Section B.2. The File Menu

B.2. The File Menu

Keynote's second menu contains a group of commands that deal with the complete Keynote document.

B.2.1. New

Choose this command when you want to create a brand new Keynote document. Unless you've set Keynote's preferences to open a favorite theme, this command opens a new document window and the Theme Chooser, from which you can select a theme and a slide size , and then click Choose, and begin your work. The Theme Chooser also features the Open an Existing File button, if you decide you don't want a new document after all, and would rather work on one you've already begun. Clicking this button summons the Open dialog box, as does the next menu command. Keyboard equivalent: -N.

B.2.2. Open

Select this command when you want to open a document that already exists. The Open dialog box appears giving you ready access to every file on your computer and on other computers if you're connected to a network. In this window, Keynote displays in black text items that it can open: folders, Keynote documents, AppleWorks slideshows, or PowerPoint files. Files that it can't open exhibit a dimmed icon and gray text. Keyboard equivalent: -O.

If you intend to open a Keynote document you worked on recently, use the next menu command instead.

B.2.3. Open Recent

When you choose this command, Keynote displays a submenu containing the names of the last nine Keynote documents you worked on. Pick any one of them to open that document. As you create and open more documents, Keynote removes the less-recently used ones from the bottom of the list. Beneath the document names in the submenu, you'll find the Clear Menu command. Choose it to empty the recently used documents menu.

B.2.4. Close

Choose this command to close the current Keynote documentleaving the program running, and any other Keynote documents open. If you've made any changes to the document and haven't saved them, Keynote always gives you the opportunity to save your changes before it closes the document. Alternatively, click the red close button at the upper-left corner of the Keynote window, or use the keyboard equivalent: -W (for window ).

B.2.5. Save

Save the changes you've made in the current document by choosing this command. The first time you save a document, the Save dialog box appears, in which you enter a name for the document and choose a destination folder for it.

The Save dialog box presents two Advanced Options checkboxes that you should consider turning on only if you'll be transferring this file to another computer. If your document contains sounds or movies, turn on "Copy audio and movies into document" to include the actual media files within the documentinstead of just links to them. Turn on "Copy theme images into document" if you created this slideshow using a non-Apple themeto include those theme images within the new file.

When a document contains unsaved changes, the red close button in the upper-left corner of the window displays a black dot in the middleafter you save, the dot goes away. Get in the habit of saving soon after you create a document, and then frequently as you work on it by using the keyboard equivalent: -S.

B.2.6. Save As

When you choose this command, Keynote creates a copy of the current document and opens the Save dialog box so you can name the new file and select a destination folder for it. The new file stays open on the screen, while Keynote closes the original without saving the changes to it. Keyboard equivalent: -Shift-S.

B.2.7. Revert to Saved

Choose this command to discard any changes you've made to the current document since the last time you saved it.

B.2.8. Export

To save a Keynote document in another file format, choose this command and then select the file format in the next window: QuickTime, PowerPoint, PDF, Images, or Flash. Click Next and set the export options before entering a name for the file in the Save dialog box, choosing a destination folder, and then clicking Export.

B.2.9. Choose Theme

Select this command to open the Theme Chooser to assign a new theme to your current slideshow. When the Theme Chooser appears, it contains two choices not seen when creating a new document. Use the Apply Theme To pop-up menu to apply the new theme to all slides in the slideshow or only your selected slides. Turn on the checkbox marked "Retain changes to theme defaults" if you've made formatting changes to some of your slides that you want to keepif you've changed a font style or color , for example. Then choose a theme and slide size, click Choose, and Keynote updates your slideshow with the new theme.

B.2.10. Save Theme

Choose this command to convert your current document into a Keynote theme. If you want it to show up in the Theme Chooser, you must save it in [hard drive] Users [home directory] Library Application support iWork Keynote Themes.

The Save dialog box presents two Advanced Options checkboxes that you should consider turning on only if you'll be transferring this theme to another computer. If your theme contains sounds or movies, turn on "Copy audio and movies into document" to include the actual media files within the theme instead of just links to them. Turn on "Copy theme images into document," if you created this document using a non-Apple theme, to include those theme images within the new theme file.

B.2.11. Page Setup

This command opens the Page Setup dialog box, where you can control how Keynote prints your document by choosing page orientation, paper size, and so on. Keyboard equivalent: -Shift-P.

B.2.12. Print

Choose the Print command when you need to print your slides to create a handout or make overhead transparencies , for example. It opens the Print dialog box, where you can set the number of copies to print, the page range, and so on. Change the pop-up menu that reads Copies & Pages to Keynote to access the Keynote-specific print options. You can also click the Fax button to fax your document instead of printing it, or click the Save As PDF button to save your slideshow as a PDF file on your hard drive. Keyboard equivalent: -P.