Sharing using iCloud

Quick reference

• 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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