How to Edit a Keynote Digital Planner on the iPad: Complete Step-by-Step Guide

This tutorial explains how to edit a Keynote digital planner on the iPad in the easiest and most practical way. I created this guide to help you personalize every part of your planner, from fonts and tabs to templates and hyperlinks. Keynote offers so much freedom, and with a few simple steps, you can create a planner that truly fits your style and planning needs.

Thank you for using my digital planner. Every detail was created with love ♡

Important Notes

A digital planner works just like a bullet journal, but inside your iPad! You can tap to navigate, customize every page, and take it with you anywhere.

• Tutorials: You’ll find step-by-step videos on my YouTube channel. I walk you through every tool and pause often so you can follow along easily.
• Tip: A wireless keyboard and mouse make editing smoother and faster. Affordable options on Amazon or eBay work perfectly with the iPad.
• Need help? Email me anytime.

How to Install Fonts On The iPad

Before you start customizing your planner, install these free fonts on your iPad. They’ll keep your planner looking elegant. Due to font licensing, I can’t include the files directly, but you can safely download them from the original creators below ♡

• Beverly
• Pelmeshka
• Allura
• Great Vibes
• DreamCatchers
• Mellow Line

Tip: When a font offers both OTF and TTF versions, choose TTF, it’s more compatible with iPad apps like Keynote, GoodNotes, and Procreate.

Watch the tutorial:

How to Change the Cover of the Planner

The cover of the planner is the light pink background behind the white page (see image below). You can easily change it to a different color or even use a pretty image instead.

Steps:

1. On the left side of the screen, tap the slide you want to edit and choose Select All.
2. On the right side of the screen, tap the paintbrush icon.
3. Select Background.
4. Choose a new color for your planner’s cover.
5. To use an image instead, select Image → Change Image → Insert From, then pick your image.

Tip: You can find beautiful patterns on Creative Fabrica, Creative Market, or Design Bundles (same websites you signed in to download the fronts) their freebies section always have hidden gems!

Watch the tutorial:

How to Change the Cover in Some Slides

You can give each section of your planner its own background color or pattern. For example, you might use a different color for monthly pages and another for weekly or notes pages. This helps you visually organize your planner and adds personality to your design.

Steps:

1. Tap one slide and keep your finger on it.
2. With your other hand, scroll down and tap the other slides you want to edit. All selected slides will appear highlighted.
3. On the right side of the screen, tap the paintbrush icon.
4. Select Background.
5. Choose a new color or pattern for the selected slides.
6. If you prefer to use an image, select Image → Change Image → Insert From, then choose one from your photo library or files.

Tip: Using a few cohesive background colors helps your planner feel more organized and visually consistent.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Edit Hyperlinks

Hyperlinks are what make your digital planner interactive. They connect your tabs, index, and pages so you can easily move around without scrolling.

Steps:

1. Tap the blue arrows or linked areas in your planner.
2. Choose a new slide for that link to point to.
3. Repeat the process for each tab or section you want to update.

Important:
You can add new slides to your planner, and the existing hyperlinks will continue to work as normal. However, if you delete a slide, any links that point to it will no longer function.

This step is simple but important. Taking a few minutes to double-check your hyperlinks ensures smooth navigation and keeps your planner organized.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Edit Titles and Text

Editing the titles and text in your planner is one of the easiest ways to make it feel more personal. You can rename tabs, change section titles, or update text boxes to fit your style and needs.

Steps:

1. Double-tap any text box or word you want to edit.
2. Delete the existing text and type your new title or label.
3. Use the paintbrush icon to adjust the font, size, color, or alignment.
4. If you want the same change to appear across several slides, tap Edit Slide Layout, make your changes once, and they’ll update everywhere that layout is used.

Keep your titles short and clear so it’s easy to find what you need when you’re planning.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Edit Calendars

You can customize the calendar pages in your planner to match your schedule and preferences. Whether you want to type the dates manually or use the autofill feature, both methods are simple.

Steps:

1. Double-tap inside each square of the calendar to type the dates manually.
2. If you’re using a wireless mouse with your iPad, there’s a faster option. Type the first few numbers of the month in the first row, then drag the small yellow dot to the right to automatically fill in the rest of the dates.

Taking a few minutes to personalize your calendar helps your planner feel more intentional and keeps you organized throughout the month.

Watch the tutorial: [ADD VIDEO LINK HERE]

Add Google and Apple Calendar Shortcuts

To make your planner even more functional, you can add quick links that open your Google or Apple Calendar directly from your weekly or monthly spreads. These shortcuts help you switch between your digital planner and your main calendar app with one tap.

Steps:

1. Tap the small calendar icon in your planner.
2. Select Edit to open the hyperlink settings.
3. Copy and paste one of the following links, depending on which calendar you use:
   • For Apple Calendar: calshow://
   • For Google Calendar: https://calendar.google.com/calendar/
4. Tap Open Link to launch your calendar and confirm it works.

You can add this shortcut to any page where you want quick access to your main calendar.

Edit Slide Layout

Before we move on, let’s open the Edit Slide Layout section in Keynote. This is where the main structure of your planner lives, things like the tabs, background pages (dot, lined, graph, and blank), and the extra templates you’ll use throughout your planner.

Everything inside the Edit Slide Layout view is part of your planner’s foundation. These elements stay consistent across all pages, which means any changes you make here will appear everywhere that layout is used. It’s a powerful section that lets you build or adjust the overall structure of your digital planner without changing each page one by one.

How to Change the Color of the Tabs

Now that we’re inside the Edit Slide Layout view, let’s start with the tabs. This is where you can change their color, duplicate them, and update their text so your planner matches your preferred style.

Steps:

1. Tap outside the planner and select Edit Slide Layout.
2. Tap the layout that contains the tabs.
3. Select one tab or several at once. To select more than one, hold one tab with your finger and tap the others with your other hand.
4. Tap the paintbrush icon on the right side of the screen.
5. Under Style, choose Fill, then select a new color for your tabs.
6. To apply a color to multiple tabs, make sure they’re all highlighted before choosing the new color.
7. When you’re done, tap Done to exit the layout view.

You can also use this same method to update tab colors by category. For example, you could make all your monthly tabs one color and your notes or goals sections another. This simple color-coding method makes navigation faster and adds visual structure to your planner.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Edit Tabs

Once you’ve added or recolored your tabs, you can edit their position, layer order, and links to keep everything aligned and consistent across your planner.

Steps:

1. Tap outside the planner, then select Edit Slide Layout.
2. Locate the slide layout that contains your tabs.
3. To move multiple tabs at once, tap and hold one tab, then use your other hand to select additional tabs.
4. To adjust the order of layers, open the paintbrush icon, go to Arrange, and move the Move to Back/Front slider until the tabs appear correctly in front of or behind other elements.
5. To link a tab, select it, choose Add Link, and assign it to the slide or page you want to navigate to.
6. When you’re done, tap Done in the top corner to exit the layout view.

Taking time to align and link your tabs properly ensures smooth navigation throughout your planner.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Edit Templates or Spreads

You have two ways to work with the templates inside your planner.

Option A: Use the Template Directly

The first option is to choose a template directly from the Layout menu and start planning on it as it is. This works well if you want to keep the original design exactly as shown.

Steps:

1. Tap the slide you want to update.
2. Tap the paintbrush icon on the right side of the screen.
3. Select Layout.
4. Choose one of the templates shown in the list.
5. Start planning right on the template.

Watch the tutorial: [ADD VIDEO LINK HERE]

Option B: Copy the Template for Safe Editing

This option gives you more control. You can copy a template from the Edit Slide Layout view and paste it onto the main canvas. This lets you edit the content freely without altering the original master template.

Steps:

1. Tap the slide you want to edit.
2. Tap Edit Slide Layout.
3. Find the template or spread you want to reuse.
4. Tap once on the page and select Select Objects.
5. At the bottom of the screen, tap Select All.
6. Tap Copy.
7. Tap Done to exit the Edit Slide Layout view.
8. On the main canvas, tap once and select Paste.
9. You can now edit text, tables, fonts, or images without affecting the original layout.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Edit Your Spread on the Main Canvas

Once your template or spread has been copied and pasted onto the main Keynote canvas, you can freely customize it. This is the version made for planning, so feel free to edit the titles, update the text, change fonts, and personalize the design. None of these changes will affect your original master template.

Here is how to edit each part of your spread.

Edit Titles and Text

1. Double tap any word or text box you want to change.
2. Type your new title, section name, or note.
3. Tap the paintbrush icon to adjust the font, size, color, or alignment.
4. If you want to add new text, tap the A icon at the top and choose Text to insert a new text box.

Change One Word Across All Slides

If you want to replace the same word or label on every slide of your planner, you can use the Find and Replace feature.

1. Tap Edit Slide Layout.
2. On your keyboard, press Command + F (or tap the three dots at the top and choose Find).
3. In the top search bar, type the word you want to change.
4. In the bottom search bar, type the new word you want to use.
5. Tap Replace All.

This updates every instance of that word across all slides that use that layout, which saves a lot of time and keeps everything consistent.

Edit Fonts

1. Tap any text box.
2. Open the paintbrush icon.
3. Choose a different font, color, or size.
4. If you installed custom fonts earlier, they will now appear in this list.

Edit Tables

Some spreads include grids, boxes, or tables.

1. Tap the table to select it.
2. Drag the blue dots to resize the table.
3. Tap the paintbrush icon to change the style, borders, cell color, or text formatting.
4. To add or remove rows, tap the small circle on the table’s edge and select the plus or minus symbol.

Edit Shapes or Decorative Elements

1. Tap the shape, line, or icon you want to adjust.
2. Use the paintbrush icon to change colors, borders, drop shadows, or opacity.
3. To move the shape, drag it with your finger or Apple Pencil.

Edit Washi Tape or Stickers

1. Tap the washi tape or sticker on the spread.
2. Open the paintbrush icon and select Style.
3. Choose Fill to change the color.
4. If you want to replace it with a pattern or new image, choose Image, then Replace, and select a new file from your iPad.
5. To resize a sticker or washi tape, drag the blue dots on the corners.

Add New Elements

1. Tap the A icon to insert text boxes.
2. Tap the shape icon to add shapes, icons, or lines.
3. Tap the table icon to add a new grid, checklist, or tracking table.
4. Drag and position everything to fit your spread layout.

Your spread is now fully editable. This is your working page, where you can make as many changes as you like while keeping your master templates untouched for future use.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Add Printables and Images

You can add printables, photos, stickers, or any digital images to your planner. This is an easy way to decorate your spreads or include helpful pages like habit trackers, routines, cleaning charts, or any printables you’ve created or downloaded.

Steps:

1. Tap the slide where you want to add your printable or image.
2. Tap Insert at the top right of the screen.
3. Select Photo, Camera, or Insert From depending on where your file is saved.
4. Choose the image or printable you want to use.
5. Resize it by dragging the blue dots on the corners.
6. Move it into place by dragging it with your finger, Apple Pencil, or mouse.
7. If you want to place the image behind or in front of other elements, tap the paintbrush icon, select Arrange, and adjust the order using Move to Back or Move to Front.

Tip:
If you plan to reuse the printable often, keep a clean copy in the Edit Slide Layout view. You can duplicate it as needed without losing the original quality.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Duplicate Slides

Duplicating slides is the quickest way to build new pages in your planner that follow the same layout or design.

Steps:

1. In the left sidebar, tap the slide you want to duplicate.
2. Tap once again to open the small menu.
3. Select Duplicate.
4. Move the new slide into place by dragging it up or down the sidebar.

Duplicating slides keeps your design consistent and saves time when setting up monthly, weekly, or notes sections.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Move Items In Front or Behind Other Objects

When you’re designing a spread, you may want certain elements to appear above or below others. For example, you might want a sticker behind a text box or a shape in front of a background image. Keynote lets you control the layer order easily.

Steps:

1. Tap the object you want to move.
2. Tap the paintbrush icon.
3. Select Arrange.
4. Use Move to Front or Move to Back to place the object above or below other elements.
5. If you need more control, use the Forward or Backward options to move the object one layer at a time.

Adjusting the layer order helps you blend elements naturally and keep your layout clear and organized.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Lock Elements

If you move elements by accident while planning, locking them can help keep everything in place.

Steps:

1. Tap the object you want to lock.
2. Open the paintbrush icon.
3. Select Arrange.
4. Tap Lock.

Locked items cannot be moved until you unlock them. This helps keep your layout clean and prevents accidental edits. To unlock, repeat the same steps and tap Unlock.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Group and Ungroup Elements

Grouping makes it easier to move several elements together, such as a set of boxes, stickers, or a title with its underline.

Steps:

1. Tap and hold one element.
2. With your other hand, tap each additional element.
3. Open the paintbrush icon.
4. Select Group.

To ungroup, tap the grouped set, open the paintbrush, and select Ungroup.

Grouping helps you maintain spacing and alignment as you design different spreads.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Undo Changes

If you accidentally move or delete something, you can undo the action instantly.

Steps:

1. Tap the Undo arrow at the top of the screen.
2. Continue tapping Undo to go back several steps.
3. If you undo too far by accident, tap Redo to move forward again.

Undo and redo help you experiment freely without worrying about making mistakes.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Write or Draw With the Apple Pencil in Keynote

You can write or draw directly on your planner using the Apple Pencil. This is helpful for quick notes, personal handwriting, or decorative lettering.

Steps:

1. Tap the slide where you want to write.
2. Tap the pen icon at the top of the screen to open the drawing tools.
3. Select the pen, pencil, crayon, or highlighter.
4. Choose a color and begin writing or drawing on the page.
5. To erase, select the eraser tool and tap or drag on the area you want to remove.
6. To move your writing, tap the lasso tool, draw a circle around your handwriting, and drag it to a new location.
7. If you want your handwriting behind or in front of an image or shape, tap your drawing, select Arrange, and adjust the layer order.

Important Things to Know Before Editing

There are a few parts of your planner that deserve extra attention while you edit. These are not meant to limit creativity, but to help you avoid the most common issues that can break hyperlinks, layouts, or the planner’s structure.

1. Hyperlinks Are Attached to Specific Slides

Hyperlinks are connected to the exact slide number they point to.
If you delete a slide, the hyperlink that once led to it will stop working.
If this happens, you’ll need to manually relink each tab or button that pointed to the deleted slide.
This is normal in Keynote, but it’s important to keep in mind as you rearrange or remove pages.

2. Changes Made in Edit Slide Layout Affect All Pages

Everything you change inside the Edit Slide Layout view updates across every slide that uses that layout.
This includes:
• Tabs
• Background pages (dot, lined, graph, blank)
• Page structure
• Decorative elements you placed in the layout

Because this area controls the backbone of your planner, it’s best to keep only stable elements here and avoid making quick edits unless you’re sure you want them across the entire planner.

How to Export the Planner as a PDF

You can plan directly inside Keynote without losing any functionality. Everything you normally do in GoodNotes or Notability can also be done in Keynote. You can write with the Apple Pencil, highlight, move stickers, edit text, and rearrange pages, all while keeping the ability to customize your planner whenever you need. Keynote gives you both planning and editing freedom in one place, so exporting is completely optional.

If you still prefer to use the PDF version inside GoodNotes or Notability, you can export your planner at any time. Below are the steps.

If you want to use your planner in GoodNotes, Notability, or another planning app, you’ll need to export it as a PDF. This keeps your hyperlinks active and preserves the design of your pages.

Steps:

1. Tap the three dots in the top right corner of Keynote.
2. Select Export.
3. Choose PDF.
4. Under Options, make sure the following settings are selected:
   • Slides: All
   • Image Quality: Best
   • Include Hyperlinks: Turned on
5. Tap Export again.
6. Choose where to save your PDF. You can save it to the Files app, iCloud Drive, Dropbox, or email it to yourself.

Your planner is now exported as a high-quality, hyperlinked PDF and ready to import into GoodNotes or Notability.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Import the Planner into GoodNotes

GoodNotes is one of the most popular apps for digital planning, and importing your PDF planner only takes a few steps. Once imported, you can write with the Apple Pencil, highlight, add stickers, and use the planner just like a paper notebook. Hyperlinks will work as long as you’re in Read-Only mode.

Steps:

1. Open the GoodNotes app on your iPad.
2. Tap the New icon in the top left corner.
3. Select Import.
4. Navigate to where you saved your PDF planner (Files app, iCloud Drive, Dropbox, or Downloads).
5. Tap the PDF file once to import it.
6. GoodNotes will open your planner as a new notebook.

You can now start writing, adding stickers, and navigating using your hyperlinks. If a link is not working, switch between Edit Mode and Read-Only Mode by tapping the pencil icon at the top right of GoodNotes.

Watch the tutorial: [ADD VIDEO LINK HERE]

How to Import the Planner into Notability

If you prefer planning in Notability, you can easily import your PDF planner into the app. Notability supports hyperlinks, handwriting, highlighting, and stickers, so your planner will work smoothly inside the app.

Steps:

1. Open the Notability app on your iPad.
2. Tap the Import icon in the top right corner, or tap Create and select Import.
3. Navigate to where you saved the PDF version of your planner (Files app, iCloud Drive, Dropbox, etc.).
4. Tap the PDF planner file.
5. When Notability asks where to place the file, choose New Note.
6. Tap Import.

Your planner will open as a new note inside Notability. You can start writing, highlighting, adding stickers, or inserting images right away. Hyperlinks will work as long as the app’s navigation settings allow link tapping.

Watch the tutorial: [ADD VIDEO LINK HERE]

Notability vs. GoodNotes

If you are choosing between GoodNotes and Notability, I personally prefer Notability. The app is very user friendly, offers more flexibility, and feels easier to work with compared to GoodNotes. Both apps are excellent for digital planning, but Notability’s layout and tool options make the planning experience smoother and more intuitive.

Final Thoughts

I hope this tutorial helped you feel confident editing your digital planner in Keynote. The entire goal of this guide is to give you the freedom to customize, create, and plan in a way that feels natural and enjoyable. Whether you decide to stay inside Keynote or export your planner to GoodNotes or Notability, you now have all the tools to make it your own.

If you have questions or want to see a specific tutorial, use the comment section below and I’ll be happy to help. Your feedback helps me continue improving these guides and creating planners that truly work for you.

Thank you again for supporting my work. I hope your planner becomes a space you look forward to opening every day ♡