Apple Keynote 2 User's Guide (Manual) User’s Keynote2

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User’s Guide

Keynote 2

User’s Guide

www.apple.com

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Apple Computer, Inc.

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Contents

7Preface: Welcome to Keynote 2

Keynote Features at a Glance

Resources for Learning More

15 Chapter 1: Overview of Keynote

The Keynote Window

The Slide Canvas

The Slide Organizer

The Notes Field

Keynote Tools

25 Chapter 2: Creating a Presentation

25 Step 1:

Select a Theme

27 Step 2:

Create Your Slides

32 Step 3:

Organize Your Slides

33 Step 4:

Save Your Slideshow

35 Step 5:

Play Your Slideshow

37 Chapter 3: Working With Text, Graphics,

and Other Media

Editing Text and Text Properties

Adding Images

Resizing, Moving, and Layering Objects

Including Sound and Other Media

Adding Webpages and Hyperlinks

Modifying Layouts

Changing the Slide Background

Contents

Retaining or Undoing Your Style Changes

65 Chapter 4: Changing Object Properties

Using Color and Image Fills

Changing Line Style and Position

Adding Shadows

Adjusting Opacity

Changing an Object’s Orientation

Changing an Object’s Size and Position

77 Chapter 5: Creating Tables

Adding a Table

Selecting Table Cells and Borders

Formatting Tables

Adding Images or Background Colors

89 Chapter 6: Creating Charts

About Charts

Adding a Chart

Editing Chart Data

Formatting Charts

105 Chapter 7: Slide Transitions and Object Builds

105

Adding Transitions Between Slides

107

Creating Object Builds

113 Chapter 8: Viewing, Printing, and Exporting Your Slideshow

113

Customizing a Presentation for Your Audience

115

Full-Screen Presentations

118

Setting Presentation Options

122

Printing Your Slides

124

Exporting to Other Viewing Formats

Contents

129 Chapter 9: Designing Your Own Master Slides and Themes

130

Modifying Master Slide Backgrounds and Layouts

135

Changing Default Styles for Text and Objects

137

Saving a Custom Theme

138

Creating a Custom Theme

139 Appendix A: Presentation Keyboard Shortcuts

141 Appendix B: Inspectors at a Glance

141

Document Inspector

141

Slide Inspector

142

Build Inspector

142

Text Inspector

143

Graphic Inspector

143

Metrics Inspector

144

Table Inspector

144

Chart Inspector

145

Hyperlink Inspector

145

QuickTime Inspector

147 Index

Preface

Welcome to Keynote 2

With Keynote, impressive presentations are just the

beginning. This preface provides an overview of the

features of Keynote and a list of resources for using

it.

Keynote is a robust program for creating professional-quality presentations. Keynote’s

powerful and simple tools make it easy to deliver compelling presentations, create

studio-quality storyboards and portfolios, and author interactive slideshows. You can

incorporate photos, movies, or music from your iLife libraries, as well as Safari web

snapshots.

Present your data using any of the charts and tables built right into Keynote. Use the

handsome and versatile themes that come with Keynote, or customize themes to suit

your specific needs.

Your Keynote presentation can be viewed in several ways, including watching it on a

computer, projecting it from a computer to a large screen, printing it, or exporting it

as a set of image files or to Flash, QuickTime, PowerPoint, or PDF format so that it can

be viewed on other computer platforms. (For more information about viewing

options, see Chapter 8, “Viewing, Printing, and Exporting Your Slideshow.”)

Keynote Features at a Glance

Professional-Quality Designs

Keynote provides a wide variety of themes for creating stunning presentations in a

snap. Every theme includes coordinated colors, text, charts, and tables. You can easily

change a slideshow’s theme at any time, and you can modify themes to suit your

needs. You can even set off sections of your slideshow by using multiple themes in

the same presentation.

8 Preface

Welcome to Keynote 2

Real-Time Animated Text

Bring your text to life with Keynote’s studio-quality text animations. Choose from an

array of text and word animations. The real-time preview makes it easy to quickly

audition effects and make adjustments.

Preface

Welcome to Keynote 2

Powerful Animation Tools

Create complex slide animations quickly and easily. Keynote 2 adds auto-advance

between slides, and advanced timing options for object builds so that you can

precisely time all aspects of your slide animations.

Create sophisticated

animations and slide

transitions. Synchronize

the entry, motion, and

exit of multiple objects

on a slide.

10 Preface

Welcome to Keynote 2

Easy-to-Use Media Tools

Preview items in your iPhoto or iTunes Library, or your Movies folder, and drag them

right to a slide.

Use the Mask feature to reveal only the part of an image you want to focus on,

without altering the original image file.

Use a mask to frame

part of a photo.

Drag an image, movie, or

audio file from the iLife

Media Browser to a slide.

Preface

Welcome to Keynote 2

Present With Confidence

Set up the main display for the audience and an alternate presenter display. While you

give your presentation, you can view information such as the current and next slide,

elapsed time or time remaining, a clock, and slide notes. Jump to any slide by typing

its slide number.

12 Preface

Welcome to Keynote 2

Self-Guided Presentations and Kiosks:

Tell your story even when you’re not there. For kiosk presentations, create self-playing

slideshows that automatically loop. Or use hyperlinks to create slideshows that

viewers can navigate through. Turn any object into a hyperlink to perform such

actions as going to another slide, opening another Keynote document, or going to a

website. Embed a snapshot of the content of any webpage— without the browser

frame. Optionally auto-update the web page snapshot at presentation time.

Resources for Learning More

To get the most from Keynote, consult the following resources:

Easily add “previous” and

“next” slide links across

your presentation using

slide masters.

Preface

Welcome to Keynote 2

Tour

For an onscreen demonstration of what you can do with Keynote, view the tour. Open

the tour by choosing Help > iWork Tour.

User’s Guide

This guide (what you’re reading now) describes the features of Keynote and shows

you how to use it. To see a full-color PDF file of this guide, choose Help > Keynote

User Guide.

Chapter 1, “Overview of Keynote,” describes the tools for creating presentations.

Chapter 2, “Creating a Presentation,” shows the basic step-by-step workflow. For more

detailed information about each step, refer to Chapters 3 through 8. To learn how to

create your own themes, read Chapter 9, “Designing Your Own Master Slides and

Themes.”

Note:

To complete many of the tasks in this book (and in Keynote Help), you use

menu commands. The instructions look like this:

Choose Help > iWork Tour.

The first term after

Choose

is the menu you click; the next term is the item you choose

from that menu.

14 Preface

Welcome to Keynote 2

Onscreen Help

To see the help, open Keynote and choose Help > Keynote Help. You can browse

through the table of contents to find a specific topic, or enter a question in the search

field to find an answer about how to accomplish a task.

Help tags are also available for many onscreen items. To see a help tag, let the pointer

rest over an item for a few seconds.

Keynote Quick Reference

The quick reference card lists many of the keyboard shortcuts for Keynote. (To see a

complete list of shortcuts, choose Help > Keynote Keyboard Shortcuts or search for

“keyboard shortcuts” in the onscreen help.)

Web Resources

Go to www.apple.com/keynote to get the latest software updates and information.

You can also purchase Keynote products on the web.

To find out about Keynote products and get up-to-date information:

Choose Help > Keynote on the Web.

Technical Support

A variety of support options are available to Keynote users. For more information, see

the AppleCare Software Service and Support Guide that comes with your Keynote

documentation or choose Help > Keynote Support.

To display a help tag, rest

the pointer over an item.

Overview of Keynote

This chapter introduces you to the windows and

tools you’ll use in Keynote.

When you create slides in Keynote, you create a Keynote document. The entire

slideshow, including all of the graphics, media, and chart data, is contained within this

one document, which can be easily moved from one computer to another. If you add

movies or sounds to your document, you can save them as a part of your Keynote

document so that you don’t have to transfer those files separately.

The Keynote Window

The Keynote window contains three sections—the slide canvas, the slide organizer,

and the notes field—which display detailed views of your slides and slideshow as you

work. It’s easy to keep your slides organized and navigate through even long

slideshows.

16 Chapter 1

Overview of Keynote

The Slide Canvas

The slide canvas is where you create each slide. You can easily drag graphics files,

movie files, and sound files to the canvas to add them to your slideshow.

The slide canvas:

Create each slide by typing

text and adding media.

The toolbar:

Customize it to include the

tools you use most often.

The notes field: Add text about

individual slides. You can refer

to these notes during your

presentation—the audience

won’t see them.

The slide organizer: Create a

visual outline of your slide

presentation. You can view a

thumbnail of each slide or a

text outline.

Chapter 1

Overview of Keynote

You create a slideshow using a

theme

—a family of master slides—to ensure a

handsome and cohesive look throughout your presentation. Master slides provide

predesigned layouts for various kinds of slides, with coordinated fonts, textures, chart

properties, and more. Each theme contains a variety of master slides, making it easy to

add titles, bulleted text, and graphics.

As you work on your slides, you may want to zoom in or out to get a better view of

what you are doing.

To zoom in or out on the slide canvas:

Choose View > Zoom > [

zoom level

]. Or choose a magnification level from the pop-up

menu at the bottom left of the slide canvas.

The Slide Organizer

Use the slide organizer at the left side of the Keynote window to organize the slides in

your presentation. In the organizer, you can rearrange slides by dragging them, and

you can indent slides to group them.

The slide organizer has two views: navigator view, which is most useful for graphics-

intensive presentations, and outline view, best for presentations that are mainly text.

To change from one view to the other:

Choose View > Outline or View > Navigator (or click View in the toolbar and choose

an option).

To hide the slide organizer:

Choose View > Slide Only.

Navigator View

In navigator view, the slide organizer displays a thumbnail image of each slide in your

presentation, making it easy to see the flow of graphics-rich presentations.

To help you organize your presentation as you work, you can group slides by

indenting them, creating a “visual outline” of the slideshow. You can show or hide

groups of slides by clicking the disclosure triangles. You can also skip slides so that

they will not appear when you present your slideshow.

18 Chapter 1

Overview of Keynote

To show navigator view:

Choose View > Navigator (or click View in the toolbar and choose Navigator).

To hide navigator view:

Choose View > Slide Only (or click View in the toolbar and choose Slide Only).

You can see your master slides in navigator view by dragging the bar at the top. Use

the master slides to design your own themes and master slide layouts. (For

information about designing your own themes and master slide layouts, see

Chapter 9, “Designing Your Own Master Slides and Themes.”)

To add a slide, do one of the following:

Choose Slide > New Slide.

Select a slide and click New in the toolbar or press Return (these options create a

slide with the same master as the selected slide).

Press Option and drag a slide until you see a blue triangle (this duplicates the

dragged slide).

Select a slide and choose Edit > Duplicate.

Select a slide, choose Edit > Copy, select another slide, and choose Edit > Paste (this

copies the first slide and puts a duplicate of it after the second slide you selected).

Drag the bar at the top of

navigator view to display

the master slides.

See the graphics on each

of your slides at a glance.

Click the disclosure triangles

to show or hide groups of

indented slides.

Organize slides by

indenting them. To indent

a slide, drag it or select it

and press Tab.

Chapter 1

Overview of Keynote

To indent slides:

In navigator view, select the slide you want to indent.

To select multiple slides, hold down the Shift key and select the first and last slides in

a range.

2Press Tab (or drag the selected slide to the right until a blue triangle appears).

You can create more indent levels by pressing Tab again. You can indent a slide only

one level deeper than the previous (the “parent”) slide.

To move slides to a higher outline level:

mSelect the slides and press Shift-Tab (or drag the selected slides to the left).

To show or hide a group of slides:

mClick the disclosure triangle to the left of the first slide in the group.

To skip a slide when you play your slideshow:

mSelect the slide and choose Slide > Skip Slide.

To display a skipped slide:

mSelect the slide (it looks like a line in the slide organizer) and choose Slide > Don’t Skip

Slide.

To delete a slide:

mSelect the slide in the slide organizer and press the Delete key.

If the slide had children (subordinate slides grouped below it), they are moved up by

one outline level.

To delete a slide and all the slides grouped below it:

mCollapse the group of slides (click the arrow to the left of the top slide) and press the

Delete key.

If you accidentally delete slides, you can recover them immediately by choosing Edit >

Undo Delete.

To move a group of slides:

mSelect the first slide in the group and drag the group to a new location in the slide

organizer.

20 Chapter 1 Overview of Keynote

Outline View

Outline view displays the text of each slide in your slideshow. This view is most useful

for seeing the flow of text-rich presentations. All of the titles and bullet points appear

legibly in the slide organizer.

Outline view provides an easy way to order and reorder your bullet points as you

organize your presentation. You can add bullet points to existing text directly in the

slide organizer. You can also drag bullets from one slide to another, or drag them to a

higher or lower level within the same slide.

To show outline view:

mChoose View > Outline (or click View in the toolbar and choose Outline).

To change the font used in outline view:

1Choose Keynote > Preferences and click General.

2Choose a font and size from the Outline View Font pop-up menus.

As in navigator view, you

can skip slides so that they

don’t appear when you

play your slideshow.

In outline view, you see the

text in titles and bullet

points. You can add or edit

text directly in the outline

view.

Double-click a slide icon to

hide its bulleted text in the

slide organizer.

Drag bullets left or right to

move them to a higher or

lower outline level.

Drag bullets to another

slide or drag them to

create a new slide.

Chapter 1 Overview of Keynote 21

To select a bullet and its text in outline view:

mClick the bullet.

To select a bullet (or bullets) and its subordinate bullets:

mClick between a bullet and its text, then drag down.

To move a bullet to a lower outline level on the same slide:

mClick anywhere in the text and press Tab, or drag the bullet to the right, until a blue

triangle appears.

You can also select (highlight) any number of bullets and press Tab.

To move a bullet to a higher outline level on the same slide:

mClick anywhere in the text and press Shift-Tab, or drag the bullet to the left until a

blue triangle appears.

To move bullets to another slide:

mDrag the selected bullets out of the current slide to a different slide.

To move bullets from one slide and create a new slide:

mDrag the bullets to the left of the other bullets on the slide until a blue triangle

appears above the slide.

To place all slide bullets subordinate to the bullets on the previous slide:

mDrag the slide icon to the right.

All bullets on the slide are moved to the previous slide, with the first bullet at the

same level as the last bullet on the previous slide.

To print out the outline view:

1Choose File > Print.

2In the Print dialog, choose Keynote from the Copies & Pages pop-up menu.

3Select Outline.

The Notes Field

Use the notes field to type or view notes for each slide. You can print these notes or

view them on an alternate display that only you see while you give your presentation.

22 Chapter 1 Overview of Keynote

To see the notes field:

mChoose View > Show Notes (or click View in the toolbar and choose Show Notes).

To learn how to view your notes during slideshow playback, see Chapter 8, “Viewing,

Printing, and Exporting Your Slideshow.”

Keynote Tools

The Toolbar

The Keynote toolbar gives you one-click access to many of the actions you’ll use as

you create presentations. As you work in Keynote and get to know which commands

you use most often, you can add, remove, and rearrange toolbar buttons.

The notes field is an area

where you can keep track

of what you want to say as

you show each slide.

Open the

Inspector window,

Media Browser,

Colors window, or

Font panel.

Click to choose a

new view, theme,

or master slide.

Click these buttons

to add or delete

slides, or play the

slideshow.

Add a free

text box, a

shape, a table,

or a chart.

Turn a group of objects

into one object (or one

into its components); move

an object on top of or

underneath other objects.

Chapter 1 Overview of Keynote 23

To customize the toolbar:

1Choose View > Customize Toolbar.

2To add an item to the toolbar, drag its icon to the toolbar at the top.

3To remove an item from the toolbar, drag it out of the toolbar.

4To rearrange items in the toolbar, drag them.

5To make the toolbar icons smaller, select Use Small Size.

6To display only icons or only text, choose an option from the Show pop-up menu.

You can restore the default set of toolbar buttons by dragging the default set to the

toolbar.

If you’re not sure what a button does, drag it into the toolbar (in the Customize dialog)

and place the pointer over the icon until you see its description (help tag).

The Inspector Window

The Inspector window makes it easy to format your slides as you work. Most elements

of your slideshow are formatted using the ten panes of the Inspector window.

To open the Inspector window:

mChoose View > Show Inspector (or click Inspector in the toolbar).

Click one of the buttons at the top to display its inspector pane. Clicking the second

button from the left, for example, displays the Slide Inspector. You can have several

Inspector windows open at the same time.

Click one of these buttons

to display a different

Inspector pane.

24 Chapter 1 Overview of Keynote

To open more than one Inspector window at the same time:

mChoose View > New Inspector.

The Font Panel

Keynote uses the Mac OS X Font panel, so you can use any of the fonts on your

computer in your presentations.

To open the Font panel:

mChoose Format > Font > Show Fonts (or click Fonts in the toolbar).

Note: If you use special fonts in a Keynote document and you send it to others, be

sure the recipients have those fonts installed on their computer.

The Colors Window

You use the Mac OS X Colors window to choose colors for text, shapes, or shadows.

To open the Colors window:

mChoose View > Show Colors (or click Colors in the toolbar).

Shortcuts

You can use the keyboard to perform many of the Keynote menu commands and

tasks. A comprehensive list of keyboard shortcuts is available in onscreen help. Many

keyboard shortcuts are also listed in the Keynote Quick Reference card.

To see the list of keyboard shortcuts:

mIn Keynote, choose Help > Keynote Keyboard Shortcuts.

Many commands are also available in shortcut menus that you can access directly

from the object you are working with.

To open a shortcut menu:

mPress the Control key while you click an object.

Shortcut menus are especially useful for working with tables and charts.

2Creating a Presentation

This chapter outlines the basic tasks and steps for

completing a professional-quality slide

presentation.

Step 1: Select a Theme

To start a Keynote project from scratch, double-click the Keynote icon and select a

theme.

By using a Keynote theme, you can create an attractive presentation without having

to do a lot of design work. Each Keynote theme includes a set of templates (called

master slides) with styled text, bullets, layouts, and other formatting features already

set for you. Keynote themes come in a broad variety of textures and moods to suit

different kinds of presentations.

Whenever you create a new Keynote document, you must select a theme in the

Theme Chooser. You can easily change the theme of a Keynote slideshow at any time.

You can also make Keynote use a particular theme for new documents.

Importing a PowerPoint or AppleWorks Presentation

If you already have a slide presentation that you created in Microsoft PowerPoint or

AppleWorks, you can import it into Keynote and continue to work on it. Simply drag

the PowerPoint or AppleWorks document icon onto the Keynote application icon.

The document opens in Keynote and you can select a theme.

You can also export Keynote documents to PowerPoint. For more information, see

“PowerPoint” on page 127.

26 Chapter 2 Creating a Presentation

To apply a different theme to a slide presentation:

1Choose File > Choose Theme (or click Themes in the toolbar and choose Theme

Chooser), and then select a theme.

2Select a slide size.

About slide size: Most projectors work best with slides at the default size, 800 x 600.

Newer ones may display slides well at a resolution of 1024 x 768. If your display is

larger than one of these sizes, you can set a custom slide size for your Keynote

presentation. For more information, see “Changing the Slide Size” on page 121.

3Click Choose.

You can specify that new documents always use a particular theme.

To specify the theme used for new documents:

1Choose Keynote > Preferences and click General.

2Select “Use theme” and click Choose.

3Select a theme and click Choose.

To modify themes or create your own, see Chapter 9, “Designing Your Own

Master Slides and Themes.” You can also use more than one theme in a presentation;

see “Using Multiple Themes” on page 33.

Kinds of Slideshows

You can make three different kinds of presentations in Keynote, depending on how

the presentation will be used. It’s a good idea to keep the kind of presentation in

mind as you design it.

ÂNormal. These presentations are controlled by clicking the mouse or using the

keyboard. By default, a slideshow is normal (interactive) unless you make it a self-

playing or hyperlinks-only slideshow.

ÂSelf-playing. These presentations advance automatically, like a movie (no user

interaction is possible). You can use this option, for example, to play a presentation

in a kiosk setting. To learn about creating these kinds of presentations, see “Self-

Playing Presentations” on page 113.

ÂHyperlinks only. Viewers navigate through these presentations by clicking

hyperlinks. For more information about creating these kinds of presentations, see

“Hyperlinks-Only Presentations” on page 115.

Chapter 2 Creating a Presentation 27

Step 2: Create Your Slides

When you select a theme, a single slide appears in the slide organizer. You can begin

working in this first slide, adding text, graphics, movies, and sound. You can add new

slides to the document as needed.

To add a slide, do one of the following:

ÂChoose Slide > New Slide (or click New in the toolbar).

ÂClick New in the toolbar.

ÂSelect a slide in the slide organizer and press Return.

Important: Save your work often by choosing File > Save. For more details about

saving Keynote documents, see “Step 4: Save Your Slideshow” on page 33.

As you work, you’ll want to use different slide layouts to place your text and graphics

on individual slides. Master slides provide the layouts you are most likely to need.

Using Master Slides

Each Keynote theme includes a family of master slides. Each master slide has a

different layout that may include title and body placeholder text, as well as object

placeholders for graphics, tables, and charts.

Most themes come with the master slide layouts described here:

When you create a new slide, it uses the master slide of the selected slide. (Except

when the selected slide is the first slide, Title & Subtitle.) You can change a slide’s

master slide layout at any time.

Master slide Recommended use

Title Title page or section titles within your presentation

Title & Subtitle Title page or section titles requiring a subtitle

Bullets General content pages that require bulleted text; the text area

fills the entire slide

Title & Bullets—Left Content pages on which you can place bulleted text on the left

and a graphic on the right

Title, Bullets & Photo Title page or section title with text and photo

Blank Graphics-rich layouts

28 Chapter 2 Creating a Presentation

To change the master for a slide:

1Select the slide whose master slide layout you want to change.

2Click Masters in the toolbar.

3Choose a master slide in the list.

For more information about modifying themes and master slides, see Chapter 9,

“Designing Your Own Master Slides and Themes.”

Adding Text

Master slides provide placeholder text (which you replace with your text) for slide

titles and body text. Title text is larger than body text. Most body text is bulleted,

although some master slides offer non-bulleted body text. Choose a master slide with

the combination of title text and body text that best suits the slide’s content.

To add title text to a slide:

mDouble-click in a title text box in the slide canvas and type your text.

To add bulleted text:

mClick in a bulleted body text box in the slide canvas and begin typing.

To move to the next bulleted line, press Return. To indent a bulleted line, press Tab. To

move a bulleted line to a higher indent level, press Shift-Tab.

For information about creating text without bullets, see “Adding Text Without Bullets”

on page 37.

Chapter 2 Creating a Presentation 29

You can change the look of the text and bullets in any of your slides using the Text

Inspector and the Graphic Inspector. For more details about how to use inspectors to

change text, including how to change the style of bullets or add text without bullets,

see Chapter 3, “Working With Text, Graphics, and Other Media.”

Double-click in a title text box

and type a title. The font and

text size are already set for you.

Drag a graphic file from

the Media Browser or

Finder to your slide.

Double-click in a body

text box and type to

create bulleted text. The

bullet style, font, and text

size are already set.

30 Chapter 2 Creating a Presentation

Adding Graphics

To add a graphic to a slide, do one of the following:

ÂChoose View > Show Media Browser (or click Media in the toolbar), choose iPhoto,

and drag a photo to the slide canvas.

ÂDrag a graphic file from the Finder to the slide canvas.

ÂChoose Insert > Choose, select the graphic file, and click Insert.

ÂTo create a new slide with the graphic on it, drag the graphic file from the Finder to

the slide organizer.

You can modify a graphic’s colors, alignment, orientation, and other properties. You

make these adjustments using the Inspectors. You set object placement, size, and

orientation in the Metrics Inspector. Shadow, fill color, and opacity are set using the

Graphic Inspector. For more information about setting attributes using the inspectors,

see Chapter 3, “Working With Text, Graphics, and Other Media.”

To present complex or numerical data in an easily digestible visual format, you can

use a table or chart; Keynote supplies tables and charts for each theme. For more

information about adding tables and charts, see Chapter 5, “Creating Tables,” and

Chapter 6, “Creating Charts.”

Using Alignment Guides and Rulers

As you move text and graphics around on the slide canvas, you will notice yellow

alignment guides. These pop-up guides help you center and align objects on the

canvas. They appear whenever the center or edge of an object aligns with the center

or edge of another object, or with the center of the slide canvas. You can create your

own alignment guides to help you place slide elements precisely in the same position

from one slide to the next. Alignment guides (even those you create) don’t appear

during a presentation; they are visible only when you are editing a slide.

Keynote also displays the X and Y coordinates of an object’s top-left corner as you

move the object around the slide canvas, or the object’s angle as you rotate it. When

you resize an object, size tags display the object’s height and width.

You can turn on rulers to help you align objects on the slide canvas. Rulers show you

how far (in increments you specify) an object is from the edge of the slide.

Chapter 2 Creating a Presentation 31

To turn rulers on:

mChoose View > Show Rulers.

To change the unit of measure in the rulers:

1Choose Keynote > Preferences and click Rulers.

2Choose an item from the Ruler Units pop-up menu.

Make sure that “Display ruler units as percentage” is deselected. Selecting this option

displays measurements as a percentage of the distance across the slide, rather than in

the chosen unit of measure.

To place the ruler’s horizontal origin point at the left edge of the slide:

mIn the Rulers pane of Keynote Preferences, deselect “Place origin at center of ruler.”

After you’ve placed graphics exactly where you want them on the slide, you can lock

them to the slide canvas to prevent them from being accidentally moved as you work.

To lock an object to the slide canvas:

mSelect the object and choose Arrange > Lock.

You cannot modify an object that has been locked to the slide canvas. To unlock an

object, choose Arrange > Unlock.

Note: If you often lock and unlock objects, you can add buttons to the toolbar for

these commands. Choose View > Customize Toolbar.

Changing the Appearance and Behavior of Alignment Guides

You can place your own alignment guides on any slide to help you line up objects

where you want them.

To place alignment guides on a slide:

1Choose View > Show Rulers to make the rulers appear at the top and left side of the

slide canvas.

2Place the pointer on a ruler and drag to the slide canvas.

3Drag the yellow guide wherever you want on the slide canvas.

You can add alignment guides to a master slide so that they appear on any new slide

based on that master. For more information, see “Adding Alignment Guides” on

page 132.

32 Chapter 2 Creating a Presentation

To remove alignment guides that you have placed on a slide:

mDrag the alignment guide off the edge of the slide canvas.

If alignment guides are getting in the way as you work, you can temporarily hide

them.

To temporarily hide pop-up alignment guides:

mHold down the Command key while dragging an object.

You can turn off pop-up alignment guides and size and position tags in the Rulers

pane of Keynote Preferences. You can also make alignment guides appear only when

object edges are aligned, or only when object centers are aligned.

To change the behavior of alignment guides and tags displayed when you move

objects:

1Choose Keynote > Preferences and click Rulers.

2To turn off the guides that appear when an object’s center aligns with another object

or the center of the slide canvas, deselect “Show guides at object center.”

3To turn on the alignment guides that appear when an object’s edges align with

another object or the center of the slide canvas, select “Show guides at object edges.”

4To turn off size and position tags, click General and deselect “Show size and position

when moving objects.”

To change the color of alignment guides:

mIn the Rulers pane of Keynote Preferences, click the Alignment Guides color well and

select a color in the Colors window.

Step 3: Organize Your Slides

Change the order of slides in your presentation by dragging them in the slide

organizer.

You can organize your slides into an outline by indenting related sets of slides. You

can also show or hide individual slides or groups of slides as you work. Indenting or

hiding slides in the slide organizer does not affect the flow of the final presentation. It

is only a tool to make it easier to organize and navigate through large sets of slides.

Chapter 2 Creating a Presentation 33

For more information about indenting and organizing slides, see “Navigator View” on

page 17 and “Outline View” on page 20.

Using Multiple Themes

As your presentation takes shape, you may want to use different themes for different

slides within the same presentation. For example, you could have one look for slides

about past business performance and another for sales projections.

To use multiple themes in a document:

1In the slide organizer, select the slide or slides you want to have a different theme.

2Choose File > Choose Theme.

3Select the theme and choose Selected Slides from the Apply Theme To pop-up menu.

4If you modified theme defaults on individual slides, and you want to incorporate these

overrides into the new theme, select “Retain changes to theme defaults.”

For example, if you change the background fill on a few slides, and you want to use

the same fill in the new theme, then select this option. If you don’t select this option,

the slides will use the new theme’s background fill.

5Click Choose.

You can also select slides, click Themes in the toolbar, and choose a theme; the new

theme is applied to the selected slides.

Getting Around Your Presentation

You can easily go to the first or last slide in your presentation, and to the previous or

next slide.

To quickly jump to a particular slide:

mChoose Slide > Go To > [option].

Step 4: Save Your Slideshow

You should save your document often. Keynote provides some special options for

saving your slideshow, including saving a previous version and saving audio and

movie files as part of the document. (For more information, see “Kinds of Slideshows”

on page 26.)

34 Chapter 2 Creating a Presentation

To save a Keynote document:

1Choose File > Save.

2Type a name for the document and choose where you want to store it.

3Click Save.

There are advanced saving options available for special circumstances. To see these

options, click the disclosure triangle (to the right of the filename) in the Save dialog.

ÂIf you added sound or movies to your document, and you plan to transfer the

slideshow to another computer, select “Copy audio and movies into document.”

(This option is on by default.)

If you deselect this option, and then transfer the slideshow to another computer,

you need to transfer the sound and movie files as well. Selecting this option makes

the document file larger; you may want to include media files (using Save As) only

when you’re ready to move the slideshow to another computer.

ÂIf the document will be opened on a computer that doesn’t have the theme

installed, select “Copy theme images into document.”

This option ensures that all theme components appear correctly even if the theme is

missing. Selecting this option makes the document file larger.

As you make changes to your slideshow, you can save one previous version.

To save a copy of the previous version when you save a Keynote document:

1Choose Keynote > Preferences and click General.

2Select “Back up previous version.”

3Choose File > Save.

With this preference selected, each time you save your document, the previously

saved version of your document is renamed “Backup of <document name>” and is

saved in the same folder as your document. This backup file does not include the

changes made since the last save; the document that includes the latest changes

remains open. (Even if this option is selected, you won’t get a backup version the first

time you save a document.)

Chapter 2 Creating a Presentation 35

Step 5: Play Your Slideshow

You can show your finished presentation on your computer’s display, or project it onto

a screen for a larger audience.

To play the presentation on your computer:

1In the Finder, double-click the Keynote document icon.

2Choose View > Play Slideshow (or click Play in the toolbar).

Note: Clicking Play plays the slideshow starting with the currently selected slide. To

play the slideshow from the beginning (if the first slide is not selected), press the

Option key while you click Play.

3Click to advance to the next slide or through the next object build on the slide.

4To stop the slideshow, press Q or Esc.

Keynote provides many options for sharing your slideshow, including playing it on a

large screen or secondary display, creating a QuickTime or Flash movie, PDF file, or

PowerPoint presentation, or printing it. For more details about viewing and sharing

your slideshow, see Chapter 8, “Viewing, Printing, and Exporting Your Slideshow.”

3Working With Text, Graphics,

and Other Media

You can easily add and modify text, graphics,

sound, and movies. This chapter describes in detail

how to add various media to your presentations.

Editing Text and Text Properties

To add text to a text box or shape, simply click to select the text box or shape and

start typing.

To enter and edit text in a text box:

1Double-click the text and start typing.

2Adjust the text color, alignment, and font using the Text Inspector or Font panel, as

described in “Formatting Bulleted Text and Numbered Lists” on page 38.

Adding Text Without Bullets

If you want a text box without bullets, you can add a “free text box” to the slide.

Note: Some themes provide master slides with body text boxes that don’t use bullets.

You can also create bullet-less body text by choosing “No Bullets” as the bullet style;

you can still indent this text as you do bulleted text.

Text in free text boxes does not appear in outline view.

To create a free text box (text without bullets):

1Choose Insert > Text (or click Text in the toolbar).

2In the text box that appears, double-click the text and type.

Note: You cannot use formatted bullets in free text boxes. To get formatted bullets (in

which carryover text aligns with the text above and the bullet “hangs” ), you must use

a body text box. (See “Modifying Layouts” on page 61.)

38 Chapter 3 Working With Text, Graphics, and Other Media

3When you’re finished typing, click outside the text box. Or, to stop editing text and

select the text box, press Command-Return.

4Drag the handles on the text box to change its width.

Free text boxes automatically grow or shrink vertically to accommodate the length of

your text. You cannot make them taller by dragging. To make a free text box taller

without expanding its contents, drag the selection handles to make the box narrower

(that is, force the box to grow vertically).

You can drag text boxes anywhere on a slide. For more information about modifying

text boxes, see “Resizing, Moving, and Layering Objects” on page 47.

Note: You can also put text within a shape. See “Adding Text to Shapes” on page 45.

Formatting Bulleted Text and Numbered Lists

You can change the properties—including the font, color, or spacing of lines and

words—of text at any time. For bulleted text, you can select from a range of bullet

and numbering styles. You can even use an image of your own as a bullet. You make

most text changes using the Text Inspector and Font panel.

You can also create engaging visual effects with text by changing its color, shadow,

opacity, and orientation on the screen. To learn more about these options, see

Chapter 4, “Changing Object Properties.”

To change the font:

1Select the text you want to change and choose Format > Font > Show Fonts (or click

Fonts in the toolbar).

2In the Font panel, select a font and size.

Using the Text Inspector

In the Text Inspector, you can adjust all basic text properties in your slides. Use it to

change the color, alignment, and spacing of selected text. If you select bulleted text,

you can also change the bullet style.

Chapter 3 Working With Text, Graphics, and Other Media 39

To open the Text Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar) and click the Text

Inspector button.

To change text color:

1Select the text you want to change (or click in the text to place the insertion point).

2In the Text Inspector, click the color well.

3In the Colors window, select a color.

You can align text within a text box left, right, center, or both right and left (called

“justified”). You can also “grow” text from the top, center, or bottom of the text box.

Click the color well to

change the color of

selected text.

The Text Inspector button

Use these buttons to align

text.

Drag the sliders to adjust

character, line, and

paragraph spacing for

selected text.

Change the space between

text and the text box,

table cell, or shape that

contains it.

40 Chapter 3 Working With Text, Graphics, and Other Media

To adjust text alignment:

1Select the text you want to change.

2Click the horizontal or vertical alignment buttons at the top of the Text Inspector.

Note: A body text box with too much text (more text than can be displayed) always

aligns at the top. Vertical alignment has no effect on free text boxes.

To adjust the spacing between lines of text within a paragraph or bullet:

1Select the text you want to change (or select a text box).

2In the Text Inspector, drag the Line slider to adjust the line spacing.

Dragging the slider to the left brings the selected lines closer together; dragging it to

the right moves them farther apart.

You can also set precise point values for spacing between lines of text in a paragraph,

or use preset measurements, which you can select in the Line Spacing pop-up menu.

To set precise values for spacing between the lines of text in a paragraph:

1Select the text you want to change.

2In the Text Inspector, type a value in the Line Spacing field.

Use the vertical alignment

buttons to “grow” text

from the top, center, or

bottom of the text box.

Use the horizontal alignment

buttons to align text on the

left, center, right, or both left

and right (justified).

Line Spacing pop-up

menu: Click the arrows to

choose preset line spacing.

Line Spacing field:Type a

value (or click the arrows)

to specify the space

between lines of text in a

paragraph.

Chapter 3 Working With Text, Graphics, and Other Media 41

3Choose an option from the Line Spacing pop-up menu.

ÂSingle: Standard space between lines of text.

ÂDouble: Adds an extra line space between lines of text.

ÂMultiple: Set line spacing values between single and double, or greater than

double.

ÂAt Least: The distance between lines is never less than the value you specify,

and may be more to prevent larger fonts from overlapping. Use this setting when

the distance between lines should remain fixed, but overlap is not desired if the text

should get large.

ÂBetween: The value you specify is added to or subtracted from the font size. As

font size changes, the distance between the bottom of one line of text and the top

of the next changes too. Use this option to set a specific distance between

ascenders and descenders, regardless of font size.

To adjust the amount of space before or after a paragraph or bullet:

1Select the text you want to change.

2In the Text Inspector, drag the Before Paragraph or After Paragraph slider. You can also

type a specific amount (5 points, for example) in the text box.

To adjust the amount of space between characters:

1Select the text you want to change.

2In the Text Inspector, drag the Character slider.

Dragging the slider to the left brings the letters closer together; dragging it to the

right moves them farther apart.

You can change the amount of space between text and its container (a text box,

shape, or table cell). This measurement is called the “inset margin.” The amount you

specify is applied equally around the text on all four sides.

Note: You can’t adjust the inset margin for bulleted text.

Specify how much space

there is around text.

42 Chapter 3 Working With Text, Graphics, and Other Media

To adjust the amount of space around text:

1Select the text.

2In the Text Inspector, drag the Inset Margin slider, type a number in the Inset Margin

box, or click the arrows, and press Return.

To change the symbol used for bullets:

1Select the text whose bullet you want to change, or select a body text box to change

all bullets.

2In the Text Inspector, click Bullets & Numbering.

3Choose an option from the pop-up menu. For some options, you can adjust the size

and vertical alignment using the fields on the right.

ÂText Bullets: Choose an option from the bullet style pop-up menu, or type the

character(s) you want to use (any keyboard character) in the text box. To change a

text bullet’s color, click the color well and choose a color in the Colors window.

ÂImage Bullets: Choose from one of the images provided.

ÂCustom Image: Select one of your own image files or drag an image from the

Finder or Media Browser to the image well. Most images must be scaled very small

to be used as text bullets.

ÂNumbers: Choose a format from the number style pop-up menu.

ÂNo Bullets: Use this option to create bullet-less text. (You can use free text boxes

instead, but text in free text boxes doesn’t display or print in outline view.)

Important: Selecting the “Scale with text” checkbox maintains the bullet-to-text ratio

specified in the Size field, even if you change the font size.

Select the bullet type, style,

color, position, and size.

Click to format bullets.

Chapter 3 Working With Text, Graphics, and Other Media 43

To adjust the vertical alignment of a bullet (relative to its text):

1Select the text you want to change.

2In the Bullets & Numbering pane of the Text Inspector, type a number in the Align box

(or click the arrows).

Setting Text Indents and Tabs

All text boxes have default indents and tabs already set. You can see indent and tab

markers on the horizontal ruler when you choose View > Show Rulers and select some

text on a slide. You can drag these markers to change text indents and tabs.

To create a tab:

1Click in the text you want to adjust.

2Click the horizontal ruler and drag the tab where you want it.

To change a tab to a different type:

mControl-click the tab icon and choose a tab type from the shortcut menu. Or double-

click the tab icon in the ruler repeatedly until the type of tab you want appears.

To insert a tab in bulleted text or table text:

mPress Option-Tab.

Click the ruler to create a tab.

Double-click the tab icon to

change its type.

These markers indicate the

left alignment of the bullet,

the first line of bulleted text,

and subsequent lines of

bulleted text.

Choose from among

these tab types.

44 Chapter 3 Working With Text, Graphics, and Other Media

You can also adjust the indents used in bulleted text. You can specify where to put the

left edge of a bullet (so that you can have indented sub-bullets, for example), the

amount of space between the bullet and its text, and where to begin bulleted text

that wraps to the next line (carryover text).

To set the indents for bulleted text:

1Select the bulleted text you want to adjust.

2To set the left edge of the bullet, drag the square icon.

3To set where to begin the text after the bullet, drag the rectangular icon.

4To set the left margin of carryover text, drag the leftmost down arrow.

5To set the right margin, drag the rightmost down arrow.

Adding Images

You can add many types of graphics to your presentation, including photos, graphic

files created in other applications, and simple objects that you draw directly in

Keynote.

Keynote accepts all standard graphic file formats, including the following:

ÂPICT

ÂGIF

ÂTIFF

ÂJPEG

ÂPDF

ÂMOV

Drag to set the left edge

of text that wraps

(carryover text).

Drag to set the left edge

of the bullet.

Drag to set the left edge

of text after the bullet.

Chapter 3 Working With Text, Graphics, and Other Media 45

Adding Shapes

You can draw shapes—such as lines, rectangles, rounded rectangles, ellipses, triangles,

and arrows—directly in Keynote.

To add a shape:

1Choose Insert > [shape] (or click Shapes in the toolbar and choose a shape).

2Drag the selection handles to resize the shape.

You can also draw shapes at the desired size on the slide canvas.

To draw a shape on the slide canvas:

1Hold down the Option key while you click Shapes in the toolbar and choose a shape.

2Release the Option key and move the pointer over the slide canvas until it becomes a

crosshair.

3Drag across the slide canvas to create the shape.

To constrain the shape (for example, to keep triangles equal on all sides), press the

Shift key as you drag.

Adding Text to Shapes

You can add text to any shape.

To add text to a shape:

mDouble-click the shape and type your text.

You can format the text within a shape like any other text. If there is more text than

can show in the shape, the clipping indicator (+) appears. You can display the rest of

the text by resizing the shape.

You can change the line colors and fill colors of drawn objects. For more information,

see Chapter 4, “Changing Object Properties.”

The “+” means the shape

contains more text than

can be seen. To display

the rest of the text, resize

the object.

46 Chapter 3 Working With Text, Graphics, and Other Media

Adding Pictures From iPhoto

You can drag images directly from the Media Browser (or your iPhoto library) to a

slide.

To add an image from the Media Browser:

1Choose View > Show Media Browser.

2Choose iPhoto from the pop-up menu.

3Drag the photo to the slide.

Adding Other External Graphics

You can easily add graphic files created in other applications to your Keynote slides.

To add a graphic file from another source:

mChoose Insert > Choose and select the file (or drag the file from the Finder to your

slide).

You can adjust the opacity and shadow of graphic objects, as well as make precise

adjustments to their location and orientation on the slide. To learn more, see

Chapter 4, “Changing Object Properties.”

Using PDF Files as Graphics

If you intend to greatly enlarge or reduce a graphic’s dimensions, consider converting

it to a PDF file before bringing it into Keynote. PDF files don’t lose their crispness

when they are significantly resized. Other file types may not retain their clarity as well

when they are enlarged or reduced.

PDF files also provide a great way to move tabular data from Excel or AppleWorks

documents into Keynote. If you have extensively formatted tables in these

applications that you want to display in your slideshow, you can save the spreadsheet

as a PDF file and then place that PDF file on a slide as you would any other external

graphic file.

To convert an Excel or AppleWorks file to a PDF file:

1If you are converting an Excel spreadsheet, select the range of cells you want to

display in your slideshow.

2Choose File > Print.

3If you are converting an Excel document, select Selection (instead of Active Sheets).

Chapter 3 Working With Text, Graphics, and Other Media 47

4Choose Output Options from the Copies & Pages pop-up menu and select the “Save

as File” checkbox.

5Choose PDF from the Format pop-up menu.

6Click Save As PDF.

7In the Save dialog, type a name for the PDF file and select a location, then click Save.

You can include other kinds of objects, such as movies, charts, tables, hypertext links,

and webpages. To learn more, see “Adding a Movie or Animation” on page 54 and

“Adding Webpages and Hyperlinks” on page 56, as well as Chapter 5, “Creating Tables,”

and Chapter 6, “Creating Charts.”

Resizing, Moving, and Layering Objects

Once text and graphics are on the slide canvas, they behave very much the same.

They can be moved in front or in back of one another, and formatted or manipulated

in similar ways.

To move an object:

mClick the object to select it (make the selection handles appear), and then drag it.

Avoid dragging the object by the selection handles so that you don’t inadvertently

resize the object.

To resize an object:

1Click the object to select it.

Choose Output Options

from this pop-up menu.

Click to save the file as a PDF.

Select “Save as File.”

Choose PDF.

48 Chapter 3 Working With Text, Graphics, and Other Media

If text is selected, you can select the text box, shape, or table cell by pressing

Command-Return.

2Move the pointer close to a selection handle until it changes to a double-headed

arrow.

3Drag the selection handle to expand or shrink the object.

To resize the object from its center, press the Option key as you drag.

To constrain the object’s proportions as it expands or shrinks, press the Shift key as

you drag.

To move an object in front or in back of another object on the slide canvas:

1Select the object you want to move.

2Choose Arrange > Bring Forward or Send Backward.

3Repeat step 2 until the object is in the desired position.

4To move an object to the very top or bottom of the layered objects, choose Arrange >

Bring to Front or Send to Back.

Note: You can add the Forward and Backward buttons to the toolbar; choose View >

Customize Toolbar.

To rotate an object:

1Select the object.

2Hold down the Command key and move the pointer toward a selection handle until it

changes to a curved, double-headed arrow.

3Drag the selection handle to rotate the object.

You can also use the Rotate wheel or Angle field in the Metrics Inspector.

These buttons move an

object to the very top or

bottom layer.

These buttons move an

object up or down one layer.

Chapter 3 Working With Text, Graphics, and Other Media 49

Cropping (Masking) Images

Cropping an image means removing unwanted parts. With Keynote, you can get the

effect of cropping without actually changing the original image. This process is called

masking.

To mask an image:

1Select the image and choose Format > Mask.

A mask appears over the image with a resizable “window” in the center.

2Drag the window to reposition it; drag the selection handles to reveal the part of the

image you want to show. (You can also drag the image to recenter it within the mask

window.)

ÂTo constrain the window’s proportions, hold down the Shift key as you drag the

selection handles.

ÂTo rotate the window, hold down the Command key as you drag the selection

handles. (To learn more about manipulating objects using the selection handles, see

“Resizing, Moving, and Layering Objects” on page 47.)

3To exit mask mode, press Return or double-click the image.

Note: If you often mask objects, you can add a Mask button to the toolbar by

choosing View > Customize Toolbar.

To reenter mask mode for a masked image:

1Double-click the image.

The masked image is selected.

2To select the mask window, click the viewable image.

3Drag to resize and position the image and mask window to reveal the part of the

image you want to show.

To unmask an image (so the whole image appears):

mSelect the image and choose Format > Unmask.

50 Chapter 3 Working With Text, Graphics, and Other Media

Grouping and Locking Objects

You can group objects together so that they can be moved, copied, and oriented as a

single object. Lock objects to the canvas to avoid inadvertently moving them as you

work.

Note: After you group objects, you can’t edit the individual objects that compose the

group unless you ungroup them. To edit locked objects, unlock them first.

To group objects:

1Hold down the Command (or Shift) key as you select the objects you want to group

on the slide canvas.

2Choose Arrange > Group (or click Group in the toolbar).

To ungroup a grouped object:

mSelect the object and choose Arrange > Ungroup (or click Ungroup in the toolbar).

Note: If you group an object that has a build effect assigned to it, the effect is

removed. Ungrouping a grouped object assigned a build removes the build effect.

To lock objects to the slide canvas:

1Hold down the Command (or Shift) key as you select the objects you want to lock to

the slide canvas.

2Choose Arrange > Lock.

To unlock an object:

mSelect the object and choose Arrange > Unlock.

Note: If you often lock or unlock objects, you can add Lock and Unlock buttons to the

toolbar by choosing View > Customize Toolbar.

Working With Photo Cutouts (Alpha-Channel Graphics)

Keynote themes provide photo “cutouts” in which you can place your own images.

The result can look, for example, as if your image is in a picture frame. This effect is

created by using a graphic (the picture frame part) that contains a transparent area

where your image shows through. The transparent area is created using an alpha

channel (a way of defining transparency); an alpha-channel graphic is an image that

contains a transparent area.

Chapter 3 Working With Text, Graphics, and Other Media 51

You can also use alpha-channel graphics to create transparency around an irregularly

shaped image, like a tree, so that the image doesn’t have a rectangular white area

around it.

To place an image behind a photo cutout window in a Keynote theme:

1Drag your image from the Media Browser or the Finder to a cutout window on the

slide canvas.

2To resize the image within the cutout, drag one of the selection handles.

3Drag the image to adjust its position in the window.

Importing Alpha-Channel Graphics Into Keynote

When you bring an alpha-channel image into Keynote, there’s nothing else you have

to do to make the transparency work. Just place it, manipulate it, and move it to the

back or front as you would any other image.

Many PDF, TIFF, and PSD files contain alpha-channel graphics. You can use various

applications to create alpha-channel images, including Adobe Photoshop, Corel Draw,

Adobe Illustrator, and Adobe Acrobat. See the instructions that come with the

application to learn how to create alpha-channel images. To learn how to create your

own frame in Keynote with an imported alpha-channel graphic, see “Layering

Background Objects and Objects on Slides” on page 132.

Your photograph is placed

behind the alpha-channel

graphic and can be seen

through its transparent

region, so it appears that

the photo is in the photo-

corner frame.

This textured foreground

with photo corners and a

white border is an alpha-

channel graphic. The area

between the photo

corners is a transparent

alpha channel.

52 Chapter 3 Working With Text, Graphics, and Other Media

Including Sound and Other Media

You can add sound files to your project so that, for example, recorded music plays

throughout your slideshow or a narration accompanies each slide. You can also add

video or Flash movies that play within a slide.

Keynote accepts any QuickTime file type, including the following:

ÂMOV

ÂFLASH

ÂMP3

ÂMP4

ÂAIFF

ÂAAC

ÂMPEG-4

Important: When you add a media file to a slideshow, the file does not automatically

become part of the Keynote document. This feature keeps your Keynote document

from becoming too large. As long as you play the slideshow on the computer where

you created it, you see the media files play where you placed them. However, if you

want to play your slideshow on a different computer, you can save media files as part

of the document, so that you can transfer the slideshow to the other computer

without transferring the media files separately.

To save media files as part of your Keynote document:

1Choose File > Save As.

2Select “Copy audio and movies into document.” (You may need to click the disclosure

triangle in the Save dialog to display this checkbox.)

3Type a title and choose a location for the document, then click Save.

Note: Including media files in a document makes the document file much larger; you

may want to save the media files with the document only immediately before you

move or send the slideshow.

Using the Media Browser

The Media Browser lists all the media files in your iPhoto and iTunes Libraries, and in

your Movies folder. You can drag an item from the Media Browser to a slide or to an

image well in one of the inspectors.

Chapter 3 Working With Text, Graphics, and Other Media 53

To open the Media Browser:

mChoose View > Show Media Browser (or click Media in the toolbar).

Adding Narration and Other Audio

You can add music—a file or playlist from your iTunes music library, or any other

sound file—to a Keynote document. You can add sound as a soundtrack for the entire

slideshow, or you can add sound to a single slide.

If you add a soundtrack, the music starts playing when the slideshow starts. You can

specify whether to play the audio once or repeatedly (or you can turn it off).

If you add a sound file to an individual slide, the sound plays when the slide appears

and stops when you move to the next slide. You could, for example, record narration

for each slide as an MP3 file; this technique is especially useful if you plan to export

the slideshow as a self-playing QuickTime movie. (For more information, see

“QuickTime” on page 125.)

Note: To ensure that the audio plays on other computers, select “Copy audio and

movies into document” in the expanded Save dialog. For more information, see

“Including Sound and Other Media” on page 52.

Choose iTunes, iPhoto,

or Movies.

Drag a thumbnail to a slide

or to an image well in one

of the inspectors.

Search for a file by name.

Select an album.

54 Chapter 3 Working With Text, Graphics, and Other Media

To add a soundtrack:

1Open the Document Inspector.

2In the Audio area, click iTunes Library.

3Drag an audio file or playlist from the Media Browser to the Audio well in the

Document Inspector.

Note: You can also drag a sound file from the Finder.

4To repeat the sound file as long as the presentation is playing, choose Loop from the

pop-up menu in the Document Inspector.

To add sound to a slide:

mClick Media in the toolbar, choose iTunes from the pop-up menu, and drag a file to

the slide canvas. (You can also drag a file from the Finder.)

You can more finely control when music starts and stops by moving it on or off the

screen in an object build. To learn more about producing object builds, see “Creating

Object Builds” on page 107.

Adding a Movie or Animation

You can include movies in your slide presentation. After you put a movie on a slide,

you can resize and position the movie like any other object.

The Document Inspector

button

Preview your audio file.

Drag a sound file here to

play it throughout the

slideshow.

To repeat the sound file,

choose Loop.

Set the volume for the

soundtrack.

Chapter 3 Working With Text, Graphics, and Other Media 55

To add a movie to a slide, do one of the following:

ÂClick Media in the toolbar, choose Movies from the pop-up menu, and drag a file to

the slide canvas. (For movies to appear in the Media Browser, they must be in the

Movies folder in the Finder.)

ÂChoose Insert > Choose, select the file, and click Insert.

ÂDrag the movie file from the Finder to the slide canvas.

When your slideshow plays, the movie starts the moment the slide appears.

Note: To ensure that the movie plays on other computers, select “Copy audio and

movies into document” in the expanded Save dialog. For more information, see

“Including Sound and Other Media” on page 52.

Adjusting Media Playback Settings

In the QuickTime Inspector, you can set the playback volume for sound and movies in

your slideshow, and specify whether to play media files once, continuously, or forward

and backward (Loop Back and Forth).

To set media playback preferences:

1Choose View > Show Inspector (or click Inspector in the toolbar) and click the

QuickTime Inspector button.

2Click the movie to select it, then drag the Volume slider.

3Choose an option from the Repeat pop-up menu.

56 Chapter 3 Working With Text, Graphics, and Other Media

You can also specify which frame of the movie to display on the slide (called the

“poster frame”) until the movie starts playing.

To set the movie poster frame:

1Click the movie to select it.

2In the QuickTime Inspector, drag the Poster Frame slider until the movie displays the

image you want.

Adding Webpages and Hyperlinks

You can display a snapshot of a webpage (called a “web view”) on a slide; when the

document is opened or the slideshow starts, Keynote can automatically update the

snapshot with the current webpage. (The computer running the slideshow must be

connected to the Internet.) By default, the snapshot is a hyperlink you can click during

a presentation to open the webpage in a browser; you can turn off the link in the

Hyperlink Inspector.

The QuickTime Inspector

button

Set playback repeat options.

Use these controls to view

the movie as you edit your

slideshow.

Set the playback volume.

Select the frame to display

until the movie starts

playing.

Chapter 3 Working With Text, Graphics, and Other Media 57

To add a webpage snapshot to a slide:

1Choose Insert > Web View.

2In the Hyperlink Inspector, type the page’s URL (www.apple.com, for example).

The homepage specified in your default browser is inserted as placeholder text.

3To automatically update the webpage when the presentation starts to play, select

“Update automatically.”

If you don’t select “Update automatically,” you can update the webpage at any time by

clicking Update Now.

The blue arrow means that,

during a slideshow, you can

click the web view to open

the webpage in a browser.

Insert a snapshot of a webpage

that updates automatically

when the slideshow plays.

58 Chapter 3 Working With Text, Graphics, and Other Media

The webpage image is imported at full size, but you can resize and reposition it like

any other object. (The webpage image stays the same resolution, but you can resize

the web view to display less of the image.)

The webpage image is automatically a hyperlink, which you can click during a

presentation to open the webpage in a browser. To turn off this feature, deselect

“Enable as a hyperlink.”

You can also create a web view by dragging a URL from a browser to the slide canvas.

You can also add hyperlinks—text, images, or shapes—that you can click during a

presentation to do any of the following:

ÂGo to a particular slide

ÂOpen a webpage on the Internet

ÂOpen another Keynote document

ÂOpen an email message

ÂExit the slideshow

When this option is

selected, you can click the

web view during a

presentation to open the

webpage in a browser.

Select to update the web

view when the slideshow

begins.

Turn text or images into hyperlinks

that open another slide, a Keynote

document, a webpage, or an email

message. The blue arrow badge

(visible in edit mode) means the

item is a clickable hyperlink.

Chapter 3 Working With Text, Graphics, and Other Media 59

To add a hyperlink:

1Select the text, shape, image, or movie you want to turn into a hyperlink.

2In the Hyperlink Inspector, select “Enable as a hyperlink” and choose an option from

the Link To pop-up menu.

3Enter the required information.

You can also drag a URL from a browser to an object on the slide canvas to create a

web veiw hyperlink. By default, any text you type or drag that begins with “www,”

“ftp,” or “http” automatically becomes a hyperlink as well. You can prevent URLs from

being automatically turned into hyperlinks.

Use this type of hyperlink To perform this action Notes

Slide Go to another slide in the

presentation

Choose whether to display the

next, previous, first, or last

slide; the last slide viewed; or a

specific slide number.

Webpage Open the webpage in a

browser (Safari, for example)

Keynote opens your default

browser (specified in the

browser’s Preferences).

Keynote File Open another Keynote

document

If you transfer the presentation

to another computer,

remember to transfer the

other document as well.

Email Message Open a new mail message

with the specified subject and

addressee

Keynote opens your default

mail application.

Exit Slideshow Stop the slideshow Keynote opens in edit mode

to the last slide shown.

For text hyperlinks, if you

want the slide to display

text other than the URL,

type the hypertext here.

(Select the text first.)

60 Chapter 3 Working With Text, Graphics, and Other Media

To turn off automatic detection of URLs:

1Choose Keynote > Preferences and click General.

2In the Hyperlinks section, deselect “Automatically detect email and web addresses.”

By default, all new text hyperlinks are underlined automatically (you can change this

setting in Preferences). If you turn off this setting, you can add an underline to existing

text if you decide to enable it as a hyperlink later.

To turn automatic underlining of new text hyperlinks on or off:

1Choose Keynote > Preferences and click General.

2In the Hyperlinks section, select or deselect “Underline text hyperlinks on creation.”

To underline an existing text hyperlink:

1Select the text you want to underline.

2Click Fonts in the toolbar and choose Single from the Underline pop-up menu (or

choose Format > Font > Underline).

To make a hyperlinks-only presentation, choose “Hyperlinks only” from the

Presentation pop-up menu in the Document Inspector. For more information, see

“Hyperlinks-Only Presentations” on page 115.

During a presentation, the pointer appears only on slides with hyperlinks. You can

change this default so that the pointer appears whenever the mouse moves.

To specify when the pointer appears during a presentation:

1Choose Keynote > Preferences.

2Click Slideshow.

3Choose one of the options for showing the pointer.

Chapter 3 Working With Text, Graphics, and Other Media 61

Modifying Layouts

Certain slide elements—such as a body text box and object placeholders—are

preformatted and located in specific places on each master slide. You can easily add

these elements to individual slides.

To change a slide’s layout:

1Select the slide whose layout you want to change.

2Choose View > Show Inspector and click the Slide Inspector button.

3Click Appearance.

4Select the elements you want to add.

Note: If you delete one of these items from a slide, the checkbox in the Slide

Inspector is automatically deselected.

If none of the available master slide layouts meet your needs, you can create your

own master slide with whatever elements you want on it, and then create a new slide

based on that master. If you are going to create a number of slides that include a

graphic, you can add a “placeholder” box to contain it. You can also add a slide

number.

To learn how to design your own master slide layouts, see Chapter 9, “Designing Your

Own Master Slides and Themes.”

To make new charts,

tables, and images appear

in a specific place on

slides, select Object

Placeholder.

The Slide Inspector button

Select items to add them

to a slide.

62 Chapter 3 Working With Text, Graphics, and Other Media

Changing the Slide Background

You can use your own image as the background of any individual slide, or change the

slide’s background color. Make these changes in the Slide Inspector.

To change the slide background:

1Choose View > Show Inspector to open the Inspector window (or click Inspector in

the toolbar) and click the Slide Inspector button.

2Click Appearance.

3Choose a background type from the Background pop-up menu.

ÂColor Fill gives the background a single, solid color. Click the color well and choose

a color in the Colors window.

ÂGradient Fill colors the background with a color gradient. Click each color well and

choose colors in the Colors window.

ÂImage Fill lets you use your own image as a background. Click Choose and select

your image.

ÂTinted Image Fill lets you use your own image with a semi-opaque color tint over it.

Choose a background

color or image.

Choose a slide layout from

among the master slides.

Drag an image here from

the Media Browser or the

Finder.

Chapter 3 Working With Text, Graphics, and Other Media 63

4If you chose either of the image fills, choose a scaling option from the pop-up menu

(see “Filling an Object With an Image” on page 68).

To read more about working with image fills, color fills, and gradient fills, see “Using

Color and Image Fills” on page 65.

Retaining or Undoing Your Style Changes

If you make style and formatting changes on a slide and then decide that you want to

return to the theme’s default styles, you can reset the slide to the default styles.

To reset a slide to the default styles for the theme:

mSelect the slide and choose Format > Reapply Master to Slide.

You can reset multiple slides at once by selecting them in the slide organizer.

If you make style and formatting changes throughout a Keynote document and then

change the entire document to another theme, you can reset all styles to the theme

defaults or keep the overrides you made. (For example, if you change the background

fill on a few slides, you can keep the same fill in the new theme or use the new

theme’s background fill.)

To retain style overrides when applying a new theme:

1Choose File > Choose Theme. (Or click Themes in the toolbar and choose Theme

Chooser.)

2Select a new theme.

3Select “Retain changes to theme defaults.”

4Click Choose.

4Changing Object Properties

Want to take your creativity to the next level?

This chapter describes more advanced features

for enhancing graphics and other objects in your

presentation.

You can directly manipulate object properties such as color, line style and thickness,

shadow, opacity, and orientation using the inspectors and the Colors window, as

described in the following sections.

Using Color and Image Fills

You can create interesting effects with color in Keynote. A shape can be filled with

solid color, color gradients, or even with an image, such as a photo or other graphic.

You can also adjust an object’s opacity (transparency). You can even use fill and

opacity effects to modify individual bars or pie wedges in charts.

Selecting Colors

You use the Colors window to select color for text, shapes, backgrounds, and shadows

in Keynote.

To open the Colors window:

ÂChoose View > Show Colors (or click Colors in the toolbar).

ÂOr click a color well in one of the Inspector panes.

66 Chapter 4 Changing Object Properties

You can use the color wheel in the Colors window to select colors. Your color selection

appears in the well at the top of the Colors window. You can save that color for future

use by placing it in the color palette.

To open the color palette:

mDrag the handle at the bottom of the Colors window.

To save a color in the color palette:

mDrag a color from the color well to the color palette.

To apply a color from the Colors window to an object on the slide canvas, you must

place the color in the appropriate color well of an inspector pane.

To remove a color from the color palette:

mDrag a blank square to the color you want to remove.

To apply a color to an object on the slide canvas, do one of the following:

ÂSelect a color well in one of the inspector panes and then click a color in the color

wheel.

ÂDrag a color from the color palette to a color well in one of the inspector panes.

ÂDrag a color from the color palette to an object on the slide.

To change the color of an object, you use the Graphic Inspector.

The color selected in the

color wheel appears in

this color well.

Use the slider to show

lighter or darker hues in

the color wheel.

Drag colors from the

color well to store them

in the color palette.

Click to select a color in

the color wheel.

Drag the handle to open

the color palette.

Chapter 4 Changing Object Properties 67

To open the Graphic Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar), and then click the

Graphic Inspector button.

Filling an Object With Color

Objects can be filled with a solid color or a color gradient, in which two colors

gradually blend with each other.

To set the solid fill color of an object:

1On the slide canvas, select the object whose color you want to change.

2In the Graphic Inspector, choose Color Fill from the Fill pop-up menu.

3Click the color well below the Fill pop-up menu to open the Colors window.

4Select a color in the Colors window.

To fill an object with a color gradient:

1On the slide canvas, select the object whose color you want to change.

2In the Graphic Inspector, choose Gradient Fill from the Fill pop-up menu.

3Click each color well and choose a color in the Colors window to set the gradient.

4To invert the gradient, click the double-headed arrow.

5To change the direction of the gradient, use the Angle wheel and arrows.

Fill a drawn object with a

solid color, a color

gradient, an image, or a

tinted image.

The Graphic Inspector

button

68 Chapter 4 Changing Object Properties

Filling an Object With an Image

You can place an image inside of a drawn shape or inside a table cell.

To fill an object with an image:

1Select the object in which you want to place an image.

2In the Graphic Inspector, choose Image Fill or Tinted Image Fill from the Fill pop-up

menu, and select an image.

3To change the image, click Choose, select the image, and click Open (or drag the

image file from the Media Browser or Finder to the image well in the Graphic

Inspector).

4Choose a scaling option from the pop-up menu.

ÂScale to Fit resizes the image to fit the object’s dimensions as well as possible. If the

object’s shape is different from that of the original image, parts of the image may

not appear; blank space may also appear around the image.

ÂScale to Fill makes the image appear larger or smaller, sizing it to leave no space

around the image, even if the object and image have different shapes.

Set the direction of the

gradient with the Angle

wheel, or type in a value.

Click the double-headed

arrow to invert the gradient.

Click each color well to

make color selections.

Use the pop-up menu to

set a scaling option for the

image within the object.

To change the image,

drag a file from the Media

Browser or the Finder into

the image well.

Chapter 4 Changing Object Properties 69

ÂStretch sizes the image to fit the object’s dimensions but distorts it if the object has

a shape different from the original image.

ÂOriginal Size places the image inside the object without altering its original

dimensions. If the image is larger than the object, you see only a part of the image

in the object. If the image is smaller than the object, there is blank space around it.

ÂTile repeats the image inside the object, if the image is smaller than the object. If

the image is larger than the object, you see only part of the image inside the object.

Changing Line Style and Position

For drawn shapes, you can choose a style and color for the object’s border, or you can

specify no border. You set border line style and color using the Graphic Inspector and

the Colors window.

To set the line style and color around an object:

1Select the object that you want to modify.

2In the Graphic Inspector, choose a line style (or None) from the Stroke pop-up menu.

Original Size Scale to Fit Scale to Fill

Stretch Tile (small

image)

Tile (large

image)

70 Chapter 4 Changing Object Properties

3To change the line thickness, type a value in the Stroke size field (or click the arrows).

4To change the line color, click the color well and select a color.

5To give a line endpoints, such as arrowheads or circles, choose left and right end

points from the pop-up menus.

Note: Keynote also provides shapes in the form of arrows and double-headed arrows.

You can add one using the Insert menu or the Shapes button in the toolbar.

You can set the precise position of a line using the Metrics Inspector.

To set the precise position of a line:

1Select the line.

2In the Metrics Inspector, enter the X and Y coordinates for the line’s start point and

end point.

Choose line

endpoints from these

pop-up menus.

Click the color well to

choose a line color.

Enter the line thickness

in this field.

(Note: “px” means pixels.)

Choose a solid line,

dotted line, dashed

line, or no line.

Chapter 4 Changing Object Properties 71

Adding Shadows

Shadows behind objects give your slide an appearance of depth. Using the Graphic

Inspector, you can create a variety of shadow effects, or remove the shadow from an

object.

To create or remove a shadow for an object:

1Select the object you want to modify.

2In the Graphic Inspector, select the Shadow checkbox to add a shadow to the object.

Deselect the Shadow checkbox to make the shadow go away.

This object’s shadow

has a high offset value.

This object’s shadow has

the lowest blur factor.

This object has a

different shadow color.

This object’s shadow

has a high blur factor.

This object has default

shadow properties.

This object’s shadow is

set to a different angle.

Change the angle of the

shadow with the Angle wheel.

Offset, Blur, and Opacity

fields can change the look

of the shadow, as shown

above.

Select the checkbox to add a

shadow to the selected object.

Click to change the shadow

color.

72 Chapter 4 Changing Object Properties

3Set the angle for the shadow using the Angle wheel.

4Adjust the shadow offset by typing a number in the Offset field (or click the arrows to

increase or decrease the number).

A high shadow offset value makes an object’s shadow appear longer and slightly

separated from the object.

5Set the shadow blur by typing a number in the Blur field (or click the arrows).

A high blur value makes the object’s shadow appear more diffuse; a low value gives

the shadow more sharply defined edges.

6Set the shadow opacity by typing a number in the Opacity field. (Shadow opacity is

separate from object opacity, which is set using the Opacity slider at the bottom of

the Graphic Inspector.)

7To change the color for the shadow, click the color well and select a color.

Adjusting Opacity

You can create interesting effects by making objects more opaque or less opaque.

When you put a low-opacity object on top of another object, for example, the bottom

object shows through the top object. Depending on how high or low you set the

opacity, the objects beneath can be highly visible, partly obscured, or completely

blocked from view (at 100-percent opacity). You can change opacity settings for any

visual object on the slide canvas, including drawn shapes, pictures and other image

files, and movies. Set object opacity using the Graphic Inspector.

To change an object’s opacity:

1Select the object.

2In the Graphic Inspector, drag the Opacity slider.

Note: For drawn shapes, you can set fill-color opacity separately from object opacity. If

you move the Opacity slider in the Colors window to modify a fill color, the opacity

value becomes equivalent to 100-percent object opacity. Then, when you change the

object opacity in the Graphic Inspector, you are changing it relative to the opacity you

set in the Colors window.

Chapter 4 Changing Object Properties 73

Changing an Object’s Orientation

You can flip or rotate any object by using the Metrics Inspector. For instance, if you

have a nice image of an arrow that you want to use in your slideshow, but you need it

to point in different directions, you can reverse its direction vertically or horizontally,

or point it at any angle.

To open the Metrics Inspector:

mChoose View > Show Inspector (or click Inspector in the toolbar), and then click the

Metrics Inspector button.

This circle is set to 100%

opacity. The fill color is set

to 50% opacity in the

Colors window. The circle’s

outline is set to 100%

opacity in the Colors

window.

This circle is set

to 100% opacity.

This circle is set

to 50% opacity.

74 Chapter 4 Changing Object Properties

To flip or rotate an object:

1Select the object you want to rotate.

2In the Metrics Inspector, use the Rotate wheel to set the orientation of the object, or

click the horizontal or vertical Flip buttons to flip it horizontally or vertically. You can

also specify the angle by typing a number in the Angle field.

Note: You can add Flip Vertically and Flip Horizontally buttons to the toolbar by

choosing View > Customize Toolbar.

Changing an Object’s Size and Position

In addition to dragging objects and their selection handles, you can use the Metrics

Inspector to make precise adjustments to the size and position of objects on the

canvas.

To set the precise size of an object:

1Select the object you want to resize.

2In the Metrics Inspector, type a number in the Width and Height fields (or click the

arrows to increase or decrease the number).

Flip an image sideways or

upside down using these

buttons.

Rotate an object with this wheel.

Resize objects to exact

dimensions by specifying

height and width.

Click to return a resized

object to its original size.

Place an object precisely

on the canvas by

specifying X and Y

coordinates.

The name of the selected

image or movie appears

here.

Chapter 4 Changing Object Properties 75

To maintain the width/height ratio when you resize an object:

mSelect “Constrain proportions,” or hold down the Shift key as you drag a selection

handle.

To return an object to its original size:

mSelect the object and click Original Size in the Metrics Inspector.

To set the precise position of an object:

1Select the object you want to position.

2In the Metrics Inspector, enter X and Y values in the Position fields.

The specified coordinates determine the position of the object’s upper-left corner.

ÂThe X value is measured from the left edge of the slide canvas.

ÂThe Y value is measured from the top edge of the slide canvas.

The X and Y coordinates specify the location of the upper-left corner of the object’s

container box. If an object is rotated, the X and Y coordinates specify the location of

the “new” upper-left corner.

Select to maintain the

aspect ratio when you

resize the object.

5Creating Tables

Tables are useful for visually comparing sets of data

or organizing information. This chapter covers the

basics of designing tables.

Keynote provides powerful features for making attractive, compelling tables that can

contain text or graphics.

Adding a Table

To place a table on a slide:

1Choose Insert > Table (or click Table in the toolbar).

2To resize the table, drag a selection handle.

3To reposition the table, drag it to where you want it.

You can also draw a table on the slide canvas.

To draw a table on the slide canvas:

1Hold down the Option key and click Table in the toolbar.

2Release the Option key, and move the pointer over the slide canvas until it becomes a

crosshair.

3Drag across the slide canvas to create a table any size you want.

As you drag, the number of rows and columns increases or decreases with the size of

the table. To constrain the table’s proportions, press the Shift key as you drag.

78 Chapter 5 Creating Tables

Selecting Table Cells and Borders

You enter text in a table cell by typing it. You put graphics in tables by inserting them

in individual cells, the same way you fill an object with an image. (For information

about adding graphics or setting background colors inside table cells, see “Adding

Images or Background Colors” on page 86.)

You can apply changes to an entire table at once (by selecting it) or to individual cells.

To place text or graphics inside table cells or groups of cells, you select only the cells

you want to work with.

To select the entire table, do one of the following:

ÂClick the table.

ÂIf a table cell is already selected, press Command-Return to select the entire table.

Selection handles appear on the edges of the table, which you can use to resize the

table.

Selecting Table Cells

When a single cell is selected, you can move between cells by pressing the arrow keys

on your keyboard. If you type text in this mode, it replaces text already in the cell. You

can also use the Tab key to navigate through cells. Pressing Tab moves you to the

right and downward; pressing Shift-Tab moves the selection to the left or upwards. If

you press the Tab key when the bottom-right cell of the table is selected, a new row is

added to the table.

To select a single table cell:

1Select the table.

2Click in a cell.

The border of the selected cell is highlighted in yellow and an insertion point appears.

You can enter text in the cell by typing.

3To select the cell itself, Command-click the cell or press Command-Return.

To select a contiguous (rectangular) group of table cells:

1Double-click a single cell.

2Drag across the adjacent cells, or press the Shift or Command key as you select

adjacent cells.

Chapter 5 Creating Tables 79

To select a discontinuous group of table cells:

mHold down the Command key as you select cells.

To select an entire row or column:

1Choose View > Show Inspector (or click the Inspector button in the toolbar) and click

the Table Inspector button.

2Select a cell in the row or column you want to select.

3In the Table Inspector, click Row or Column.

Selecting Table Cell Borders

To select an individual border:

ÂIf the table is not selected, double-click the border.

ÂIf the table is selected, click the border.

To select multiple borders:

1Select the table cells whose borders you want to select.

2Choose View > Show Inspector (or click the Inspector button in the toolbar) and click

the Table Inspector button.

3Click one of the Borders buttons to select all borders, or only the inside, outside,

horizontal, or vertical borders of the selected cells.

You can also select a border and press the Shift key as you select multiple borders.

Click Column to select an

entire table column.

Click a button to select

cell borders.

Click Row to select an entire

table row.

The Table Inspector

button

80 Chapter 5 Creating Tables

To select one segment of a cell border:

1Select the table.

2Option-click to select a single border segment.

3To select additional border segments, press the Option and Shift keys as you click.

Note: If the table isn’t selected, Option–double-click selects a single border segment.

Entering and Editing Text in Table Cells

To type text in a table cell:

ÂIf the cell is empty, click it and begin typing.

ÂTo replace text already in a cell, double-click the text and type.

To place an insertion point within existing text in a table cell:

mSelect the table and click to place the insertion point.

To switch the contents of two cells:

mSelect a single cell and drag it to another cell.

To replace the contents of one cell with the content of another:

mSelect the cell whose contents you want to copy, then press the Option key as you

drag it to another cell.

To delete the contents (including background fill) of table cells:

mSelect the cells and press the Delete key.

To exit text-edit mode in a cell:

mPress Command-Return to select the cell, or Command-click the cell.

Formatting Tables

You can design tables in a variety of creative ways simply by changing the thickness

and color of cell borders, selectively removing cell borders, or merging and splitting

cells to create useful asymmetries within the table. Most table formatting is done in

the Table Inspector. You can also choose Format > Table to do such tasks as evenly

distributing rows or columns.

You can accomplish many of the tasks described in this section using shortcut menus.

Chapter 5 Creating Tables 81

To open a table’s shortcut menu:

mSelect the table, then hold down the Control key as you click the table again.

Adding Rows and Columns to a Table

To specify where you want to add a new row or column in your table, use the Format

menu commands.

To add a new row to a table:

mSelect a table cell or row, and then choose Format > Table > Add Row Above or Add

Row Below.

To add a new column to a table:

mSelect a table cell or column, and then choose Format > Table > Add Column Before

or Add Column After.

To change the number of rows or columns in a table:

1In the Table Inspector, type the number of rows you want in the Rows field (or click

the arrows to increase or decrease the number).

Rows are added to the bottom of the table.

Note: You can also add a row by selecting the last table cell and pressing Tab.

2Type the number of columns you want in the Columns field.

Columns are added to the right side of the table.

82 Chapter 5 Creating Tables

Note: If “Automatically resize to fit content” is not selected, Keynote tries to keep the

outside dimensions of the table the same when you add rows and columns.

Deleting Table Rows or Columns

You can delete the contents from an entire table row or column, leaving the cells

empty, or you can delete rows or columns from a table.

To delete a row or column from a table:

1Select the row or column.

2Choose Format > Table > Delete Row (or Delete Column).

To delete the contents (including background fill) of a row or column:

mSelect the row or column and press Delete.

Adding Table Header Rows and Columns

Header rows and columns contain special formatting to set them off from the rest of

the table text (header text might be boldface and bigger, for example). Header rows

and columns have a different look than the rest of the table cells, but their style can

be changed like that of any other cells. However, you cannot split a header row into

multiple rows, or header columns into multiple columns.

Combine adjacent cells or

split rows and columns.

Select to add a specially

formatted row or column

on the top or the left side

of the table.

Select to resize rows to fit text.

Type the number of table

rows and columns.

Chapter 5 Creating Tables 83

To add a header row or column:

1Select the table.

2Choose Format > Table > Add Header Row or Add Header Column, or in the Table

Inspector, select the checkboxes labeled Header Row or Header Column.

Merging, Splitting, and Resizing Table Cells

Merging table cells combines adjacent cells into one, eliminating the border so that

they behave as a single cell. For cells that are horizontally contiguous, merging them

joins the text from both of the original cells, separated by tabs. For cells that are

vertically continguous, merging them joins the text from both cells, separated by a

carriage return. In both cases, the cell background takes on the image or color that

was in the top-most or left-most cell.

Splitting cells divides each selected cell into two equal parts, horizontally (rows) or

vertically (columns). Both of the new cells have identical background colors or images.

Any text that was in the original cell remains in the top-most or left-most cell.

You can merge and split cells using menu commands, shortcut menu commands, or

the Table Inspector. To resize table cells, use the Table Inspector.

To merge table cells:

1Select a group of two or more adjacent table cells.

The group of cells you choose must form a rectangle.

2Choose Format > Table > Merge Cells.

You can also merge cells by clicking Merge Cells in the Table Inspector.

To split cells horizontally or vertically:

1Select a table cell or cells. To split an entire row or column, select all the cells in the

row or column.

2Choose Format > Table > Split Into Rows (or Split Into Columns).

You can also click Split Rows or Split Columns in the Table Inspector.

You can repeat the split operation to create smaller and smaller units within a table

cell. To rejoin split cells, select them and choose Format > Table > Merge Cells (or click

Merge Cells in the Table Inspector).

84 Chapter 5 Creating Tables

To resize table cells:

mSelect the cells and enter values in the Column Width and Column Height fields of the

Table Inspector, and then press Return.

mSelect cell borders and drag to resize.

To make all table cells the same size:

mSelect the table and choose Format > Table > Distribute Rows Evenly and Distribute

Columns Evenly.

If there is too much text in a table cell, a clipping indicator appears at the bottom of

the cell.

To avoid clipping, you can drag the cell borders to resize them, or select the table and

drag a selection handle to resize the entire table. You can also make table rows

automatically shrink or expand in height to accommodate the text inside them.

To make table rows automatically grow or shrink to fit their contents:

1Select the table.

2In the Table Inspector, select the checkbox labeled “Automatically resize to fit content.”

Note: With this option selected, table rows automatically get bigger when text

extends beyond a cell boundary, and adding rows or columns increases the outside

dimensions of the table. As text is removed from a cell, the row height may decrease

(if the cell determines the row height). If “Automatically resize to fit content” is not

selected, Keynote tries to keep the outside dimensions of the table the same when

you add rows and columns.

Aligning Text in a Table Cell

You can align text horizontally and vertically in a table cell. To align text, use the Text

pane of the Text Inspector.

The clipping indicator

appears when a table cell

contains more text than

can be seen.

Chapter 5 Creating Tables 85

To align text horizontally within a table cell:

mSelect the cell and click one of the horizontal alignment buttons in the Text pane of

the Text Inspector.

To align text vertically within a table cell:

mSelect the cell and click one of the vertical alignment buttons in the Text pane of the

Text Inspector.

You can specify the amount of space between text and its cell border using the Inset

Margin slider or field. The amount you specify is applied equally around the text on all

four sides.

To adjust the space around text within a table cell:

1Click in the cell (or select the table to apply the same setting to all cells).

2In the Text pane of the Text Inspector, drag the Inset Margin slider to the right to

increase the space, or enter a value in the field and press Return.

Formatting Cell Borders

You format cell borders the same way you format other graphics. You can change the

line thickness and color of cell borders, or you can hide the cell border of any cell.

Align text right.

Justify text

(align text right and left).

Center text.

Align text left.

Grow text from the

bottom of the cell.

Place text at the top of the cell.

Begin text in the center

of the cell.

86 Chapter 5 Creating Tables

To set line thickness and color:

1Select a cell border or set of cell borders.

2Choose View > Show Inspector (or click Inspector in the toolbar), and click the Graphic

Inspector button.

3Type a value in the Stroke field (or click the arrows).

4Click the Stroke color well and select a color in the Colors window.

To hide a cell border:

1Select a cell border or set of cell borders.

2In the Graphic Inspector, choose None from the Stroke pop-up menu.

To create a table with no outside borders:

1Select the table.

2In the Table Inspector, click the second Borders button to select the outside borders.

3In the Graphic Inspector, choose None from the Stroke pop-up menu.

Adding Images or Background Colors

You add images or color to a table cell using the Fill pop-up menu in the Graphic

Inspector. You can add images or color to individual table cells, or to the entire table.

To add an image to a table cell:

1Select a table cell, a group of cells, or the whole table.

2In the Graphic Inspector, choose Image Fill or Tinted Image Fill from the Fill pop-up

menu. (If there’s already an image in the cell, click Choose.)

Enter a line thickness for

selected cell borders (“px”

means “pixels”).

Click to choose a color

for selected cell borders.

To hide selected cell

borders, choose None.

Chapter 5 Creating Tables 87

3Select an image and click Open.

4Use the Scale pop-up menu to fill the cell the way you want.

For more details about working with image fills, see “Filling an Object With an Image”

on page 68. For more details about working with color and gradient fills, see “Using

Color and Image Fills” on page 65.

Note: If you add an image to the entire table, then when you select an individual

table cell, the Fill pop-up menu in the Graphic Inspector displays None.

To add a background color or gradient fill:

1Select a table cell, a group of cells, or the whole table.

2In the Graphic Inspector, choose Color Fill or Gradient Fill from the Fill pop-up menu.

3Click a color well and select a color in the Colors window.

For more details about working with color and gradient fills, see “Using Color and

Image Fills” on page 65.

Note: If you add color to the entire table, then when you select an individual table

cell, the Fill pop-up menu in the Graphic Inspector displays None.

Set the scaling option of

the image within the cell.

Drag an image to the well,

or click Choose.

Choose an image fill, color

fill, or gradient fill for any

cell or the whole table.

6Creating Charts

You can turn spreadsheet data into attractive

charts. This chapter outlines the basics of creating

charts in Keynote.

Keynote provides tools for creating your own visually appealing charts to present

numerical data. You can copy and paste data from a spreadsheet or type it directly

into Keynote’s Chart Data Editor to create and edit your charts right on the slide

canvas.

About Charts

Charts show the relationship of two types of data with respect to each other. For

example, if you chart business growth over time, you are showing the relationship

between the size of the business versus the passage of years. If you chart voting

results among different demographic groups, you are showing the relationship

between the number of people who voted a certain way versus their demographic

affiliation. When you enter data for a chart, the two different types of data are

represented as data series and data sets.

In a business chart, an example of a data series could be one region’s profits over four

successive quarters; the data sets could be all of the regions’ profits for only one of

those years. In the illustration below, the data series (each region’s profits) are in rows,

and the data sets (each year’s profits) are in columns. Each individual value (for

example, 17 for Region 1, 2004) is a data point.

90 Chapter 6 Creating Charts

The colored squares next to the row labels (Region 1 and Region 2) show which color

represents each data series in the chart.

The illustration below shows how this data looks as a column chart.

In this chart, the data series are represented by rows in the Chart Data Editor. The

data points are represented as a series of dark-colored bars and a series of light-

colored bars.

Transposing Data Series and Data Sets

You can easily switch the data series and data sets in your charts—without having to

retype the data—by using the Plot Row vs. Column button in the Chart Data Editor.

These squares indicate which

color represents each data

series.

The data sets contain one

data point (one bar) from

each of the data series.

These four bars represent

one data series.

The chart legend denotes

the two data series.

Chapter 6 Creating Charts 91

The illustration below shows the same data, but with the data sets and data series

transposed.

For this chart, the data series are represented by columns in the Chart Data Editor

pictured on page 89. There are now four data series represented as four different-

colored bars.

Data series are represented differently in the different kinds of charts provided by

Keynote.

ÂIn column charts and bar charts, a data series is represented by a series of bars in

the same color.

ÂIn a line chart (also called a graph), a data series is represented by a single line.

ÂIn an area chart, a data series is represented by an area shape.

This button makes the

columns of data in the Chart

Data Editor the data series.

This button makes the rows of

data in the Chart Data Editor

the data series.

These two bars represent

one data series.

The data sets contain one data

point (one bar) from each of

the four data series.

92 Chapter 6 Creating Charts

ÂIn a pie chart, only a single data set—the first data point in each series—is

represented on the chart (whichever is listed first in the Chart Data Editor).

Adding a Chart

To place a chart on the slide canvas:

1Choose Insert > Chart (or click Chart in the toolbar).

A chart containing placeholder data appears on the slide, and the Chart Inspector and

Chart Data Editor open.

2To resize the chart, drag a selection handle.

3To reposition the chart, drag it (avoid placing the pointer on a selection handle).

4To change the chart type, choose an option from the pop-up menu in the Chart

Inspector.

You can also draw a chart on a slide.

To draw a chart on the slide canvas:

1Hold down the Option key and click Chart in the toolbar.

2Release the Option key, and move the pointer over the slide canvas until it becomes a

crosshair.

3Drag across the slide canvas to create a chart any size you want.

To constrain the chart’s proportions, hold down the Shift key as you drag.

Choose from eight

different chart types in

the Chart Inspector.

Chapter 6 Creating Charts 93

Editing Chart Data

To edit chart data, open the Chart Data Editor and enter your data by typing it or

copying and pasting from Excel, AppleWorks, or other spreadsheet applications.

To open the Chart Data Editor:

1Select a chart on a slide.

2Choose Format > Chart > Show Data Editor (or click Edit Data in the Chart Inspector).

To copy data from another spreadsheet into the Chart Data Editor:

1Open the spreadsheet and select cells you want to copy.

2Choose Edit > Copy (or press Command-C).

3Select the top cell in the first column of the Chart Data Editor.

4Choose Edit > Paste (or press Command-V).

To edit the names of rows and columns, or the data in a cell:

mDouble-click a cell or a row or column label and type.

To reorder rows or columns in the Chart Data Editor:

mDrag a row or column label to a new position.

To add rows or columns in the Chart Data Editor, do one of the following:

ÂClick Add Row or Add Column to place a row above the selected row or a column to

the left of the selected column. If no row or column is selected, the new row or

column appears at the bottom or right edge of the table. (To see the new row or

column, you may have to press the Return or Tab key or expand the Chart Data

Editor window.)

Type chart data directly

into these spreadsheet

cells.

Click these buttons to add

another row or column for

data.

Drag labels to reorder them.

94 Chapter 6 Creating Charts

ÂSelect any blank cell, type your data, and press Return. A new row or column is

automatically created.

To delete rows or columns:

mSelect the row or column header label and press Delete.

Formatting Charts

You can resize and reposition charts and chart legends just like any other object. You

can format chart elements—fonts, colors, axis labels, and tick marks—to suit your

preferences. You can also hide the chart legend. Most chart formatting tasks are done

using the Chart Inspector.

To open the Chart Inspector:

1Choose View > Show Inspector (or click Inspector in the toolbar).

2In the Inspector window, click the Chart Inspector button.

You can also accomplish many of the tasks described in this section using shortcut

menus.

To open the shortcut menu for a chart:

mHold down the Control key and click a chart.

To hide the chart legend:

1Select the chart.

2In the Chart Inspector, deselect the Show Legend checkbox.

You can also select the legend and press Delete; you can always display the legend

again by selecting Show Legend in the Chart Inspector.

Chapter 6 Creating Charts 95

Setting Chart Colors

You can format the bars, wedges, and area shapes that appear on each type of chart

just as you format any other drawn object. You can give them color fills, gradient fills,

image fills, shadows, opacity, or different line styles. You set these attributes in the

Graphic Inspector.

To change the color or image in a bar, wedge, or area shape:

1Select the item (bar, wedge, or area shape).

If you select one bar in a bar chart, all the bars in that data series are selected.

2Change chart properties as you would for any drawn object using the Graphic

Inspector.

For more information about changing object properties, see Chapter 4, “Changing

Object Properties.”

Changing Chart Fonts

You can change the fonts and text colors used for axis labels, data point labels, and

legends.

To change chart fonts:

1Select the text you want to change.

To change the font on all chart elements, click the chart to select it. If you select the

text for one data point or axis label, all the text of that kind is also selected. You

change the font for a chart legend separately.

2Choose Format > Fonts > Show Fonts (or click Fonts in the toolbar) to open the Font

panel.

3Select a font.

For information about changing text colors, see “Formatting Bulleted Text and

Numbered Lists” on page 38.

96 Chapter 6 Creating Charts

Adding Labels and Axis Markings

Use the Axis pane in the Chart Inspector to format the grid and general look of the

axes for bar charts, line charts, and area charts. You can set the range of values to be

displayed along the value axis, the axis on which you read the data point values. For

column charts (vertical bars), line charts, and area charts, the Y-axis is the value axis.

For horizontal bar charts, the X-axis is the value axis. (Pie charts don’t have a value

axis. To read about formatting pie charts, see “Pie Charts” on page 99.)

To show or hide axes and chart borders:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3Choose one or more items in the Axes & Borders pop-up menu to select it.

A selected item has a checkmark next to it; choose the item again to deselect it.

To set the range of numerical values displayed on the chart grid:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3To set the value at the chart origin, type a number in the Minimum field (under Value

Axis Format).

The Minimum value cannot be higher than the minimum value of your entire data set.

4To set the highest number displayed on the value axis, type a number in the

Maximum field.

Show or hide chart borders

and axes.

Set the range of values

and the number of axis

markings on the chart grid.

Set styles for labels and

tick marks along the chart

grid.

Select units for values in

the chart.

Chapter 6 Creating Charts 97

The Maximum value cannot be lower than the maximum value of your entire data set.

5To specify the number of axis markings between the minimum and maximum values,

type a number in the Steps field.

To display the minimum data value on the value axis:

1Select the chart.

2In the Chart Inspector, click the Axis button if it’s not already selected.

3Select Show Value Labels and Show Minimum Value from the value axis pop-up menu

(the X- or Y-axis pop-up menu, depending on the chart).

An item is selected when it has a checkmark next to it.

To specify units for axis values:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3Under Number Format, type text in the Prefix or Suffix field (or choose a symbol from

the pop-up menus).

Placing Grid Labels and Tick Marks

The X-Axis and Y-Axis pop-up menus in the Axis pane of the Chart Inspector provide

an array of options for placing tick marks, labels, and gridlines along the value axis or

the series axis. The options in these pop-up menus (pictured below) vary depending

on the kind of chart you select.

For vertical bar charts (column charts), line charts, and area charts, the Y-axis is the

value axis and the X-axis is the series axis; for horizontal bar charts, the X-axis is the

value axis. Pop-up menus are pictured below as they appear when a column chart is

selected.

To place grid labels and tick marks along an axis:

1Select the chart.

2In the Chart Inspector, click the Axis button if it is not already selected.

3To add grid labels and tick marks along the series axis, choose an option from the X-

Axis pop-up menu. (For horizontal bar charts, choose from among these same options

in the Y-Axis pop-up menu.)

98 Chapter 6 Creating Charts

4To add grid labels and tick marks to the value axis, choose from the Y-Axis pop-up

menu. (For horizontal bar charts, choose from among these same options in the X-

Axis pop-up menu.)

Formatting the Elements in a Data Series

You can display the numerical value for each data point in a series.

To add data point labels:

1Select the chart or an element in a data series.

For all chart types except pie charts, selecting one element (bar) of a series

automatically selects the full series. For pie charts, you can select individual pie

wedges.

2In the Chart Inspector, click the Series button.

3Choose Show Value from the Data Point Settings pop-up menu.

4To specify the number of decimal places you want to display, type a number in the

Decimals field (or click the arrows to increase or decrease the number).

Place tick marks along

the X-axis.

Show or hide the X-axis

gridlines.

Set the text direction for

the series axis labels.

Show or hide series axis labels.

Place tick marks along

the Y-axis.

Show or hide the Y-axis

gridlines.

Show or hide value axis

labels.

Chapter 6 Creating Charts 99

5To change the position of data point values, choose an option from the Data Point

Settings pop-up menu.

6Use the Font panel (Format > Font > Show Fonts) to choose a font, font size, and style

for the data-point labels.

For pie charts, you can show data point labels as a percentage of the whole or as

absolute values by selecting or deselecting “Show Pie Values as Percentages” in the

Data Point Settings pop-up menu. You can also show the series names.

Some chart types offer further options for formatting series elements. See the

following sections for information about special formatting options for pie charts, bar

charts, line charts, and area charts.

Pie Charts

For pie charts, Keynote charts only the first data set in the Chart Data Editor (the first

data point for each data series). If the data series are in rows in the Chart Data Editor,

only the first column is charted; if the data series are in columns in the Chart Data

Editor, only the first row is charted. Thus, one pie chart represents a single data set,

and each wedge is one element in that set. Other data sets in the Chart Data Editor

are maintained, but they are not displayed in the pie chart. You can chart any data set

by moving it to the first position in its row or column.

To select individual pie wedges:

1Select the chart, then click to select a single wedge.

2To select additional wedges, do one of the following:

ÂTo select all the wedges, choose Edit > Select All (or press Command-A).

ÂTo select noncontiguous wedges, hold down the Command key as you select each

wedge.

100 Chapter 6 Creating Charts

ÂTo select a continuous range of wedges, select the first wedge, then hold down the

Shift key as you select the last wedge.

On pie charts, in addition to showing values for wedges, you can display the series

name.

To show a series name in a pie chart:

1Select the chart or individual pie wedges.

2In the Chart Inspector, click the Series button.

3Select Show Series Name from the Data Point Settings pop-up menu (an item is

selected when it has a checkmark next to it).

4Choose Inside or Outside from the Data Point Settings pop-up menu.

You can separate any (or all) of the pie wedges.

To separate individual pie wedges:

1Select individual pie wedges. (To select more than one pie wedge, hold down the

Command key as you click each wedge.)

2In the Chart Inspector, click the Series button.

3Drag the pie wedges or the Explode slider until the pie wedges are separated as far as

you want.

You can also type a number in the Explode field, or use the arrows to increase or

decrease the number.

For pie charts, place the data

point values and series name

inside or outside the selected pie

wedge. Display values as

percentages or numbers.

Add shadows to individual

wedges or the whole pie.

Separate individual pie

wedges.

Chapter 6 Creating Charts 101

You can put shadows on individual pie wedges or on the pie as a whole. Putting

shadows on individual wedges makes it look like the wedges are in different layers.

To put shadows on individual pie wedges:

1Select the chart or individual wedges.

2In the Chart Inspector, click the Series button.

3Choose Individual from the Shadow pop-up menu.

4In the Graphic Inspector, set shadow attributes.

To put a shadow on the whole pie:

1Select the chart.

2In the Chart Inspector, click the Series button.

3Choose Group from the Shadow pop-up menu.

4In the Graphic Inspector, set shadow attributes.

For more information, see “Adding Shadows” on page 71.

You can also change the opacity of the chart and individual chart elements, such as

the legend. For more information, see “Adjusting Opacity” on page 72.

You can rotate pie charts (for example, to put a particular wedge at the top of the pie).

To rotate a pie chart:

1Select the chart.

2In the Chart Inspector, click the Series button.

3Drag the Rotation Angle wheel or type a number in the Rotation Angle field (or click

the arrows).

Set a pie wedge apart by

using the Explode slider

and giving it a series

name.

102 Chapter 6 Creating Charts

Bar and Column Charts

You can apply shadows to individual data series or to the entire chart. You can adjust

the opacity for the chart as a whole or for individual series (not individual bars). You

can also adjust the spacing between data sets or individual bars.

To adjust spacing between individual bars or data sets:

1Select the chart.

2In the Chart Inspector, click the Series button if it is not already selected.

3To change the space between bars, type a value (or click the arrows) in the “Gap

between bars” field.

4To change the space between data sets, type a value in the “Gap between sets” field.

The value is the percentage of the bar thickness. Decreasing the space between the

bars makes them thicker. You can also move the pointer near a bar edge until it

becomes a double-headed arrow, then drag to make the bars thicker or thinner.

To put a shadow on each bar:

1Select the chart or a bar (the whole data series is selected).

2In the Series pane of the Chart Inspector, choose Individual from the Shadow pop-up

menu.

If you select one data series and choose an item from the Shadow pop-up menu, the

choice applies to all series in the chart.

3In the Graphic Inspector, set shadow attributes.

For more information, see “Adding Shadows” on page 71.

To adjust the opacity of a chart:

mSelect the chart and drag the Opacity slider in the Graphic Inspector.

For more information, see “Adjusting Opacity” on page 72.

Separate the individual

bars in the chart.

Separate the data sets in

the chart.

Add shadows to bars or

data sets.

Chapter 6 Creating Charts 103

Area Charts and Line Charts

In area and line charts, you can use symbols—circles, triangles, squares, and

diamonds—to represent data points.

To use a symbol for the data points in a series:

1Select a data series (area shape or line).

2In the Series pane of the Chart Inspector, choose a symbol from the Data Point

Symbol pop-up menu.

3Fill the symbol by choosing one of the options in the Symbol Fill pop-up menu.

For more information about using image fills, see “Using Color and Image Fills” on

page 65.

To set the line color and shadow:

mUse the Stroke and Shadow controls in the Graphic Inspector.

For more information about using the Graphic Inspector to set line color, shadow, and

the fill for data point symbols, see Chapter 4, “Changing Object Properties,” on

page 65.

The data points in this series

are represented with circles.

The data points in this series

are represented with triangles.

Choose a symbol to

use for data points.

Fill data point symbols

with color or images.

105

7Slide Transitions

and Object Builds

This chapter describes how to add motion

and visual appeal to your slideshow using slide

transitions and object builds.

Once you’ve designed and organized your slides, it’s time to put the whole

presentation together. Add animation to your text to captivate your audience. Add

transitions to move smoothly from one slide to the next. Use object builds within

each slide to reveal data as you present it.

Adding Transitions Between Slides

Keynote provides a variety of transition styles. Some examples are described below.

You can change the duration of a transition, and you can specify when to start the

transition (automatically or on click). You set slide transitions in the Slide Inspector.

Transition style What it looks like

Cube Slides rotate on and off screen as if they are sides of a revolving

cube.

Flip New slide appears as if it is on the other side of a flipped page.

Move in New slide moves in from a specified direction to cover the

contents of the previous slide.

Push New slide appears to push old slide off the screen in the specified

direction.

Twirl Previous slide spins and shrinks toward center, then next slide

spins outward.

106 Chapter 7 Slide Transitions and Object Builds

To add a transition from one slide to the next:

1Choose View > Show Inspector (or click Inspector in the toolbar) to open the

Inspector window.

2In the Inspector window, click the Slide Inspector button.

3Click Transition.

4Choose an option from the Effect pop-up menu.

5If applicable, choose an option from the Direction pop-up menu.

6To set how much time it takes to complete the transition, type a value in the Duration

field (or click the arrows).

7Choose an option from the Start Transition pop-up menu.

ÂOn Click initiates the transition when you click to move to the next slide.

ÂAutomatically initiates the transition after the amount of time specified in the

Delay field.

Important: Each transition you specify applies only to the selected slide. To apply a

transition to another slide, select it and repeat the procedure above.

Click to preview the

transition.

Set how much time it

takes to complete the

transition.

Set how much time to wait

until transitions that start

automatically begin

playing.

Set the transition direction.

Choose how to

initiate the transition.

Choose a transition.

The Slide Inspector button

Chapter 7 Slide Transitions and Object Builds 107

Note: If you select “Scale slides up to fit display” in the Slideshow pane of Keynote

Preferences, parts of Cube or Flip transitions may not be visible. To ensure that Cube

or Flip transitions are not clipped during your slideshow, choose Keynote >

Preferences, click Slideshow, and then select the “Reduce to avoid clipping” options.

If you see “Effects that can’t play on this computer” in the Effect pop-up menu, these

transitions require your computer to have an advanced graphics card. (For more

information, see Keynote Help.)

Creating Object Builds

Use object builds to make slide elements appear one at a time (or in groups), in any

order you like. For example, an image could move in from the left side of the screen,

and then accompanying bulleted text could appear line by line. Or display parts of a

chart one at a time to build suspense.

To create builds, you begin with a completed slide and specify build settings for each

element you want to appear over time.

To set up an object build:

1Choose View > Show Inspector (or click Inspector in the toolbar).

2In the Inspector window, click the Build Inspector button, then click Build In or

Build Out.

108 Chapter 7 Slide Transitions and Object Builds

3Select an item on the slide and choose an option from the Effect pop-up menu.

You can select graphic objects; bulleted text, labels, or other text objects; and sound

files placed on an individual slide (represented with an audio icon).

4If appropriate, choose an option from the Direction pop-up menu.

5Choose an option from the Delivery pop-up menu.

6To set how much time it takes to complete the transition, type a value in the Duration

field (or click the arrows).

After you select an effect for each item you want to animate, you can easily reorder

the items. You can also specify whether you want each animation to begin

automatically (after a specified time) or when you click.

Note: If you group an object that has a build effect assigned to it, the effect is

removed. Ungrouping a grouped object assigned a build removes the build effect.

To build objects in a different order:

1In the Build Inspector, click Set Automatic Builds.

2In the Build Order drawer, drag the items to change their order.

Set how long it takes

to complete the build.

Click to preview the build.

Use Build In animations to

move slide elements on

the screen, and Build Out

animations to move

elements offscreen.

Open the Build Order

drawer to reorder objects.

Set the animation style,

direction, and build order

for each object.

Move objects onscreen or

offscreen in specific groups.

Chapter 7 Slide Transitions and Object Builds 109

To specify when to animate each object:

1In the Build Order drawer (click Set Automatic Builds if the drawer isn’t open), select

an item.

2Choose an option from the Start Build pop-up menu.

ÂOn Click initiates the build when you click.

ÂAutomatically initiates the build after the amount of time specified in the

Delay field.

ÂAutomatically with enables you to make two objects appear at the same time. Put

them next to each other in the Build Order drawer and select “Automatically with

build __.” Or choose “Automatically after” to start a build right after another finishes.

To make more than two objects appear at the same time, first group them (see

“Grouping and Locking Objects” on page 50).

3To specify how long to wait after the previous build finishes to start the next object’s

build, type a value in the Delay field (or click the arrows).

Drag items to reorder them.

Choose how to initiate the

selected build.

Specify how long to wait after

the previous build finishes to

start the object build.

110 Chapter 7 Slide Transitions and Object Builds

You can specify a delay up to 60 seconds. You can specify a delay only if you choose to

start the build automatically (rather than “on click”).

You can also make objects exit the slide in any order by making selections in the Build

Out pane of the Build Inspector. If you have elements on a slide that build in and

elements that build out, you can mix the build in and build out orders, so that any

individual element might move on and off the screen before another one moves on

the screen.

Text Builds

You can also use builds to make text move onto or off of slides. Keynote provides

options for building text line by line or character by character. You can create text

builds for bulleted text (body placeholder text) or for “free” text boxes you create.

To set up a text build:

1Select the text and assign it a build effect, direction, duration, and order, as described

in the previous section.

2Choose a delivery style from the Delivery pop-up menu.

ÂAll at Once moves all text in the text box at the same time.

ÂBy Bullet moves text bullet by bullet.

ÂBy Bullet Group moves each bullet and its subordinate bullets together.

ÂBy Highlighted Bullet highlights each bullet as it moves, leaving only the last bullet

highlighted.

ÂBy Paragraph moves text in free text boxes a paragraph at a time.

Choose how to move

text on or off the slide.

Choose an effect to make

text appear or leave the

slide.

Chapter 7 Slide Transitions and Object Builds 111

Table Builds

You create object builds for slides with tables the same way you create any other

object build. However, with tables, you can animate the table itself by making it

appear onscreen row by row, column by column, cell by cell, or in a variety of other

ways.

To set up a table build:

1Select the table and assign it a build effect, direction, duration, and order, as described

earlier.

2Choose an option from the Delivery pop-up menu.

ÂAll At Once moves the whole table as a single object.

ÂBy Row moves the table onto the screen row by row.

ÂBy Column moves the table onto the screen column by column.

ÂBy Cell moves the table onto the screen one cell at a time.

ÂBy Row Content moves the entire empty table onto the screen, and then inserts the

content row by row.

ÂBy Column Content moves the entire empty table onto the screen, and then inserts

the content column by column.

ÂBy Cell Content moves the entire empty table onto the screen, and then adds the

content cell by cell.

Note: All elements of a table use the same build style.

112 Chapter 7 Slide Transitions and Object Builds

Chart Builds

Like table builds, chart builds offer a variety of ways to move chart elements on and

off the screen during your presentation.

To set up a chart build:

1Select the chart and assign it a build effect, direction, duration, and order, as

described earlier.

2Choose a delivery style from the Delivery pop-up menu.

ÂAll At Once moves the whole chart as a single object.

ÂBackground First moves each chart axis onto the screen, followed by all the data

elements at once (bars, lines, or area shapes).

ÂBy Series moves each chart axis onto the screen and then the data elements, one

entire series at a time.

ÂBy Set moves each chart axis onto the screen and then the data elements, one

entire set at a time.

ÂBy Element in Series moves the chart axes onto the screen, and then each separate

data element, one series at a time.

ÂBy Element in Set moves each chart axis onto the screen, and then each separate

data element, one set at a time.

Note: All elements of a chart (except the legend) use the same build style.

You can assign a chart legend its own build style and order. To make it appear with

the chart, group it with the chart before you set the chart’s build style (see “Grouping

and Locking Objects” on page 50).

113

8Viewing, Printing, and

Exporting Your Slideshow

This chapter describes the various ways to share

your Keynote presentation.

You can view a Keynote presentation from your computer on your own display or

projected on a large screen. You can make the slideshow a self-running “movie” for a

kiosk. You can share it across platforms by exporting it to formats such as a QuickTime

movie, PowerPoint presentation, Flash file, or PDF document. You can also print

directly from Keynote in a variety of page layouts.

Customizing a Presentation for Your Audience

You can make three different kinds of presentations in Keynote, depending on how

the presentation will be used.

ÂNormal presentations are controlled by clicking the mouse or using the keyboard.

By default, a slideshow is normal (interactive) unless you make it a self-playing or

hyperlinks-only slideshow.

ÂSelf-playing presentations advance automatically, like a movie (no user interaction

is possible). You can use this option, for example, to play a presentation in a kiosk

setting. Instructions for creating these kinds of presentations follow.

ÂHyperlinks-only presentations advance when viewers click hyperlinks. Instructions

for creating these kinds of presentations follow.

Self-Playing Presentations

If you want your presentation to run by itself, for example, as a kiosk demonstration,

you can make it a self-playing presentation.

114 Chapter 8 Viewing, Printing, and Exporting Your Slideshow

In a self-playing presentation, transitions or builds set to begin automatically occur

just as they do during a normal presentation. If a self-playing presentation includes

transitions and builds set to begin “on click,” they will also occur automatically, after

waiting the amount of time specified in the Delay fields in the Document Inspector.

The values you specify in the Delay fields apply to all transitions and builds set to

begin “on click.”

Although users can’t interact with these kinds of presentations, self-playing

presentations can be stopped in the same way as other presentations (using the

Escape key, for example). To prevent users from stopping a self-playing presentation,

don’t provide a keyboard.

To make a slideshow self-playing:

1Choose View > Show Inspector, click the Document Inspector button, then click

Document.

2Choose Self-playing from the Presentation pop-up menu.

3To specify how much time to wait until transitions that start “On click” begin playing,

type a value in the Transitions field (or click the arrows).

4To specify how much time to wait until builds that start “On click” begin, type a value

in the Builds field (or click the arrows).

You can also make a Keynote document begin playing as soon as it’s opened, so that

the Keynote window doesn’t appear.

The Document Inspector

button

Specify when to begin

effects that begin “on click.”

Choose the kind of

slideshow you want.

Chapter 8 Viewing, Printing, and Exporting Your Slideshow 115

To make a document play when it’s opened:

1Open the document.

2In the Document pane of the Document Inspector, select the checkbox labeled

“Automatically play upon open.”

3To make the presentation play repeatedly (until the viewer quits by pressing the

Escape key, for example), select “Loop slideshow.”

4Choose File > Save.

Hyperlinks-Only Presentations

Using hyperlinks, you can create controls for navigating through a slideshow. The

iWork Tour is an example of a hyperlinks-only presentation.

To make a hyperlinks-only presentation:

1Set up your slideshow using hyperlinks to navigate to particular slides.

For more information about creating hyperlinks, see “Adding Webpages and

Hyperlinks” on page 56.

2Choose View > Show Inspector, click the Document Inspector button, then click

Document.

3Choose “Hyperlinks only” from the Presentation pop-up menu.

Full-Screen Presentations

Full-screen presentations make the most of Keynote’s capacity to provide crisp

graphics and smooth animations. You can show full-screen presentations directly on

your computer’s display, on a secondary display, or projected onto a large screen.

Viewing on Your Display

The simplest way to view a slideshow is by watching it directly on your computer’s

display. This format works best for a very small audience.

To view a full-screen presentation on a single display:

1Open the Keynote document.

2Choose View > Play Slideshow (or click Play in the toolbar).

3To advance to the next slide (or object build), press N or the Space bar, or click the

mouse.

116 Chapter 8 Viewing, Printing, and Exporting Your Slideshow

4To end the show, press the Esc key or Q key.

Note: Clicking Play starts the slideshow at the currently selected slide. To start the

slideshow from the beginning (even if the first slide isn’t selected), press the Option

key while you click Play.

For a complete list of presentation keyboard shortcuts, see Appendix A, “Presentation

Keyboard Shortcuts,” on page 139.

Viewing on a Projector or Second Display

If you have a larger audience, you may want to play the slideshow on a second display

or project it onto large screen. That way, you can see presenter information (your slide

notes and a clock, for example) on your display while viewers see only the slideshow

on the second display. To do this, you set up your displays in a dual display

configuration.

You can also play the identical slideshow on both screens. This setup is called video

mirroring.

Important: Attach the second display or projector according to the instructions that

came with the display or projector, and the instructions that came with your

computer (search onscreen help for video mirroring, displays, or dual monitors). You

may need to connect the second display or projector before you complete some of

the following steps.

Note: iBooks with a second display connected work only in mirroring mode.

Dual Displays

With a dual-display configuration, you can play the slideshow on one screen while

controlling the slideshow and viewing presenter information on another display.

To set up dual displays:

1Choose Apple () > System Preferences.

2In System Preferences, click Displays.

3Click Arrange and follow the onscreen instructions.

If there is no Arrange button, then your computer detects only one display.

4Deselect the Mirror Displays checkbox.

Chapter 8 Viewing, Printing, and Exporting Your Slideshow 117

To play a slideshow on a dual-display system:

1Choose Keynote > Preferences and click Slideshow.

2Select “Present on primary display” or “Present on secondary display.”

The primary display is the one with the menu bar. If you choose “Present on secondary

display,” you can customize what the presenter sees on the primary display. See

“Customizing the Presenter’s View” on page 118.

3Choose View > Play Slideshow (or click Play in the toolbar).

4Advance through the slides (and object builds) in the presentation by clicking the

mouse or by pressing the Space bar.

For a complete list of presentation keyboard shortcuts, see Appendix A, “Presentation

Keyboard Shortcuts,” on page 139.

Video Mirroring

Some computers have video mirroring built-in. If yours does not, you must configure

it in the Displays pane of System Preferences.

To set up video mirroring:

1Choose Apple () > System Preferences.

2In System Preferences, click Displays.

3Choose the same settings for both displays from the Resolutions field and the Colors

pop-up menu.

4Click Arrange and select Mirror Displays.

Choose where slides display

during a slideshow with a

dual-display setup.

118 Chapter 8 Viewing, Printing, and Exporting Your Slideshow

To play your slideshow on a mirrored system:

1Open the Keynote document.

2Choose View > Play Slideshow (or click Play in the toolbar).

3To advance to the next slide or object build, press the Space bar or click the mouse.

Note: Keynote generally plays back very smooth animations. However, since the two

displays used in a video mirroring configuration may have different refresh rates, one

of the screens may appear to “stutter”; Keynote can synchronize with the refresh rate

of only one screen.

Setting Presentation Options

You can set many options for your presentation, such as whether the pointer appears

and what happens after the last slide. You can also set up the presenter’s display to

show such information as elapsed time and the next slide.

Customizing the Presenter’s View

If you have a dual-display configuration for your presentation, you can select the

information shown on the presenter’s display, and you can arrange the information

however you want.

Select the information that

appears on the presenter’s

display.

Select to view presenter

information on an

alternate display (during a

slideshow with a dual-

display setup).

Click to rearrange the

windows on the

presenter’s display.

Chapter 8 Viewing, Printing, and Exporting Your Slideshow 119

To customize the presenter’s view:

1Choose Keynote > Preferences and click Presenter Display.

2Select the Alternate Display checkbox.

3Select the information you want to appear on the presenter’s display.

4To further customize what the presenter sees, click Edit Presenter Layout.

Controlling a Presentation With the Keyboard

You can use the keyboard to navigate through a presentation. (For a complete list of

the keyboard shortcuts you can use to control a presentation, see Appendix A,

“Presentation Keyboard Shortcuts,” on page 139.)

During a presentation, you can see a list of keyboard shortcuts that work in

presentation mode.

To show (or hide) the Presenter Keyboard Shortcuts window:

mDuring a presentation, press the Help or ? key on your keyboard.

During a presentation, you can easily move among slides using the slide switcher.

During a presentation, the

alternate display can show the

current and next slide, elapsed

time or time remaining, a clock,

and slide notes.

You can modify the presenter

layout in Presenter Display

Preferences. Drag items to

rearrange them.

120 Chapter 8 Viewing, Printing, and Exporting Your Slideshow

To open the slide switcher during a presentation:

mType a slide number, or press the plus sign (+), equal sign (=), or hyphen (-).

When the slide switcher is open, you can navigate through slides in several ways:

ÂTo move forward or back through slides, click the arrows in the slide switcher.

ÂTo close the switcher and go to a particular slide, click a thumbnail in the slide

switcher, or type the slide number and press Return.

ÂTo close the slide switcher without changing the current slide, press Escape.

Pausing and Resuming a Presentation

There are several other ways to pause a presentation.

To pause a presentation, do one of the following:

ÂTo pause (freeze) the presentation and display the current slide, press F. To resume

the presentation, press any key.

ÂTo pause the presentation and display a black screen, press B. To resume the

presentation, press any key.

ÂTo pause the presentation and hide the application, press H. To resume the

presentation, click the Keynote icon in the Dock.

During a presentation,

you can type a slide

number to open the

slide switcher.

Chapter 8 Viewing, Printing, and Exporting Your Slideshow 121

During a presentation, clicking a hyperlink that opens a webpage, email message, or a

file also pauses the presentation. While a presentation is paused in this way, the

Keynote icon in the Dock displays a green Play button. To resume the presentation,

click the Keynote icon in the Dock. (You can also quit the presentation by pressing the

Dock icon and choosing Exit Slideshow.)

For a complete list of keyboard shortcuts available while giving a Keynote

presentation, see Appendix A, “Presentation Keyboard Shortcuts,” on page 139 or

choose Help > Keynote Keyboard Shortcuts.

Changing the Slide Size

For highest-quality playback, your slide size should match the screen resolution of the

display on which the slideshow will appear. Most projectors work best with slides set

at the 800 x 600 size; newer projectors can display slides at a resolution of 1024 x 768

or higher. Most Keynote themes come optimized for these sizes.

If you are unsure of the projector’s resolution, use a large slide size; if your slide size is

too large to fit the display, Keynote automatically scales it down to fit the screen.

If you have a display that is larger than one of these sizes, you can set a custom slide

size for your Keynote document.

To change the slide size of your Keynote document:

1Choose View > Show Inspector and click the Document Inspector button.

2In the Document Inspector, choose an option from the Slide Size pop-up menu.

You can also specify a custom size by choosing “Custom slide size” and then typing

the dimensions you want in the Width and Height fields.

If you’re not sure of the best slide size or you don’t want to change the original slide

size in your document, Keynote plays the slideshow at its original size, centered on

your display and surrounded by a black border. Or you can have Keynote scale the

slideshow up to fit your screen when the slideshow plays.

122 Chapter 8 Viewing, Printing, and Exporting Your Slideshow

To fit the presentation to the display only during slideshow playback:

1Choose Keynote > Preferences.

2Click Slideshow.

3Select the “Scale slides up to fit display” checkbox.

This option does not actually change the slide size of your Keynote document; it

scales the document to fit the display. Some video quality may be lost during

playback with this option. If you select this option and use the Cube or Flip transition,

make sure to select “Reduce to avoid clipping,” or part of the transition may not be

visible.

Changing Pointer Behavior During a Presentation

You can set up your slideshow so that the pointer appears only on slides containing

hyperlinks, or only when the mouse moves.

To specify presentation options:

1Choose Keynote > Preferences and click Slideshow.

2Choose one of the “Show pointer” options.

During a slideshow, you can show or hide the pointer by pressing the C key.

Printing Your Slides

You can print your Keynote slideshow in a variety of ways to meet different needs. You

can print slides with or without notes, or you can print the slideshow in outline form.

To print slides:

1Choose File > Print.

2In the Print dialog, choose Keynote from the Copies & Pages pop-up menu.

Chapter 8 Viewing, Printing, and Exporting Your Slideshow 123

3Select a print option.

ÂIndividual Slides prints one slide per page.

ÂSlides With Notes prints one slide per page with slide notes.

ÂOutline prints only the slide titles and bulleted text in the presentation (what you

see in outline view in the slide organizer).

ÂHandout provides options for putting more than one slide on a page.

Note: To speed up the printing of handouts, select “Draft-quality printouts.”

4Select the print formatting options that apply.

ÂDon’t print slide backgrounds or object fills doesn’t print color in the background

or in an object; light text prints as black. This option is especially useful for printing

colorful slides on black-and-white printers. On black-and-white printers, color

images print in grayscale. On color printers, imported graphics files on each slide

will still print in color.

ÂPrint each stage of builds prints one slide image for each stage of an object build.

(A slide with a three-stage object build prints as three slides.)

ÂInclude skipped slides prints all the slides in the slide organizer, even if they are

marked as skipped.

ÂAdd borders around slides prints a line around the edges of each slide.

Select print

formatting options.

Choose Keynote from

this pop-up menu.

Select which layout of

slides and notes you want

to print.

Convert the set of

slides to a PDF file.

124 Chapter 8 Viewing, Printing, and Exporting Your Slideshow

ÂInclude slide numbers prints the number at the bottom of each slide.

To print one slide or a specific range of slides:

1Choose File > Print.

2Use the From and To text fields to enter the slide number or range you want to print.

You can see the slide number in the slide organizer.

Exporting to Other Viewing Formats

Other viewing options allow you to share your presentation across different platforms.

Note: If you export your slideshows frequently, you can add an Export button to the

toolbar (choose View > Customize Toolbar).

Flash Documents

You can turn your slideshow into a Flash document which can be viewed with the

Flash viewer.

To convert your slideshow to a Flash document:

1Choose File > Export.

2Select Flash and then click Next.

3Type a name and choose a location for the file.

4Click Export.

PDF Files

Your slideshow can be converted to a PDF file, which can be viewed or printed in

Adobe Acrobat Reader or any PDF application. There are two ways to save your

Keynote slides as PDFs. If you intend to view the PDF online, use the Keynote Export

command. If you intend to view the PDF on a hardcopy printout, you might get better

results using the Print command.

To create a PDF file of your slides using Export:

1Choose File > Export.

2In the Export dialog, select PDF.

3Click Next.

4Type a name and choose a location for the file.

5Click Export.

Chapter 8 Viewing, Printing, and Exporting Your Slideshow 125

To create a PDF file of your slides using Print:

1Choose File > Print.

2In the Print dialog, click “Save as PDF.”

3Type a name and choose a location for the file.

4Click Save.

QuickTime

You can turn your slideshow into a QuickTime movie that includes all transitions and

animated object builds. You can create a self-running QuickTime movie, with

transitions and builds timed just as you set them, or an interactive QuickTime movie,

which viewers can advance through at their own pace.

To create a QuickTime movie of your slideshow:

1Choose File > Export.

2In the Export dialog, select QuickTime and then click Next.

3Choose an option from the Playback Control pop-up menu:

For self-playing movies,

set slide and object build

durations.

Play the movie once,

repeatedly (loop), or

forward and backward.

Choose an interactive movie

or a self-playing movie.

Choose a compression

format to optimize movie

size and playback quality.

Select if the slideshow

includes transparency you

want to preserve.

126 Chapter 8 Viewing, Printing, and Exporting Your Slideshow

ÂInteractive Slideshow enables viewers to advance the slideshow by clicking Play in

the QuickTime controls, clicking the mouse, or pressing the Space bar on the

keyboard.

ÂWith Self-Playing Movie, the viewer has no control over the speed at which the

slideshow advances. You determine the speed of object builds and how long slides

linger on the screen by typing values in the Slide Duration and Build Duration fields.

ÂSlide Duration specifies how long the fully-built slide remains on the screen after

the object build is complete.

ÂBuild Duration specifies the number of seconds between the beginning of one

build stage and the next in each object build. There is no delay between the

moment a slide first appears on the screen and the first stage of an object build.

4For a self-playing movie, you can choose an option from the Repeat pop-up menu.

5Choose a playback quality and file size from the Formats pop-up menu.

ÂFull Quality, Large preserves the best playback quality, but these movies are large

and are therefore more difficult to transfer through email or the web.

ÂCD-ROM Movie, Medium is best if you are using a CD to send the slideshow to

another viewer. These movies are high in quality but have somewhat smaller file

sizes than full-quality movies.

ÂWeb Movie, Small movies generally have poorer playback quality but are small

enough to be shared across the web or through email.

ÂCustom enables you to choose your own QuickTime compression settings for video

and audio, so you can control the tradeoff between file size and quality.

6To include audio files in the movie, select “Include audio.”

7If your slideshow has a transparent background you want to preserve in your

QuickTime movie, select “Include transparency.”

Note: Some transitions might not work correctly with this option selected.

8Click Next.

9Type a name for your slideshow, choose a location in which to store it, and click

Export.

Chapter 8 Viewing, Printing, and Exporting Your Slideshow 127

PowerPoint

You can convert Keynote documents to PowerPoint files that can be viewed and

edited by PowerPoint users on Windows or Mac OS computers.

To export to PowerPoint:

1Choose File > Export.

2Select PowerPoint and then click Next.

3Type a name and choose a location for the file.

4Click Export.

Note: Since Windows and Mac OS X don’t handle graphics in the same way, you may

notice slight variations in your slideshow graphics when you open an exported

PowerPoint document on a Windows computer.

Image Files

You can export all your slides as image files in various formats, including JPEG, PNG,

and TIFF.

To export slides as image files:

1Choose File > Export.

2Select Images and then click Next.

3Choose an option from the Format pop-up menu based on the desired image quality.

The better the quality, the larger the file size.

4To create a separate image for each build stage, select “Generate images for each

build stage.”

129

9Designing Your Own

Master Slides and Themes

This chapter is for designers who want to use

Keynote’s powerful graphics capabilities to create

their own master slides and themes.

Note: This chapter assumes you are already familiar with the Keynote design and

formatting features described in previous chapters.

The themes that come with Keynote are sets of master slide layouts, backgrounds,

charts, tables, and text styles. Within each theme, master slides define the following

slide attributes:

ÂDefault position of title and body text

ÂBackground graphics

ÂDefault fonts

ÂDefault bullet styles

ÂDefault position for charts, tables, and images (the object placeholder)

ÂObject fills and line styles for drawn objects and tables

ÂChart style

ÂSlide transition style

ÂAlignment guides

You can modify any of these attributes to customize any master slide within a theme.

When you change a master slide, the changes appear on every slide that uses that

master. You can modify a master slide without affecting the default themes available

in other Keynote documents.

You can also modify and save a whole set of master slides to create your own theme,

customizing it with your company logo or styling it with your own designs. If you

want to save a set of customized master slides to use in other presentations, save it as

described in “Saving a Custom Theme” on page 137.

130 Chapter 9 Designing Your Own Master Slides and Themes

To work on a master slide, open the master slide organizer and select a master slide.

To open the master slide organizer:

mChoose View > Show Master Slides (or click View in the toolbar and then choose Show

Master Slides).

An easy way to get a modified slide layout is to import a single slide or master slide

from another slideshow into the current slideshow.

To import a single slide or master slide:

1Open the Keynote document that contains the slide you want.

2Select the slide and drag it from the source document to the slide organizer of the

document you are working in.

A new master slide is created in your Keynote slideshow. You can find the new master

slide in the master slide organizer.

Modifying Master Slide Backgrounds and Layouts

The easiest way to design a new master slide is to start with an existing master that

closely resembles what you want. Scroll through the slides in the master slide

organizer and duplicate the one you want to start with.

To duplicate a master slide:

1Select the master slide in the master slide organizer.

2Do one of the following:

ÂChoose Slide > New Master Slide.

ÂClick New in the toolbar.

ÂPress Return on the keyboard.

ÂChoose Edit > Duplicate.

You can modify master slides using the Master Slide Inspector.

To open the Master Slide Inspector:

1Select a master slide in the slide organizer.

2Choose View > Show Inspector (or click Inspector in the toolbar) and click the Slide

Inspector button.

3Click Appearance.

Chapter 9 Designing Your Own Master Slides and Themes 131

Changing the Background

One way to create groups of related slides within a presentation (for example, to

distinguish or unify different topics) is to incorporate a subtle difference in the

background of each set of slides. To do so, you create a set of master slides with each

of the different backgrounds.

To modify a master slide background:

1In the master slide organizer, select the master slide you want to modify.

ÂIf you are building a new background from scratch, you may want to begin with a

blank master.

ÂIf you want to retain a copy of the original master, do one of the following to create a

duplicate of the master slide:

ÂChoose Slide > New Master Slide.

ÂClick New in the toolbar.

ÂChoose Edit > Duplicate.

2Select unwanted elements and press the Delete key.

3Make your changes to the master.

ÂUse Keynote tools to place background elements on the master slide.

Choose a background

color or image.

Create a place for tables,

charts, web views, and

imported graphics to

appear.

Place title and body text

boxes on master slides.

Select to allow objects on

slides to interleave with

objects on the master.

132 Chapter 9 Designing Your Own Master Slides and Themes

ÂDrag external objects (movie files, sound files, and so on) from the desktop or the

Media browser to the slide canvas.

4After you place an element where you want it, you can choose Arrange > Lock (or

click Lock in the toolbar) to prevent it from being accidentally moved as you work.

Any changes you make (including external files you add) to this master slide will

appear on every slide based on this master.

Layering Background Objects and Objects on Slides

When you edit a master slide, you can move objects forward and backward just as you

can on slides. All objects on a master stay in their own master slide layer, which, by

default, is on the bottom—objects you add to slides sit on top of any object on the

master. You can, however, make each object you add to individual slides lay on top of

or behind all master layer objects.

A common use of background layers is for alpha-channel graphics in which slide

objects show through part of the background image. For more information, see

“Working With Photo Cutouts (Alpha-Channel Graphics)” on page 50.

To make objects on a master slide layer with slide objects:

1Place objects on the master slide canvas, positioning and layering them as you want.

2In the Master Slide Inspector, select “Allow objects on slide to layer with master.”

Note: You can move placeholders forward or backward on a master or a slide. For

more information, see “Resizing, Moving, and Layering Objects” on page 47.

Adding Alignment Guides

You can create your own alignment guides to help you place your text and graphics

consistently on each slide. Alignment guides created on a master slide are available

when you are placing objects on any slides based on that master.

To create alignment guides on a master slide:

1Select the master slide to which you want to add the alignment guides.

2Choose View > Show Rulers.

3Place the pointer on a ruler and drag the yellow alignment guide wherever you want

on the slide canvas.

Chapter 9 Designing Your Own Master Slides and Themes 133

Designing Title and Body Text Layout and Styles

Default styles for title and body text boxes are defined by a slide’s master. To set the

title or body text defaults on a master slide, you place text boxes on the master slide,

then select the text and set its attributes using the Inspector panes, as you would set

text attributes on any slide. As you change the text settings, you can preview the new

settings by creating a slide in the slide organizer, applying the new master slide

settings, and trying them out with some text.

To place title and body text boxes on a selected master slide:

1Open the Master Slide Inspector and click Appearance (if it is not already selected).

2To add a title text box, select the Title checkbox.

3To add a body text box, select the Body checkbox.

Depending on the theme and master, the default text style may be bulleted. To set a

default style without bullets, see “Formatting Bulleted Text and Numbered Lists” on

page 38.

4To include subtitle text, resize the body text box and place it under the title text box.

5Resize and rearrange the text boxes as desired.

6Select the placeholder text and format it with your preferred styles.

In the body text box, you can define attributes for up to five levels of bulleted text.

You can set indent markers to specify how far to indent each level of text and how

much space there is between the bullet and the text.

To set bulleted text tabs:

1Choose View > Show Rulers.

2To set the indent for bulleted text:

aSelect a bullet.

bIn the ruler at the top of the slide canvas, locate the square blue marker that lines up

with the selected bullet.

cDrag the marker to where you want the bullet to indent.

134 Chapter 9 Designing Your Own Master Slides and Themes

3To set the distance between the bullet and its associated text:

aSelect a bullet.

bIn the ruler at the top of the slide canvas, locate the rectangular blue marker that

lines up with the text of the selected bullet.

cDrag the marker to change the space between the bullet and its text.

Applying Your Changes as You Work

As you work on a master slide, you can try out your changes on a normal slide to get a

better sense of how the new layout will look. By going back and forth between the

“test” slide and the master slide, you can make fine adjustments, such as making lines

longer or shorter, or adding multiple indent levels. Seeing a slide with text on it is

especially useful when adjusting tab stops and line spacing.

To create a test slide in the slide organizer, create a slide based on the master; if you

make changes to the slide that override the master, reapply the master to the test

slide each time you make a change.

To reapply the master slide to a slide in the slide organizer:

mSelect the slide in the slide organizer, then choose Format > Reapply Master to Slide.

Setting Default Slide Transitions

You can specify a default transition style for any master slide. Slides based on this

master use the specified style to go to the next slide.

To set the default transition style for a master slide:

1Select the master slide in the master slide organizer.

2In the Transition pane of the Master Slide Inspector, choose a transition style,

direction, and speed.

For more information about slide transitions, see “Adding Transitions Between Slides”

on page 105.

This marker sets the

indent for the bullet.

This marker sets the

distance between the

bullet and its text.

Chapter 9 Designing Your Own Master Slides and Themes 135

Changing Default Styles for Text and Objects

You can modify the default attributes of objects such as shapes, text boxes, tables, and

charts. For example, you can set it up so that every time you click Table in the toolbar,

the default table contains a certain number of rows and columns, has header and

body text in a particular font, and has borders formatted with specific colors and line

thicknesses.

For text boxes and shapes, you can set up the defaults with your preferred fonts,

colors, opacity, shadows, and so on. For charts, you can specify which chart type (pie,

line, and so on) to make the default. (You must set default attributes for each chart

type separately.)

First you design the object so that it has the desired default attributes. Then you

define the properties as the default for the current master or for all masters in the

theme.

To set default attributes for free text boxes, shapes, and graphics:

1In the slide organizer, create a new slide based on the master slide you are designing.

2Place a text box, shape, or graphic on the slide canvas.

3Set the item’s attributes with the properties you want to incorporate into the default.

aFor a free text box, type text into the box, select the text, and set its attributes.

bFor a shape or graphic, select it, set its attributes.

4When the item is formatted as you wish, make the new properties the defaults by

selecting the item and doing one of the following:

ÂTo assign new defaults for only the master slide you’re working on, choose Format >

Advanced > Define [object] for Current Master.

ÂTo assign new defaults for all the master slides in the theme, choose Format >

Advanced > Define [object] for All Masters.

5Delete the text box, shape, or graphic from the slide.

To set default table attributes:

1In the slide organizer, create a new slide based on the master slide you are designing.

2Place a table on the slide canvas.

3Select the table and set its attributes. (For more information, see “Creating Tables” on

page 77.)

136 Chapter 9 Designing Your Own Master Slides and Themes

Important: A table has four distinct formatting areas: header row, header column,

inside borders, and outside borders. To make changes, you must set all the elements

in a formatting area. For example, to set a new default for header rows you must

change all the cells in the header row (not just one cell).

4When the table is formatted as you wish, make the new properties the defaults by

selecting the table and doing one of the following:

ÂTo make the table’s attributes the default for the current master, choose Format >

Advanced > Define Table for Current Master.

ÂTo make the table’s attributes the default for all the masters in the current theme,

choose Format > Advanced > Define Table for All Masters.

5Delete the table from the slide.

To set default chart attributes:

1In the slide organizer, create a new slide based on the master slide you are designing.

2Place a chart on the slide canvas.

3Select the chart and set its attributes. (For more information, see “Creating Charts” on

page 89.)

4To define defaults for another chart type, copy the chart and paste it on a new slide,

change the chart type, and set the chart attributes. Repeat this step for each chart

type.

5When all the charts are formatted as you wish, select each of them, one at a time, and

make the new properties the default by doing one of the following:

ÂTo make the chart’s attributes the default for the current master, choose Format >

Advanced > Define [chart] for Current Master.

ÂTo make the chart’s attributes the default for all the masters in the current theme,

choose Format > Advanced > Define [chart] for All Masters.

ÂTo make the chart’s type the default for all master slides in the current theme,

choose Format > Advanced > Make [chart] the Default Chart Type.

6In the dialog that appears, specify the total number of series for which you are

defining attributes.

7Delete the charts from the slides.

Chapter 9 Designing Your Own Master Slides and Themes 137

Saving a Custom Theme

If you modify master slides in a theme and you want to use these modifications again

in other slide presentations, you can save the modified theme as a custom theme.

After you save your custom theme, it appears in the Theme Chooser. When you select

your custom theme, it comes with all the master slides you defined.

To save the current theme as a custom theme:

1Choose File > Save Theme.

2Type a name and choose a location for the theme.

3If you added sound or movies that you want to include in the theme, select “Copy

audio and movies into document.” (You may need to click the disclosure triangle in

the Save dialog to display this checkbox.)

Note: Saving media files with a document makes the file much larger.

4Click Save.

Unless you specify another location, custom themes are saved in the Themes folder on

your hard disk ([Home]/Library/Application Support/iWork/Keynote/Themes). Only

themes in this folder appear in the Theme Chooser. If you store your theme in another

location, you can still open it as a blank Keynote document and work directly in it to

create a slideshow.

Restoring Original Theme Defaults

If you modify master slides in a document and later want to return to the original

theme defaults, you can do so by reapplying the theme to your document.

To restore the theme defaults:

1Choose File > Choose Theme.

2In the Theme Chooser, select the original theme and presentation size.

3Make sure “Retain changes to theme defaults” is not selected.

4Click Choose Theme.

138 Chapter 9 Designing Your Own Master Slides and Themes

Creating a Custom Theme

If you want to create an entirely new theme that is not based on any of the existing

Keynote themes, the easiest way is to start in a new Keynote document with only a

single, blank master slide. Delete all other master slides from the document. Keep the

following tips in mind:

ÂDesign and place shared background elements and body and title text first.

ÂOn a sample slide, test your text layouts to be sure they work with wrapped text

lines. Consider how many bullets you want to fit in a body text box when you set its

size and placement.

ÂSet up all text and background attributes before creating new master slides.

ÂCreate a variety of body and title text layouts using copies of the original master

slide. New master slides made from copies of that first one automatically inherit all

of its text and background attributes. Then you only have to adjust the text box

layouts (for example, remove the title text box and expand the body text box for a

“body only” master slide).

ÂCreate sample slides in the slide organizer based on each master you design and

place free text boxes, shapes, tables, and images on each one, if you want the

default object attributes to be different on different master slides. (If you want to set

the same default object attributes for all masters, you need to do this for only one

master slide.)

ÂCreate eight sample slides in the slide organizer based on each of your master slides.

Design a chart on one slide, then copy and paste it onto each of the slides. Then

convert each chart to a different chart type, and set its size and position. Do this

step before you define default chart styles using the Format menu.

139

Appendix

APresentation Keyboard

Shortcuts

This table lists the keys you can press to control a

presentation.

To perform this action Press these keys (or type)

Navigation

Advance to next build Space bar, N, Return, Page Down, Right Arrow,

Down Arrow, Shift–Right Arrow*

Advance to next slide Right bracket (]), Shift–Page Down*,

Shift–Down Arrow*

Go to previous build Left bracket ([), Shift–Page Up*,

Shift–Left Arrow*

Go to previous slide P, Left Arrow, Page Up, Delete, Up Arrow,

Shift–Up Arrow*

Go to first slide Home

Go to last slide End

Retreat through previously viewed slides Z

Quit presentation Escape, Q, x-. (Command-period), . (period)

Slide Switcher

Go to a particular slide in the slide switcher [Slide number}

Go to the next slide in the slide switcher Plus sign, (+), equal sign (=)

Go to the previous slide in the slide switcher Hyphen (-)

Go to the current slide and close the switcher Return, Enter

Close the slide switcher Escape

Presenter Display

Reset timer R

Scroll notes up U

*To use these keys without having to press Shift, turn on Caps Lock.

140 Appendix A Presentation Keyboard Shortcuts

For a complete list of keyboard shortcuts, choose Help > Keynote Keyboard Shortcuts.

Scroll notes down D

Other

Hide presentation and show last application

used

Pause presentation F (to resume, press any key)

Pause presentation and show black screen B (to resume, press any key)

Show or hide the pointer C

Show or hide the Presenter Keyboard

Shortcuts window

Question mark (?), slash (/), Help

To perform this action Press these keys (or type)

*To use these keys without having to press Shift, turn on Caps Lock.

141

BInspectors at a Glance

Document Inspector

Slide Inspector

To see the Master Slide

Inspector, select a master

slide in the slide

organizer.

142 Appendix B Inspectors at a Glance

Build Inspector

Text Inspector

Appendix B Inspectors at a Glance 143

Graphic Inspector

Metrics Inspector

144 Appendix B Inspectors at a Glance

Table Inspector

Chart Inspector

Appendix B Inspectors at a Glance 145

Hyperlink Inspector

QuickTime Inspector

147

Index

+ symbol (clipping

indicator) 45, 84

> symbol (in menu

commands) 13

aligning

bullets 43

objects 30–32

text 40

alignment guides 30–32

adding to master

slides 132

“Allow objects on slide to

layer with master”

checkbox 132

alpha-channel graphics 50

Alternate Display

checkbox 119

angle wheel 67, 72

animation 54

of text 110

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