Share, Collaborate, and add Comments to Presentations

0:02
In this video, we’re going to look at how we can share, collaborate and add comments to presentations. With Keynote on the Mac. Basically, what we’re able to do is share and collaborate with other people. And then each person that you’re sharing where they’re collaborating with can add their own comments to your presentation. So you’re basically able to work on your presentation or on a presentation together. Let’s see how this is done. Let’s go to my Mac. Now the first thing is, is you need to make sure that you are using iCloud, I have my two uptime presentation here. And if we Ctrl click on this, I can see where it is stored. I hold down the control key and I click, we can see that it is stored in iCloud, we need to make sure that we’re using iCloud This is how collaboration works in Keynote, through iCloud. So I have my tool uptime presentation located in my Keynote folder within iCloud, so I’m good there. Now what we need to do is we just need to invite who we want to collaborate with. In order to do that, we just go over to collaborate here. And then we select how we want to share that link. Basically, what we’re going to be doing is we’re going to share a link with other people. And when they open up that link, they’ll be able to work on that presentation through iCloud.

1:24
They can use Safari, or what they can do is use Keynote itself. If they have the Keynote app on a Mac, they can also use an iPad or an iPhone. So I can share this link via mail messages. I can copy the link, I can also use AirDrop. Now before we share the link, we do have a couple of options. Who do you want to access it people you invite or just anyone with a link? If you want to keep private, what you want to do is set it to people you invite otherwise anyone would that link will be able to open it up. So I’m going to leave it with people I invite.

1:59
We can also set what the permission is can they make changes? Or can they only view it? I’m going to go with make changes. And then our last option here is can they invite other people. So once I share this, whoever I share this with are they going to be able to invite other people. I’m going to leave that selected. So now I have all of my options set. Let’s go and share this. I’m going to share this with Abigail Appleseed. So I’m going to send her a message. So I click on it. And then I click on share.

2:34
And then I just send a message to Abigail. So I’m going to type in here Abigail have her in my contacts here. And then it says open up my shared presentation. So what Abigail will do is just click on this link within messages, and then she’ll be able to collaborate with me. So let’s go ahead and click on send.

2:53
And now it is sending that link, it is starting the collaboration. So it’s starting to share that presentation. And then once Abigail gets that link, she’ll be able to work on this presentation with me. Now before we go and take a look at how this looks from Abigail’s perspective. Let’s go back up to collaborate in the toolbar, you’re going to see that it turned blue. This means that it is being shared. So now you can see a visual indication that it is being shared. Also, when I click on it, I can see who has been invited and if they’ve accepted that invitation. So Abigail has been invited, she hasn’t accepted it yet. I can also add other people. And then if I want to make changes to how to share it, I can go down to the bottom here and make any changes.

3:38
So now let’s take a look at this from Abigail’s perspective. So I’m going to go to Abigail’s computer here. So now I’m logged in as Abigail. If we go up to the Apple menu here, you’re going to see I’m logged in as Abigail. So now she has that invitation. If we go down to my messages here, you’re going to see I have a message. So let’s go ahead and open that up. And now you’re going to see in my conversation, I have an invitation for this presentation.

4:11
So now all I have to do is just click on this, and it will open up in Keynote. And now I can collaborate with Johnny Appleseed. Remember, I’m logged in as Abigail here. So any changes I make here will also be reflected on Johnny’s Keynote. So now, let’s go and change the URL. Let’s go and add a year actually, I’m going to go into tulip time here. And we’re going to go with 2023. Let’s say we’re working on next year’s presentation. I’m also going to move over the logo here.

4:47
So now I’ve moved over the logo or Abigail has moved over the logo and she added 2023 We’re also going to add a comment we can add comments here. So I click on comment and the toolbar and added the year moved the logo. So now we can see that we have a common here from Abigail. Now let’s go back over to Johnny Appleseed and see what this looks like from his perspective. So I’m going to go to Johnny Appleseed here. I’m looking at Keynote from Johnny’s perspective, we can see that the desktop changed. And when I go up to my Apple menu, I’m now logged in as Johnny Appleseed. So now let’s go to that first slide. Remember, Abigail made a change to that slide, I go to the first slide, you’re going to see that we have the logo moved over, I have the year in there. And then the comment is in there.

5:50
Also being that Johnny shared this when he goes up to collaborate, you’re going to see we have a number one there, that means that one other person is collaborating. When I click on it, I can see that it is Abigail. If I want to remove her, I click on it. And then all I have to do is just go over to these three dots here, I click on that. And what I can do is I can remove access, I can also set if I only want to have her view only maybe I don’t want her to make changes. So now let’s go and make one other change from Johnny’s perspective. And then we’re going to go back over to Abigail and see how it looks.

6:29
Every May. So let’s go every first week in May, although I think it may be first or second week. But we’re just going to keep it simple here. And Johnny is going to go on Add a comment here. Is it is it first or second week. So Johnny’s not sure when it is.

6:57
So he added that comment there you can see we have the little yellow square here. This means that there is a comment. Now let’s go over to Abigail. I’m going to switch over to Abigail here. And I’m back in Abigail, we can see the desktop is blue. And when I go up underneath the Apple menu here, we can see I’m logged in as Abigail.

7:20
If we look you’re going to see I have every first week in May. And we can see that Johnny Appleseed asked Is it the first or second week. So now what Abigail is able to do is reply there. And she says not sure we need to look into this. And we’re going to switch back over to Johnny one more time here. And when I do I’m back in Johnny here I have the orange background. And if I go up under the Apple menu, we can see I’m logged in as Johnny when I hover over this card and here we can see Abigail said not sure we need to look into this. If you no longer want to collaborate, what you can do is go back up under collaborate here in the toolbar. And then you can stop sharing.

8:14
It’s going to stop sharing for everyone. So it’s going to turn it back into a single document or a document that only you can work on. So that’s how we collaborate with Keynote on the Mac. It does work through iCloud, so you have to store the document in iCloud. Once you have it in iCloud you just go up to collaborate in the toolbar. And then you start inviting people who you want to collaborate with, you do have a couple of options. You can set if it’s public or by invitation only, if it is view only, or if they can edit it. And then if they can add other people, we can set this up on an individual basis. So you can set it up for one person to view only and the other person to edit it.

8:55
Once they accept that invitation, the other person accepts that invitation they’ll be able to work on it, they’ll be able to comment on it. And any changes or comments that they make other people will be able to see. If you go up to collaborate in the toolbar again, you’ll be able to see who accepted the invitation and you can change what their permissions are. So that’s how we can set up a Keynote document or presentation for collaboration on the Mac.