Keynote for iOS (iPhone, iPod touch): Keep presentations up to date across your devices using iCloud

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Keep presentations up to date across your devices using iCloud

iCloud stores your presentations and keeps them up to date across your iOS devices, the web, and your computer so that you always have the most current versions at hand, no matter which device you were using when you made your latest edits.

After you set up iCloud on this device, every time you edit a presentation, your changes are automatically saved to iCloud and then pushed to your other online devices that are set up to use iCloud.

Here are a few things to keep in mind about using iCloud to manage your presentations across devices:

  • If you edit and close a presentation when you’re not connected to the Internet, an upward-pointing arrow appears in the presentation icon.

    Image of presentation being uploaded to iCloud

    The next time you connect to the Internet, the edited presentation is saved to iCloud along with a history of the edits you made, so when you open the presentation on another iOS device, you can undo individual edits, just as if you had made the edits on that device.

    If you edit a presentation on more than one device before saving any of them to iCloud, the edited presentations will conflict. To avoid this, it’s a good idea to make sure your edits are always saved to iCloud before editing the same presentation on another device. If you do get a conflict, you can choose to preserve any or all of the presentations that you edited.

  • If you delete a presentation, it’s deleted from iCloud and from Keynote on all your online devices set up to use iCloud.

  • If you organize your presentations into folders on one device, you see the same folder organization on all your online devices set up to iCloud.

  • If you change the title of a presentation on one device, the title is changed on all your online devices set up to iCloud.

  • If you save a presentation to from another device, it appears on this device only after you open Keynote while connected to the Internet.

Set up Keynote to use iCloud:

To use iCloud, you must sign in with your Apple ID in the Settings app, and make sure iCloud is turned on in Keynote.

  1. Tap Settings on your Home screen, and then tap iCloud.

  2. Sign in using your Apple ID, or request a new Apple ID and then sign in.

  3. In the list of iCloud services, make sure that Documents & Data is turned on.

    If it’s not, tap Documents & Data, and then slide the switch to ON.

  4. In Settings, scroll down to Apps and tap Keynote.

  5. Slide “Use iCloud” to ON.

When iCloud is turned off in Keynote on this device, edits you make or new presentations that you create aren’t saved to iCloud, and new or changed presentations from other devices aren’t available in Keynote on this device.

If you edit a presentation on more than one device before saving them to iCloud:

If you’ve edited the same presentation on multiple devices before any of those updates were saved to iCloud, a message tells you there's a conflict. You can decide which of the presentations you want to keep.

  1. In the Resolve Conflict window, tap the circle next to each of the presentations you want to keep.

  2. Tap “Keep 1” or Keep Both in the top-right corner of the window.

    You can select as many of the presentations as you want. The Keep button reflects the number of presentations selected.

If you select more than one of the presentations, all of them are saved to this device. A number is appended to the presentation’s filename, so that no two files have the same name. For example, if you keep two presentations called “Seven Wonders,” they appear as “Seven Wonders” and “Seven Wonders 2.”

All the saved presentations are automatically pushed to your other online devices that are set up to use iCloud.

If you can't open a presentation you haven't looked at in a while:

If you haven't opened a presentation in a while, its contents might be temporarily removed from your device to make space for other presentations you've viewed more recently. A presentation whose content has been removed has a downward-pointing arrow on its icon. If you're not connected to the Internet, you might not be able to open the presentation.

Connect to the Internet, and then try opening the presentation again.

The presentation becomes a recently viewed presentation, and another older presentation is removed from this device to make space for it.

To free up space and allow more room to store your presentations, you can delete music, photos, videos, apps, or other items stored on this device.

If a newly created or edited presentation isn’t saved to iCloud:

You may encounter this problem if your iCloud storage space is full. The new presentation remains on your device, and is saved to iCloud when space becomes available.

To free up space in iCloud, do either of the following:

  • Delete one or more presentations from this device, which then deletes them from iCloud.

  • Purchase more storage space for iCloud. You can do this in the iCloud window of the Settings app.

Access presentations stored in iCloud using your computer:

Depending on the operating system your computer uses, you can also use a computer to access any presentations created or edited on this device and saved to iCloud.

  • If you’re using Keynote with OS X Mountain Lion (v10.8), your presentations are available directly within Keynote on your Mac. Be sure to run Software Update on your Mac to get the latest version of Keynote.

  • If you're using a computer with OS X Lion (v10.7), or a Windows computer, you can access your presentations by visiting the iCloud website at using a supported browser on your computer. Sign in to the iCloud website with your Apple ID, and click iWork.

    From the iCloud website, you can download presentations in Keynote ’09, PDF, or Microsoft PowerPoint file format. You can also upload presentations in Keynote ’09 or PowerPoint file format to the iCloud website, and have them automatically appear in Keynote on this device.

For detailed instructions on setting up iCloud on your computer, visit the iCloud website and refer to the iCloud Help topic on setting up iCloud.

To learn about sending presentations through email, see Send and receive presentations in email messages.

To learn about transferring presentations between your iOS device and your computer through iTunes, see Share presentations by connecting to your computer.

To learn about transferring files with a WebDAV server, see Share presentations using a WebDAV server.

Published Date: Oct 20, 2015