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A new feature in Keynote '09 lets you add charts from Numbers and maintain a data connection between them. Let me open up Numbers and show you this. Open up a Numbers document here. You can see I have a chart here already built. I want to go over here to this column and Ctrl+ Click here, so I know I'm selecting the entire chart and select to Copy. I am going over to Keynote, I'm going to click into my slide and then Ctrl+Click, Paste and it brings in that chart. Now right away, we'll probably see three things that are a bit off. One is the font is different. Secondly the background is not clear and thirdly, it looks like there is a problem with the data down here. Easy to fix.
First, let's go to the font. I have the entire chart selected. I'm going to go and choose Gill Sans because that's what we have been using on this chart. I'm going to go over here to the Fill and choose transparent background and that fixed that problem very quickly. Now you will also notice this new link symbol here. That's telling us that we have a data relationship between this chart and this file in Numbers and in fact, since it looks like the data is off, let's go back to our Numbers document. I'll call up Numbers here. And if I go into here and let me go into this table that's representing this chart in Numbers. Double-click in this cell and make it 188, which is the proper number. I'll hit Enter and you will see the chart update in Numbers.
The important thing to do next is to save this file. I can even close it out. Now I want to go back to Keynote and select this chart, you see this Update Tab reappear. I'll expand it out again so we can see that it's actually linking to that file source. When I click on this Update button, it will then update that data from the Numbers chart and bring it into Keynote. That's very helpful. That way you can be building your charts and tables in Numbers and always maintain a data relationship between the two. Clicking on this Update source will allow you to check and see if there is any new updates to the data and that will instantly update the chart in Keynote.
The important thing to remember is that it's just a data update. It's not a formatting update. So for instance, if I go back into Numbers and open up that document again, if I may change the formatting here, let's say for instance I change the font to something like Bell Gothic, something different let's say and I save this; going back into Keynote, clicking on the chart and hitting Update, doesn't change the formatting of the chart.
So once your formatting is set in Keynote, it's set. The only thing this will be updating is the data and it's not a two-way thing either. So if I were to edit the data in this particular chart for instance, let's say in this cell in Power, I change this to 100, it updated my chart here in Keynote. But if I go back to Numbers, there is not a two-way relationship between that data. This is still staying at 134. So it's a one-way data connection between Numbers and Keynote. Going back in here, if I were to refresh the data in this chart and remember I changed this in Keynote, but if I refresh the data here from Numbers, that data will take precedence.
So it's a very handy feature to use Numbers to build your charts and it gives you greater control over the integrity of your data and of your charts in Keynote.
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