save keynote presentation on mac

Keynote User Guide for Mac

• What’s new in Keynote 14.2
• Intro to Keynote
• Intro to images, charts, and other objects
• Create a presentation
• Choose how to navigate your presentation
• Open or close a presentation
• Save and name a presentation
• Find a presentation
• Print a presentation
• Undo or redo changes
• Show or hide sidebars
• Quick navigation
• Change the working view
• Expand and zoom your workspace
• Customize the Keynote toolbar
• Change Keynote settings on Mac
• Touch Bar for Keynote
• Create a presentation using VoiceOver
• Add or delete slides
• Add and view presenter notes
• Reorder slides
• Group or ungroup slides
• Skip or unskip a slide
• Change the slide size
• Change a slide background
• Add a border around a slide
• Show or hide text placeholders
• Show or hide slide numbers
• Apply a slide layout
• Add and edit slide layouts
• Change a theme
• Add an image
• Add an image gallery
• Edit an image
• Add and edit a shape
• Combine or break apart shapes
• Draw a shape
• Save a shape to the shapes library
• Add and align text inside a shape
• Add 3D objects
• Add lines and arrows
• Animate, share, or save drawings
• Add video and audio
• Record audio
• Edit video and audio
• Add live video
• Set movie and image formats
• Position and align objects
• Use alignment guides
• Place objects inside a text box or shape
• Layer, group, and lock objects
• Change object transparency
• Fill shapes and text boxes with color or an image
• Add a border to an object
• Add a caption or title
• Add a reflection or shadow
• Use object styles
• Resize, rotate, and flip objects
• Move and edit objects using the object list
• Add linked objects to make your presentation interactive
• Select text
• Copy and paste text
• Use dictation to enter text
• Use accents and special characters
• Format a presentation for another language
• Use phonetic guides
• Use bidirectional text
• Use vertical text
• Change the font or font size
• Add bold, italic, underline, or strikethrough to text
• Change the color of text
• Change text capitalization
• Add a shadow or outline to text
• Intro to paragraph styles
• Apply a paragraph style
• Create, rename, or delete paragraph styles
• Update or revert a paragraph style
• Use a keyboard shortcut to apply a style
• Adjust character spacing
• Add drop caps
• Raise and lower characters and text
• Format fractions automatically
• Create and use character styles
• Format dashes and quotation marks
• Format Chinese, Japanese, or Korean text
• Set tab stops
• Format text into columns
• Adjust line spacing
• Format lists
• Add a highlight effect to text
• Add mathematical equations
• Add borders and rules (lines) to separate text
• Add or delete a table
• Select tables, cells, rows, and columns
• Add or remove rows and columns
• Move rows and columns
• Resize rows and columns
• Merge or unmerge cells
• Change the look of table text
• Show, hide, or edit a table title
• Change table gridlines and colors
• Use table styles
• Resize, move, or lock a table
• Add and edit cell content
• Format dates, currency, and more
• Create a custom cell format
• Highlight cells conditionally
• Format tables for bidirectional text
• Alphabetize or sort table data
• Calculate values using data in table cells
• Use the Formulas and Functions Help
• Add or delete a chart
• Change a chart from one type to another
• Modify chart data
• Move, resize, and rotate a chart
• Change the look of data series
• Add a legend, gridlines, and other markings
• Change the look of chart text and labels
• Add a chart border and background
• Use chart styles
• Animate objects onto and off a slide
• Animate objects on a slide
• Change build order and timing
• Add transitions
• Present on your Mac
• Present on a separate display
• Present during a FaceTime call
• Use a remote
• Make a presentation advance automatically
• Require a password to exit a presentation
• Play a slideshow with multiple presenters
• Rehearse on your Mac
• Record presentations
• Check spelling
• Look up words
• Find and replace text
• Replace text automatically
• Set author name and comment color
• Highlight text
• Add and print comments
• Send a presentation
• Intro to collaboration
• Invite others to collaborate
• Collaborate on a shared presentation
• See the latest activity in a shared presentation
• Change a shared presentation’s settings
• Stop sharing a presentation
• Shared folders and collaboration
• Use Box to collaborate
• Create an animated GIF
• Post your presentation in a blog
• Use iCloud Drive with Keynote
• Export to PowerPoint or another file format
• Reduce the presentation file size
• Save a large presentation as a package file
• Restore an earlier version of a presentation
• Move a presentation
• Delete a presentation
• Password-protect a presentation
• Lock a presentation
• Create and manage custom themes
• Transfer files with AirDrop
• Transfer presentations with Handoff
• Transfer presentations with the Finder
• Keyboard shortcuts
• Keyboard shortcut symbols

Record Keynote presentations on Mac

You can record a presentation with voiceover narration on your Mac to play later in Keynote or export as a video file. This is especially useful when you want to distribute or present a prerecorded presentation virtually, or if you want to record a slideshow for someone to play in your absence.

Record a presentation

Open the presentation, then click to select the first slide in the slide navigator .

Choose Play > Record Slideshow (from the Play menu at the top of your screen). The presenter display appears with recording controls visible at the bottom of your screen.

Move an item on the presenter display: Drag it.

When you drag a slide, its label always moves with it. To position a label independently of the slide, drag only the label. To drag multiple items simultaneously, Command-click or Shift-click to select them, then drag.

Resize an item on the presenter display: Click the item, then drag any selection handle.

The clock, timer, and labels are always resized proportionally from their centers.

To maintain the proportions as you resize a slide, the Presenter Notes field, or the Ready to Advance Indicator, hold down Shift as you drag. To resize from the center, hold down Option as you drag. To proportionally resize from the center, hold down Shift and Option as you drag.

Automatically position the items on the presenter display: Click the Use Auto Layout button. Keynote positions the items to make optimal use of the presenter display.

Change the appearance of presenter notes: With presenter notes showing, move the pointer over the Presenter Notes field, then click a font button in the top-left corner to make the font smaller or larger. Click the Invert Colors button to show white text on a black background or vice versa (other text colors aren’t affected).

The timer counts down from 3 before recording begins.

Do any of the following while recording the presentation:

Go to the next slide or build: Press the Right Arrow key.

Go back a slide or reset the builds on the slide: Press the Left Arrow key.

Jump to a different slide: Press any number to make the slide navigator appear, enter the slide number, then press Return.

Open or close a list of keyboard shortcuts: Press the Question Mark (?) key on your keyboard. You can use the shortcuts to control your presentation.

To edit the recording, do one of the following:

Press Esc to exit the presenter display.

The recording is saved with your presentation and can be played in Keynote. To export a recorded presentation as a video or another file format, see Export to PowerPoint or another file format .

To remove a recording from your Keynote presentation, choose Play > Clear Recording, then select Clear in the pop-up menu.

Play a recorded presentation in Keynote on Mac

With the presentation open, do one of the following:

Play a recorded presentation in full screen: Choose Play > In Fullscreen.

Play a recorded presentation in a window: Choose Play > In Window.

To stop playing the slideshow, press Esc.

Tips & Tricks

Troubleshooting, how to save a keynote .key as powerpoint .pptx presentations on mac.

Keynote presentations are saved as .key files by default, but because Keynote runs only on Apple system software and iCloud you can’t always open a .key presentation on PowerPoint. The simplest solution to this is to save a Keynote .key presentation as a PowerPoint .pptx presentation, which can then be opened in Microsoft Office, Google Slides Docs, Keynote, OpenOffice, or just about any other presentation app regardless of the platform it runs on, whether it’s Windows, Linux, another Mac, or even iPad.

What we’re going to do is save the Keynote presentation file as a Powerpoint presentation file using the apps Export ability. Essentially this converts the Keynote .key file to a Powerpoint .pptx file. You can do this with a new presentation or an existing Keynote presentation file, it does not matter. For best results you’ll want to update Keynote to the latest version available to your Mac.

Note that if the Keynote file is password protected you would want to unlock the file before saving as a Powerpoint file.

How to Export Keynote Files (.key) as PowerPoint (.pptx) on Mac

• Create a new presentation or open an existing Keynote presentation on the Mac with Keynote app

• Go to the “File” menu and choose “Export To” and choose “PowerPoint”

• At the Export screen, be sure you’re at the “PowerPoint” tab and then choose under Advanced options the Format: “.pptx” and click the Next button

• Select the file name and destination where to save the Keynote file as a Powerpoint presentation

The .pptx presentation file format is generally more compatible with a broader set of apps and operating systems compared to the native Keynote .key file format, so this can be helpful if you’re working across platforms or there is some compatibility issue with a Keynote presentation. The PowerPoint file format is also generally recognized by most other presentation apps, including Google Slides, Microsoft Office, other versions of Keynote on the Mac, OpenOffice, and even Preview in Mac OS. Similarly, you may find it useful to save Pages files as Word .docx format too , especially if you’re in an environment where you’re on a Mac but other users are on various Windows PC with Office suite.

The saved .pptx file will be fully compatible with Microsoft Office and Microsoft Powerpoint, and it can then be opened in those apps on a Windows PC or Mac.

You can also choose .ppt format if you are trying to make the Keynote .key file compatible with a much older version of Microsoft Office and Powerpoint.

Remember, the preview versions of Microsoft Office 2016 suite for Mac is a free download , and the Microsoft Office apps for iOS are free to download too , so if you’re on the fence about getting those apps and working with the native Office file formats directly rather than iWork suite you can try them out on your Apple devices first without any particular commitment.

Know of a better way to convert Keynote .key files to Powerpoint .pptx? Let us know in the comments!

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Related articles:

• How to Convert Keynote to PowerPoint on iPhone & iPad
• How to Convert Keynote to PowerPoint with iCloud
• How to Convert a Keynote .key to PowerPoint Presentation with iCloud
• How to Convert PowerPoint to Google Slides

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I have tried and searched! I need to convert .key to .pptx but have the severe quality loss on images (it’s very unprofessional)

whats the best conversion way without losing image resolution???

How do you save “pptx” or “docx” or “xlsx” files on iPhone or Mac? Simply use powerpoint, excel and word app (on iPhone free, on Mac… not huge amount). In this case, you can enjoy the ms world benefits.

While need to know, pages, keynote and numbers specifications aren’t compatible ms apps exactly, thus some features in keynote, pages, numbers will not appear in ms apps correctly.

…but… as you want :)

and viceversa: some features from msoffice will be lost or not appear correctly when converted for opening in pages, numbers or keynote.

How do I find out what critical files on my ox Mac desk top are missing, and why do I keep getting errors when I run my word program. If I could get some answers I’d Approbate it.

is your word correctly installed, or does it hacked?

my suggestion, use “appcleaner” app to completely remove ms applications (all components of it), then install them again. be sure, all components of ms apps are checked while using appcleaner app. empty the trash, restart your mac, then start to install again ms apps.

i think so, it will help you.

In Step 4 of the example, the exported file’s suffix is .key, for some reason. When PowerPoint files are exported, the resulting file name suffix is .pptx .

It’s also possible to save a keynote as powerpoint .pptx on iPad/iPhone. Just open the keynote for iOS app and tap on the sharing button (a square with an arrow pointing upwards). Then tap on ‘send a copy’, choose the keynote to be converted, and tap on ‘powerpoint’ when prompted to select a format. A powerpoint .pptx file will then be created ready to be shared with anybody or exported to any compatible app. This procedure can also be used in pages and numbers for iOS to convert to MS Word .docx and MS Excel .xlsx respectively.

The alternate method to convert to powerpoint from iOS is to open the keynote app (or pages or numbers for word and excel files), select the desired document and then, with the document open, tap on the ellipsis (three dots, …) on the top right and then on ‘send a copy’.

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How to extract files or objects from a Keynote presentation

By Sudz Kar 15 comments Last updated December 29, 2022

If you’re in school or give a lot of presentations for your job, then you’ve probably experienced a time when someone sent you a Keynote file. But then you need or want to get a picture, graph, movie, or another type of content out of that file to save it as a separate file .  But how???

Keynote presentations usually contain a lot of media files and objects such as videos, photos, images, sounds or documents – pdfs- or other embedded objects. And sometimes it’s easy to get things out by showing packaged content–it all depends on your macOS or Mac OS X version. However, no matter your operating system, you can easily extract these files or objects from a Keynote presentation by converting the presentation to a “zipped” file folder. 

These tips work for Apple’s entire iWork Suite, not just Keynote. That includes Pages and Numbers.

Related Articles

• Open a Keynote File in Window’s PowerPoint
• How to create a self-playing automatic presentation on iPad

Note: You can use this method to extract files from PowerPoint files too.

Look For Packaged Content

1-locate the keynote presentation (or powerpoint), 2-make a copy of the presentation file, 3-now you will have the duplicate, 4-now click use .zip if you see the following message, 5-to unzip this file, double-click it, 6-included are videos, sound files or documents are found in the data folder, want another way.

Before you go the manual route, try looking for it within the Keynote file. Right click on a Keynote document and look for the option called Show Package Contents. That opens up a folder with all the documents in that Keynote file. If you don’t see an option for Show Package Contents, follow need the manual steps below.

Old Versions Of Keynote

In older versions of Keynote, the Keynote file is not a single file but rather a directory. It contains many files and directories and the data content is encrypted. When you right click the old version of pages document, it shows Show Package Contents. Accessing this file content gives you all your Keynote file directory and files. Most files like images, graphs, and other content is stored in the Data folder.

New Version Of Pages Document File Format

In the newer version of Keynote, the Keynote file is a single file AND NOT  a directory. So when you right click it, you don’t see the Show Package Contents menu option. So if you’re running a newer version of Keynote, follow the directions below to access your Keynote file content.

Here is how to extract files or objects from a Keynote presentation

Simply right click on the file and select duplicate.

In our example here, it is the appletoolbox copy file. Now select this new file by clicking on it and press enter to change the file extension. Change the file extension to .zip by typing .zip after the file name . So in our example, the file is now called  appletoolbox copy.zip , as shown below:

This creates a new folder, which includes all the content files.

Now copy any files and objects to any other locations.  This method is identical to the macOS Show Package Contents.

Starting with Keynote 6.5.3, all iWork applications, including Keynote, have a method to convert a single-file document into a package file format. So if the two tips above didn’t work for you, give this one a try.

Go to Keynote’s File menu and choose Advanced > Change File Type > Select Package Instead of Single File. Then Save.

Related Posts:

Obsessed with tech since the early arrival of A/UX on Apple, Sudz (SK) is responsible for the original editorial direction of AppleToolBox. He is based out of Los Angeles, CA.

Sudz specializes in covering all things macOS, having reviewed dozens of OS X and macOS developments over the years.

In a former life, Sudz worked helping Fortune 100 companies with their technology and business transformation aspirations.

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Show 15 Comments

September 9, 2023 at 2:22 PM

Awesome explanation, thank you! Great approach on Apples part!

November 5, 2021 at 9:31 AM

Thank you! I thought they just got rid of the package option until I found your post. Much appreciated!

April 12, 2021 at 3:59 AM

genius. thanx!

March 4, 2021 at 7:10 AM

I worked, this was so helpful, thank you very much!

December 13, 2019 at 7:54 AM

Thank you!!!!! :):):)::):)

February 10, 2019 at 3:34 PM

Slick approach! Needed to extract a video from a Keynote presentation – worked on an iPad using GoodReader to unzip…thanks for the idea!

January 22, 2019 at 11:52 AM

The .zip file worked PERFECTLY. So awesome – thank you!

January 21, 2018 at 9:19 AM

this was hugely helpful–thanks!!!

December 4, 2017 at 11:08 PM

Thank you! This worked perfectly!

August 12, 2017 at 1:32 AM

For some reasons it did not work for me, the computer does not generate this data folder, it only creates another zip file. Not sure why. Any suggestions?

August 14, 2017 at 1:48 PM

Hi Isabelle,

Try the following: Go to Keynote’s File menu and choose Advanced > Change File Type > Select Package Instead of Single File. Then Save.

Right click on that new Keynote document and look for the option called Show Package Contents. That opens up a folder with all the documents in that Keynote file. Hopefully, you find what you need extracted from the presentation there.

March 23, 2017 at 7:15 PM

Thank you so much! I needed to get the audio off my old Keynote to reuse on a new project and really didn’t want to have to re-record it again. This saved me so much time and trouble! Thank you!

January 11, 2017 at 11:40 AM

I was going crazy trying to extract a video from a keynote document!! Thaks a lot! So simple and easy to follow!!

August 18, 2016 at 12:53 PM

This tip was a creative game changer- Thank you

March 24, 2016 at 9:17 AM

This tip saved my team a lot of work copying and pasting…thank you! Easy to follow, easy to understand. Perfect.

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Last Updated on December 29, 2022 by Mitch Bartlett

How to Convert Apple Keynote Files to PowerPoint Presentations

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Apple's Keynote app is part of their iWork suite, the equivalent of Microsoft Office for Windows devices. Several iOS users and Mac users use Keynote to create presentations. However, when you step outside of the Apple ecosystem, you'll run into compatibility issues with Keynote files.

Unfortunately, Microsoft PowerPoint doesn't have native support for Keynote files, which means you need to convert them into a compatible file format before accessing your presentations on a Windows computer or Android device. Here, we'll cover the different ways to export your Keynote files as PowerPoint presentations.

How to Convert Keynote Files to PowerPoint Presentations on iPhone & iPad

Let's start with the Keynote app for the iPhone and iPad, since many people who own them use a Windows PC too. First, make sure you have the Keynote app installed on your device and then follow the steps below to convert them to PowerPoint files:

• Open the Keynote app on your iPhone or iPad and select the presentation you want to convert.
• Tap on the More button, which is indicated with a three-dot icon.
• Next, select Export from the pop-up menu.
• Now, choose PowerPoint for the exported file format.

The Keynote app will now prompt you to share the converted presentation. You can use the iOS share sheet that shows up on your screen to either share the converted file with your contacts or save it to the Files app.

Related: Advanced Tips for Pages, Numbers, and Keynote

How to Convert Keynote Files to PowerPoint Presentations on a Mac

The Keynote app on the Mac functions similarly to its iOS/iPadOS version. However, due to the differences in the operating system, the steps you need to follow slightly vary. So, here's what you need to do:

• Launch the Keynote app on your Mac and open the presentation file you want to convert.
• Click on File from the menu bar and then choose Export to > PowerPoint from the dropdown menu.
• You'll have the option to add a password to your converted document. Click Next to continue.
• Select your desired name and location for the converted file and click Export .

As you can see, the procedure is pretty simple. You can now open this file in Microsoft PowerPoint or Google Slides and continue making changes to the presentation. Additionally, you can also choose older file formats from Advanced Options during the export to ensure the converted file is compatible with older versions of PowerPoint.

Related: Tips and Tricks for Amazing Keynote Presentations on Mac

How to Convert Apple Keynote Files to PowerPoint Presentations on iCloud

Don't have access to an Apple device at the moment? No problem. You can utilize iCloud's web client to quickly access your Keynote files and convert them to PowerPoint files. All you need is an Apple account and a device with a desktop-class web browser. Follow these simple instructions:

• Visit iCloud.com using your web browser and log in with your Apple account.
• Choose Keynote from the list of apps displayed on the home page.
• Find the file you want to convert and click on the three-dots icon that shows up when you hover the cursor over it.
• Now, select Download a Copy from the context menu.
• Lastly, choose PowerPoint as the download format.

The file should now begin downloading to your device in the popular .PPT or. PPTX file format that PowerPoint uses. Don't have an Apple account either? In that case, you can use the site CloudConvert to convert your Keynote files into PowerPoint presentations.

Convert Your Keynote Presentations Into PowerPoint Files Easily

You're not limited to a single method, even if you don't have access to an Apple device. Therefore, if someone accidentally sent you a Keynote file that is unsupported on your Windows computer, you can always use iCloud or CloudConvert for file conversion.

However, if you use an iPhone, iPad, or Mac, make sure to export your document in the format PowerPoint supports for better compatibility across operating systems.

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Can't save changes to Keynote Presentation

I've used Keynote for years, but suddenly can't save updates to a presentation. I get this error message: "Couldn't auto-save document. Your most recent changes might be lost." I've tried reducing the size of the presentation. Saving it to a documents folder. It's frustrating as I'd like to add presenter notes.

MacBook Pro 13″, OS X 10.11

Posted on Feb 12, 2022 4:03 PM

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Feb 14, 2022 7:05 AM in response to FoothillQuestion

FoothillQuestion wrote:

I ended up having to clean my mac and freeing up 20GB of space. It's possible there wasn't enough room to "save" the Keynote before. In any event, Thanks!

Please explain what you mean by clean my Mac:

you manually deleted files to gain extra storage, or you installed rogue software?

What files were deleted to gain free space?

Please never use cleaning, antivirus or optimising software. This kind of unnecessary software often deletes important system files necessary for the correct working of the Mac which can significantly degrade the performance of the Mac. You have no control of what files are being removed, reports in this discussion mention of loosing important Keynote project files.

Feb 13, 2022 8:21 AM in response to FoothillQuestion

Test if your Mac account is corrupt by adding a new user account :

go to Apple Menu > System Preferences > Users

click the lock button and sign in

click the + button

enter the required information

sign in to the new user just created and test Keynote

Feb 13, 2022 11:57 AM in response to Gary Scotland

I have this same issue with all iWork apps. Sometimes it works ok, but generally I cant save, save as or export anything. In both safe mode and a new user everything works fine. If that means the Mac account is corrupt, how would I go about fixing that? I recently updated to Monterey and that fixed the issue very briefly...

Feb 13, 2022 4:36 PM in response to Gary Scotland

Thank you very much, Gary. I added a new user account and was able to save the changes to my Keynote there. (Once I figured out how to export it via Dropbox). I then imported it back to my original Mac account - which works now. Go figure. It also might be because in having to figure out how to export such a heavy Keynote prez, I ended up having to clean my mac and freeing up 20GB of space. It's possible there wasn't enough room to "save" the Keynote before. In any event, Thanks!

How-To Geek

How to convert keynote presentations to microsoft powerpoint.

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Apple's presentation software does all the heavy lifting for you when converting a PowerPoint presentation to Keynote . Doing the opposite, though, requires a few extra steps---we'll walk you through them!

First, double-click the Keynote presentation you want to convert in Keynote, and then click "File" at the top left.

In the drop-down menu that appears, hover your cursor over "Export To." In the submenu that appears, click "PowerPoint."

You'll now be in the "PowerPoint" tab of the "Export Your Presentation" window. There are a few options you can select here, including requiring your recipient to use a password to open a presentation. This is a good idea if the presentation contains sensitive information, like a company roadmap.

Click the "Format:" drop-down menu to change your PowerPoint file to  ".pptx"  or ".ppt," and then click "Next."

Next, give your presentation a name, select a location to save the file, and then click "Export."

Your Keynote presentation will now be converted to a Microsoft PowerPoint file. To make sure it was properly converted before sending it out, locate the document, and then right-click it. In the menu that appears, click "Get Info."

In the "General" section (next to "Kind:"), you can check the file type to make sure it was successfully converted.

Related: How to Convert a PDF File to PowerPoint

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