Locked lesson.
About this lesson
We’ll learn how to use Apple’s online service called iCloud to sync Keynote between multiple devices and share documents with others.
Exercise files
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Quick reference
Topic
We’ll learn how to use Apple’s online service called iCloud to sync Keynote between multiple devices and share documents with others.
When to use
It may be extremely valuable to have document syncing between devices, allowing you to create a file on one device, continue working on another device and complete it on yet another device. This lesson will walk you through how to do that effectively as well as sharing Keynote documents with others in a way that allows them to edit the document.
Instructions
In order to use Apple’s iCloud service to sync and share our Keynote file, we need to save the file to our iCloud Drive. If you don’t see this as an option, you can enable iCloud Drive on your Mac’s System Preferences.
To share a Keynote file with others using iCloud:
- open the Keynote file
- go to Share > Share Link via iCloud
- adjust the level of access that the recipient should have
- set password (optional)
- choose the sharing option (Mail, Messages, Twitter, etc)
Document syncing via iCloud is quick and seamless.
You can access your Keynote files saved on iCloud Drive on the following devices:
- Mac (using Keynote for Mac)
- iPhone (using Keynote for iOS)
- iPad (using Keynote for iOS)
- iPod Touch (using Keynote for iOS)
- Any computer (Mac or PC) with a web browser
- 00:04 >> Emailing a Keynote file is one way to collaborate on a project when using
- 00:08 Keynote.
- 00:09 But maybe a better way is to share that file with someone else that
- 00:11 has access to the same file at the same time.
- 00:15 While there are several ways of doing this, each with their own set of pros and
- 00:18 cons.
- 00:19 The use of Apple's online service,
- 00:21 called iCloud, is certainly a very valid option, and one worth considering.
- 00:25 To begin, I'm going to create a brand new Keynote file to work with.
- 00:29 For the sake of time,
- 00:30 I will just add a few random slides to give this slide deck a little meat.
- 00:35 Now that we have some content,
- 00:37 let's chose to save our file by going to file and save.
- 00:41 Here, we are prompted for a name and a location of our new file.
- 00:44 We can choose to save this file to our desktop or within our documents folder.
- 00:49 But in order to take advantage of the benefits of iCloud sharing,
- 00:52 we will need to save this file under our iCloud account.
- 00:56 If you don't see an iCloud option here,
- 00:58 it's likely because iCloud document syncing is not enabled.
- 01:02 To enable iCloud document syncing we would need to go to system preferences,
- 01:07 then click on iCloud.
- 01:09 From here we just need to check the box next to iCloud Drive.
- 01:13 When iCloud Drive in enabled it automatically creates a folder for
- 01:16 each of the three iWork applications, Keynote, Pages, and Numbers.
- 01:21 Keynote files need to be saved within the Keynote folder.
- 01:24 This will make it easier to find our documents in the related
- 01:27 iOS version of the app when we open our files there.
- 01:31 Now the file is saved in our iCloud Drive we are able to share that file
- 01:35 with others.
- 01:36 To do this we go to share, share link via iCloud.
- 01:40 If we choose to send a copy,
- 01:42 which is the second option in our list of sharing methods,
- 01:45 it will send the recipient a copy of the file rather than a link to the live file.
- 01:51 If they were to make changes on their version, those changes would be local to
- 01:54 their copy, and would not sync back to our live copy.
- 01:58 By choosing Share Link via iCloud,
- 02:01 a new window will appear giving us several options to choose from.
- 02:05 The first option allows us to control what level of access the recipient will have.
- 02:10 Allow Editing will give the recipient full access to the file
- 02:13 allowing them to make any changes that they want to the live document.
- 02:17 View Only allows them to view the file, but not make changes.
- 02:22 We can also choose to set a password on our file using this option here.
- 02:26 Now that we have set our access controls, let's talk about sharing options.
- 02:31 As you can see here, we have lots of options to choose from.
- 02:34 We can email the link, send the link via messages,
- 02:37 even send the link via Twitter or LinkedIn.
- 02:40 This is completely between you and the recipient.
- 02:43 Regardless of the method,
- 02:44 the recipient will receive a link where they can view and or edit the file.
- 02:50 Another benefit of using iCloud is for
- 02:52 easy syncing between your own personal devices.
- 02:55 I have a Macbook Pro, an iPhone, a couple of iPads, and a Mac Mini.
- 03:00 And at any time I would want to access any of the files saved on my iCloud Drive.
- 03:05 To demonstrate this feature,
- 03:06 I will open a live preview of my iPhone so that you can see what I see.
- 03:11 If I open Keynote directly,
- 03:12 it will give me a listing of files saved in my iCloud Drive.
- 03:16 Do you see the one that we saved just a minute ago?
- 03:19 Let's open that file on my iPhone to make a change.
- 03:22 To keep this change simple, I will just resize an existing image on this slide.
- 03:27 When I'm done, I can tap I'm done and close out of Keynote.
- 03:31 Now, let's switch back over to Keynote on my MacBook Pro.
- 03:35 Within a few seconds, which is about how long it takes for most changes to sync
- 03:39 between devices using iCloud, you can see that the newly resized image is there.
- 03:45 That was a simple change.
- 03:46 We can make any changes we want at this point, and
- 03:49 those changes will sync automatically to all of our devices using iCloud.
- 03:54 So we've seen how to save the document to our iCloud Drive,
- 03:57 how to share that document with others.
- 03:59 And how to sync documents between our own personal devices.
- 04:02 Let's take that one step further and assume that we don't have
- 04:05 access to any of our devices at all but do have access to a colleague's computer.
- 04:10 We can access all of these same files using nothing more than a web browsers.
- 04:15 To do this, we need to go to www.icloud.com and
- 04:21 log in using our Apple ID.
- 04:24 With the main menu visible, let's click on the web-based version of Keynote here.
- 04:29 The listing of files and
- 04:30 folders here will look identical to what we have seen before.
- 04:34 To open and edit a file, we simply double-click that file.
- 04:37 A new tab or window will appear with our document ready to be viewed and or edited.
- 04:43 Nearly all of the same features exist here that you have access to in the OS 10
- 04:47 version of the app.
- 04:48 The same is true of the iOS version of Keynote as well.
- 04:52 Apple has worked really hard to ensure feature parity.
- 04:55 In other words, that all options and
- 04:57 features are available, regardless of the device that we're using.
- 05:01 I know there's a lot of information contained in this lesson, so
- 05:03 it may be worth playing this lesson over and
- 05:05 over again, as you practice using your new skill set.
- 05:09 Try sharing a document with someone using iCloud.
- 05:12 For more information on iCloud, you can visit www.Apple.com/iCloud.
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