Join Richard Harrington for an in-depth discussion in this video Preflighting presentations, part of Keynote 6: Delivering Presentations.
Pre-flighting is a concept from the print industry, which essentially was gathering all of the files you needed in order to make a print. One of the things that can be a bit dangerous as you work with Keynote files is moving it from one computer to another. There are lots of things that potentially go wrong. Let me show you some backup strategies to try to make your presentation a bit more portable. First up, I recommend you go under your Preferences. And in this case, under Saving, make sure that you copy audio and movies into the document.
And also make sure that they're optimized for iOS. Once that's done, you can close this window. After I make sure everything's copied in, I generally invoke a Save As command. Now you'll note that Save As is grayed out. You of course have the ability to move or duplicate, but I find Save As to be a better choice. If I Option+click on the File menu, Save As is restored. This gives you the ability to rename the file and make a new version. Clicking Save will create the second file.
When the dot goes away in the red field here and it becomes simply a solid circle, you'll know that the file has updated. Any time that you see a dot, it indicates that there are unsaved changes in the document. Now once this is done I'll often choose File > Reduce File Size. This will go through the presentation and look for any images that are larger than they need to be. Perhaps it's a high res photo or a movie that has more data that is needed for presentation in Keynote. When you click Reduce, the media is optimized for your presentation.
At this point, choose File > Save. The only thing you can't backup into the presentation is an actual font. You're going to want to check what fonts you've used and consider manually backing those up. But there are few more things you can do to make things a bit more bulletproof. I'll often choose File > Save Theme. And this allows me to back up the theme used in my presentation. Within this, I'll then store this as a Keynote theme so I can transfer it to another system for backup.
While I'm at it, I'll tend to export a PDF file for safety. Printing all of the build stages. And saving that at best quality. There we go. And for good measure, I'll also export a PowerPoint file. In case I'm unsure of what type of computer I'm presenting on. You'll note that the PowerPoint file and PDF are now backed up with the Keynote file. And as an ultimate back up, you can actually present right from the PDF.
If I enter full screen mode, I can now use the arrow keys to step through. You'll see that even the bullets come across. We'll explore exporting PDF and PowerPoint files much more later, but these are some of the last things I do as I get ready to move the presentation and ensure that everything has been backed up inside the file.
- Adding presenter notes and comments
- Recording timings
- Rehearsing on an iPad
- Mastering Keynote keyboard shortcuts
- Controlling a presentation with Keynote Remote
- Presenting from a laptop, from an iPad, or with an Apple TV
- Creating a self-running slideshow
- Printing handouts
- Exporting slides as movies or graphics