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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.
So when your presentation is finally complete, you have many ways to save your file. Let's first look under Preferences and see what we might want to setup with regards to saving files. So here in Preferences under the General tab, you will see the Section on saving. Here is a few options here you can look at. First up is Backup Previous Version. This is a pretty handy feature. What this will do is every time you save a document it will basically save the earlier version as well. So it's saving two files on your hard drive. One of which is the one you just saved, and then it save the one you saved before that. This can be handy if you have made some changes and then you saved it and you thought to yourself, you know what? I want to go back and look at what I did before. I kind of like that.
You can just quit of the existing presentation you are in and open up this file in the Finder. In fact, let me show you where that is in the Finder in this example. We have an Exercise File folder here on the Desktop and in this directory, this is what the actual presentation we are looking at now is and you can see here that Keynote created a separate file called Backup of Ducati Superbike.key. So this is a nice handy thing to know about in case you ever want to renege on a decision you might have made about saving a file. I'm going to bring the Preferences back up. Another option you might want to consider is this one saying, Include Preview in Document by default.
What this means is that it will save a preview of the document that is readable by Quick Look in the Finder. So it is helpful if you want to quickly navigate through some of your presentations without having to open them all up to look at them. Save new documents as packages, I would recommend right now leaving this unchecked unless you really know what you are doing. The short answer is that previous versions of Keynote saved these files in a different format than what they are doing now. The new file format that they are using is actually a little bit more compatible with other programs and with other online services. So always keep this checked off unless you really want to save your documents as packages and you know what that means.
There's other option here, Copy audio movies into document. This means that when you save a Keynote file with this box checked, if you have a number of audio or movies in the document, it will include it in the entire file. If you have a lot of movies or a really long movie or big pieces of media and you have that box unchecked, when you save your Keynote document, it will not include those pieces of media in that file. This is handy if you want to be able to send your Keynote file to somebody else who might not need those movies or might have them on their side.
In general, if you have a small movie and small amounts of audio, I would keep it in there because it reduces confusion if you are sharing your file with someone else. You don't have to worry that they also have the associated audio and movie files with your Keynote document. This last option Copy theme images into document. This has to do if you have created your own theme or you have saved a theme out and you want to save the new images that you have created into the document. So if I have created a custom theme and I want to send my presentation to somebody else, they will have all the other built-in themes that Apple have but they wouldn't have my custom one.
So if I want them to be able to have that presentation look exactly like mine, I would check that box off. But if you are not creating custom themes, you don't need to worry about it. That has to do with the preferences for saving documents. There is another interesting feature that Keynote added in '09, under here under the File menu, this Reduce file size function. What this will do is it will go through and look at all of the media files, all of the photographs, all the graphics, even the movies, and it will reduce them down to the size that is just appropriate for the presentation itself.
You will recall that we brought in some rather large photographs into this presentation and then either masked them down or shrunk them down really small, but we didn't really need all of that data. If keeping the file size to a minimum is important to you, you might want to consider using this function. Now, you don't want to use it if you want to use these photographs that are in the presentation later at their full resolution because this will permanently reduce the resolution down to be perfect for the presentation. Your presentation won't look any different, the overall file size will be smaller, but you won't be able to use those photographs later in a larger scale.
Something to really think about and be conscious of if you choose to use it. So let's go to Save As, we have already saved this document. So Save As will act as if we are saving it for the first time. We get our standard dialog box, and here you can see some other options that we have already talked about in the Preferences including the Include Preview in Document. Another new option in Keynote '09 is the ability at this point to save a copy as a PowerPoint. So you can see up here it is already included in the PowerPoint extension if I wanted to save this out of the PowerPoint.
Also, we have the option to save it as an iWork '08 file. Since the new transitions and some parts of iWork '09 are slightly different, you do have the ability to send out your presentation to be readable on iWork '08, keeping in mind that some of the new transitions, some of the new functions, either are going to be translated in a different way or they won't show up at all. Same is true with PowerPoint and we'll be talking about exploring the PowerPoint in another lesson. Then here under the Advanced options, again these are the similar functions we saw in the Preferences.
This time you can apply it to each individual document. The Preferences apply globally. Here with each individual time you save something, you can make these choices. Now, I'll cancel out that. So keep in mind all of these different choices and options you have when you save your Keynote files.
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