Posts

Forget Adobe Acrobat: Preview May Be All You Need to Work with PDFs

/in /by

We regularly hear from people who think they need Adobe Acrobat DC to manipulate PDFs. Don’t misunderstand: Adobe Acrobat is the gold standard, but it’s complicated and expensive—$14.99 per month or as part of Creative Cloud for $52.99 per month. In contrast, Apple’s Preview is easy and free with macOS. Here are six tasks that people may think require Acrobat but can easily be accomplished in Preview.

Remove and Rearrange or Export Pages

Have a PDF with unnecessary pages? You can delete them in Preview. First, make sure page thumbnails are showing in the sidebar by choosing View > Thumbnails. Then select the pages you want to remove and press Delete. Choose File > Save when you’re done—you’ll need to do that after all the rest of these tasks too.

Rearranging pages also happens in the sidebar—just drag the thumbnails as needed. If you drag a thumbnail to the Finder, Preview exports the page as its own PDF file.

Merge and Add Pages

What about putting pages from one PDF into another? Preview has your back there too. Open both PDFs, make sure their sidebars are showing page thumbnails, and then drag one or more thumbnails from one sidebar to the other, dropping them between the desired pages in the destination.

You can also drag a PDF from the Finder into the sidebar to add all its pages. Or, to take a photo or scan a document and insert it into the document, Control-click in the sidebar and choose Import from iPhone or iPad.

Annotate Text

Let’s say someone asks for edits or comments on a PDF. Although you can’t change the text with Preview, you can mark up the document.

  • Highlight text: They may give you flashbacks to high school, but Preview provides a handful of colored highlighters, along with underline and strikethrough styles. Choose one from the Highlight menu in the toolbar and then select the desired text.
  • Add highlight notes: To ensure that your highlights make sense to others, add notes to them. Control-click the highlighted text and choose Add Note. Then enter your note in the colored box that appears. It shrinks when you click away from it and expands when you click it again.
  • Add general notes: You can also place faux sticky notes anywhere on a PDF page. Reveal the Markup toolbar by clicking the Markup button, and then click the Note button. Dag the closed note box to position it on the page. See all your notes in the sidebar by choosing View > Highlights and Notes.
  • Add shapes and text boxes: The Markup toolbar also contains controls for creating various shapes (including lines with arrows) and text boxes. At times, the best way to show what you mean is to put a box, line, or text directly on the page. Click a shape to add it—text you type while it’s selected sticks with the shape, like the speech balloon below and the arrows above.

If you do need to edit the text of a PDF, that’s a job for Adobe Acrobat or another PDF tool like Smile’s PDFpen.

Redact Text

Sometimes, when you’re sharing a PDF, you want to redact sensitive information so it can’t be read. macOS 11 Big Sur’s version of Preview can permanently obscure and delete selected text from the document. Choose Tools > Redact and select the text you want to hide.

In earlier versions of macOS, you can simulate redaction by covering text with a colored rectangle. Unfortunately, recipients could delete your rectangle or copy the text underneath it. Don’t depend on this workaround to protect confidential information. For true redaction in older versions of macOS, use Acrobat or PDFpen.

Fill PDF Forms

Although Preview cannot create fillable PDF forms (again, turn to Acrobat or Smile’s PDFpenPro), it works fine for entering information into such forms. If you have to fill out an IRS form for your employer, for instance, Preview should work fine. Just click in a field and type, or click a checkbox to select it.

One warning. We’ve heard occasional reports that Windows users reading PDFs with forms filled out in Preview sometimes don’t see the entered text. When returning an important form, it’s always best to ask the recipient to confirm that it worked. If it doesn’t, fall back on the free Adobe Acrobat Reader DC.

Sign Documents

Now that so much paperwork has gone digital, we often need to sign PDFs. The most important documents will probably use a service like SignEasy that’s designed for collecting legally binding, secure signatures. But for something like a simple permit application, you can add your signature in Preview by clicking the Signature button in the Markup toolbar and choosing it.

Inserting (and resizing) an already created signature is easy, as is the one-time process of making one. Click the Signature button, and then click Create Signature. If your Mac has a trackpad, write on it with your finger or a rubber-tipped iPad stylus. Or use a marker to write your signature on paper and take a picture of it with the camera. In macOS 10.15 Catalina and later, you can also create a signature on an iPhone or iPad. Once created, the signature sticks around in Preview and even syncs to your other Macs through iCloud.

Note that Preview’s signature is just a graphic that could be copied, so it’s no more protected than a handwritten signature that could be scanned or photocopied.

Useful as all these features are, they’re just the tip of the iceberg when it comes to what Preview can do, particularly with graphics. For a complete look at Preview’s features, check out the 178-page ebook Take Control of Preview.

(Featured image by Cytonn Photography from Pexels)

Social Media: If you think you have to pay for a pricey copy of Adobe Acrobat DC just to add and remove pages from PDFs, annotate documents, redact text, fill PDF forms, and sign documents, think again. Preview can do all that and more for free.

5 New Year’s Resolutions That Will Improve Your Digital Security

/in /by

Happy New Year! For many of us, the start of a new year is an opportunity to reflect on fresh habits we’d like to adopt. Although we certainly support any resolutions you may have made to get enough sleep, eat healthy, and exercise, could we suggest a few more that will improve your digital security?

Keep Your Devices Updated

One of the most important things you can do to protect your security is to install new operating system updates and security updates soon after Apple releases them. Although the details seldom make the news because they’re both highly specific and highly technical, you can get a sense of how important security updates are by the fact that a typical update addresses 20–40 vulnerabilities that Apple or outside researchers have identified.

It’s usually a good idea to wait a week or so after an update appears before installing it, on the off chance that it has undesirable side effects. Although such problems are uncommon, when they do happen, Apple pulls the update quickly, fixes it, and releases it again, usually within a few days.

Use a Password Manager

We’ve been banging this drum for years. If you’re still typing passwords in by hand, or copying and pasting from a list you keep in a file, please switch to a password manager like 1Password or LastPass. Even Apple’s built-in iCloud Keychain is better than nothing. A password manager has five huge benefits:

  • It generates strong passwords for you. Password1234 can be hacked in seconds.
  • It stores your passwords securely. An Excel file on your Desktop is a recipe for disaster.
  • It enters passwords for you. Wouldn’t that be easier than typing them in manually?
  • It audits existing accounts. How many of your accounts use the same password?
  • It lets you access passwords on all your devices. Finally, easy login on your iPhone!

A bonus benefit for families is password sharing. It allows, for example, a married couple to share essential passwords or for parents and teens to share certain passwords.

In short, using a password manager is more secure, faster, easier, and just all-around better. If you need help getting started, get in touch.

Beware of Phishing Email

Individuals and businesses alike frequently suffer from security lapses caused by phishing, forged email that fools someone into revealing login credentials, credit card numbers, or other sensitive information. Although spam filters can catch many phishing attempts, it’s up to you to be on your guard at all times. Here’s what to watch for:

  • Any email that tries to get you to reveal information, follow a link, or sign a document
  • Messages from people you don’t know, asking you to take an unusual action
  • Direct email from a large company for whom you’re an anonymous customer
  • Forged email from a trusted source asking for sensitive information
  • All messages that contain numerous spelling and grammar mistakes

When in doubt, don’t follow the link or reply to the email. Instead, contact the sender in some other way to see if the message is legit.

Avoid Sketchy Websites

We won’t belabor this one, but suffice it to say that you’re much more likely to pick up malware from sites on the fringes of the Web or that cater to the vices of society. To the extent that you can avoid sites that provide pirated software, “adult” content, gambling opportunities, or sales of illicit substances, the safer you’ll be. That’s not to say that reputable sites haven’t been hacked and used to distribute malware too, but it’s far less common.

If you are concerned after spending time in the darker corners of the Web, download a free copy of Malwarebytes or DetectX Swift and scan for malware manually.

Never Respond to Unsolicited Calls or Texts

Although phishing happens mostly via email, scammers have also taken to using phone calls and texts. Thanks to weaknesses in the telephone system, such calls and texts can appear to come from well-known companies, including Apple and Amazon. Even worse, with so much online ordering happening, fake text messages pretending to help you track packages are becoming more common.

For phone calls from companies, unless you’re expecting a call back from a support ticket you opened, don’t answer. Let the call go to voicemail, and if you feel it’s important to respond, look up the company’s phone number elsewhere, and talk with someone at that number rather than one provided by the voicemail.

For texts, avoid following links unless you recognize the sender and it makes sense that you’d be receiving such a link. (For instance, Apple can text delivery details related to your orders.) Regardless, never enter login information at a site you’ve reached by following a link because there’s no way to know if it’s real. Instead, if you want to learn more, navigate manually to the company’s site by entering its URL yourself, then log in.

Let’s raise a glass to staying safe online in 2021!

(Featured image based on originals from Tim Mossholder and Jude Beck on Unsplash)

Social Media: Have a safer 2021 with New Year’s resolutions that will help you secure your devices, avoid email and text scams, and stay safe from malware, as well as benefit from the security and ease-of-use of password managers, which can even fill in passwords for iPhone apps.

So, Are Apple’s New M1-Based Macs Any Good?

/in /by

In November, Apple unveiled its new M1 chip and three new Macs that use it: the MacBook Air, 13-inch MacBook Pro, and Mac mini. The M1-based MacBook Air replaces the previous Intel-based MacBook Air, but with the 13-inch MacBook Pro and the Mac mini, Apple continues to sell some Intel-based models with beefier specs—most notably a higher memory ceiling.

Even though Apple makes impressive performance claims for the new Macs, the community was still somewhat skeptical. Were these new Macs as fast as Apple said? Would they be limited in some other way? And the biggest question of all, should we be buying untested M1-based Macs or tried-and-true Intel-based models? Now that these new Macs are shipping and people have had a chance to try them, let’s address these and other questions so you can plan your future Mac purchases appropriately.

Are these new Macs fast?

It’s hard to overstate just how astonishing the performance benchmarks for these new Macs are. In single-core GeekBench 5 tests, the M1-based Macs beat every existing Mac by a lot: the most recent 27-inch iMac clocked in at a benchmark score of 1250, whereas the M1 Macs hovered around 1700. (The Mac Pro and iMac Pro are tweaked for faster multi-core performance instead, so they fare even worse on the GeekBench 5 single-core benchmarks.) For many everyday apps, single-core performance is what you’ll notice.

Of course, the top-of-the-line 28-core Mac Pro and its siblings outperform the 8-core M1-based Macs in the GeekBench 5 multi-core benchmarks, but if you focus on the new M1 Macs in the multi-core rankings below, you can see that they’re just behind the fastest 27-inch iMacs and low-end Pro models. That’s doubly impressive when you remember that the Mac Pro in the screenshot below costs $6000, compared to $700 for the Mac mini.

Benchmarks don’t lie, but they also don’t tell the whole story. These new Macs feel fast. Apps launch with only a bounce or two of the icon on the Dock. The MacBook Air and MacBook Pro wake from sleep and unlock with an Apple Watch so quickly that they’re ready to use by the time you’ve finished opening the screen. We can’t promise you’ll never see the spinning beachball wait cursor, but we haven’t so far. In some ways, using these new Macs feels more like using a fast iPad or iPhone, where everything happens nearly instantly.

Finally, note that only apps that have been rewritten to support the M1 chip receive the full speed boost. Older apps must be “translated” by Apple’s Rosetta 2, which converts apps from Intel instructions to the Arm instructions needed by the M1. That happens at launch, after which macOS launches the translated app. The first launch might be slow, but subsequent launches are faster. Although emulation environments are generally quite slow, early tests show apps translated by Rosetta 2 as running at about 80% of native speed. The upshot of that is that even translated apps might run faster than the equivalent app running on an Intel-based Mac.

What’s the deal with the new M1-based Macs having only 8 GB or 16 GB of RAM?

With the new M1-based Macs, you can choose between 8 GB and 16 GB of RAM, and that’s it. In contrast, the current Intel-based 13-inch MacBook Pro lets you go up to 32 GB, and the Intel-based Mac mini can take up to 64 GB.

Although 16 GB of RAM sounds limiting, that doesn’t seem to be nearly as concerning as one might think. The reason is that the M1 chips use what Apple calls “unified memory,” which is built onto the M1 chip itself and shared by the CPU, GPU, and Neural Engine. A significant performance bottleneck in modern computers is moving data around in memory. Benchmarks suggest that the memory bandwidth on the M1 chip is about 3x faster than on a 16-inch MacBook Pro. The faster that data can be moved around in memory and shared between the processing cores, the less memory is needed.

The speed of their SSDs also lets the M1-based Macs get away with less memory. When macOS uses all its physical RAM, it falls back on virtual memory, which effectively involves moving data on and off the SSD as needed. When Macs used hard drives, swapping memory to and from disk was very slow, but modern SSDs are fast enough to hide swapping delays.

To be fair, there are still memory-intensive tasks that will run better on Macs with lots of physical RAM. That’s a big reason Apple kept the Intel versions of the 13-inch MacBook Pro and Mac mini for sale. On the very high end, you can put a whopping 1.5 TB of RAM in a Mac Pro, and if you need that kind of RAM for your work, you’ll need to stick with Intel-based Macs for now.

How will the M1-based Macs fit into a workflow?

Here’s where things get tricky. If you have an office full of Macs, there are some good reasons why you might want to stick with Intel-based Macs for a while.

  • Big Sur: The M1-based Macs require macOS 11 Big Sur. In general, we recommend that people hold off on upgrading to Big Sur until Apple has released maintenance updates to solidify stability and compatibility. Plus, mixing versions of operating systems and apps can lead to interoperability problems.
  • Apps: Although Rosetta 2 appears to do a good job translating older apps, there may still be quirks or performance hits, particularly for complex apps.
  • Memory: As mentioned above, there are some tasks where lots of physical RAM is essential, and there’s currently no way to go above 16 GB on an M1-based Mac.

But here’s the thing. Apple very intentionally focused its initial M1-based Mac models on the low end of the Mac product line. These Macs are ideal for students and individuals, or as auxiliary or traveling Macs for office workers, particularly given the startlingly good battery life in the laptops. They won’t be replacing a Mac Pro or even a 27-inch iMac right now, but no one would have replaced such a machine with a MacBook Air, 13-inch MacBook Pro, or Mac mini before either.

In the end, we’re bullish on these new M1-based Macs. They’ve redefined what the most inexpensive Macs can do, making them compelling for those who don’t require more than 16 GB of physical RAM or need to slot them into highly specific workflows.

(Featured image by Apple)

Social Media: Apple’s new M1-based Macs are getting rave reviews for their stunning performance and battery life. Should you buy one for your next Mac or stick with a tried-and-true Intel-based Mac? We look into that question in this piece.

Audiovisual Tips for Better Videoconferencing

/in /by

Whether for work or socializing, we’re all spending a lot more time in video calls these days. But—surprise!—it turns out that many of our group video calls could be more pleasant, less embarrassing, and overall better if we follow a few basic audiovisual tips.

Make Sure You Have Decent Lighting

Natural light is best, but room light is generally fine too, especially if it’s coming from the side. Overhead light isn’t quite as flattering, but whatever you do, avoid light that comes from underneath your face or you’ll look like an old-time movie villain. Also, avoid sitting in front of a window because the bright light behind you will make you look way too dark. Pull a shade or try to put your computer against the window so the light hits your face instead.

Arrange for a Decent Background

You may not have many choices for where your computer is located, and thus for what’s behind you when you’re on a video call. If you’re using Zoom or Skype, you can employ a virtual background (pick one that’s appropriate for the context, and for goodness sake, don’t use an animated background). Otherwise, make sure that what’s behind you is tidy and wouldn’t embarrass you if the people on the call were to visit in person. Or, take it up a level and put a pleasing arrangement of art or photos on the wall behind you. Even if they are too small to be seen well, they will break up a monotonous blank wall.

Wear Appropriate Clothing

Yes, it’s tempting to schlub around all day in pajamas or ratty old sweats. Resist the urge and wear the same type of clothes you’d put on if you were meeting with these people in person. That includes pants—if you get up in the middle of the call without thinking, you don’t want to advertise your taste in boxers. You don’t want your boss and colleagues to have a mental image of you as a total slob. For bonus points, avoid tops that are bright white, black, or have distracting patterns.

Think Like a Movie Director

Particularly if you need to use a phone, tablet, or laptop to participate in a video call, think about your camera angles. It’s best to have the camera at roughly the same height as your face, if possible, so if you can avoid it, don’t put your laptop in your lap or hold your phone at your waist. And if you’re using a phone, don’t walk around such that the changing background distracts everyone else.

And Like a Movie Star

It’s sometimes hard to remember that everyone can see you even though they’re not in the room, but you’ll come off as more alert, confident, and engaged if you sit up straight, get close enough to the camera so your face fills the screen, and smile. Seriously, you’re on Candid Camera, so act like it. You’ll almost always have a thumbnail that shows what you look like, so make sure you like what you see. Oh, and don’t touch your face repeatedly.

Look at the Camera, Not the Other Participants

This one is tough. The camera is usually at the top center of your screen, so if you look anywhere else, it seems like you’re avoiding eye contact. It can make you look shifty or inattentive. But it’s hard not to look at the other people or at your own video thumbnail. The best trick is to resize and position your video window so the person you’re most likely to look at is right under the camera.

Pay Attention and Don’t Multitask

Look, we get it—a lot of meetings are boring. But it’s both rude and distracting to the speakers if you are clearly doing something else or worse, leaving and coming back. Focus on the screen, and show that you’re paying attention by nodding your head, smiling, and all the other little things you’d do if the meeting were taking place in person. If you truly can’t stay engaged, turn off your audio and video so no one has to see and hear you. If you need an excuse for that, say that your Internet connection is being a little wonky, so you want to cut down on bandwidth usage.

Mute Your Mic When Not Talking

The more people on a call, the more important this tip is. All videoconferencing apps have a Mute button you can click so others in the call aren’t distracted by you coughing or sneezing, your children playing in the other room, or other extraneous noise. Just remember to unmute before you start talking. It’s hard to remember at first, but you’ll get good at it.

All this may seem like a lot to think about, but once you get your environment set up properly, you’ll be a bright spot in the video grid at your regular meetings. And then maybe you can forward this article to your family, friends, and colleagues so they can up their video game too.

(Featured image by Marcus Aurelius from Pexels)

Social Media: On your video calls, do you look like a shifty character in a low-budget horror flick? With our audiovisual tips, you can level up and make your calls more pleasant, less embarrassing, and more productive.

MacBook Air Update Features Magic Keyboard, iPad Pro Gets a Trackpad

/in , /by

In a widely expected update, Apple has introduced a new MacBook Air that replaces the much-maligned butterfly keyboard with the new Magic Keyboard. The MacBook Air also gains faster processors, enhanced graphics, and more storage options, all for $200 less than before.

Apple also threw back the curtains on an updated iPad Pro that will be compatible with a new iPad Pro-specific Magic Keyboard that includes a trackpad. The iPad Pro is available now, but the Magic Keyboard won’t ship until May.

MacBook Air Gains Magic Keyboard, Faster Performance, and Other Enhancements

In an effort to eliminate the hated butterfly keyboard from the Mac line, Apple has released an updated MacBook Air that features the scissor-key Magic Keyboard introduced last year in the 16-inch MacBook Pro. That keyboard has received highly positive reviews, and we’re happy to see it appear in the MacBook Air. (Look for a new model to replace the current 13-inch MacBook Pro soon as well.) The Magic Keyboard includes 12 function keys as well as a Touch ID sensor, but no Touch Bar.

Apple significantly improved the MacBook Air’s performance by providing a choice of 10th-generation Intel Core processors, including the model’s first quad-core processor option. The base level 1.1 GHz dual-core Intel Core i3 is probably pretty slow, but upgrading to a 1.1 GHz quad-core i5 is only $100 and a 1.2 GHz quad-core i7 is just $250.

Graphics should be noticeably speedier as well, thanks to the switch to Intel Iris Plus Graphics. The MacBook Air can now drive a 6K display too, if you have a Pro Display XDR.

Apple also doubled the base level of storage to 256 GB, and you can increase that to 512 GB ($200), 1 TB ($400), or 2 TB ($800).

Minor enhancements include True Tone technology for more natural images on the 13-inch Retina display, “wide stereo sound” for the speakers, and support for Bluetooth 5.0.

As welcome as all these changes are, the best news is that Apple simultaneously dropped the MacBook Air’s price. The entry-level model now starts at $999, and it’s available to the education market for just $899.

iPad Pro

We were waiting for the Magic Keyboard to come to the MacBook Air, but we had no inkling that Apple was going to add a trackpad option to the iPad Pro. It will come in the form of the new Magic Keyboard, due in May, and will require iPadOS 13.4, slated for late March. Apple says it will be easy to use, with the pointer transforming to highlight user elements appropriately as the user moves their finger across the trackpad. What it won’t be is cheap, at $299 for the 11-inch model and $349 for the 12.9-inch model. (The second-generation Apple Pencil and an updated Smart Keyboard Folio remain available.)

The other unexpected change in the new iPad Pro is the addition of the new LiDAR Scanner. LiDAR (light detection and ranging) is a way of measuring distance with reflected laser light. It’s commonly used in self-driving cars, but Apple is instead using it to beef up the iPad Pro’s augmented reality (AR) capabilities. It offers existing ARKit apps instant AR placement, improved motion capture, and people occlusion. Apple also uses it to improve the Measure app. We can’t help but think Apple is testing the technology for future AR goggles.

Less surprising improvements include a new processor—Apple’s custom A12Z Bionic chip—and a dual-camera system that combines a 12-megapixel wide camera and a 10-megapixel ultra-wide camera that zooms out two times to capture a much wider field of view. The iPad Pro also now boasts five microphones for capturing audio and four speakers that automatically adjust to any orientation.

Pricing for the iPad Pro itself hasn’t changed. The 11-inch model starts at $799, with the 12.9-inch model at $999. Both come with 128 GB of flash storage, up from 64 GB in the previous models, and you can buy more storage: 256 GB (add $100), 512 GB ($300), or 1 TB ($500). Cellular connectivity costs an extra $150.

Mac mini

Last and indeed least, Apple announced that the standard configurations of the Mac mini now have twice as much storage as before. That means the $799 configuration comes with 256 GB and the $1099 configuration comes with 512 GB. 1 TB and 2TB configurations remain available, and there are no other changes.

(Featured image by Apple)

Social Media: Here’s some good news! Apple has introduced a new MacBook Air with a better keyboard and faster processor for $200 less. And there’s a new iPad Pro with trackpad support. Seriously! Check out the news at:

 

Preparing Your Organization for a Possible COVID-19 Quarantine

/in /by

As of this writing, the respiratory disease COVID-19 has caused nearly 3000 deaths and infected over 80,000 people worldwide. There are relatively few cases in North America currently, but that could increase significantly. For high-quality information about COVID-19, turn to the World Health Organization and the US Centers for Disease Control and Prevention.

For now, the Centers for Disease Control are recommending sensible precautions. They include regular hand washing or using alcohol-based hand sanitizer, covering coughs and sneezes (with your elbow), and staying home and avoiding public spaces if you’re feeling unwell. (These are smart things to do during flu season anyway, given that 10,000 people in the US have died of influenza already this season.)

What if local health officials were to declare a quarantine? Without lapsing into doomsday scenarios, it is always reasonable to make sure that you are personally ready for a natural disaster or other emergency. The Prepared has a detailed guide to help you prepare for a COVID-19 scare or quarantine.

We want to focus on how organizations—either those you run or work for—might prepare for a public health scare or possible quarantine, particularly in the context of your technology use. Here are our thoughts, and contact us if you want help with your preparedness plans.

Infection Prevention

If your organization has numerous employees or serves the public, put some thought into how you can reduce the chance of infection. That might include providing hand sanitizer dispensers, wiping down frequently touched surfaces with household cleaners, and a more frequent cleaning schedule for restrooms.

For an Apple-specific tip, try using or encouraging the use of Apple Pay to reduce the need to touch credit card terminals!

Also, it’s best to avoid shaking hands with customers and colleagues. Perhaps the Japanese custom of bowing will gain traction elsewhere in the world.

Internal Communications

In the event that public health officials discourage people from gathering, think about how your company will communicate internally with people working from home. Many organizations allow such flexibility now anyway, so it’s likely that yours has at least informal communication channels via phone and email, and chat systems like Slack.

Consider formalizing those channels if need be, and if your directory service doesn’t already contain this information, publish a list of phone numbers and email addresses so everyone can contact co-workers easily. If your organization relies on IP telephony, make sure everyone understands how to use softphones or can configure an office phone at home. If you have a switchboard, investigate how it can be operated remotely.

If your organization’s email system is usually available only from computers owned by the organization, make sure webmail access is enabled and that everyone understands how to access it. Similarly, it’s worth making sure everyone has email access from their phones.

Chat systems like Slack or Microsoft Teams can be effective ways for far-flung groups to communicate because they provide real-time communication segregated into topic- or group-specific channels. If you’re not already using such a system and would like to investigate adding it to your communications strategy, contact us for advice.

Remote Access to Organizational Services

For connectivity to office-based file servers and other systems, make sure everyone has access to your VPN and knows how to use it. (Don’t have a VPN, or virtual private network? Again, call us—a VPN is an essential way to provide remote access while ensuring security.)

Are there any specialized servers or services, such as an accounting system, that have security safeguards related to specific access points? Think about what additional access may need to be provided for an employee working from home.

Physical Environment

If most or all employees are working from home, what does that mean for your office? Do physical security systems or climate settings need to be adjusted? Do you want to set up video cameras or other remote monitoring hardware? Who’s going to water the plants? On a more serious note, if you have on-premises servers, make sure they can be administered entirely remotely, including power cycling.

It’s also worth determining who will have responsibility for the office in the event of problems, which could still occur even if no one is there. What if a water pipe in the building breaks, or there’s a burglary? Make sure it’s clear who will respond.

Business Functions

Think about the regularly scheduled aspects of running the business, with an eye toward those that might assume the presence of certain people. Can they run payroll, accounts receivable, and accounts payable remotely? Make sure that every key position has at least one backup, so if one person falls ill, the organization’s ability to function won’t be compromised.

If international travel is a significant part of your organization’s mission, you’re already figuring out how to compensate through videoconferencing and similar technologies. But if you regularly travel only within the country or your area, think about which trips are essential and which can be replaced using online conferencing tools.

Finally, consider how your clients and customers will react to the situation. It’s unfortunately likely that there will be less work taking place, so you may see decreased revenues, but certain organizations may see an increased workload. For instance, if the number of patients in hospitals skyrockets, those who support healthcare systems may struggle under the load alongside the doctors and nurses.

We certainly hope that all these preparations prove unnecessary, but they’re worthwhile regardless. Too many businesses have failed after a fire, hurricane, or earthquake renders an office uninhabitable, and such natural disasters are all too common. As the Boy Scout motto says, “Be prepared.”

(Featured image based on an original by Gerd Altmann from Pixabay)

Social Media: How would your organization react to a COVID-19 scare or quarantine? Here’s how you can use technology to respond to such an event.

Strategies for Moving from Mojave to Catalina

/in /by

For some Mac users, macOS 10.15 Catalina is no longer a choice. That’s because the new 16-inch MacBook Pro and the 2019 Mac Pro that Apple released late last year ship with Catalina installed and can’t run any previous version of macOS.

But for most people, it’s time to consider an upgrade to Catalina. Most backup software now works with Catalina’s bifurcated drive approach that puts the system on a separate, read-only volume from your data and apps. We’ve all had several months to come to terms with the fact that old 32-bit apps won’t even launch in Catalina. And Apple has shipped several updates that bring Catalina to version 10.15.3, addressing most of the complaints users had with the initial release.

If you are ready to try Catalina but still want to use 10.14 Mojave, we have some advice for how to make that happen. This could be the case for someone who has purchased a new Mac that does support Mojave but came with Catalina installed, for someone who wants to test Catalina while still using Mojave, or for someone who wants to move on to Catalina but has a 32-bit app that they aren’t ready to say good-bye to.

Downgrade from Catalina to Mojave on Some New Macs

Apple has started installing Catalina on new Macs other than the 16-inch MacBook Pro and 2019 Mac Pro, but since these older Macs can still run Mojave, it’s possible—if a bit tricky—to downgrade them to Mojave.

System engineer Armin Briegel has worked out a way of downgrading new Macs to Mojave. First, you create a Mojave Installer USB drive. To use that drive to boot a Mac with a T2 security chip, you must allow external booting from the Security Utility on the Recovery partition. Once you’ve booted from your Mojave Installer drive, use Disk Utility to erase the entire internal drive. Then install Mojave.

Use Virtualization to Keep 32-bit Apps Running

For some people, what’s keeping them on Mojave is a single 32-bit app that will never be updated in an appropriate fashion. Quicken 2007 falls into this category, as does the ScanSnap Manager app for the ScanSnap S1300, S1500, and S1500M scanners. Sure, you can get a current version of Quicken, but it may not do precisely what you want, and Fujitsu would be happy to sell you a new ScanSnap scanner that does come with 64-bit software, but then you’ll have to figure out what to do with your old scanner.

So if you’re ready to upgrade to Catalina in general but need to maintain access to one or two apps, one solution is virtualization software: either Parallels Desktop or VMware Fusion. Both apps let you run nearly any operating system—including older versions of macOS like Mojave—in a virtual machine. In essence, they fool the guest operating system, whether it’s Mojave or Windows, into thinking it’s running normally on a computer, when it’s actually running in a virtual environment.

These apps cost about $80, and while there’s a bit of work in setting them up (the screenshot below shows the option for installing Mojave in Parallels Desktop during setup), once you have them configured, it’s easy to run older apps alongside newer ones with little or no performance hit. This approach is also perfect for a 16-inch MacBook Pro or Mac Pro that can’t run Mojave in any other way.

Install Catalina and Mojave on Separate APFS Volumes and Switch Boot

Finally, there’s one other option that lets you switch back and forth between Mojave and Catalina, assuming your Mac supports Mojave. You can create an APFS volume on your internal drive and install another version of macOS on that. It’s easy, and Apple provides full instructions. The only problem with this approach is that you’ll have to restart to switch operating systems, whereas both are available simultaneously with the virtualization solution.

First, make sure you have at least one current backup of your Mac, since it’s foolhardy to adjust your drive structure without one. Next, in Disk Utility, select your internal drive, choose Edit > Add APFS Volume, and click Add. We recommend naming the drive such that it will be clear what’s on it.

Then boot into macOS Recovery and install the desired version of macOS on your new volume. The keys you hold down to get into Recovery determine which version of macOS you’ll get:

  • Command-R reinstalls the latest version of macOS that was installed on your Mac.
  • Command-Option-R upgrades to the latest version of macOS that’s compatible with your Mac.
  • Command-Shift-Option-R reinstalls the version of macOS that came with your Mac, or the closest version still available.

Choose Reinstall macOS from the macOS Utilities window and proceed from there.

Once the installation is complete, to switch from one version of macOS to another, open System Preferences > Startup Disk, choose the desired volume to boot from, and then click Restart. Or, press Option at startup and select the desired volume from the Startup Manager screen.

Needless to say, the decision about when and how to upgrade to Catalina isn’t a trivial one, so feel free to contact us to discuss your particular situation or to get help with any of the procedures that we’ve described in this article.

(Featured image by Apple)

Social Media: Considering upgrading to Catalina? Or maybe you have a new Mac that came with it already installed? Read on for strategies for downgrading to Mojave or running both Catalina and Mojave.

Use Guided Access to Let Kids and Others Use Your iPhone Temporarily

/in /by

Let’s get one thing straight. You know that you should never, ever share your iPhone or iPad passcode with anyone you don’t trust implicitly, like a spouse or adult child, right? That’s because, with your iOS passcode, someone could change your Apple ID password, and if you use iCloud for email, completely steal or otherwise abuse your online identity. (Scared? Good. If you’ve given anyone your passcode, go change it right now. We’ll wait.)

So if sharing your passcode is such a terrible idea, how do you let someone else use your iPhone or iPad temporarily? Perhaps you want to let your kid play a game in the car while you focus on tricky winter driving. Or maybe you time running races with an iPhone app and want someone to do the timing without giving them full access to your iPhone. Whatever the reason you want to give someone limited access to a single app in iOS 13, the solution is Guided Access.

Enabling and Configuring Guided Access

To turn Guided Access on, navigate to Settings > Accessibility > Guided Access (it’s near the bottom), and flick the switch. While you’re here, check out the remaining settings:

  • Passcode Settings: Create a passcode for getting out of Guided Access here (it can be different than your normal one), and choose whether you can use Touch ID or Face ID to exit as well.
  • Time Limits: You don’t set time limits here, but you can set audio and spoken warnings before the time runs out.
  • Accessibility Shortcut: Enable this if you also use triple-click for another Accessibility Shortcut like Magnifier.
  • Display Auto-Lock: Choose how long the device can be inactive before the screen turns off. If the Guided Access user wakes up the device, they’ll still be in Guided Access.

With those settings configured, switch to the desired app and triple-click the side or Home button, and if necessary, tap Guided Access in the Accessibility Shortcut list. You can do five things:

  • Set session-specific options: Tap Options in the lower-right corner to access various switches. If they’re disabled:
    • Side Button or Sleep/Wake Button: The user can’t put the device to sleep.
    • Volume Buttons: The user can’t change the volume.
    • Motion: The screen doesn’t change from the orientation (portrait or landscape) it was in when you started Guided Access.
    • Touch: The user can’t do anything with the screen at all—probably most appropriate for letting a young child watch a video.
    • Dictionary Lookup: Prevents word lookups in some apps.
  • Set time limits: At the bottom of the Options list, tap Time Limit and set an amount of time after which the device can’t be used until you enter the Guided Access passcode.
  • Disable specific areas on the screen: Draw circles around parts of the screen you want to make off-limits to the user. After making a circle, you can move it by dragging it, resize it by dragging any of its handles, or remove it by tapping its X button.
  • Start/Resume Guided Access: In the upper-right corner, tap Start. If you haven’t yet set a passcode, you’ll be prompted to do that.
  • Exit the setup screen: In the upper-left corner, tap End.

Using Guided Access

Once you tap Start, iOS tells you it’s entering Guided Access and lets you use the current app with the restrictions you’ve applied. If you decide that the restrictions aren’t right, triple-click the side or Home button to return to the setup screen. When you’re done, tap Resume in the upper-right corner.

To leave Guided Access, triple-click the side or Home button, enter the passcode, and in the setup screen, tap End in the upper-left corner.

That’s it! Once you understand the various limitations of Guided Access, you’ll be able to turn it on and off quickly whenever you need to let someone use your iPhone or iPad for a while.

(Featured image by mohamed Abdelgaffar from Pexels)

Social Media: Never, ever share your iPhone or iPad passcode with anyone who you don’t trust implicitly. Instead, you can give people limited access to a single app with Guided Access. Learn more here:

Don’t Succumb to iOS 13 Update Fatigue!

/in /by

Does it seem like that red badge on the Settings app indicating that there’s a new iOS 13 or iPadOS 13 update pops up at least once per week? You’re not imagining things—Apple has been frantically squashing bugs in its mobile operating systems since their release in mid-September.

If you haven’t yet upgraded from iOS 12, there’s no harm in waiting until the new year to see if things have settled down. (Well, no harm as long as you don’t receive a pair of Apple’s snazzy new AirPods Pro as a holiday gift, since they work only with devices running at least iOS 13.2, iPadOS 13.2, watchOS 6.1, tvOS 13.2, and macOS Catalina 10.15.1.)

That said, given Apple’s generally reliable record with major iOS updates, many people have upgraded to iOS 13. You shouldn’t feel bad if you have done so, either. Despite Apple’s flurry of bug fix updates, the overall user experience with iOS 13 has been generally acceptable.

Even if you haven’t noticed problems with iOS 13, it is important that you keep installing all these smaller updates, because they fix problems that could be serious. More important yet, if you do have trouble with your iPhone or iPad, and you’re not running the latest version of iOS or iPadOS, updating is the first fix to try.

To hammer home why you should stay up-to-date with iOS releases, here’s a brief timeline of Apple’s fixes so far:

  • iOS 13.0 (September 19): This was the initial release of iOS 13 for the iPhone, with oodles of new features… and lots of bugs. Apple promised iOS 13.1 and the first release of iPadOS 13.1 for September 29th, with additional features and bug fixes.
  • iOS 13.1 (September 24): After iOS 13.0 received scathing reviews in early iPhone 11 reviews, Apple moved the release date of iOS 13.1 up by five days. It added more features and addressed numerous bugs with Mail, Messages, Reminders, Notes, Apple ID sign-in, the Lock screen, and more.
  • iOS 13.1.1 (September 27): This quick Friday release the same week as iOS 13.1 fixed bugs that could prevent an iPhone from restoring from backup, cause batteries to drain too quickly, reduce Siri recognition accuracy, bog down Reminders syncing, and allow third-party keyboard apps to access the Internet without your permission.
  • iOS 13.1.2 (September 30): The next Monday brought iOS 13.1.2, which ensured that the progress bar for iCloud backups would disappear after a successful backup, addressed bugs that caused the Camera app and flashlight to fail, and improved the reliability of Bluetooth connections in some vehicles.
  • iOS 13.1.3 (October 15): After a two-week breather, this update addressed bugs that could prevent incoming calls from ringing, block meeting invites from opening in Mail, cause incorrect data in Health after daylight saving time changes, prevent apps and voice memos recordings from downloading after restoring from iCloud Backup, stop an Apple Watch from pairing successfully, and cause Bluetooth connection problems with vehicles (again) and hearing aids.
  • iOS 13.2 (October 28): With this update, Apple delivered additional promised features, including support for the HomePod, Siri privacy options, HomeKit Secure Video, new emoji, Deep Fusion in the iPhone 11 Camera app, and AirPods Pro support. It also fixed a bug with password autofill in third-party apps, resolved an issue that prevented swipe to go home from working on the iPhone X and later, eliminated a problem that caused saved notes to disappear temporarily, and ensured that manual iCloud backups completed successfully.
  • iOS 13.2.1 (October 30): As it turned out, iOS 13.2 could brick HomePods during installation or after a reset. This HomePod-exclusive update fixed that bug.
  • iOS 13.2.2 (November 7): This update stomped a big bug that could cause apps to quit unexpectedly in the background, potentially causing data loss and draining the battery more quickly. It also addressed two bugs that could cause an iPhone to lose cellular service.
  • iOS 13.2.3 (November 18): This release resolved one bug that could cause searches in Mail, Files, and Notes to fail and another that prevented photos, links, and other attachments from displaying in the Messages detail view. It also addressed problems that could prevent apps from downloading content in the background and prevent Mail from fetching new messages and including and quoting original content when replying.

With luck, you never ran into any of these bugs—they weren’t universal. But the problems were real, and they inconvenienced plenty of people. Just like with vaccinations, staying current with your iOS updates is the best way to keep the bugs at bay.

(Featured image modified slightly from an original by energepic.com from Pexels)

Social Media: Apple has been squashing bugs in iOS 13 and iPadOS 13 left and right, with numerous updates since their September release. If you’ve upgraded already, we recommend that you keep installing maintenance fixes as they come out.

New 16-inch MacBook Pro Sports a Redesigned Scissor-Switch Keyboard

/in /by

Responding to customer complaints and media mocking, Apple has introduced a new 16-inch MacBook Pro that features improves on its predecessor in several ways, most notably with a scissor-switch keyboard in place of the flaky butterfly-key keyboard. The 16-inch MacBook Pro replaces the previous 15-inch MacBook Pro at the top of Apple’s notebook line and starts at $2399. The 13-inch MacBook Pro and MacBook Air remain unchanged.

Apple also announced that the new Mac Pro (starting at $5999) and Apple Pro Display XDR (starting at $4999) will ship in December 2019—we’ll have more details once those are available.

New Keyboard Provides More Key Travel

Apple says the 16-inch MacBook Pro’s new Magic Keyboard features “a redesigned scissor mechanism and 1mm travel for a more satisfying key feel.” That’s a positive way to say that many people disliked typing on the previous keyboard’s butterfly mechanism. Plus, keys failed frequently, causing Apple to redesign the keyboard multiple times and offer a repair program for out-of-warranty devices.

Although the new 16-inch MacBook Pro still features a Touch Bar with a Touch ID sensor in place of the classic F-keys, another important keyboard enhancement is the return of the physical Escape key and the reinstatement of the traditional inverted-T layout for the arrow keys.

Initial reviews from pundits who received early access to the new MacBook Pro were positive, with several vocal critics of the previous keyboard saying the new one feels the way a keyboard should.

About That 16-inch Display… and Other Displays

You might expect the 16-inch MacBook Pro’s display to be its most notable feature, and it is legitimately bigger, with that 16-inch diagonal measurement and a slightly higher native resolution. That translates to a scaled default resolution of 1792-by-1120, up from 1680-by-1050, so the new MacBook Pro will show more content on the screen than the previous model. And it’s still gorgeous.

To drive that larger screen, the 16-inch MacBook Pro continues to offer both integrated (for better battery life) and discrete (for faster performance) graphics. On the latter side, you can choose from the AMD Radeon Pro 5300M with 4 GB of memory, or the Radeon Pro 5500M with either 4 GB or 8 GB of memory. Those graphics chips simultaneously support up to four 4K external displays or up to two 6K displays.

More Power, More RAM, More Storage

Apple claims the 16-inch MacBook Pro is up to 80% faster than the previous 15-inch MacBook Pro, thanks to new 9th-generation processors: the 6-core Intel Core i7 and the 8-core Intel Core i9.

16 GB of RAM is the base level, which is good, since we don’t recommend any less than that. For those who need a higher RAM ceiling, Apple offers 32 GB ($400) and 64 GB ($800) build-to-order options.

When it comes to SSD storage, the base level is 512 GB, but you can upgrade to 1 TB ($200), 2 TB ($600), 4 TB ($1200), or a whopping 8 TB ($2400).

Radically Better Audio

Apple clearly had audio professionals in mind while designing the 16-inch MacBook Pro. Along with the beefy processors, high RAM ceilings, and massive storage options, all of which will be popular with the audio crowd, the new notebook features significantly improved audio input and speakers.

For input, the MacBook Pro relies on a three-mic array with high signal-to-noise ratio and directional beamforming that Apple claims delivers a 40% reduction in hiss. Podcasters have praised the new mic array, though without suggesting that it competes with dedicated mics.

Equally compelling for anyone who listens to music is the new six-speaker, high-fidelity sound system. Its force-canceling woofers with dual opposed speaker drivers reduce unwanted and sound-distorting vibrations and enable the bass to go half an octave deeper than the previous model. There’s still a 3.5mm headphone jack too.

Slightly Larger Physical Package

Between the larger screen, the six-speaker sound system, and the 100-watt-hour battery that Apple says provides up to 11 hours of battery life, the company had to increase the size of the 16-inch MacBook Pro slightly compared to the previous 15-inch model.

It’s only about 8mm wider and 5mm deeper, which likely won’t be noticeable. However, it also weighs 4.3 pounds (1.95 kg), which is noticeably more than the 4.02 (1.82 kg) pounds of the previous model.

802.11ac Wi-Fi and Bluetooth 5.0 remain standard for wireless connectivity, and the 16-inch MacBook Pro continues to offer four Thunderbolt 3.0 ports for charging and connectivity. You’ll still need a collection of dongles for connecting to USB-A peripherals, HDMI and DisplayPort monitors, Ethernet networks, and so on.

Price and Availability

You can buy the 16-inch MacBook Pro now, in either silver or space gray. The base model starts at $2399 with 16 GB of RAM, 512 GB of storage, a 6-core Intel Core i7 processor, and the AMD Radeon 5300M graphics chip. That’s a totally legit Mac, but if you need more power and can pay for it, a maxed-out configuration with 64 GB of RAM and an 8 TB SSD  would set you back $6099.

Note that the 16-inch MacBook Pro ships with macOS 10.15 Catalina and almost certainly cannot be downgraded to 10.14 Mojave.

Frankly, this new MacBook Pro is a solid upgrade, particularly for those who have been delaying due to the problems with the butterfly keyboard. The only real problem is that the smaller, lighter, and less expensive 13-inch MacBook Pro and MacBook Air are still saddled with that keyboard. We hope 2020 will bring the redesigned scissor-switch keyboard to those models as well.

(Featured image by Apple)