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About this lesson
Learn how to save a Keynote file with password protection.
Exercise files
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Saving with Password-Protection .key1 MB Saving with Password-Protection .key
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Quick reference
Topic
Learn how to save a Keynote file with password protection.
When to use
Sometimes we work with information that we consider to be sensitive or confidential that requires an extra measure of security. In this lesson, we’ll learn how to add that security to our Keynote files.
Instructions
In some cases, we may want to consider adding password-protection to a Keynote file, instead of just a PDF file. This gives others the option to make edits to a Keynote file in a secure way.
PDF files are static and not designed to be edited.
To add password protection to a Keynote file:
- go to File > Set Password…
- set your password (with verification)
- add a password hint (optional but recommended)
To change or remove a password from a Keynote file:
- open the password-protected file
- go to File > Change Password…
- change the password or click the “Remove Password” button
The password set for the sample file is “123”.
Login to download- 00:04 In a previous lesson, we walked through how to export a Keynote presentation to
- 00:08 a PDF format with the inclusion of a password for opening, printing, and
- 00:13 even copying content from within that file.
- 00:16 In this lesson, we'll talk about why applying that same level of security to
- 00:20 a Keynote formatted file is just as, if not more, important than applying
- 00:25 it to a PDF formatted file, and will also walk through the steps on how to do this.
- 00:30 First, let's talk about the why.
- 00:33 A PDF file is great for distributing content and
- 00:36 information in a way that is static or finalized.
- 00:39 For example, I create and deliver a presentation to a group of colleagues.
- 00:44 After the delivery of that presentation,
- 00:46 I may want to send them a presentation of that keynote file for later review.
- 00:51 PDF is static and designed not to change after it was created.
- 00:56 In many cases, sending someone a Keynote formated file can be extremely useful.
- 01:01 Especially if it's a live document, in other words,
- 01:04 a document that is still being designed, build, and enhanced.
- 01:08 If you are working on a live document with another person and that person will also
- 01:12 be making changes of their own, a PDF documented format wouldn't work that well.
- 01:18 In this situation, you would want to send a Keynote file back and
- 01:21 forth, allowing the other person to make changes.
- 01:24 Under these conditions,
- 01:25 it may be a good idea to at least consider using file level password protection.
- 01:30 This would be especially true if the document you were collaborating on
- 01:33 contained trade secrets, sensitive, or otherwise,
- 01:36 confidential or private information.
- 01:39 Basically, anything you would not want to be made public, with out you consent.
- 01:43 Let's walk though how to do this.
- 01:45 Because this file contains financial information, and
- 01:48 we plan to send it to a second party, via e-mail, for revisions.
- 01:52 We will definitely want to add password protection.
- 01:54 It would be detrimental if someone outside of this
- 01:57 authorized group were to somehow obtain a copy of this file and access its contents.
- 02:02 To do this, we first open the file, then go to file, set password.
- 02:08 Adding a password is quick and easy.
- 02:11 Once you have a password that you want to use, we simply enter that password here.
- 02:15 As additional options we can enter a password hint.
- 02:19 And we can also choose to have the password stored in our Keychain
- 02:22 application.
- 02:23 Keychain is an application built into OS ten that gives you the option of storing
- 02:27 your frequently used passwords in a secure vault.
- 02:31 When this box is checked, it will add this password to your vault.
- 02:35 When you open the file in the future, Keynote will not prompt you for
- 02:38 the file password because the password is automatically retrieved
- 02:42 from your Keychain.
- 02:43 For now we will uncheck this box.
- 02:46 Once we're done we can click set password.
- 02:49 With a password set, lets go ahead and close the file and reopen it.
- 02:54 As you can see, we're now prompted to enter our password.
- 02:58 If the wrong password is entered, like I've done here,
- 03:01 intentionally, we are prompted to try again.
- 03:04 This time, we will enter the correct password.
- 03:07 Once this is done, we are granted full access to the file.
- 03:11 With the password now set,
- 03:12 we can feel confident sending our file to someone else electronically.
- 03:16 Even if someone were to somehow obtain a copy of the file,
- 03:19 they wouldn't be able to open it due to the encryption we just added to the file.
- 03:24 If we want to either change or remove the password,
- 03:26 we do this by going back to file and change password, like this.
- 03:32 From here, we can either enter the old password followed by the new password or
- 03:37 click the remove password button to remove the password altogether.
- 03:41 If we choose to remove the password, we still need to enter the current password.
- 03:46 Now that we know how to add password protection to our Keynote file.
- 03:50 It's a great time to consider how we can use this feature.
- 03:53 Are you currently working on a Keynote file that requires this type of
- 03:56 protection?
- 03:57 Now is a great time to put this lesson into practice.
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