How to trim a bloated Keynote presentation

Reader Eric Cantrell suffers from overstuffed Keynote presentations. He writes:

I routinely create Keynote presentations for work and when I insert images and movies, the resulting files are so huge that I can’t send them via email. Is there some way that I can trim them down?

I can offer a couple of suggestions.

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How to easily print mail merged Pages documents

I’m not saying that reader Charlie Brown is unhappy (but honestly, isn’t Charlie Brown always unhappy?), but he would like a bit more from a solution I recently offered. He writes:

I found your article about creating mail merge documents with Apple’s Pages and Numbers helpful, but I’d like to know how to print the complete set of merged documents all at once. I don’t see where to select print and number of pages within the data merge file screen.

While the Pages Data Merge app I mention lets you email merged documents, there’s no print option, as you’ve noticed. That doesn’t mean that there isn’t a way to do this. Automator is your answer. Here’s how to go about it.

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What's the best media for long-term storage?

Reader Karen Bauer ponders a question of longevity. She writes:

I enjoyed your article about maintaining media throughout the ages but I’d like to know something more. What is the best physical media to store archives on?

If we allow history to be our guide, I’d suggest stone tablets—able to withstand just about any natural catastrophe you throw at them, but murder when it comes to editing.

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How to cull your iPhoto library of duplicates and bad photos

Reader Phil Rogers has more images than he cares for. He writes:

Because digital photos are so easy to save, my wife and I developed the bad habit of downloading, and downloading, and well, downloading. If we needed to show each other something at the store, we’d snap a photo and email it. Then at some point, that orange, or stapler, or whatever, would eventually get downloaded. Net result? Over 50,000 photos in iPhoto, with many duplicates.

How does one even begin to cull the herd? I’ve tried many of the duplicate-finder programs with varied success. But what about just plowing through to get rid of the clunkers?

This is a common problem, particularly now that so many of us carry around cameras (in the form of mobile devices) each day.

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How to share files between OS X user accounts

In a recent column about making the most of Migration Assistant I made the off-hand remark that it’s no big deal to move files from one account on your Mac to another. This caused concern from at least one commenter who considered the process onerous. Given that moving files between accounts isn’t entirely clear to everyone, I thought I’d provide the details now.

We start with the understanding that OS X is designed as a multi-user operating system—one where files stored in one account are not easily accessible in another. For example, if Susie and Chris share a Mac, Susie should not be able to see the contents of Chris’ Documents folder while working in her account and vice versa. If Susie tries, she’ll see that Chris’ Documents folder bears a red “no trespassing” icon indicating that her way is barred.

There are ways around this. You could, for example, change permissions on another account’s folders if you know that account’s administrator password. Or you could log in as root, which grants you permission to everything on the drive. Each of these techniques, however, is considered sneaky by the best sorts of people.

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Tips for maintaining your media for eternity and beyond

Reader Kirk Edgar has a question for the ages. He writes:

I’m in the process of cleaning out my iMac—removing data that’s not current and apps that I don’t use or won’t work under Yosemite. Because I’ve done this before and been stuck with unreadable media, what’s the best way of archiving digital material so that it can most likely be retrieved in the future if desired?

Given that my prophetic powers are no more honed than the average guy who writes on the Internet, I can’t, with absolute certainty, tell you which formats will and won’t survive. But I can offer some guidelines.

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Making more of Migration Assistant

Bob White (not the bird) needs just a little bit more help with transferring his data from an old Mac to a new one. He writes:

Can I use Migration Assistant to transfer my data from my old MacBook Air (that’s running Mavericks) to my newer MacBook Air (which came with Yosemite installed)? Or must I upgrade my old Mac to Yosemite first? (I would rather not update to Yosemite on the old one just yet.)

Well then, today’s your lucky day! Migration Assistant in both Mavericks and Yosemite can copy data between your new Mac and another Mac running a version of the Mac OS as old as Snow Leopard (OS X 10.6.8). Apple suggests that if you want to migrate data from a Mac that’s running a version of OS X created before Snow Leopard, you either update that Mac to a compatible version of OS X or transfer the data manually.

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