later, you need to select both the desired printer and preset for each print job that uses a preset.

4. Choose print settings as described in the section called “Changing Print Settings.” The settings you choose will be saved as the preset. 5. Click on the Presets pop-up menu. The menu will appear.

6. Click on Save As. The Save Preset dialog box will open.

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7. Type a name for the preset in the Save Preset As text box. The name will replace the suggested text. 8. Click on OK. The Save Preset dialog box will close, and the new preset will be added to the Presets pop-up menu in the Print sheet. The preset will be selected for the current print job.

9. To select a preset for the current print job, first choose the desired printer from the Printer pop-up menu. The printer will become the selected printer.

10. Click on the Presets popup menu in the Print sheet. The menu will appear.

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11. Click on the desired preset. The Presets pop-up menu will display your choice.

NOTE Unfortunately, saving printing presets does not save a specified range of pages or copies for the print job. You’ll need to choose those settings for every print job, even if you apply a preset.

12. Click on Print. The job will be sent to the specified printer using the printing options defined by the preset.

NOTE To delete a preset, first choose it from the Presets popup menu in the Print sheet. Then, open the Presets pop-up menu again, and click on Delete. The preset will be deleted.

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Importing and Exporting Presentation Information

Business partners increasingly collaborate by exchanging documents electronically. Software makers have had to facilitate this process by increasing the capability of software programs to use data from other programs. Keynote serves as a good example of this trend. It can share data in a number of ways that will save you an abundance of work when you need to share presentation information. In this chapter, you will learn how to: Import a slideshow created in PowerPoint or AppleWorks. Create a QuickTime movie from a slideshow. Save your slideshow for PowerPoint. Create a PDF file of your slide show. View a presentation file on a Windows-based system.

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Importing Slide Content You’ve probably created a presentation or two (or two hundred) before switching from another application to Keynote. Is all that work lost? Nope. Keynote can import presentations that you’ve created in either PowerPoint or AppleWorks. The steps resemble opening a file, which you learned about in the section called “Opening an Existing File” in Chapter 5. When importing a file, keep these points in mind: • When you import a PowerPoint slideshow into Keynote, you will be able to edit charts and tables in Keynote as usual. However, importing an AppleWorks presentation converts charts and tables to graphics that you can’t edit. • Keynote keeps the slide design for the imported slideshow. However, you can apply another theme as desired, especially for PowerPoint presentations. After you do so, you may have to readjust the formatting for certain chart elements, such as reducing the size of a chart to help it better fit on the redesigned slide. • Master slide designs are not imported for an AppleWorks presentation, even those created from an AppleWorks starting point. As such, the “design” for slides will be composed of graphic objects. Applying a new master will change only the slide background. You’ll have to update the rest of the slide design manually by deleting or reformatting objects. • Don’t forget to save your presentation after you import it.

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1. Click on File. The File menu will appear. 2. Click on Open. The Open dialog box will open.

3. Navigate to the folder holding the slideshow file you want to open. The file will be displayed in the file list. You may need to do one or more of the following steps to locate the folder: • Click on the From pop-up menu; then click on the folder that holds the file. • Click on the scroll arrows below the folder and file list; then click on the desired folder or disk name.

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4. Click on the file that you want to open. A preview icon will appear at the right side of the Open dialog box.

5. Click on Open. The file will appear onscreen.

Here’s a PowerPoint 2002 for Windows presentation imported into Keynote. In this case, the presentation used a blank design, so applying a theme would dramatically improve its appearance.

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This example shows an AppleWorks 6 presentation imported into Keynote.

TIP Control+click a slideshow file icon in a Finder window to both launch Keynote and open the specified file.

Exporting the Slideshow as a QuickTime Movie Converting your slideshow file to a QuickTime movie enables you to share the show with perhaps the broadest spectrum of computer users. Even if a user’s system didn’t ship with software for playing QuickTime movies, most users have probably downloaded and installed the free QuickTime Player (for either Mac or Windows operating systems) by now. Use this process when you want to convert your slideshow file to a movie.

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1. Click on File. The File menu will appear. 2. Click on Export. A sheet will appear to prompt you for the type of export to perform.

3. Click on QuickTime, if needed. The QuickTime export format will be selected.

4. Click on Next. The next sheet will present options for the export.

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5. Choose another Playback Control type, if needed, from the Playback Control pop-up menu: • Interactive Slideshow. When you choose this option, Keynote will create a movie with controls so that the users can start and stop playback. If you choose this playback control type, skip to Step 8. • Self-Playing Movie. Choose this option to specify that the slideshow will play itself automatically once started.

6. Enter Slide Duration and Build Duration values. The durations you enter will control how long each slide appears onscreen and the time between build items in a self-playing movie.

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7. Choose another Repeat setting, if needed, from the Repeat pop-up menu: • None. The movie will play once and then stop. • Loop. The movie will loop (play over and over) continuously. • Back and forth. The slideshow will play, play backwards from the end, play forward again, and so on.

8. Choose another Formats setting, if needed, from the Formats pop-up menu. A description of the selected format’s size will appear below the Include Audio check box.

9. Click on the Include Audio check box, if needed. When this option has been checked, any music you’ve added to the presentation will be included in the movie file.

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10. Click on Export. The next sheet will present options for saving the file.

11. Navigate to the disk and folder where you want to save the slideshow file, if needed. The folder will appear in the Where box.

12. Type a file name in the Save As text box. The name will appear in the Save As text box.

13. Click on Export. A dialog box will display the movie during the export process. Keynote will save the movie file in the location you specified. The original Keynote file will remain open onscreen.

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To play the movie, double-click on the icon for the movie file in a Finder window. QuickTime will launch and play back the movie file.

Exporting the Slideshow as a PowerPoint Presentation If you’ve developed a Keynote presentation but a colleague wants to edit it in PowerPoint, you can make that possible by exporting the slideshow from Keynote to the PowerPoint format.

1. Click on File. The File menu will appear. 2. Click on Export. A sheet will appear to prompt you for the type of export to perform.

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3. Click on PowerPoint. The PowerPoint export format will be selected.

4. Click on Next. The next sheet will present options for saving the file.

5. Navigate to the disk and folder where you want to save the slideshow file, if needed. The folder will appear in the Where box.

6. Type a file name in the Save As text box. The name will appear in the Save As text box.

7. Click on Export. A dialog box will display the exportprocess progress. Keynote will save the PowerPoint file in the location you specified. The original file will remain open onscreen.

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CAUTION As when you import an AppleWorks file into Keynote, exporting a Keynote file to PowerPoint converts the charts and tables to graphic images that you cannot edit. This means your recipient will not be able to edit chart content. The exported charts also may look fuzzy onscreen, so use this type of export with caution, keeping the ultimate recipient in mind. For example, you don’t want to export a presentation with fuzzy charts for an important client.

Exporting the Slideshow as a PDF Document The Adobe PDF (Portable Document Format) also can make your slideshow accessible to a wide variety of users. Mac OS X includes the Preview application, which can open and display PDF files. On the Windows side, many Windows users have downloaded and installed the free Acrobat Reader software, which also can open PDF files, from Adobe. The PDF format enables the recipient to view the slideshow document page by page, and to print it but not edit it.

1. Click on File. The File menu will appear.

2. Click on Export. A sheet will appear to prompt you for the type of export to perform.

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3. Click on PDF. The PDF export format will be selected.

4. Click on Next. The next sheet will present options for saving the file.

5. Navigate to the disk and folder where you want to save the slideshow file, if needed. The folder will appear in the Where box.

6. Type a file name in the Save As text box. The name will appear in the Save As text box.

7. Click on Export. A dialog box will display the exportprocess progress. Keynote will save the PDF file in the location you specified. The original file will remain open onscreen.

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TIP If you want to export a picture of a single slide, press Å+Shift+3 to take a picture of it, which Mac OS X places on the desktop. Double-click on the picture icon on the desktop to open the picture in the Preview application. There, you can use the File, Export command to convert the picture to another graphic file format and specify the desired save location.

Viewing a Presentation on a Windows PC Windows XP applications generally can read files from comparable Mac OS X applications directly. Pre-XP versions of Windows and its apps may not be able to read Mac files directly, but you can purchase an inexpensive program called MacOpener that will enable applications for Windows 98 and above to read the Mac files. Either way, to view the QuickTime movie (MOV), PowerPoint (PPT), and PDF files that you’ve exported from Keynote, move or copy the file to the Windows system. (Or simply connect to the network drive holding the file.) Double-click on the file icon in a folder window, and the appropriate application should launch and play the file. You also can launch the application first and then use the File, Open command to open or run the exported file.

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For example, here’s a Keynote presentation exported as a movie file. It’s playing back on a Windows 98 system with an older version of the QuickTime Player.

TIP Some media players, such as Windows Media Player, may need to connect to the Internet and download a new video codec to play the QuickTime movie.

This example shows an exported Keynote presentation in PowerPoint 2002 on a Windows XP system.

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And finally, here’s a Keynote presentation exported in PDF format, viewed in Acrobat Reader on a Windows XP system.

Pasting Information from Another Application into Keynote In addition to importing information into Keynote and exporting it from Keynote, you can copy and paste between applications. Here’s an example where I copy a simple logo created in AppleWorks 6 (under the Classic Environment) to a Keynote slide:

1. Select the text or object to copy in the source application. A selection highlight or selection handles will appear.

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2. Click on Edit. The Edit menu will appear. 3. Click on Copy. The selection will be copied to the Clipboard, a holding place in memory.

4. Click on the destination application’s icon on the Dock. The destination application will become active.

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5. Navigate to the location where you’d like to paste the copied information, if needed. The location will appear.

6. Click on Edit. The Edit menu will appear.

7. Click on Paste. The copied object or information will appear.

You can then move a pasted object to the desired location and resize it, if needed.

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Here are just a couple of additional hints to help you with cutting and pasting: • Copying and pasting procedures don’t always work perfectly, but they’re always worth a try. For example, if you paste a piece of clip art copied from Word onto a slide, the clip art content disappears. If you paste copied WordArt from Word, its appearance may be altered so that it’s not readable. On the other hand, I could copy and paste an AutoShape or text box from Word without a problem. • Copying and pasting an outline from a Word document doesn’t automatically create separate slides in Keynote. All the content is simply pasted to the destination location, such as a text frame. Here’s a tip, however. Change to the Outline view in Keynote, click in the slide organizer pane, and then paste. You can then click on a pasted line and press Shift+Tab to convert it to the title for a new slide.

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Part III Review Questions 1. How do you start slideshow playback? See “Playing the On-screen Slideshow” in Chapter 10. 2. How do I quit the slideshow? See “Exiting the Show” in Chapter 10. 3. Can I prevent a slide from playing without deleting it from the slideshow file? See “Skipping Slides” in Chapter 10. 4. How do I rotate the slides on the printed pages? See “Changing the Page Setup” in Chapter 11. 5. How do I work with color settings for a printout? See “Specifying Print Quality, Paper Feed, and More” in Chapter 11. 6. How do I print speaker notes or handouts? See “Printing Speaker Notes and More” in Chapter 11. 7. Can I print just the slideshow outline? See “Printing the Outline” in Chapter 11. 8. I’ve got a PowerPoint file with content that I want to use. Do I have to rebuild it in Keynote? See “Importing Slide Content” in Chapter 12. 9. My client wants a QuickTime movie of my presentation. Can Keynote do that? See “Exporting the Slideshow as a QuickTime Movie” in Chapter 12. 10. A colleague doesn’t have Keynote, but wants me to e-mail my presentation for printing. Is that possible? See “Exporting the Slideshow as a PDF Document” in Chapter 12.

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Working with Themes and Masters

The more you use Keynote, the more you’ll be itching to create new looks for your slideshow. While Chapter 7 showed you how to find some low cost and free themes on the Internet, you can test your own creativity by making your own themes for Keynote. In this chapter, you will learn how to: Start a new theme. Add a master slide. Make changes to a master slide. Copy or delete a master slide from the theme. Save the finished theme.

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Creating a New Theme File and Viewing the Masters Creating a new theme file works like creating a regular slideshow file. In the case of creating a new theme, however, you want to choose a theme that resembles the theme you will ultimately create. Or choose the White theme if you want to create a new theme from the ground up. Once you create the theme file, you develop the theme by adding, editing, and deleting masters for the theme, as needed. To handle this operation, you need to view the slides in the slide organizer.

1. Click on File. The File menu will appear.

2. Click on New. Keynote will display a sheet for you to choose the theme that most resembles the theme you want to create.

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3. Scroll down, if needed, and then click on the theme you want. The theme will be highlighted in the list.

4. Click on the Presentation Size pop-up menu. The menu choices will appear.

5. Click on the size you want. The new presentation will be set to the specified size.

6. Click on Choose Theme. A new presentation using the designated theme will appear.

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7. Click on View. The View menu will appear.

8. Click on Show Master Slides. The master slides pane will appear at the top of the slide organizer.

Creating a New Slide Master You can either copy a slide master (as explained later in the chapter) and then edit it, or you can build a new master page from the ground up. The technique you use really depends on how unique you want to make the master. But when you want to create a new master from the ground up, start here.

1. Control+click on the master slides pane in the slide organizer. A contextual menu will appear.

2. Click on New Master Slide. Keynote will add the new master in the master slides pane.

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3. Double-click on the new master name. The name will be selected.

4. Type a new name, and then press Return. The new name will appear below the master.

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5. Drag the new master to another position in the master slides pane, if desired. The master will move to the new position.

Editing a Master You can edit any master in the new theme you’ve created. In creating the new theme, you can work with all of the slide settings discussed so far in this book. Just make sure that you select the desired master in the master slides pane before choosing the settings you want. While there’s not room in this chapter to rehash all the settings you can apply to a slide master, this section hits the highlights. Also keep these tips in mind: • If you create a background image, it’s best to create it in the same size that you specified when you created the new theme file, such as 800 x 600. Otherwise, sizing the background image can distort it or degrade its appearance.

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• Also be sure that any graphics or images you insert use the same number of colors as you’ll be using for playing back the presentation onscreen. If an image has millions of colors but you set your display to thousands of colors, the image may not display correctly. • If you’ll be sharing the theme file with other users, be sure to use common fonts. Otherwise, you’ll need to distribute the fonts you use along with the master.

Adding a Background You can add a background color, gradient, or image to any master slide. You also can control which basic items appear on the slide.

1. Click on the master to edit in the master slides pane in the slide organizer. The master’s content will appear on the slide canvas.

2. Click on Inspector on the toolbar. The Inspector window will appear.

3. Click on Slide Inspector. The Slide Inspector settings will appear in the Inspector window.

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4. Change the Background fill as desired. (Refer to “Working with Fills” in Chapter 6 to learn more about choosing a color, gradient, or image fill.) The new fill will appear immediately on the master. TIP If you don’t have any background images handy, you can use some of the desktop pictures that ship with Mac OS X. Look in the Library:Desktop Pictures folder of the system’s hard disk to find them.

5. Click on Show Title and Show Body as desired. When each of these options is checked, the specified text placeholder will appear on the master. 6. Click on Show Slide # if desired. When this option is checked, a “page number” will appear on the slide master.

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7. Click on Allow objects on slides to layer with master, if desired. When this option is checked, you can send objects you add to the slide behind objects placed on the master, such as picture-frame graphics.

8. Click on Inspector on the toolbar. The Inspector window will close.

Adding Objects You can add any other type of object that you’d like to a slide, as described in Chapter 3, “Enhancing Slides.” Any item you add will appear on all slides to which you apply the master. For example, the logo graphic I’ve inserted here will appear as a background object on all slides to which I apply the master that I’m creating. Or if I want to include the date or some “footer” information, I can add a text item with those contents to the slide master.

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TIP Don’t forget that you also can copy and paste slides between different masters in the theme that you’re creating. You also can drag and drop masters between the master slides panes in separate slideshow or theme files.

Specifying Chart and Other Defaults As you’re creating the master, the settings you apply to text and other elements in the master become the defaults for that item for all slides based on the master. In this instance, I’ve used the Text Inspector (as described in “Formatting Text” in Chapter 6) to apply left alignment and increased character spacing to the title placeholder on the master I’m creating. Also use the Text Inspector to format bullets for bulleted lists.

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You also can use the Slide Inspector to add a transition for the master so that you won’t have to specify the transition each time you apply the master. Or you can use the Build Inspector to create builds for bulleted lists or other elements on the slide.

One exception to this basic process occurs when you’re formatting a chart on a master. Once you’ve used the Chart Inspector to change the default settings for the chart, click on Format, point to Define Defaults for Master Slides, and then choose one of the commands there to further establish the chart defaults.

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Define Column Chart for Current Master and Define Column Chart for All Masters display a sheet so you can specify the initial number of series and total number of series. The next two commands—Set Size and Placement for All Axis Charts for Current Master and Set Size and Placement for All Axis Charts for All Masters—establish the current chart sizing as a default. Finally, Make (chart type) Chart the Default Chart Type sets the current chart type as the default within the theme.

TIP Click on a series marker on a chart such as a column chart, or on a wedge in a pie chart; and use the Graphics Inspector to change its fill and other formatting.

Copying a Master If you’ve spent some time placing a number of background elements on a slide master, you may find that it’s faster to create a copy of that master and then edit the copy rather than creating each new master from scratch.

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1. Click on the master to copy in the master slides pane in the slide organizer. The master’s content will appear on the slide canvas.

2. Control+click on the slide to copy in the master slides pane. A contextual menu will appear.

3. Click on Copy. Keynote will copy the master slide to the Clipboard.

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4. Control+click on the master slides pane. A contextual menu will appear.

5. Click on Paste. The master copy will appear below the original you copied.

6. Double-click on the new master name, type a new name, and then press Return. The new name will appear below the master. You can then make changes to the copied master as desired.

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Deleting a Master If you decide you no longer need a particular master in your theme, you can delete it. Work in the master slides pane to do so.

1. Click on the master to delete in the master slides pane in the slide organizer. The master’s content will appear on the slide canvas.

2. Control+click on the slide to delete in the master slides pane. A contextual menu will appear.

3. Click on Delete. A sheet will prompt you to choose a replacement master to apply to the slides using the master being deleted.

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4. Click on the desired master. A selection border will appear.

5. Click on Choose. Keynote will delete the master you selected in Step 1.

Saving the New Theme Once you’ve created all the masters you want for your theme, you can save the theme file. Keynote saves theme files with the .KTH file name extension. By default, it suggests that you save them in the Library:Application Support:Keynote: Themes folder of your Home folder. If you want to make the theme available to all users who log onto your Mac, instead choose to save the theme to the Library:Application Support: Keynote:Themes folder of your system’s hard disk before Step 3.

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1. Click on File. The File menu will appear. 2. Click on Save Theme. A sheet with save options will open.

3. Type a file name in the Save As text box. The name will appear in the Save As text box.

4. Click on Save. Keynote will save the theme file in the location you specified.

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Your theme is now available to apply to other slideshow files.

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Customizing Keynote

Different users prefer different ways of working and have differing hardware that affects slideshow playback. To adjust for varying needs, Keynote offers a variety of Preferences settings and the ability to customize its toolbar. In this chapter, you’ll learn how to: Register Keynote. Use Keynote’s Preferences settings to set up your working environment. Change display preferences for optimal slideshow playback. Make changes to the Keynote toolbar.

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Registering Keynote The first time you start the Keynote program, it prompts you to register the software with Apple. While you may not think of this process as “customization,” it does ensure that you will be able to take advantage of available technical support options. Follow these steps to register Keynote:

1. Connect to the Internet, if required. To do so, you can use the modem status icon on the Finder menu bar or the Internet Connect application in the Applications folder. Your Internet connection will become active.

2. Click on Applications on a Finder window toolbar. The Applications folder contents will appear in the Finder window.

3. Click on the down scroll arrow as needed. The Keynote icon will appear.

4. Double-click on the Keynote icon. Keynote will launch and display the Registration dialog box.

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5. Enter your First Name, Last Name, and Email address, pressing Tab after each entry. Your information will appear in the dialog box.

6. Click on Register Now. Keynote will connect with Apple over the Internet and send your registration information. When the process finishes, a message sheet will appear.

7. Click on OK. Keynote will finish opening. You can then disconnect from the Internet and finish working.

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Setting Keynote Preferences Keynote’s Preferences window holds all the Preferences settings available. The next section describes each of the available preferences. This section shows you how to open the Preferences window, choose the desired preferences, and then close the window to apply your choices.

1. Click on Keynote. The Keynote menu will appear.

2. Click on Preferences. The Preferences window will open.

3. Choose the desired Preferences settings. Most of the preferences are check boxes that are active when checked and inactive when not checked. Your choices will appear in the window.

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4. Click on the window close button. The Preferences window will close, and your settings will take effect.

Understanding the Available Preferences The Preferences window groups available preferences into four categories for easy reference: Documents, Ruler Units, Alignment Guides, and Presentation Mode. Following is a description of each of the available preferences so that you can more easily find the setting you need.

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• Show theme selection dialog when creating new documents. When this check box is checked, Keynote automatically prompts you to choose a theme for the new presentation when you start Keynote or choose the File, New command. If you prefer to choose a theme manually at a later time, click on this check box to uncheck it. • Use smart quotes (““). When this preference is active (checked), Keynote converts any single or double quotation marks you type into curly quotes rather than straight quotes (single primes or double primes). Deselect this option if you need to type in primes instead, such as when you’re entering measurements in feet and inches.

• Check spelling while you type. When this option is checked, Keynote automatically spell checks each word you type. Keynote displays a red dotted underline under unrecognized words to prompt you to make a correction. Clear this check box if you prefer to spell check at a later time.

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• Show size and position when moving objects. When this check box is checked, Keynote displays an outline when you move any slide object. If that causes Keynote to perform too slowly on your system, clear this check box. • Back up previous version when saving. Check this option to have Keynote save the previously saved version of the slideshow file as a backup copy. If the original slideshow file is named “New Product,” Keynote names the backup copy of the file “Backup of New Product.” • Ruler Units. Choose the type of ruler measurements you prefer from this pop-up menu. The rulers can display measurements in Pixels, Centimeters, Inches, or a Percentage (of the slide dimensions). • Place origin at center of ruler. When checked, the starting (0 point) measurement appears at the center of each ruler. Clear this check box to place the 0 point at the left end of the horizontal ruler and the top of the vertical ruler.

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• Alignment Guides (box). Click on the colored Alignment Guides box to open the Colors window so that you can choose an alternate display color for alignment guides. Click on the Colors window close button to apply your new color choice. • Show guides at object center. This setting applies to the guidelines that appear when you drag an object across the slide canvas. When this option is checked, those automatic guides appear at the center of the object.

• Show guides at object edges. This setting also applies to the guidelines that appear when you drag an object across the slide canvas. When this option is checked, those automatic guides appear at the edges of the object.

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• Scale slides up to fit monitor. If you created your slide show using the default size of 800 x 600 pixels, you can check this check box to have Keynote automatically increase the slide size if you display the slideshow on a monitor set to a higher resolution, such as 1024 x 768. • Exit presentation after last slide. This setting is checked by default and tells Keynote to stop displaying slideshow and return to the Keynote application after the last slide. Clear this check box if you’d prefer to continue displaying the last slide onscreen at the presentation’s conclusion— a nice alternative in a professional setting.

• Present on primary display or Present on secondary display. Click on the desired option button to specify whether to play the slideshow on your system’s main display, or on a larger secondary display, such as a projector, if your system supports a dual-monitor configuration.

NOTE For your system to support a dual-monitor configuration, it must have a video card installed for each monitor. Otherwise, your system supports only mirroring—also playing the presentation on a second monitor that you’ve connected. If your system supports a dual-monitor configuration, the Display preferences pane will include an Arrange tab.

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• Use alternate display to view slide notes. If your system supports dual-monitor configuration and you’re using two displays, then when this option is checked, Keynote will display slide notes on the display not being used by the slideshow.

Using Display Preferences with Keynote To optimize playback of a slideshow, you may also need to work with the Display preferences in System Preferences for Mac OS X. For example, if you’re displaying your slideshow on an external projector, you may need to change the display resolution to 800 x 600 to ensure that the projector can show the slideshow. Or if you set up your slides to a larger size, such as 1024 x 768, then you will need to set your display to at least that resolution. You also may need to change the number of colors used by the display for better viewing, or you may need to adjust the refresh rate to ensure that an external display can function correctly. If you’re having slideshow playback problems, working with these display settings is an essential troubleshooting technique.

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NOTE If your system supports a dual-monitor configuration, use the Arrange tab in the Display preferences pane to set up the monitors to display different content, such as playing a slideshow on the secondary display rather than the primary display.

1. Click on Open Display Preferences in the Preferences dialog box in Keynote. System Preferences will start and display the Display preferences.

TIP Alternately, you can click on the System Preferences icon on the Dock, and then click on Displays.

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2. Click on the desired Resolutions setting. Your display(s) will update to the new resolution.

3. Choose the desired Colors setting. Your display(s) will update to use the new number of colors.

4. Choose the desired Refresh Rate setting. Your display(s) will update to use the new rate.

5. Drag the Contrast and Brightness sliders to the desired settings. Your display(s) will update to use the settings.

TIP Often, an external projector will have a washed out appearance. Increasing the Contrast setting and decreasing the Brightness setting can help with this problem.

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6. Click on System Preferences. The System Preferences menu will appear. 7. Click on Quit System Preferences. The System Preferences menu application will close, applying your new display settings.

Customizing the Toolbar The toolbar on each slideshow window in Keynote offers handy access to the commands you use most. A toolbar becomes even more useful when you can customize it to include the tools you want. In Keynote, you can customize the slideshow window toolbar to add and remove tools as needed. The toolbar changes you make apply to all slideshow windows.

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1. With a slideshow window open, click on View. The View menu will appear.

2. Click on Customize Toolbar. A sheet with the choices for customizing the toolbar will appear.

TIP Alternately, you can Control+click on a toolbar, and then click on Customize toolbar.

3. Scroll the list of available icons. Additional icons will appear.

4. Drag an icon to the desired toolbar position. When you release the mouse button, the icon will be added to the toolbar.

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5. Drag an icon off the toolbar. When you release the mouse button, the icon will be removed from the toolbar.

6. Drag the default set onto the toolbar. When you release the mouse button, the toolbar will redisplay the default set of buttons.

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7. Click the Show pop-up menu, and then click on a menu option. The Keynote toolbar icons will change according to your choice: Icon & Text, Icon Only, or Text Only.

8. Click on Use Small Icons as needed. When this option is checked, the icons will be sized at a smaller size so that more can display on the toolbar at any given time.

9. Click on Done. The toolbar choices will disappear, and the changes will appear on the toolbar. NOTE The screen shots in this book were taken using the small icon size, due to the smaller screen resolution required for making the shots appropriate for book production.

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Part IV Review Questions 1. How do I start a new theme file? See “Creating a New Theme File and Viewing the Masters” in Chapter 13.

2. How do I add a new master to a theme? See “Creating a New Slide Master” in Chapter 13.

3. How do I add a background to the new master? See “Adding a Background” in Chapter 13.

4. How do I turn on slide numbering? See “Adding a Background” in Chapter 13.

5. I want a master that’s similar to another one. See “Copying a Master” in Chapter 13.

6. I no longer need a particular master in my theme. Can I nuke it? See “Deleting a Master” in Chapter 13.

7. How do I store the theme? See “Saving the New Theme” in Chapter 13.

8. Where can I find a preference setting I need? See “Understanding the Available Preferences” in Chapter 14.

9. I can’t get the picture to appear on a projector I’ve connected. Help! See “Using Display Preferences with Keynote” in Chapter 14.

10. Can I change the Keynote toolbar? See “Customizing the Toolbar” in Chapter 14.

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A

Installing Keynote

The Mac OS X version 10.2 Jaguar operating system features the Quartz Extreme graphics system at its core, making it the perfect platform for a presentation graphics program. Naturally, Apple built on this foundation by developing the Keynote presentations graphics program. You can obtain Keynote from the Apple Store Web site and install it at any time. In this appendix, you’ll learn how to: Purchase Keynote from Apple. Install Keynote on your Macintosh.

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Purchasing Keynote from the Apple Store You can purchase Keynote from the Apple Store on Apple’s Web site at any time. The software costs $99 plus shipping. To run Keynote, your system must be running Mac OS X version 10.2 or later. Your Mac also must have a G3 or G4 processor running at 500MHz or faster. If your Mac has only 128M of RAM, upgrading to 512M or more will be useful because presentation files tend to include large, memory-gobbling graphics.

1. Connect to the Internet, if required. Your Internet connection will become active.

2. Click on the Internet Explorer icon on the Dock. Internet Explorer will open and display the home (start) page that you’ve specified.

NOTE Of course, if you’ve installed another Web browser, launch it instead.

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3. Enter www.apple.com/ keynote in the Address box. The Web address will appear in the box.

4. Click on Go or press Return. The Keynote download page will load.

5. Scroll down, if needed, and click on Buy Now. The Apple Store Web page for ordering Keynote will load.

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6. Click on Add to Order. The Review Your Order page will appear.

7. Scroll down, if needed, and use the appropriate button to complete your order. For example, if you already have an Apple ID, enter the ID and password into the appropriate text boxes, and then click on Check Out. The Apple Store site will guide you through the steps needed to complete your order. Be sure to print a copy of your order receipt.

NOTE If a Security Notice message box opens at any point, click on Send or OK to continue.

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8. After you finish the order, quit Internet Explorer and disconnect from the Internet. The Web browser will close.

Installing Keynote As when you install any software for Mac OS X, you must be logged on as an administrator to install Keynote. After you’ve logged on as an administrator, use the following steps to perform an easy (basic) installation of Keynote.

1. Insert the Keynote CD into your Mac’s CD-ROM or DVDROM drive. An icon for the CD will appear on the desktop, and a Finder window for the CD will open.

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2. Double-click on the Keynote.pkg icon. The Installer will start and the Authenticate dialog box will appear so that you can verify your administrator information.

3. Type your administrator password in the Password or phrase text box. A black dot will appear for each letter in the password.

4. Click on OK. The Authenticate dialog box will close, and a Welcome message will appear.

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5. Click on Continue. Important installation information will appear.

6. Click the down scroll arrow as needed. The installation information will appear, so that you can read it before continuing the install process.

7. Click on Continue. The license agreement will appear.

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8. Click the down scroll arrow as needed. The agreement information will scroll so that you can read the full agreement.

9. Click on Continue. A sheet will appear to prompt you to accept the license agreement.

10. Click on Agree. The next Installer window will open.

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11. Click on the icon for your system’s startup volume (disk where Mac OS X is installed). The startup volume will be selected as the destination for the Keynote software install.

12. Click on Continue. The Easy Install screen will appear.

13. Click on Install. The Installer will write the program files to your system’s startup volume. The Installer will inform you when the right process finishes.

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14. Click on Close. The Installer window will close.

15. Control+click on the Keynote 1.0 CD icon. A contextual menu will appear.

16. Click on Eject. The CD will eject from the drive, and the open Finder window for the CD will close.

TIP Visit http://www.apple .com/keynote/download/ periodically to check for downloadable updates to the keynote software.

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B

Glossary Active. The currently selected file or object. AAC. Also called simply “MPEG-4 AAC,” this is a new audio encoding format that (according to Apple) delivers higher sound quality at a lower bit rate, creating digital files with a smaller file size. iTunes 4 (with QuickTime 6.2 installed) supports the AAC format. You can embed AAC files on slides in a slideshow. Alignment guides. Yellow guidelines that appear by default to help you position objects on a slide relative to other objects. You also can add your own alignment guides. Alpha channel image. Also called a masked or clipped image, this is an image file that has transparent areas. Animation. A graphic that includes movement. The most common type of animation file is a Flash (.SWF) animation.

Automatic resolution enhancement. A feature offered by some printers. When enabled, this feature automatically smoothes angles, curves, and edges. Build. A style of animation that you can apply to a list on a slide or a series of objects on a slide. A build makes the objects appear one at a time when you play the on-screen slideshow. Bulleted list. A list of items where each is set off by a small dot or graphic. Chart. A graphical representation of how data changes over time on a slide. Clipboard. A storage area in a Mac’s memory that can hold a copied or cut item until it’s pasted in a new location. Contrast. The overall difference between the lightest and darkest tones on a slide. A slide with little difference between text and background areas has low contrast and is called “flat.” Flat slides are less readable.

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Disclosure triangle. A triangle that appears beside the top slide in a group of indented slides in the Keynote slide organizer. Click on the disclosure triangle to collapse (hide) or expand (redisplay) the slides in the group. dpi. Dots per inch. The number of dots a printer can print per inch, or the number of pixels a photo includes per inch. Higher dpi values yield a better quality printout or image. Dual-monitor configuration. The capability of some Mac systems to display one image on the main screen and a separate image (such as a slideshow) on a second display attached to the system. Duplex printing. Printing on both sides of each piece of paper. Not all printers offer duplex printing capabilities. Unless the printer is equipped with a duplex feeder, you must manually print one side of the pages, and then turn the paper over to print the other side. Export. To save a slideshow file in another format to make it viewable in another application or under another operating system. For example, you can export a slideshow as a QuickTime movie or a PowerPoint file. Font. A design of lettering you can apply to text.

Landscape. A format for slides (printed and on-screen) where the slide is wide rather than tall. Locking. To prevent changes to the object on the slide. Loop. To play a movie, animation, or song over and over during an on-screen slideshow. Masked image. See Alpha channel image. Master slide. The layout that defines the placement and formatting for elements on a slide. You can apply a master from a theme to multiple slides in a slideshow file. Mirroring. Displaying the same image on the main display and a secondary display connected to a Mac. Movie. A digital video, typically in the QuickTime format. MP3. A digital music format. You can insert MP3 files on slides in a slideshow. The music will play when you run the on-screen show. Navigator view. The default view in Keynote that displays the slide on the slide canvas and a thumbnail of each slide in the slide organizer pane at the left. Notes. Speaker notes that you can print along with a slide image to use as prompts while delivering a slideshow presentation.

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Notes field. A pane that you can display onscreen in Keynote in order to enter speaker notes. Opacity. A setting in the Graphic Inspector that enables you to make text or an object more transparent. Outline view. A view that includes the slide canvas and slide organizer. Rather than displaying thumbnails in the slide organizer, this view displays the text of the slides in the presentation so that the user can edit and organize the slideshow content in the slide organizer. PDF. The Adobe Portable Document Format file format extension. PDF files can include text and graphics and can be viewed in the Mac OS X Preview application or in Adobe’s free Acrobat Reader application. You can export a slideshow as a PDF document. Pixel. Another name for picture element—a single dot of light or color in an image. More pixels onscreen yield a higher-quality image. Portrait. A format for slides (printed and onscreen) where the slide is tall rather than wide. Presentation graphics. A type of program for developing presentation content delivered via handouts, overheads, onscreen, or electronic presentation display via QuickTime or PDF.

309

Preset. A saved collection of print settings that you can apply to any print job. Resolution. The size of the displayed slide or screen in pixels. For example, at an 800 x 600 display resolution, a monitor displays an image 800 pixels wide by 600 pixels tall. Many projectors used for presentation display require that you set the display resolution for the source computer to 800 x 600. May also refer to the print resolution in dpi (dots per inch). Revert. To discard all changes to the slideshow file, returning the file to the contents it had when you last saved it. Series. A set of related data points in a chart. Slide. The equivalent of a “page” in a slideshow or presentation. Slide canvas. The large area that displays the contents of each slide. Use the slide canvas area to position and format objects added to a slide. Slide organizer. A pane at the left side of the Navigator and Outline views that you can use to organize content order in the slide show. Slideshow. Also called a presentation, this is a Keynote file that includes information to be delivered to an audience page by page (slide by slide). Also refers specifically to a

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presentation delivered on a computer screen or projector.

overhead projector. Not all printers support the use of transparency film.

Stroke. Another name for the outline or border of a graphic in Keynote.

Typeface. A specific set of characters (such as all the italic characters) for a font.

Table. An object that enables you to arrange information in rows and columns on a slide.

Value axis. The axis (usually the vertical or yaxis) on a bar, column, line, or area chart that identifies the value range for the data series being charted.

Theme. When designing a slideshow, choose a theme to determine the overall look, size, and arrangement of the photos on the pages. Transition. An animation effect applied to a slide. When you move to that slide during an on-screen slideshow, it appears using the specified animation effect. Transparency film. A clear plastic on which you can print slides for display via an

View. A screen appearance within Keynote that provides particular features or capabilities. For example, use the Outline view to build a slideshow by entering its text content first. Zoom level. The setting that determines how large or small the slides appear on the slide canvas.

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Index A AAC (MPEG-4 ACC), defined, 307 actions, undoing/redoing, 82 active, defined, 307 active window, resizing, 18 Adobe PDF, exporting slideshow as, 250–252 alignment guides defined, 307 object movements, 140–142 preference settings, 286 alignments bulleted lists, 162 custom image bullets, 166 objects, 131–132 table formatting, 121 text editing, 95–98 text formatting, 119 alpha channel (masked) images adding to a slide, 80–81 defined, 307 angle gradient fills, 145 shadow direction, 129 animations appearing without mouse click, 179 build order, 188–190 bulleted list build, 182–186 chart build, 182–186 defined, 307 direction settings, 181 Flash, 192–195 playback settings, 198–201

single object, 179–182 slide transitions, 176–178 speed settings, 182 table build, 182–187 Apple Store, purchasing Keynote from, 298–301 AppleWorks, importing slide content from, 240–243 applications, copying/pasting information from, 254–257 artifacts, troubleshooting, 214 automatic resolution enhancement, defined, 307 axes chart formatting, 124 maximum/minimum value entries, 125 number formatting, 125

B backgrounds animated chart build, 186 fills, 268 master slide addition, 267–269 printing dark as white, 227 slide formatting, 156–159 table cells, 122 text color issues, 120 backups exporting as QuickTime file, 215 saved files, 106–107 binding, print settings, 223 black screens, slideshow display, 209–210 Blank master slide Chart slides, 51 Table slides, 49 blends, gradient fills, 146 blur, shadows, 129

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INDEX

borders chart formatting, 124 color application, 122 object formatting, 127–128 printing, 223 removing, 122 slide addition when printing, 229 table formatting, 122 build, defined, 307 Build Inspector animated bulleted list build, 183–186 animated chart build, 183–186 animated table build, 183–187 animating a single object, 179–182 animation assignments, 195 animation build order, 188–190 build order, animations, 188–190 build stages, printing, 228 bulleted list placeholder, adding a text slide, 42 bulleted lists adding to a slide, 160–161 alignments, 162 animated build, 182–186 built-in image bullets, 167–169 bullet size settings, 162 custom image bullets, 165–167 defined, 307 moving between levels, 43 number bullets, 163–164 plain (text) bullets, 161–163

C CD-R drives, access times/playback issues, 209 cells animated chart build, 187 backgrounds, 122 combining, 123 centered alignments, text editing, 95–98 Character Palette, special character insertion, 86 character spacing, text formatting, 119 Chart Data Editor editing chart data, 52 value entry, 52 chart formatting axes, 124 borders, 124 data series, 125 legends, 124 selection methods, 123

Chart Inspector adding a chart to a slideshow, 51–53 chart formatting, 124–126 data editing, 124 data series, 125 maximum/minimum axis value entry, 125 number formatting, 125 chart slides adding to a slideshow, 51–53 types, 51 charts adding to a slide, 71–72 animated build, 182–187 defined, 307 master slide inclusion, 270–272 Clipboard copying/pasting information, 254–257 copying/pasting master slides, 272–274 defined, 307 collated copies, printing, 222 color fills, 144–145 colors background/text contrast issues, 120 fills, 144–145 gradient fills, 145 object formatting, 127 plain (text) bullets, 162 printer settings, 226 table borders, 122 table formatting, 122 text formatting, 118–119 Colors window access methods, 147 color selection methods, 147–148 opening/closing, 22 setting a color as a favorite, 148 text formatting, 118–119 columns animated chart build, 187 splitting, 123 content building in Outline view, 60–62 Help Viewer display, 24 importing, 240–243 contrast, defined, 307 custom image bullets, adding to a slide, 165–167

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INDEX

D data editing, charts, 124 data series animated chart build, 186 charts, 125 Desktop, starting Keynote from, 7 disclosure triangle, defined, 308 Display preferences, Mac OS X settings, 288–291 Dock, starting Keynote from, 7 documents, preference settings, 283–285 dpi (dots per inch), defined, 308 draft copy, printing, 221 dual-monitor configuration, defined, 308 duplex pages, printing, 223–224 duplex printing, defined, 308 DVD drives, access times/playback issues, 209

E Edit, Place submenu, inserting graphics files, 77–78 End key, last slide navigation, 54 export, defined, 308

F file formats AAC (MP4), 195 Flash 5, 192 MP3, 195 music, 195 PDF (Portable Document Format), 250–252 QuickTime movie (MOV), 192 QuickTime supported types, 44 FileMaker Pro 6, starting Keynote from, 7 files closing properly, 109–110 folder paths, 102–104 importing slide content, 240–243 moving between open files, 105 naming conventions, 102 opening existing, 103–104 opening recently used, 104–105 reverting to previously saved version, 108–109 saving, 32, 102, 106–107 fills background, 268 colors, 144–145 gradient, 145–146 image, 146–147

313

object application, 127 reverting to original, 126 Finder window, dragging picture files to a slide, 80 Flash animation, slide insertion, 192–195 folders, saved theme path, 276 fonts changing selected text, 116–117 defined, 308 sizing, 117 slide readability issues, 120 Fonts window font type/size selections, 116–117 opening/closing, 23

G gradient fills, 145–146 graphic (photo) slides adding to a slideshow, 44–47 resizing, 46–47 sending to back, 47 graphic formatting, selection methods, 127 graphics adding to a slide, 77–78 opacity settings, 149 Graphics Inspector color fills, 144–145 gradient fills, 145–146 image fills, 146–147 opacity settings, 149 shadow settings, 128–129 grouping (indenting) slides, 58

H handouts, printing, 228 height, slide sizing, 65 Help Viewer accessing, 24 contents display, 24 information scrolling, 25 Internet Connect launch, 26 navigation methods, 26 previewing topics, 27 quitting, 27 topic links, 24–27 Home key, first slide navigation, 54 horizontal alignments table formatting, 121 text editing, 95–98 text formatting, 119

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horizontal (landscape) orientation, default slide setting, 38 horizontal ruler hiding/displaying, 18–19 tab stops, 98–100

I iBooks, external display support, 213 icons adding/removing toolbar, 292–293 toolbar sizing, 294 iMacs End key non-support, 208 external display support, 213 image bullets, adding to a slide, 167–169 image fills, 146–147 Image Library, adding images to a slide, 73–77 images, adding to a slide, 73–77 indenting (grouping) slides, 58 ink, printer settings, 226 insertion point, navigation techniques, 84 Inspector window described, 10 opening/closing, 20–21 switching between Inspectors, 20–21 text alignments, 95–98 text formatting, 118–120 viewing object settings, 30 installation, Keynote, 301–306 interactive slideshow, exporting as a QuickTime movie, 245 Internet Connect, launching from Help Viewer, 26 iPhoto, adding images to a slide, 79–80 italic text, use for emphasis only, 120 iTunes, supported file formats, 195

J justified alignments, text editing, 95–98

K K.I.S.S. principle, presentations, 48 Keynote installation, 301–306 Mac OS X preference settings, 288–291 preference settings, 282–288 presentation sharing methods, 4 presentation uses, 4 purchasing from Apple Store, 298–301 quitting properly, 31

reasons for registering, 280–281 screen elements, 8–10 startup methods, 5–7 updates, 306 KTH file extension, themes, 276

L landscape, defined, 308 landscape (horizontal) orientation, default slide setting, 38 layers, objects, 133–134 layouts, printing adjustments, 222–223 legends, chart formatting, 124 line spacing, text formatting, 119 locking, defined, 308 loops defined, 308 exporting a slideshow as a QuickTime movie, 246 multimedia playback, 200

M Mac OS X, preference settings, 288–291 MacOpener, viewing presentations with a Windows PC, 252–254 Macs, external display support, 213–214 masked (alpha channel) images, adding to a slide, 80–81 masked image, defined, 308 master slides background formatting, 156–159 backgrounds, 267–269 chart inclusion, 270–272 copying/pasting, 272–274 copying/pasting slides between, 270 creating, 264–266 defined, 9, 308 deleting, 275–276 editing, 266–272 hiding/displaying, 12, 14 naming conventions, 265 object addition, 269–270 page numbers, 268 reapplying, 152–153 renaming copies, 274 reverting to original object fill, 126 switching between, 154–155 Title & Subtitle, 7, 35–37 titles, 268 transitions, 271 types, 38–39

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INDEX

Media Inspector loops, 200 multimedia playback settings, 198–201 volume settings, 200 menu bar, described, 8 menus, zoom pop-up, 10, 15–17 Metrics Inspector, object settings, 143 mirroring, defined, 308 mistakes, undoing actions, 82 monitors, dual-monitor configuration, 287 mouse, moving between slides, 29 movies defined, 308 QuickTime insertion, 192–195 MP3, defined, 308 MPEG-4 AAC, defined, 307 multimedia Flash animations, 192–195 music, 195–198 playback setting adjustments, 198–201 QuickTime movies, 192–195 music exporting a slideshow as a QuickTime movie, 246 playback settings, 198–201 slide insertion, 195–198 starting/stopping playback, 198 supported file formats, 195

N Navigator view defined, 11, 308 deleting slides, 57 grouping (indenting) slides, 58 moving between slides, 54 repositioning slides, 55 skipping/unskipping slides, 210–212 slide organizer, 8 slide selections, 54 notes defined, 308 printing, 227–229 speaker, 87–88 notes field defined, 10, 309 hiding/displaying, 12–13 number bullets, adding to a slide, 163–164

315

numbers chart formatting, 125 printing, 229

O object formatting borders, 127–128 color application, 127 fill application, 127 reverting to original fill, 126 selection methods, 127 shadows, 128–129 objects adding to master slide, 269–270 aligning, 131–132 alignment guides, 140–142 animating a single object, 179–182 animation build order, 188–190 bring to front, 134 bringing forward, 134 color fills, 144–145 copying/pasting from other applications, 254–257 distribution, 132 flipping, 139 gradient fills, 145–146 grouping/ungrouping, 135–136 layering, 133–134 locking/unlocking, 137–138 moving (repositioning), 130–132 opacity settings, 149 resizing, 132 rotating, 139 selecting/deselecting, 66–67 send to back, 134 sending backward, 134 shapes, 69–71 text, 68–69 viewing settings in Inspector window, 30 offset, shadow width, 129 on-screen slideshows, playback, 206–209 opacity defined, 309 object settings, 149 shadow transparency, 129 Organizer view, deleting slides, 57 orientation horizontal (landscape), 38 printing selection, 219 vertical (portrait), 38

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Outline view content building, 60–62 defined, 11, 309 moving between slides, 54 repositioning slides, 56 slide organizer, 9 slide selections, 54 outlines copying/pasting from Word, 257 printing, 233–234

P page numbers, master slides, 268 page range, printing, 222 Page Setup sheet, slideshow printing, 218–219 paper print size selection, 218 type selections, 225 paper source, printer selection, 225 PDF files defined, 309 exporting slideshow as, 250–252 saving a slideshow as, 230 photo (graphic) slides adding to a slideshow, 44–47 resizing, 46–47 sending to back, 47 pixels defined, 309 slide measurement unit, 64 placeholder (temporary) names, slideshows, 35 plain (text) bullets, adding to a slide, 161–163 pop-up menus, zoom, 10, 15–17 portrait, defined, 309 portrait (vertical) orientation, resizing slides, 38 PowerBooks, external display support, 213 PowerPoint exporting slideshow as, 248–250 importing slide content from, 240–243 Preferences window, Keynote settings, 282–288 presentation design, troubleshooting, 213–215 presentation graphics, defined, 309 Presentation mode, preference settings, 287–288 presentations K.I.S.S principle, 48 sample review, 28–30 saving, 32

spell checking, 90–92 testing before presenting, 213 Title & Subtitle master slide, 7 uses, 4 viewing with a Windows PC, 252–254 wireless remote controls, 215 preset, defined, 309 Preview application outlines before printing, 234 slideshows before printing, 232 print preset, creating, 234–237 Print sheet binding settings, 223 border settings, 223 build stage printing, 228 category options, 221–230 collated copies, 222 color/tone settings, 226 draft copy printing, 221 duplex pages, 223–224 handouts, 228 ink/toner coverage settings, 226 layout adjustments, 222–223 layout direction, 223 multiple copy selection, 221 outline printing, 233–234 page range selections, 222 pages per sheet settings, 222 paper source selection, 225 paper type selections, 225 print quality settings, 224–225 printer selection, 220 printing dark backgrounds as white, 227 printing preset creation, 234–237 printing slide numbers, 229 printing slides, 231–232 resolution settings, 225 skipped slide printing, 229 slide border printing, 229 speaker notes, 227–229 summary information viewing, 230 tray selection, 225 printers duplex page support issues, 224 paper source/tray selection, 225 print preset creation, 234–237 selecting from multiple printers, 218, 220

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printing borders, 223 build stages, 228 collated copies, 222 color/tone settings, 226 draft copy, 221 duplex pages, 223–224 handouts, 228 ink/toner coverage settings, 226 layout adjustments, 222–223 layout directions, 223 multiple copies, 221 orientation selection, 219 outlines, 233–234 page range selections, 222 page setup, 218–219 pages per sheet settings, 222 paper size selection, 218 paper type selections, 225 printer selection, 218 quality settings, 224–225 resolution settings, 225 scale, 219 skipped slides, 229 slide borders, 229 slide numbers, 229 slides, 231–232 speaker notes, 227–229 projectors screen size considerations, 5 transition troubleshooting, 214

Q QuickTime movies exporting slideshow as, 215, 243–248 interactive slideshow, 245–248 self-playing slideshow, 245–248 movie insertion, 192–195 supported file formats, 44

R registration, Keynote, 280–281 remote controls, presentation aid, 215 resolutions defined, 309 displaying more choices, 214 pixels measurement unit, 64

317

print settings, 225 projector screen size considerations, 5 revert, defined, 309 rows animated chart build, 187 splitting, 123 rulers hiding/displaying, 18–19 object alignment guides, 141–142 preference settings, 285 tab stops, 98–100

S sample presentation, reviewing, 28–30 Save Preset dialog box, print preset creation, 235–236 scale, printing, 219 searches, finding/replacing text, 92–95 self-playing movie, exporting a slideshow as a QuickTime movie, 245 series, defined, 309 shadows, object formatting, 128–129 shapes, adding to a slide, 69–71 shortcuts, Keynote startup, 7 Side Only view, described, 12 skipped slide, including when printing, 229 slide canvas, defined, 9, 309 Slide Inspector adding a chart to a slideshow, 51–53 adding background to a master slide, 267–269 background formatting, 158–159 bulleted list addition, 160–161 slide transitions, 176–178 slide numbers, printing, 229 Slide Only view moving between slides, 54 skipping/unskipping slides, 210 slide organizer building content in Outline view, 60–62 defined, 309 grouping (indenting) slides, 58 hiding/displaying master slides, 14 Navigator view, 8, 11 Outline view, 9, 11 repositioning slides, 55–56 skipping/unskipping slides during playback, 211–212 slide background formatting, 157–159 Slide Only view, 12

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slides adding new, 38–39 background formatting, 156–159 built-in image bullets, 167–169 bulleted list addition, 160–161 chart, 51–53 chart addition, 71–72 content importing, 240–243 copying/pasting between master slides, 270 custom image bullets, 165–167 defined, 309 deleting, 57 Flash animation insertion, 192–195 font readability issues, 120 graphic addition, 77–78 grouping (indenting), 58 hiding/redisplaying, 59 horizontal (landscape) orientation as default, 38 image addition, 73–77 information types, 4 iPhoto image addition, 79–80 masked (alpha channel) image addition, 80–81 moving between, 29, 54 music insertion, 195–198 number bullets, 163–164 photo (graphic), 44–47 pixels measurement unit, 64 plain (text) bullets, 161–163 printing, 231–232 QuickTime movie insertion, 192–195 reapplying master slides, 152–153 reordering, 40, 55–56 resizing, 64–65 selecting/deselecting objects, 66–67 selection methods, 54, 55 shape addition, 69–71 skipping/unskipping during playback, 210–212 speaker notes, 87–88 table, 49–50 table addition, 71–72 text, 41–44 text object addition, 68–69 transitions, 176–178 undoing deletions, 57 vertical (portrait) orientation, 38

slideshows black screen display, 209–210 closing, 30 copying/pasting information from applications, 254–257 defined, 309–310 exiting, 209–210 exporting as a PDF document, 250–252 exporting as a PowerPoint presentation, 248–250 exporting as a QuickTime movie, 243–248 new file, 34–35 on-screen playback, 206–209 page setup, 218–219 playing, 29 presentation uses, 4 previewing before printing, 232 projector screen size considerations, 5 reviewing changes before saving, 31 sample presentation review, 28–30 saving, 32, 230 sizing, 34–35 skipping slides, 210–212 temporary (placeholder) name assignment, 35 themes, 34–35, 169–174 Title & Subtitle master slide inclusion, 35–37 Spacebar, moving between slides, 29 spacing, text formatting, 119 speaker notes adding to a slide, 87–88 printing, 227–229 special characters, text slide insertion, 86 spell checking as you type, 88–90 entire presentation, 90–92 stroke, defined, 310 Stuffit Expander Utility, expanding theme files, 173 sub-bullets, adding to a text slide, 43 subtitle placeholder, Title & Subtitle master slide, 37

T tab stops, setting/removing, 98–100 table formatting borders, 122 cell backgrounds, 122 color application, 122 combining cells, 123 horizontal/vertical alignments, 121 removing borders, 122 selection methods, 121

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Table Inspector adding a table slide to a presentation, 49 merging cells, 123 splitting columns/rows, 123 table formatting, 120–122 table text alignments, 98 table slides adding to a slideshow, 49–50 Blank or Title-Top master slide requirement, 49 tables adding to a slide, 71–72 animated build, 182–187 defined, 310 text alignments, 98 temporary (placeholder) names, slideshows, 35 text (plain) bullets, adding to a slide, 161–163 text editing alignments, 95–98 deleting all contents, 85 deleting words, 85 finding/replacing text, 92–95 insertion point navigation, 84 replacing all contents, 85 replacing words, 85 selection methods, 85 slide (speaker) notes, 87–88 special character insertion, 86 spell checking as you type, 88–90 tab stops, 98–100 text formatting background text color contrast issues, 120 character spacing, 119 colors, 118–119 font type/size, 116–117 horizontal/vertical alignments, 119 selection methods, 116 Text Inspector built-in image bullets, 167–169 custom image bullets, 165–167 number bullets, 163–164 plain (text) bullets, 161–163 text alignments, 95–98 text formatting, 118–120 text objects, adding to a slide, 68–69 text placeholders, Title & Subtitle master slide, 36–37 text slides, adding to a slideshow, 41–44

themes applying to a slideshow, 169–174 creating, 262–264 folder path, 276 KTH file extension, 276 naming conventions, 277 new slideshow selection, 34–35 online sources, 171–174 saving, 276–278 Title & Subtitle master slide new slideshow inclusion, 35 presentation element, 7 text placeholders, 36–37 title placeholder adding a text slide, 41 Title & Subtitle master slide, 36 titles, master slides, 268 Title-Top master slide Chart slides, 51 Table slides, 49 toner, printer settings, 226 toolbar adding/removing icons, 292–293 described, 8 hiding/displaying, 17–18 icon and text display, 294 icon only display, 294 icon sizing, 294 returning to default button set, 293 text only display, 294 topic links, Help Viewer display, 24–27 transitions defined, 310 master slide addition, 271 slides, 176–178 troubleshooting, 214 transparency film, defined, 310 transparent images, adding to a slide, 80–81 trays, printer selection, 225 troubleshooting artifacts, 214 external displays, 213–214 presentation design, 213–215 transitions, 214 typeface, defined, 310

319

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U updates, Keynote, 306

V value axis, defined, 310 vertical alignments table formatting, 121 text editing, 95–98 text formatting, 119 vertical (portrait) orientation, resizing slides, 38 vertical ruler, hiding/displaying, 18–19 video RAM, troubleshooting artifacts, 214 view defined, 310 switching between, 10–14 volume, multimedia playback, 200

W Web sites Apple Store, 298–301 Keynote, 210 Keynote updates, 306 keynotegallery.com, 172 keynotehq.com, 172 keynotepro.com, 171 keynotethemepark.com, 172 keynoteuser.com, 171 Keyspan Presentation Remote, 215 Logitech Cordless Presenter, 215 online theme sources, 171–172 Power Presenter, 215 RemotePoint, 215

width, slide sizing, 65 Windows PC, presentation viewing, 252–254 Windows XP, presentation viewing, 252–254 windows Colors, 22 Fonts, 23 Inspector, 10, 20–21 resizing, 18 wireless remote controls, presentation aid, 215 Word, copy/paste issues, 257 WordArt, copy/paste issues, 257 words, spell checking selected word, 92

X X-Axis, chart formatting, 124

Y Y-Axis, chart formatting, 124 yellow guidelines, object alignment guides, 140–142

Z zoom level, defined, 310 Zoom pop-up menu described, 10 percentage settings, 15–17 Zoom submenu, percentage settings, 15–17