Keynote Tutorial # 3: Working on a Keynote Presentation

Posted by Mayank on December 19, 2011 in Apple

Keynote is a powerful application, which can also open PowerPoint and AppleWorks presentations, making it easy to continue work on presentations in different formats and to collaborate with others who are using other applications. Each slideshow you create is an individual Keynote document. To work on a Keynote document, you have the following options:

  • Create a new Keynote document.
  • Import a document that was created in PowerPoint or AppleWorks.
  • Open an existing Keynote document.

To create a new Keynote presentation:

  1. If Keynote isn’t open, open it by clicking its icon in the Dock or double-clicking its icon in the Finder.
  2. If Keynote is already open, choose File > “New from Theme Chooser” or press Shift-Command-N.
  3. In the Theme Chooser, select a theme (details of Keynote themes in tutorial #1)

Tip: You can set up Keynote to use the same theme whenever you create a new document. Choose Keynote > Preferences, click General, select “Use theme,” and then select a theme. To change the theme, click Choose.

How to Import a Slideshow:

If you already have a slide presentation that was created in Microsoft PowerPoint or AppleWorks, you can import it into Keynote and continue to work on it. Because of different formats, Keynote preserves as much possible the original document’s text, colors, layout, and other formatting options. To import a PowerPoint or an AppleWorks document:

  • In Keynote, choose File > Open. In the Open dialog, find the document you want to import and click Open.
  • In the Finder, drag the PowerPoint or AppleWorks document icon to the Keynote application icon.

If you see a message that a font or file is missing, you can still use the document. Keynote replaces missing fonts with a font that’s available on your computer. To restore the missing fonts to the document, quit Keynote and then add the fonts to your Fonts
folder (click here on how to add fonts).

Saving your Keynote Presentation:

Graphics and chart data are saved within a Keynote presentations, so they display correctly if the presentation is opened on another computer. Fonts, however, are not included as part of the presentation. If you transfer a Keynote presentation to another
computer, make sure the fonts used in the presentation have been installed in the Fonts folder of that computer.

By default, audio and movie files are saved with Keynote presentations. If you don’t save media files with the presentation, you need to transfer them separately to view them within the presentation on another computer.

It’s a good idea to save your presentation often as you work to avoid an unexpected behavior by the application and losing your work. You can press Command-S to save it quickly.

Note: If you open a document that was created in iWork ’08, and you want to preserve it for use with the older version, save the copy as iWork ’08 as shown below:

save as iwork '08

If you want the presentation to display a Quick Look in the Finder in Mac OS X v10.5 or later, select “Include preview in document.”

You can determine what’s copied into your presentation using Advanced Options and set up options:

  • Copy audio and movies into document:  Selecting this checkbox saves audio and video files with the presentation, so the files play if the presentation is opened on another computer. Deselecting this checkbox will keep the size of your presentation smaller, but media files won’t play on another computer unless you transfer them as well.
  • Copy theme images into document:  If you don’t select this option and you open the presentation on a computer that doesn’t have the same theme installed (if you created your own theme, for example), the presentation might look different

Archived Versions of Keynote:

Each time you save a presentation, you can automatically retain a copy of the last saved version. That way, if you change your mind about edits you made, you can go back to the backup version of the presentation. Mac OS X 10.7 Lion has made archiving much simpler – it automatically saves a snapshot of your presentation every time you save.

If you’re running Mac OS X v10.6.x (Snow Leopard) or earlier, you can set up Keynote to automatically create a copy of the last saved version of your presentation. You may also find this useful if you’re running Lion, and you want to save a backup version of
your presentation on another hard disk on your network.

To create an archive of previously saved versions of your presentation on Lion or later:

  • Choose File > “Save a Version,” or press Command-S.

To create a copy of the last saved version of your presentation:

  • Choose Keynote > Preferences, click General, and then select “Back up previous version.”

The backup version is created in the same location, with “Backup of” preceding the filename. Only one version—the last saved
version—is backed up. Every time you save the presentation, the old backup file is replaced with the new backup file.


How to Find an Archived Version of a Presentation:

If you saved archived versions of your presentation on Mac OS X v10.7 (Lion) or later, you can browse the archive to identify any earlier version that you want to restore or reference. After you identify the archived version that you want, you can restore it
as a fully editable copy, or you can just extract from it any text, images, or document settings that you want to use again.
To browse archived versions of your presentation:

  1. Open the presentation for which you want to access older versions, and hold your pointer over the name of the presentation at the top of the Keynote application window. A triangle appears.
  2. Click the triangle and choose Browse All Versions.
  3. Drag the handle along the timeline to move back through time and look at older versions of the presentation.
  4. When you find a version that you want to inspect more closely, click its image. The version moves to the foreground, where you can click different slides to view them, select items on a slide, open the inspectors, and copy objects or inspector settings.
  5. Do any of the following:
    • To completely restore the older version, click Restore when the version you want is in the foreground. The restored document appears on your regular desktop, replacing the last version you were working on prior to viewing the older versions. (That version is then saved in the timeline, if you want to retrieve it.)
    • To restore only an object, inspector setting, or text from the older version, copy the item by selecting it and pressing Command-C, and then click Current Document to view the current version of the presentation. Locate the slide where you want to paste the item you just copied and click to insert the cursor where you want the item to appear on the slide. Paste the item by pressing Command-V.
    • To compare the older version side-by-side with the current version, click Current Document.

how to restore archived version of a keynote document


How to Save a Keynote Document as a Theme:

You can modify a theme and then save it so that it appears in the Theme Chooser for you to use again.
To save a document as a theme:

  • Choose File > Save Theme.

Saving Search Terms for a Document:

Similar to tags, you may want to mark your Keynote document with the author’s name, keywords, or other comments to make them easier to find on your computer. For example, on computers running Mac OS X, you can use Spotlight to search for documents containing such information. To store information about a document:

  • Click Inspector in the toolbar, and then click the Document Inspector button.
  • Click Spotlight.
  • Type information in the fields.
  • To search for presentations containing stored information using Spotlight, click the search icon (looks like a magnifying glass)at the top-right corner of the screen, and then type what you want to search for.


How to Lock a Presentation So It Can’t Be Edited:

If you’re running Mac OS X v10.7 (Lion) or later, you can lock your presentation so you can’t edit it by accident. To lock a presentation:

  1. Open the presentation you want to lock, and hold your pointer over the name of the presentation at the top of the Keynote application window. Triangle appears.
  2. Click the triangle and choose Lock.

To unlock a presentation for editing:

  • Hold your pointer over the name of the presentation at the top of the application window until the triangle appears, click the triangle, and then choose Unlock.

How to Undo Changes in a Keynote Document:

If you don’t want to save changes you made to your document since last saving it, you can undo them. Here how to:

  • To undo your most recent change, choose Edit > Undo or press Command-Z.
  • To undo multiple changes, choose Edit > Undo multiple times (or press Command-Z) multiple times. You can undo any changes you made since opening the document or reverting to the last saved version.
  • To undo one or more Edit > Undo operations, choose Edit > Redo (or press Shift-Command-Z) one or more times.
  • To undo all changes you made since the last time you saved your document, choose File > “Revert to Saved” and then click Revert.

To revert to the last saved version after making changes you did not save:

  • Choose File > “Revert to Saved.” The changes in your open document are undone.

How to Password Protect Your Keynote Document:

If you want to limit who can open and view your Keynote document, you can protect it with a password. To add or change a password on a Keynote document:

  1. Click Inspector in the toolbar, and then click the Document inspector button.
  2. In the Document inspector, click Document.
  3. Select the checkbox for “Require password to open.” If you’re changing an existing password, click Change Password, and then type the current document password.
  4. Type the password you want to use in the Password field.

Passwords can consist of almost any combination of numerals, letters and special characters.

password protect a keynote document

You can also use Password Assistant to create an unusually strong password. Have a look at the picture above for the same.

How to Close a Document Without Quitting Keynote:

When you’ve finished working with a document, you can close it without quitting Keynote. Here’s how:

  • To close the active document, choose File > Close or click the close button in the upper-left corner of the document window.
  • To close all open Keynote documents, choose File > Close All or press the Option key and click the active document’s close button.

If you’ve made changes since you last saved the document, Keynote prompts you to save.

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{ 1 comment }

1 A Questionnaire January 10, 2012 at 6:42 am

Just a question, any idea how to set the guides in a presentation to global? The standard setting makes them page-specific, even if applied to master pages. So they are not shown except on the page they have been created to.

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