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Keynote is Apple's iWork application for creating effective and impressive presentations. In Keynote '09 Essential Training, presentation designer Craig Syverson teaches new and experienced Keynote users how to apply this program to its full potential. Craig demonstrates the entire creative process, from building basic slides with text and images and using the new built-in themes, to distributing the final product. Exercise files accompany the course.
We can add a few more features to our table so we can help the audience focus on what's relevant. Let me select the table and I want to add a footer to the bottom. So with the table selected I can go up here to the Footer icon and click on it once and you can see it added a footer. I want that footer to be the same style as these headers that I made. So as before I'm going to click in this cell and I'm going to up to Format and I'll select Copy Style, which copies the style attributes of that cell. Now I want to select the entire row because I want to attribute those conditions to that entire row and do Format > Paste Style and you see it goes right in there.
Now I'd like to add up the total of the quantity of items on this table. I'll go down here. I'll give it a label, Total. Now to get a total of this quantity, usually you might think you have to select the cell, select a range, select a function. It's actually quite simple. I'll select this particular cell, go up to my Inspector and go up to my Table Inspector where I am now and under Format, I'll choose Function > Sum and there you have it. That was pretty much all the work that was required. It automatically understood that particular column above it was, in fact, the column that I wanted to add up. So, just for the one click of a button I have that total and of course it's dynamic. So if I went in here and changed the number, it would update of course. I can also change the formatting of how the numbers appear in the table itself. For instance in this column, you'll notice I have a time value. The s is standing for seconds.
Let's say I want to make that a little bit clear to get a better idea of how many minutes or how many seconds is in that quantity. I'll select the cell here and I'll actually say, select the entire column, because I want to reformat that entire column. Under here in the Table Inspector, under Format, you see a pulldown menu called Cell Format. I'm going to pull it down to Duration, which is one of the formats we can choose. You can see here there is a little slider bar for the amount of time, but I also need to choose the actual format. I'm going to put it in this particular format, selecting that. Now you can see as my slider, I'm between hours, minutes and second. I can tighten that up and roll over here. So now when you look at the column in my table, it's now neatly divided between minutes and seconds.
So that can make a particular piece of data change and make it more relevant. Now we know that changing a brake disc is 42 minutes and 10 seconds where just changing a washer is only 45 seconds. Similarly, I can add up this entire total as well, choosing that cell, Function and Sum, and now I've brought up the entire minutes and seconds. With that individual cell selected like I have now, I could take this Duration and drag it over because now it's more relevant to understand how many hours and minutes the total amount of time to change the entire brake is rather than minutes and seconds. In fact, I can pull this out and have the seconds so then it's really clear that there is a clear distinction between the individual times versus the total times.
Another method you can use to highlight data is called conditional formatting. Let me show you how that works. I'll select the entire table and here under the Table Inspector I'll go to Conditional Format and click on this Show Rules button. What I'll do is I'll choose a rule. So I'm going to choose a rule that says when the text contains the word "washer", which I'll type in, I want it to change the cell. And what would the cell change to? Clicking on this Edit button, I can change two things. I can change how the text will look. Right now it's defaulting to Italics, but I won't do that.
But I can say I'll have the fill of the cell change to, let's say, this orange color. I can click Done. When I do that and click out of that, you see that Keynote automatically highlighted those particular cells where the word "washer" appears. That can be very handy when you want to highlight a certain part of your table or certain emphasis that you want to make. For instance, if I added the word "washer" to this and hit Enter, you see how it also changed the color of that cell because it matched that condition.
Now let's say I want my entire table to stand out just a little bit, it's looking a little flat. Let me select the entire table. I'll go up in here to my Graphics Inspector and if I click on the Shadow box, you can see that it's creating a shadow over the entire chart. Because it's a transparent background, it's shadowing all the text. It looks a little bizarre, if you ask me. So one of the things you can do is I can actually give the entire table a background fill. So in this same Inspector window, I'll go up here to Fill.
I'll give it a Color Fill and I'll click on the Color box, go to the crayons, and just choose a slightly off-white color. Now you can see this shadow is just being applied to the entire table, rather than those individual elements and it looks a lot better. So, adding simple calculations and special formatting can make your tables communicate more effectively.
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