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iWork.com is an online service from Apple that let's you share any of your iWork documents to any number of people just by uploading your document once. And you could invite anyone to see your documents whether on a Mac or a Windows based machine and all you need is a web browser to see them. I think it is best if I just start off with just a demo. It is going to be the easiest thing. So, I have this presentation, it is complete. You will notice here I have some comments on this presentation. I'm going to click on the iWork.com icon and what comes up is a sheet where I can invite people to view the document.
In order to be setup with iWork.com you have to have an Apple ID. You don't have to have a .Mac account. An Apple ID is free. You have it already if you are already signed up with iTunes. And you also have to have the Apple Mail app running and working because it deals a lot with integration with email account. The other thing too is it as of the time of this recording its still in public beta, so some of these things might have changed by the time you see this video. That being said, let's assume I want to share this presentation with Kirk.
And the subject line already says, You've been invited, so I just say please check this for me. Now, down here, I have some options as to what people can do with the file once it is up on iWork.com. I can let them Leave comments, I can let them Download the document or not. And what's cool is that when I do upload the file, I have options down here of what form the file will take when it goes up to the web. I can choose Keynote '08 or '09, as a PDF or as a PowerPoint file.
Now, I know that Kirk is not running PowerPoint so I don't need to check that and then I simply click Share. The cool think about this is that I'm only going to upload this once but iWork.com will send up to four different versions of that same document, so that the people on the other end depending on what they have got can pull down the format of their choice. It is very powerful that way. And of course, I can invite as many people as I like. I'm just inviting one this time but I could invite 5-10 people. They could all be on different systems, doesn't matter. I'll click Share and in the background it is going to generate all the different documents that I setup and then it will just simply go straight and start uploading the file to the iWork.com website.
And once it is done uploading, I get a message that says an announcement mail was sent to my recipient and that I can now go and check out the document and see how it looks up online. So I'll do that right now. See here, it launches the iWork.com site, let me close out Keynote in the background so our windows are clean here. And let's have a look at this window. So the first thing I want to do actually at this point is I'm just going to click up here on the Show Navigator button just to show you what it has actually done. And look at that. There are the individual slides of my presentation. Now, keep in mind, in terms of Keynote, what is being shown here is more or less a visual preview. It is not going to have the actual slideshow so you are not going to play the slideshow with the transitions. It is not going to be a video. Let's come up here on this website. It is pretty much what you would see with the PDF. It is kind of a hybrid between the PDF and the Navigator View.
But you can see very quickly that you can flip through and look at the individual slides. And you can see that the comments that I posted in Keynote are also showing up here in iWork, which is very cool. And if I wanted to, I could simply click Hide All Comments and they go away. These orange triangular corner tabs here let you know that there is a comment on that slide. So even if I hide them, if I see that orange triangle I'll know, hey, there is a comment there and I'll click on Show All Comments. And if I don't need anymore, I can simply close it out. Now, I closed it out as the publisher, I should point that out. That comment was made by me and as the publisher I have the right to close that comment out.
Kirk, who received my invitation, will be looking at a very similar screen to what I'm looking at now. The only difference on his side is it won't say document publisher. Kirk will not have the ability to erase one of my comments. I, as the publisher, have full range of control. If Kirk leaves a comment, he can erase his own. If he adds to my existing comment or if it is someone else's comment, he can't delete that. I could change the view here. If I want a higher magnification of the preview, I could do that. I generally will keep it in Fit Width so it fits nicely in the screen I'm using. You can also flip through the slides here. I'm going to extend this window a little bit. And then over here on the right, this is the cool button, if Kirk is receiving this he can click here on Download and he has a choice of either downloading the actual Keynote document or a PDF version of the document straight into his computer. So if here if he downloaded the Keynote document, it is the exact same document I uploaded, the same one I have been working with. And he can look through it and play it and do what he wants with on his side.
Nothing happens to this file that is posted up on iWork.com. iWork.com is about sharing. It is about sharing ideas around an existing file. It is not about editing that file or collaborating on the content of the file and I really like that idea. That way whoever publishes their document has full control over it. But you can collaborate, you can talk about it. The document notes here, area is great for kind of a running conversation. So for instance, if Kirk wanted to leave a note, he would click in here, type a note and post it and it would show up right here. And then if someone else wanted to join in, if we had invited more people, they could all join in and have a discussion about this particular presentation. Comments are slightly different than notes will follow each individual slide. The notes won't follow the document. The notes are about just iWork.com as its own entity, the comments however will follow the document. If I downloaded this back, I would have the updated comments on my side.
Now, as the publisher, here on the iWork.com website, I could add some more people. Let's say I realize, you know, it would be great to add Joe to this conversation. So I could type in Joe's name and put down his email and click Add. It gives me a link that I can copy, which I'll do now, and this particular link will be unique to Joe. So I can just copy and paste this link, email it to Joe and using that he can go on any browser and get to where we are here.
No one else in the public eye will know this document exist. It is more or less security by obscurity. But I can easily add more people, you can see here now Joe's name has been added to the list. Let's say I decide later that I don't need to have Joe looking at the document. I can click in here and I can remove them. Also, if I had forgotten Joe's link or I needed to send it to him again, I can retrieve that using this command or I can remove him from there. And now it is just Kirk and I looking at the document. As the publisher of the document, there is also this command for Shared Documents. If I click on that, this will show me all of the current documents I have in iWork.com that I have shared with other people. So this is sort of my manager of all the different files that I have been sharing. They stay up for about 120 days. You can extend that if you want. And as the document publisher, I have the right to delete things out of iWork. I could download the files directly from here if I want to. It is just a nice management system so I know what I have shared and I can always click on any one of these or go back to the one I wanted just by clicking on the link and I'll have that document up again.
Show the navigator again. One thing to keep in mind, we talk about QuickTime exports in this lesson and how great they are for sharing the full experience of the document to people not on Windows. Keep in mind iWork.com does not send up a QuickTime file. So it is not a replacement for creating a QuickTime and sending it to people but it is a great way to send any other formats to other people and also to have this collaborative exchange with them. I use this a lot. It is great even if you are just sending it to one person. But its power is that just with one upload, I can send it to many people who are working on many platforms in many different formats. And all I need to do is that one step to set it up.
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