IntroductionWelcome| 00:04 |
Welcome to Mac OS X Mountain Lion, Tips
and Tricks.
| | 00:07 |
I'm Chris Breen.
In my Mac OS X Mountain Lion essential
| | 00:09 |
training course, I show you the basics and
a bit more about the workings and features
| | 00:13 |
of Apple's Operating System.
But there's so much more and a lot of it
| | 00:18 |
not entirely obvious.
And because there is more, more is what I
| | 00:22 |
have in mind with this course.
We dive deep into mail, going beyond
| | 00:26 |
simply composing and sending messages, to
tackle filtering your email with mails rules.
| | 00:31 |
Techniques for dealing with junk mail.
Importing and exporting message archives,
| | 00:35 |
and recommendations for some mail add-ons
that you'll find helpful.
| | 00:40 |
Calendar also gets an in-depth treatment.
We look at invitations, timezone support,
| | 00:44 |
calendar delegation, and how to share and
import events.
| | 00:48 |
Keeping your Contacts in order is vital,
and I help you do that by showing you how
| | 00:51 |
to synchronize your contacts.
With Google and Yahoo as well as reveal
| | 00:56 |
hidden tricks of Contacts Headings.
When discussing hidden system preference
| | 01:00 |
features, I show you how to disable the
Caps Lock key.
| | 01:03 |
Copy files via Bluetooth, make the most of
group accounts, and for those without an
| | 01:07 |
optical media drive, use Mountain Lion's
remote disc feature.
| | 01:11 |
And if your Mac isn't working as you
believe it should, I've got some great
| | 01:14 |
troubleshooting tips for you.
All of that in Mac OS X Mountain Lion Tips
| | 01:18 |
and Tricks.
Let's get started.
| | 01:21 |
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|
|
1. Mail TipsCreating smarter Smart Mailboxes| 00:00 |
The Mac OS supports a variety of smart
features and I use Smart in quotes.
| | 00:05 |
What defines a smart item is the ability
to create lists or play lists or searches
| | 00:09 |
by defining a number of conditions which
produces results that match those conditions.
| | 00:15 |
For example in iTunes I might create a
smart playlist by looking for soul songs
| | 00:19 |
that were recorded say between 1970 and
1990.
| | 00:23 |
And they're under four minutes long.
Apple's Mail application has its own smart
| | 00:28 |
features called smart Mailboxes, and I'm
going to show you how to create some that
| | 00:31 |
you'll find helpful.
So first we'll start by launching mail.
| | 00:38 |
And I will click on the Show button so we
can see the Mailboxes panel.
| | 00:43 |
Now there are two ways to create smart
mailboxes.
| | 00:45 |
One is I can go to the Mailbox menu and
choose New smart mailbox or I can click on
| | 00:50 |
the plus button down at the bottom left of
this window and choose new smart mailbox
| | 00:54 |
I'l l o that here.
When the sheet comes down you first want
| | 01:00 |
to name it and I'm going to name this one
Apple and you'll see why in just a second.
| | 01:05 |
And then I have to create condition, this
is a rule that must be matched in order
| | 01:08 |
for message to appear within this mailbox.
So, let's say from, contains, and we'll
| | 01:15 |
say Apple.
Now if I want, I can also include messages
| | 01:21 |
from the trash and messages that I've
sent.
| | 01:24 |
In this case, let's keep it simple and
I'll just leave it as apple, without those
| | 01:27 |
option checked.
Now, I click on OK.
| | 01:31 |
And now I have a new apple smart mailbox,
which you could see under the smart
| | 01:34 |
mailboxes heading.
So what's in here?
| | 01:37 |
Well, as I scroll down here through the
list, you see that there are lots and lots
| | 01:40 |
of messages from Apple.
And this can include things about changing
| | 01:47 |
my Apple ID, verification processes and
advertising.
| | 01:55 |
Now, that's great if I want to see just
messages from Apple.
| | 01:57 |
But I'd like to refine that a little bit
so I can see things from Apple that also
| | 02:01 |
have to do with my iCloud account.
And I can do that be creating another condition.
| | 02:06 |
So I'll double click on the smart mailbox
to show that sheet again.
| | 02:10 |
I'll click on plus to add another
condition.
| | 02:14 |
I'll choose from Again.
And this time it also has to contain iCloud.
| | 02:22 |
Now at the top of this sheet i have a
couple of options.
| | 02:24 |
The first is all and the other is any.
And what this means is that if you choose
| | 02:32 |
any, only one of these conditions must be
met in order for a message to appear in
| | 02:35 |
the mailbox.
If you choose all, every condition that
| | 02:40 |
you've added must be met and then the
message will appear in whatever the smart
| | 02:45 |
mailbox is.
So now I'll click on OK again and I see
| | 02:50 |
this list is shorter.
And it's shorter because, as you see, not
| | 02:57 |
only does the From field contain Apple but
also iCloud.
| | 03:04 |
And that's true for each one of these
messages.
| | 03:08 |
So how is this helpful?
Well, you may not want to filter all of
| | 03:11 |
your messages from Apple.
However, if you get email from your
| | 03:14 |
company and your company has an email
domain, this is a quick way to see just
| | 03:17 |
those messages that have come from your
company.
| | 03:22 |
Now one thing to note here is that
messages like these have not been moved
| | 03:26 |
from the inbox.
So if I click on my Inbox, I see that I
| | 03:30 |
still have these messages.
It's just that when I create a smart
| | 03:34 |
mailbox, I now have a list of those
messages that match that condition, but
| | 03:38 |
they haven't been moved from the inbox.
One great thing to note about smart
| | 03:43 |
mailboxes is that they're dynamic.
And that means that they'll be updated
| | 03:47 |
with any future messages you receive that
meet those conditions So in this case it's
| | 03:51 |
Apple sense to be another message that
contains iCloud in the from address.
| | 03:57 |
That message will appear in the smart
mailbox.
| | 04:00 |
Now that's great if you want to create a
smart mailbox that includes just a single domain.
| | 04:04 |
But what if you want one that includes all
your business contacts, or your bowling
| | 04:07 |
team pals, or your bee keeping buddies for
example.
| | 04:11 |
All of whom send mail from different
domains.
| | 04:13 |
In this case you'll need help of the
contacts applications.
| | 04:17 |
So I'll fire up contacts and here are my
contacts.
| | 04:23 |
What I'm going to do in this case is
create a new group and I do that by going
| | 04:26 |
to the file menu and choosing new group.
I'm going to call this Beekeepers.
| | 04:38 |
Click on All Contacts and I'm going to
find my Beekeeping buddies.
| | 04:42 |
Maria is one, so I'll drag her into
Beekeepers, and Peter is as well.
| | 04:55 |
So now I can close out contacts.
And let's create a new smart mailbox.
| | 05:05 |
We'll call it, Beekeepers.
This case, I'm going to chose, sender is
| | 05:11 |
member of group.
And here are my groups and Beekeepers is
| | 05:16 |
the one I want.
Click OK and here's my Beekeeper's group
| | 05:20 |
and you'll see that those people that I
added to that group within contacts appear
| | 05:24 |
within this smart mailbox.
Again, they haven't been moved out of the
| | 05:29 |
inbox, but I now have a list that has just
those people in that smart mailbox.
| | 05:34 |
Again, this mailbox too is dynamically
updated.
| | 05:40 |
One more.
Go back to inbox, click on plus, and we'll
| | 05:43 |
create a new smart mailbox.
We'll call this one old messages.
| | 05:47 |
And the first condition is going to read
date received.
| | 05:58 |
Is not in the last 365 days.
And I click OK.
| | 06:07 |
Now, if you scan through the dates of
these messages, you'll see that these are
| | 06:12 |
over a year old.
So what good does this do you?
| | 06:21 |
It's likely that you don't really need
this mail any longer, at least not to the
| | 06:25 |
point where you need it clogging up your
inbox, so let's archive it.
| | 06:30 |
To do that I'm going to control click on
this old messages mailbox And I'm going to
| | 06:35 |
choose export mailbox.
I'll save it to the desktop so you can see
| | 06:43 |
where this happens and click on choose.
And here's an archive of all these old messages.
| | 06:51 |
At this point I can then select all these
messages and I can delete them.
| | 06:57 |
I can do that just by clicking on the
Trash button.
| | 07:04 |
And here they are in the trash.
Now, in this case, I would delete them
| | 07:07 |
again, and then they would really, really
be out of mail, and gone.
| | 07:11 |
I won't do that now,because I may need
these messages later for further demonstration.
| | 07:16 |
Now if you later need these messages, you
can import them into mail or into another
| | 07:20 |
mail client.
For the time being I'll delete that
| | 07:25 |
Archive and I'll select these Messages and
I'll put them back into my Inbox and Close Mail.
| | 07:38 |
There are a lot of ways you can take
advantages of smart mailboxes to help
| | 07:40 |
clean up your email.
I encourage you to take a long look at the
| | 07:44 |
condition options avaliable to you.
| | 07:46 |
| | Collapse this transcript |
| The ins and outs of Mail signatures| 00:01 |
Unlike with paper based mail, with e-mail
you needn't manually fix your name to
| | 00:05 |
every message you send.
Instead, you can ask your e-mail client,
| | 00:09 |
which in this case would be Apple's Mail,
to do it for you.
| | 00:13 |
In this movie, we'll look at how you can
create and manage signatures.
| | 00:17 |
First thing you have to do of course is
launch Mail.
| | 00:19 |
You then go into the Mail menu, select
Preferences, and then click on Signatures.
| | 00:26 |
Along the left side, you're going to see
any e-mail accounts that you've set up
| | 00:32 |
with Mail.
In this case I have my iCloud account, and
| | 00:36 |
I have a Gmail account.
And then, if you have multiple signatures
| | 00:40 |
above that, you will see all signatures.
And this will include any signature
| | 00:44 |
received created, regardless of which
account they belong to.
| | 00:47 |
So now, I'd like to create a signature,
so, to do that, I click on the Plus button.
| | 00:52 |
And when I do that, by default, Mail is
going to look at my first account which in
| | 00:56 |
this case is my iCloud account.
It will grab my name, plus the e-mail
| | 01:01 |
account associated with that iCloud
account.
| | 01:05 |
It automatically assigns that signature
name, which is signature followed by a
| | 01:09 |
number, and you can give it a more
descriptive name, so I will call this My
| | 01:13 |
iCloud Sync.
Now you can have more information, in your
| | 01:17 |
signature, than simply your name and your
e-mail address.
| | 01:20 |
For example, you put your phone number and
you can put a street address.
| | 01:29 |
As well as your website address or pretty
much, anything you'd like.
| | 01:39 |
You can also style this text if you want
to.
| | 01:41 |
So I'll select the text, go to format, and
choose fonts.
| | 01:45 |
Let's grab a different font, we'll change
the font size.
| | 01:51 |
And I can even change the color if I want
to.
| | 01:56 |
So make that kind of a blue color.
If I wanted to, I could go back to the
| | 02:00 |
format menu and I could change the
alignment so I could align it right and
| | 02:04 |
put that back to left.
I'll close these guys out.
| | 02:09 |
And you can put images in your signature
as well.
| | 02:12 |
I'll show you how to do that.
So I've got this folder that has images in
| | 02:17 |
it, I'll open that.
And I've got this smiley picture.
| | 02:22 |
I just drag it up into my signature.
And there it is.
| | 02:28 |
Now, when I create a message and apply
this signature, not only will that
| | 02:31 |
information appear in it's formatted 4,
but that smiley will appear as well.
| | 02:35 |
Now, if I don't want to deal with all this
formatting, I want it to look a little
| | 02:38 |
more business like.
I would instead select, always match my
| | 02:43 |
default message font.
Which in this case, is Helvetica 12.
| | 02:48 |
Now, I've got my signature in all
signatures, but you notice that my iCloud
| | 02:51 |
account and Google account still have no
associated signatures.
| | 02:55 |
In order to associate a signature just
click on it and drag it into that account.
| | 03:00 |
And now you see my iCloud account has that
associated signature.
| | 03:05 |
Now at this point you can choose to make a
signature your default.
| | 03:08 |
And I'll show you how that works.
So I'll click on plus and we'll call this
| | 03:13 |
the boring sig and because I created it
with my icloud account selected it created
| | 03:18 |
it directly within that icloud account.
Now if I wanted to move it, I could put it
| | 03:24 |
into my Google account, and there it
remains.
| | 03:27 |
It's also part of my iCloud account, so
you can see I can try to drag out of
| | 03:31 |
Google, but it's still in Google and it's
also part of my iCloud account.
| | 03:36 |
Now I can choose my default signature.
If I click on choose signature, I see the
| | 03:40 |
signatures that I've created.
My iCloud sig and my boring sig, or I can
| | 03:45 |
have a signature at random, or in
sequential order.
| | 03:51 |
I'm going to choose my iCloud sig.
Now I'll close that out and I'll create a
| | 03:55 |
new message.
And there's my signature because that's
| | 03:59 |
the one I assigned by default.
And notice the little graphic image came
| | 04:04 |
in as well.
Now if I choose not to use that signature,
| | 04:07 |
I don't have to go back to the Signature's
preference.
| | 04:10 |
Instead, here within Signature, I can
choose my other signature.
| | 04:15 |
And there's my boring sig.
I'm not going to send this email, so I
| | 04:18 |
will close out that window, and I will
save it.
| | 04:21 |
Before we leave signatures, I want to show
you one tip that seems a little silly, but
| | 04:25 |
actually can be quite helpful.
Back to Preferences, and here we are in Signatures.
| | 04:30 |
I'm going to create a new signature.
I'm going to delete the text that's
| | 04:35 |
already there and I'm going to enter this
simple text.
| | 04:41 |
And I'm going to call it iPhone.
There will be times when you can't take
| | 04:51 |
the time to compose a long reply to
someone.
| | 04:54 |
Now in such cases, if you create a
signature that reads simply, sent from my
| | 04:58 |
iPhone, no one will expect you to create a
novel length e-mail replay, and they might
| | 05:02 |
also accept some misspellings.
Sure, it's a lie, but it's one I bet that
| | 05:08 |
you'll resort to if you're in a hurry.
(BLANK_AUDIO)
| | 05:14 |
| | Collapse this transcript |
| Archiving your old email| 00:01 |
As I mentioned when talking about creating
Smart mailboxes, very few of us need to
| | 00:05 |
have immediate access to ancient e-mail.
One way people have of dealing with this
| | 00:09 |
accumulation is simply to delete it once
they've finished reading their email, but
| | 00:13 |
that's not always a good idea.
Particularly, when you're dealing with
| | 00:17 |
business correspondence and that e-mail
provides a record of your work.
| | 00:21 |
That doesn't mean, however, that you have
to let your inbox pile up tens of
| | 00:24 |
thousands of messages, doing so can not
only make it more difficult to find the
| | 00:27 |
email you're interested in, but it can
badly slow down your mail.
| | 00:32 |
Instead, make an archive of your email,
store it somewhere else and then delete
| | 00:37 |
the stuff you've archived.
Let's walk through that now.
| | 00:41 |
Once again, we'll go back to Mail, I'll
click on Show so that we can see the
| | 00:46 |
mailboxes, and here's a folder that
contains my Apple mail.
| | 00:51 |
To archive this, I can simply go to the
Mailbox menu and choose Export Mailbox, or
| | 00:57 |
I can Ctrl+Click or right-click on it and
choose Export Mailbox.
| | 01:05 |
When I do that, I'm prompted for a
destination, I'm going to choose my
| | 01:09 |
desktop, and there's my Apple.mbox.
This includes all the email plus its
| | 01:15 |
attachments in one archive.
Inbox is a universal email storage
| | 01:20 |
standard that's used by most major email
clients.
| | 01:24 |
The advantage of Inbox is that you can
export email from one client and add it to another.
| | 01:29 |
Now, before I show you how to do that,
let's get rid of this email.
| | 01:32 |
To do that, I'll right click on the Apple
Mailbox, and I'll choose Delete Mailbox,
| | 01:37 |
I'll Confirm it, and that mail is now
gone.
| | 01:42 |
Now, let's import this inbox file into
another email client.
| | 01:46 |
Just so happens that I have a copy of
Mozilla Thunderbird, which is a free email
| | 01:50 |
client and the first thing I'm going to do
is chose Tools, and then I'll click on Import.
| | 01:58 |
I'll select Mail, and then I click on
Next.
| | 02:00 |
I'll leave Apple mail selected and then
click on Next again.
| | 02:03 |
It tells me that nothing was imported and
that's fine, all I'm doing is setting up
| | 02:07 |
some kind of email account.
Now, what I want to do is import that
| | 02:12 |
inbox file, but Thunderbird doesn't do it
natively.
| | 02:15 |
So how do we make it work?
I'll show you.
| | 02:17 |
Go to Tools, click on Add-ons, and we're
going to search for an add-on that will
| | 02:22 |
import inbox files.
So in the Search field, I enter mbox.
| | 02:28 |
Press Return, and I find the
ImportExportTools plugin.
| | 02:34 |
I'll click to install that.
It downloads, and now I have to restart
| | 02:37 |
Thunderbird in order for this to work.
So I'll restart now.
| | 02:44 |
Close out the Add-on manager.
Go back to Tools, and now I see that I
| | 02:49 |
have an ImportExportTools menu.
And you see here that there's an import
| | 02:55 |
inbox file command, but it's grayed out.
So how do I make that work?
| | 02:59 |
Well, I just go to my Apple Mail Import
folder, now I go to Tools, now I choose
| | 03:04 |
ImportExportTools, and you see that
there's now the Import mbox file command.
| | 03:11 |
I choose that and I'm going to leave this
option Import directly one or more mbox
| | 03:16 |
files and click on OK.
I'm asked to navigate to it.
| | 03:21 |
Go to the desktop.
I select the Apple.mbox file, select mbox,
| | 03:26 |
and then click Open.
Now, a little triangle appears next to my
| | 03:31 |
Apple Mail Import.
I select it, here's mbox and here are all
| | 03:35 |
my Apple emails.
All I have to do to read one is simply,
| | 03:43 |
click on it, and I'll quit Thunderbird.
This not only shows you that the mbox
| | 03:49 |
format really does work across
applications but it also hints that you
| | 03:52 |
can use one email client for retrieving
and reading your mail, Apple's mail in
| | 03:55 |
this case.
You can also use a different program,
| | 03:59 |
Thunderbird in this example, to browse all
the email archives.
| | 04:04 |
This helps you from cluttering up,
possibly slowing down a single email
| | 04:07 |
client by repopulating it with old email.
Now, speaking of repopulating, you're
| | 04:12 |
probably wondering how to import an mbox
file into mail.
| | 04:16 |
Well, that's really simple.
Go to file, choose Import Mailboxes,
| | 04:20 |
select Files in mbox format, click on
Continue, navigate to your mbox folder,
| | 04:26 |
click Choose and it's done.
And it tells you that it's now in a folder
| | 04:34 |
called Import, which appears under the ON
MY MAC heading.
| | 04:40 |
And sure enough, here it is, here are the
mbox messages and here are my messages
| | 04:47 |
from Apple.
And that's the word on exporting and
| | 04:51 |
importing email archives.
| | 04:53 |
| | Collapse this transcript |
| All about Mail filtering| 00:00 |
For those of you who still receive paper
mail, I'm going to assume that you'd
| | 00:03 |
appreciate it if your mail carrier sorted
through you mail in such a way that the
| | 00:06 |
most important stuff was right there in
front of you.
| | 00:10 |
So, this would be like envelopes stuffed
with money and...
| | 00:13 |
Testimonials raving about your
wonderfulness.
| | 00:16 |
And the less enticing e-mail.
We're talking about the flyers from the
| | 00:19 |
local thingamajig emporium, well, may be
reduced to ashes and scattered somewhere
| | 00:23 |
in the back of the mailbox.
Now unless you tip your mail carrier very
| | 00:27 |
heavily during the holidays, this just
isn't going to happen.
| | 00:32 |
But, you can do something very much like
it with the assistance of e-mail rules,
| | 00:35 |
sometimes known as filters.
Put the proper rules in place, and you can
| | 00:40 |
cut way down on inbox clutter.
So to create a rule, of course, we have to
| | 00:44 |
launch mail, so we'll do that now.
And we must go into mail's preferences.
| | 00:51 |
And select, the Rules tab.
Now by default, there's a single rule in
| | 00:59 |
here, called News from Apple but it's not
active.
| | 01:03 |
What's this does, is it grabs your Apple
Mail and it will put it somewhere, where
| | 01:06 |
you can find it later.
We are going to add our own rule, by
| | 01:08 |
clicking on Add Rule and you'll see that
there are 3 areas, within the rule sheet.
| | 01:13 |
The first is description and this is where
you name it.
| | 01:17 |
The second is the conditions area.
These are little conditions that you
| | 01:21 |
create, that an email message must meet in
order for an action to take place on it.
| | 01:27 |
And the action area is here.
So, once an e-mail message comes in, it
| | 01:30 |
meets a condition above, then this action
takes place.
| | 01:34 |
So, let's go ahead and create a rule.
I'll call this one The Boss.
| | 01:40 |
And my single condition will be if From
contains, and let's say my boss's last
| | 01:49 |
name is Philblatt.
I'm going to do something with that
| | 01:55 |
message and what I will do is I'm going to
set color of the message, of its text to
| | 01:59 |
red because I really want it to stand out
when I receive a message from the boss.
| | 02:06 |
I click OK and mail will ask me if I want
to apply this rule to my existing mail, I
| | 02:11 |
want that to happen and I'll click on
Apply.
| | 02:16 |
Let's move the mail window out of the way.
And look, here is a red message and sure
| | 02:22 |
enough it's from the Boss, Peter
Philblatt.
| | 02:26 |
Now the beauty of this is not only will
this take care of messages in my inbox
| | 02:30 |
currently, but any messages that I receive
in the future will be affected by this rule.
| | 02:36 |
And if I get a message from the boss it
will be colored red.
| | 02:39 |
Now you don't have to have just one
condition and one action, you can have
| | 02:42 |
multiple conditions and you can have
multiple actions.
| | 02:45 |
So let's make multiple actions for this
one in case that red color just isn't
| | 02:49 |
enough to put me on my toes.
So, I double click on that rule.
| | 02:55 |
I'll add another action.
So not only do I want it to be red, but I
| | 02:59 |
also want a sound plate.
And let's say we'll have it be, Sosumi.
| | 03:09 |
And let's add one more action and this one
will be, Bounce icon in the doc.
| | 03:18 |
So, when I receive a message from the
boss, it will be colored red, a sound will
| | 03:22 |
play, and the mail icon will bounce in the
dock.
| | 03:26 |
And that should get my attention.
Okay, again, do I wish to apply?
| | 03:30 |
Sure, let's see what happens.
And there it is.
| | 03:35 |
There's that bouncing.com, indicating that
I've received mail from the boss.
| | 03:40 |
I didn't hear the sound because I need to
receive new mail for that sound to play.
| | 03:45 |
As I mentioned, you can add multiple
conditions to a message as well.
| | 03:47 |
For example, suppose that there's people
in, let's say, the marketing division of
| | 03:52 |
your company who don't realize that
banging on the Reply All button to every,
| | 03:56 |
hey, welcome to the company Jojo, is rude
and it's a waste of everybody's time.
| | 04:02 |
Well, you can filter out these message is
pretty easily by creating multiple conditions.
| | 04:09 |
So the first thing I'm going to do is
create a new mailbox.
| | 04:12 |
So I'll click on the Plus button.
Choose new mailbox.
| | 04:16 |
It will be on my Mac, and I'll call it
reply all spam, and press okay.
| | 04:23 |
So now I have a new mailbox called reply
all spam.
| | 04:27 |
Let's add a rule, we'll call it reply all.
And my first condition is going to be
| | 04:38 |
from, just like we did in the past.
So, from contains, and here, I'm going to
| | 04:42 |
enter the domain for the offending
division of my company that doesn't seem
| | 04:46 |
to get the whole idea of when and when not
to use reply all.
| | 04:52 |
So we'll call this marketingbigco.com.
Now that's good.
| | 04:59 |
But I don't want to filter everything from
this division because every so often I may
| | 05:03 |
get a reasonable e-mail from them.
So what do I do?
| | 05:06 |
I'm going to add another condition.
This time I'm going to choose To, Does Not
| | 05:15 |
Contain, and then I'll put in my alleged
e-mail address and we'll say that's going
| | 05:23 |
to be me@bigco.com.
Now in order for this to work I have to
| | 05:30 |
change this, Any.
To all and that means both conditions must
| | 05:35 |
be true in order for the action to take
place.
| | 05:41 |
If I choose any, either one of these can
be true and then the action will take place.
| | 05:45 |
And that wouldn't work for me.
For example, if I received a message that
| | 05:49 |
wasn't addressed to me at bigcode.com but
still came into my inbox It would
| | 05:53 |
automatically be taken care of by the
action I'm about to add.
| | 05:58 |
So what I really need is for both of these
things to be true, so I click on all.
| | 06:03 |
So what am I going to do with it?
Well, I'm going to move that message.
| | 06:07 |
And I'm going to move it to my reply all
spam folder.
| | 06:11 |
So, when a message from this division
comes that does not include my address,
| | 06:16 |
off it goes into the reply all spam
folder.
| | 06:20 |
Click on okay.
It will ask me to apply, that's fine.
| | 06:26 |
I don't have any messages that are
going to meet this rule, but that's fine.
| | 06:30 |
Then later on, at my convenience, I can
browse through the reply all spam folder
| | 06:33 |
and see if there's something there that
really is worthwhile.
| | 06:38 |
You can also use rules to create a
whitelist.
| | 06:40 |
And this would perform an action on
messages sent by people who aren't in your
| | 06:43 |
list of contacts, and it's pretty easily
done.
| | 06:46 |
Let's move this over.
I'm going to create another mailbox.
| | 06:51 |
So, again, it would be on my Mac and I'll
call it Whitelist.
| | 06:59 |
Choose OK and add a rule.
Call that whitelist.
| | 07:10 |
This too will be all.
The first condition is going to read
| | 07:15 |
sender is not in my contacts.
So this is somebody I may not know.
| | 07:21 |
Click on Plus again.
Also sender is not in my previous recipients.
| | 07:30 |
So when I send a message to somebody from
mail, that address is added to a previous
| | 07:35 |
recipient's list.
So it's possible for me to be
| | 07:39 |
corresponding with somebody whose not in
my contacts but mail is still aware of.
| | 07:43 |
So by adding sender is not in my previous
recipients.
| | 07:47 |
I've pretty much filtered out any.
Anybody that mail isn't aware of.
| | 07:51 |
And just like with my reply-all stand
rule, I'm going to move the message.
| | 07:55 |
But this time, I'll add it to my
whitelist.
| | 08:00 |
Click on OK, click on Apply, and let's see
what happens.
| | 08:08 |
Here's my White List folder.
And look apparently, iTunes is not in my
| | 08:12 |
list of contacts, is not somebody I've
contacted recently.
| | 08:18 |
Nor is one of my accounts in there.
So because there not in contacts, and not
| | 08:22 |
in previous recipients off they go into my
white list folder.
| | 08:27 |
There's several other ways to filter
messages.
| | 08:29 |
For example, by the contents message.
That could be helpful in filtering words
| | 08:33 |
like Viagra, for example.
And if somebody appearing in your VIP mail
| | 08:37 |
box isn't notice enough.
You can add additional alerts whenever a
| | 08:41 |
VIP sends you a message.
The point is, if you find that spend a lot
| | 08:45 |
of time mucking around in your inbox,
creating rules that automatically move
| | 08:49 |
your mail to specific folders can be a
real timesaver.
| | 08:54 |
And that's our first look at rules.
| | 08:59 |
| | Collapse this transcript |
| Advanced Mail filtering| 00:01 |
I covered the ins and outs of mail rules
and filtering in a previous movie, but I
| | 00:04 |
wanted to call special attention to this
trick, as it can be really helpful for
| | 00:07 |
hard to filter e-mail.
Here's the gist.
| | 00:11 |
Try as you might, you can't seem to filter
out certain kinds of e-mail because the
| | 00:15 |
obvious elements change, for example, a
sender's e-mail address.
| | 00:20 |
I'm going to show you how to dig deep into
messages to find information that can
| | 00:23 |
better identify messages.
To begin with, we have to use mail of
| | 00:27 |
course and I'll go down into the dock.
And here's mail.
| | 00:30 |
Then I'll select a message that I want to
use, and let's say, something easy like
| | 00:35 |
this iTunes message.
Now I'll go into the view menu and I will
| | 00:40 |
choose Message, and then All Headers.
when I do this a long string of what
| | 00:45 |
appears to be globbity goop appears above
the message body.
| | 00:50 |
This is the message header and is normally
hidden from view.
| | 00:54 |
Using the message header information, you
can learn something of the path the
| | 00:57 |
message has taken to reach you by
following the trail of IP addresses as
| | 01:00 |
well as examine the message's content
type.
| | 01:04 |
So what?
Well, you can use some of this information
| | 01:08 |
to construct a rule.
And here's how you do it.
| | 01:12 |
If you look at the message, you see there
are various entries here.
| | 01:14 |
For example, we have return path here.
Receive from message ID.
| | 01:18 |
Mime version, X Broadcast ID.
These are all message headers.
| | 01:22 |
Now, we'll look for an element that
identifies all of these kinds of messages.
| | 01:27 |
I'm going to look in the received header.
And here's an entry, Bulk In, that's what
| | 01:35 |
I'm going to use.
So, the first thing I'll do is click on
| | 01:39 |
the Plus button and create a new mailbox.
I'll leave it on my Mac and I'll called it
| | 01:45 |
Bulk in.
I'll then create a new mail rule..
| | 01:50 |
So, back to mail preferences Rules and add
rule.
| | 01:58 |
I'll call the rule bulk in.
And from the first condition pop-up menu,
| | 02:04 |
I'll choose edit header list, which is at
the very bottom.
| | 02:11 |
And I'll click on the plus button.
And I'll enter a new header.
| | 02:17 |
I'm going to be looking for information
from the received header, so that is what
| | 02:24 |
I'll enter.
And okay.
| | 02:31 |
So now I have to go back to the first
condition, and notice that Received is now
| | 02:35 |
in my list of conditions.
I select that, and I'll configure this to
| | 02:42 |
read, Recieved contains, Bulk in.
Move message to, and here's my Bulk in folder.
| | 02:53 |
Choose OK and click on Apply.
Close that window and let's see what happens.
| | 02:59 |
Well, my iTunes messages have disappeared
and there appear to be 18 unread messages
| | 03:04 |
in the Bulk In Folder.
I select that and sure enough here are all
| | 03:09 |
the Apple messages.
That contain Bulk In in the message header.
| | 03:15 |
And this is exactly the point.
If you find that you can't create a rule
| | 03:19 |
for something dig into the message
headers.
| | 03:21 |
There's a very good chance that you'll
find something in there to create an
| | 03:24 |
effective rule.
| | 03:25 |
| | Collapse this transcript |
| Rebuilding your mailboxes| 00:00 |
There may be times when you look in mail
and you suspect the messages are missing
| | 00:04 |
or the messages you have were kind of
screwed in some way.
| | 00:08 |
Their text is locked up or elements seem
to be missing.
| | 00:11 |
In such cases, you may need to re-build or
re-index your e-mail.
| | 00:15 |
So, let's look at rebuilding.
We'll do that by watch mail, and to do
| | 00:19 |
this I simply select Mailbox.
I'll choose my iCloud account, and then I
| | 00:25 |
go to the Mailbox menu and I choose
Rebuild.
| | 00:30 |
If you're using an IMAP account,
everything in that mailbox will disappear,
| | 00:38 |
but don't fear.
That's the expected behavior.
| | 00:44 |
Mail is deleting the messages in the
mailbox and downloading fresh copies from
| | 00:47 |
the server.
Depending on how many messages the mailbox
| | 00:50 |
holds, it can take awhile to download this
stuff.
| | 00:53 |
Now, most of the time you won't see a
warning about rebuilding.
| | 00:56 |
You would just find that your mailbox is
messed up.
| | 00:59 |
You may however be told that a
dysfunctional mailbox needs to be
| | 01:03 |
re-indexed, so how do you do that?
Simple enough, just quit mail.
| | 01:07 |
Hold down the Option key and then click on
the Go menu and choose Library.
| | 01:15 |
Now, in the Library folder, we're going to
navigate to the Mail folder.
| | 01:21 |
Choose V2.
And then, choose Mail Data.
| | 01:24 |
What we want to do now is delete any file
that begins with Envelope.
| | 01:30 |
And we have three here.
So, I select these three, and I'll drag
| | 01:35 |
them to the trash.
Now, I launch Mail again.
| | 01:43 |
And when I do, I'll be asked about
importing messages.
| | 01:53 |
Click Continue.
And here are my messages completely
| | 02:00 |
re-indexed, and that's all there is to it.
Two ways to clean up misbehaving mail.
| | 02:05 |
| | Collapse this transcript |
| Working with attachments| 00:00 |
As you're undoubtedly aware, e-mail
messages can contain far more than just
| | 00:04 |
the text found in the message body.
It's not unusual to find one or more files
| | 00:08 |
attached to these messages.
In this movie, I'll offer a few tips for
| | 00:12 |
dealing with those attachments.
First, we have to get to Mail and I have
| | 00:16 |
it open here in the doc.
Now, one way to find your attachments is
| | 00:20 |
simply to change your sorting.
So, I can go to Sort by Date here, and
| | 00:24 |
choose Sort by Attachment.
And then, all the messages that contain
| | 00:28 |
attachments will appear at the top of the
message list and you can tell which ones
| | 00:32 |
they are by the paperclip icon.
But a more effective way to do this is to
| | 00:37 |
create a Smart Mailbox.
So, get on to the plus button, click it,
| | 00:40 |
New Smart Mailbox.
I'll call this Attachments.
| | 00:45 |
The single condition is going to be it
Contains Attachments.
| | 00:51 |
I click OK, and here are all my messages
that have attachments.
| | 00:56 |
Now, of course, they all have attachments,
so I don't have to sort by attachments.
| | 01:01 |
So, instead, I'll change this back to Sort
by Date.
| | 01:06 |
And here they are In the order in which I
receive them.
| | 01:12 |
Now, if you want to, you can narrow that
down.
| | 01:14 |
So, for example, you can add an attachment
type condition and specify the particular
| | 01:17 |
type of attachment that you're looking
for, an image, for example.
| | 01:21 |
So, to do that, I would double-click on
Attachments.
| | 01:26 |
Add another condition.
Choose Attachment Type.
| | 01:32 |
And I could choose Application or Archive,
so on and so forth.
| | 01:35 |
And I'll choose Image, and click on OK.
And here, I see just those attachments
| | 01:40 |
that are images.
When you select a message with an
| | 01:43 |
attachment, you can preview any
attachments the message body holds.
| | 01:48 |
So, for example, we'll select this message
here.
| | 01:50 |
And I can preview it by clicking on Quick
Look and there is my attachment.
| | 01:57 |
Or I can press Cmd+Y and preview it that
way.
| | 02:02 |
Now, I'll select another message, Cmd+Y.
And you'll see here is one attachment.
| | 02:10 |
However, note what happens when I click on
this button.
| | 02:15 |
I have multiple attachments here.
So now, I can view all four of them at the
| | 02:18 |
same time.
And when I want to view one, I just click
| | 02:21 |
on it, and then I can see it at the larger
size.
| | 02:24 |
You can also save attachments by clicking
on Save, and then choosing one of the options.
| | 02:30 |
In this case, I have four attachments.
I can choose to save them all, I can save
| | 02:34 |
them individually, or I can add them to
iPhoto.
| | 02:38 |
You could also save attachments by
dragging them to the desktop.
| | 02:42 |
So here's one.
Grab the second one.
| | 02:45 |
And we'll grab the fourth one.
And I'll drag them to the desktop.
| | 02:49 |
And as you see, they become separate
files.
| | 02:52 |
If you combine the power to put all
messages with attachments in a Smart
| | 02:56 |
Mailbox, plus, save attachments outside of
mail.
| | 03:00 |
You have a way to archive your
attachments.
| | 03:04 |
So, in this case, here are my attachments
that are images.
| | 03:07 |
I'll select all the messages.
And then, from the File menu, I choose
| | 03:12 |
Save Attachments.
Let's put this on the desktop.
| | 03:15 |
I'll create a New Folder.
Call it Attachments, click Create, and
| | 03:22 |
then I'll save them there.
Open that folder and here are all the
| | 03:27 |
attachments that were part of those four
e-mail messages.
| | 03:33 |
Now, once you've saved a copy of these
attachments, you can then script them out
| | 03:36 |
of mail to save some space and.
And to do that, all you have to do, is
| | 03:40 |
choose Remove Attachments from the Message
menu.
| | 03:44 |
I'm not going to do that now because I
want to keep these attached.
| | 03:48 |
But if you get lots of e-mail messages
with lots of attachments and you find
| | 03:50 |
you're running out of space, create a copy
of the attachments, store them somewhere else.
| | 03:55 |
And then remove your attachments.
Now, note, if you do that with thousands
| | 03:59 |
and thousands of messages, this is
going to take a really, really long time.
| | 04:03 |
Under the Edit menu, you're going to find
an Attachments command.
| | 04:07 |
And from here are three options, the first
is Include Original Attachments in Reply.
| | 04:13 |
You may want to do this in case the
person, originally sent you the
| | 04:15 |
attachment, may not have a copy many weeks
later.
| | 04:18 |
This helps to remind you what was part of
that message.
| | 04:21 |
By default, Always Send Windows-Friendly
Attachments, is selected.
| | 04:26 |
And this helps ensure that when somebody
receives your message on a Windows
| | 04:29 |
machine, they'll be able to read it.
And then, the final option is, Always
| | 04:33 |
Insert Attachments at End of Message, and
that's completely up to you.
| | 04:38 |
And, of course, you can always add
attachments.
| | 04:40 |
If you have easy access to the files you
want to attach, you can just drag them
| | 04:43 |
into the message body with a new message.
So, I'll create a new message, I'll grab
| | 04:47 |
an attachment, and I put it here in the
message body, and there's my attachment.
| | 04:53 |
In the case of an image file, I can choose
the size of the image that I'm going to send.
| | 04:58 |
So, currently I've got an actual size, but
I can change that to small, medium or large.
| | 05:04 |
If you don't have easy access to these
files you can go to the File menu and
| | 05:09 |
choose Attach Files.
And then, you'll navigate to those files
| | 05:15 |
through the traditional way.
And I'll Cancel that.
| | 05:20 |
Get rid of this attachment show you one
more thing.
| | 05:23 |
When sending attachments think about the
device that will receive them.
| | 05:26 |
For example, if I'm going to be sending
several files to someone I know is using
| | 05:29 |
either a Mac or Windows PC, I'll usually
select them all in the finder, Ctrl+click
| | 05:33 |
and choose the Compress command.
I'll show you how that works.
| | 05:37 |
So, I will take these three files here,
hold down the Ctrl key and choose Compress
| | 05:42 |
3 Items.
This creates an archive file.
| | 05:46 |
This is a zip file, and it can be opened
both on a Windows machine and on a Mac.
| | 05:51 |
And then, I just grab that attachment and
drag it in.
| | 05:54 |
When the person on the receiving end gets
it, they just double-click it and it will uncompress.
| | 06:00 |
Now, if I were sending these files to an
iOS device like an iPhone, an iPod Touch,
| | 06:04 |
or an iPad or an Android device, I
wouldn't compress them because zip files
| | 06:07 |
can't be uncompressed on these devices.
And I won't save that.
| | 06:14 |
And that's Attachments.
With these tips, you should get more out
| | 06:19 |
of your e-mail attachments.
| | 06:21 |
| | Collapse this transcript |
| Configuring advanced account settings| 00:00 |
Most of us create email accounts in the
mail, contacts, and calendars system
| | 00:03 |
preference and leave it at that, and much
of the time that's just fine.
| | 00:07 |
But there may be times when you want to
adjust some of the Advanced settings in mail.
| | 00:10 |
And in this movie I'll show you how and
why you would want to do that.
| | 00:14 |
So let's go to Mail, and here it is in the
dock, and I will go to mail, choose
| | 00:18 |
preferences, and I want to go to the
Accounts Preference.
| | 00:23 |
Along the left side you can see the
accounts I've set up, I have an iCloud
| | 00:26 |
account, a Gmail account, and a Yahoo
account.
| | 00:30 |
Now the area I want to first direct your
attention to, is here, Outgoing Mail
| | 00:35 |
Server, SMTP.
To its right, there's a popup menu.
| | 00:39 |
When I click on that, I see all the
outgoing mail servers, or SMTP servers,
| | 00:43 |
that I can send from, because I have an
account for each service.
| | 00:48 |
Now if I want to, I can change the SMTP
service.
| | 00:52 |
So even I'm on an iCloud account, I can
choose to send it through Gmail instead or
| | 00:56 |
I can choose Yahoo instead.
Now why would I want to choose a different
| | 01:01 |
SMTP server for outgoing mail when it was
originally configured for the account?
| | 01:06 |
Well it's because with some accounts your
outgoing mail is blocked when you're are
| | 01:10 |
in a location such as a coffee shop or
maybe a hotel.
| | 01:14 |
Places like this sometimes block common
SMTP ports.
| | 01:17 |
This will usually happen with an old pop
account for example.
| | 01:22 |
However services like Gmail, Yahoo and
iCloud which I have setup here use more
| | 01:26 |
forgiving ports.
Universal ports like Port 587 that should
| | 01:30 |
work anywhere.
It's for this reason that I often send
| | 01:33 |
mail through a Gmail server rather than
one from my POP account.
| | 01:38 |
Now in this case, I don't have an old POP
account.
| | 01:40 |
I'm fine using the SMTP servers as they're
originally configured.
| | 01:44 |
This is just to let you know that if
you're having a problem sending mail, try
| | 01:48 |
choosing a different SMTP server.
Now, what's this, Use only this server,
| | 01:54 |
stuff about?
If you have multiple SMTP servers as part
| | 01:57 |
of a multi-account setup, if mail fails to
send through one of them, it will attempt
| | 02:00 |
to use a different one.
So in this case, if it couldn't send
| | 02:04 |
through iCloud, it will try to send
through Gmail, and if that fails, it will
| | 02:07 |
try to send through Yahoo.
If I have Use only this server selected it
| | 02:16 |
will do exactly that, Use only that
server.
| | 02:19 |
So again, why would you use this?
For security reasons.
| | 02:23 |
Some businesses want you as an employee
using only their SMTP server.
| | 02:29 |
If you find that your mail still won't go
through, click on this menu and choose
| | 02:34 |
Edit SMTP server list, Then click on
advanced.
| | 02:40 |
Make sure that you use default ports 25,
465, 587 is enabled.
| | 02:46 |
These tend to be universal ports and so
mail should go through those.
| | 02:49 |
If you've been assigned a different SMTP
port by say, your IT department or your
| | 02:54 |
ISP, SELECT use custom PORT, and then fill
in the port number.
| | 03:00 |
I don't need to do that, so I'll go back
to using the default ports and I'll Cancel.
| | 03:05 |
Speaking of ports, you may be asked to
change the incoming port for your email.
| | 03:10 |
You do this by selecting your account, and
then clicking on Advanced.
| | 03:15 |
In the second section of this area you
find, the port number, 993 For an iMap
| | 03:19 |
account is the default.
But if your ISP or your IT department, has
| | 03:23 |
asked you to choose a different port,
simply select this, type in the new port number.
| | 03:29 |
And you should be okay, and I'll Close
this window.
| | 03:31 |
Before we close out this movie, let me
show you an option that you may not be
| | 03:35 |
aware of.
To see this option, select an account and
| | 03:38 |
then press Cmd+I.
This will produce an Account Info window.
| | 03:47 |
In this window, you'll learn things like
the amount of storage that you're allowed
| | 03:50 |
for this account.
Now this happens to be a Yahoo account,
| | 03:53 |
and there is no limit.
But let's choose, say this Google account,
| | 03:57 |
this does have a limit.
And as you can see, I'm using very little
| | 04:04 |
of it, 32.5 MB, when the total available
is 10.87 GB.
| | 04:09 |
So I have loads of room left.
But also you can see how your mail is
| | 04:13 |
being used, and how much storage it's
taking.
| | 04:15 |
So, for example, All my Mail, I have 148
Messages in this account, that takes up
| | 04:20 |
32.5 MB.
Now, if I wanted to see that mail, all I'd
| | 04:24 |
have to do is select one of the mailboxes
and choose Show Messages, and here are my messages.
| | 04:30 |
If you have a POP account you can use this
window to select messages and then delete
| | 04:34 |
them from the server.
And there you are, a few advanced mail options.
| | 04:42 |
| | Collapse this transcript |
| Useful Mail add-ons| 00:00 |
Mail is a reasonably powerful email
client, but with the addition of couple of
| | 00:03 |
other utilities, it can be even better.
The first is C-Command SpamSieve.
| | 00:10 |
As its name implies, this is a $30 spam
filter utility.
| | 00:14 |
I tested a lot of these things and it's
the best one out there.
| | 00:18 |
I didn't walk you through the complete
process of how to set up SpamSieve, as the
| | 00:22 |
manual provides all the details, but I can
show you the jist.
| | 00:26 |
The first thing you're going to do is use
SpamSieve to install a plug in for mail.
| | 00:30 |
Once you do that, you then create a new
mailbox on your Mac and you call it Spam,
| | 00:35 |
and here it is.
You then go into Mail > Preferences,
| | 00:39 |
select Rules, and you're going to create a
new SpamSieve rule.
| | 00:43 |
And it looks like this.
The description is SpamSieve, this must
| | 00:47 |
begin with SpamSieve you can add other
words if you like, but the Description
| | 00:50 |
must start with SpamSieve.
Then Every Message, and then the action is
| | 00:56 |
Move Message to mailbox Spam.
Now, this may seem like you're going to
| | 01:01 |
take every message you get and throw it
into a Spam folder but that's not the case.
| | 01:06 |
The plugin is looking specifically for
that description, SpamSieve.
| | 01:10 |
When it finds spam messages, then it
proceeds with this rule and moves Spam
| | 01:14 |
into the Spam folder.
Then you go to junk mail and you turn off
| | 01:18 |
Enable junk mail filtering.
And you do this because spam sieve is now
| | 01:22 |
handling the job of spam and so you don't
want the two competing against each other.
| | 01:28 |
So switch it off in Mail, and now it's
time to train SpamSieve.
| | 01:34 |
And you need to have both good messages
and junk mail to do that.
| | 01:37 |
Well, fortunately I have an AOL account
which means I have a lot of spam.
| | 01:42 |
So, I select my AOL Spam folder, I've
selected all the messages in it.
| | 01:46 |
Then I go to the Message menu and I choose
Train as Spam.
| | 01:50 |
SpamSieve will start, provides me a little
Help Center and then it goes through and
| | 01:58 |
it analyzes these messages.
You then need to train it with good messages.
| | 02:06 |
So I'll go into my Inbox here and all this
stuff is good.
| | 02:11 |
So I'll select maybe that many, go to the
Message menu and I will Train that as Good.
| | 02:20 |
You would like to access my contacts.
It does that, so it can help develop a
| | 02:23 |
white list.
Meaning anybody that's in my contents, is
| | 02:26 |
likely not to send me spam, so I allow
that to happen, and then it analyzes the
| | 02:29 |
good messages.
And, as you look at SpamSieve's
| | 02:33 |
statistics, you can see what it's done so
far.
| | 02:38 |
In its corpus which means basically its
database, I've trained it with 39 Good
| | 02:42 |
Messages and I've trained it with 33 Spam
Messages.
| | 02:46 |
Now at this point if you'd like, you can
take a look at Corpus and see what's in there.
| | 02:50 |
So under the Filter menu, choose Show
Corpus, stretch this out a little bit.
| | 03:00 |
I'll click on the spam column and once
again, to see what kind of things are
| | 03:04 |
triggering it.
So what its doing is looking through
| | 03:08 |
header information and body text to see
how often certain words appear in spam messages.
| | 03:13 |
The more you train this thing, the more
information like this it gets, and then it
| | 03:17 |
can better determine what is and isn't
spam.
| | 03:22 |
From this point on, all you have to do is
when you receive a spam message, go to
| | 03:26 |
Message and then choose Train as Spam.
If a junkie message has gone into your Inbox.
| | 03:32 |
You also want to make sure that you check
your Spam Folder every so often.
| | 03:36 |
If you find a good message in there,
select it and then choose train as good.
| | 03:42 |
After a week or so of training, you should
rarely see a Spam message in your inbox.
| | 03:46 |
If you do, mark it as such, and SpamSieve
won't make that same mistake again.
| | 03:50 |
If you get hit with a lot of spam you
absolutely should have a copy of SpamSieve.
| | 03:56 |
The other utility I want to show you is
Indev's $25 Mail Act On.
| | 04:03 |
This is the utility that expands on mails
rules, giving you the power to quickly
| | 04:08 |
organize your mail after it's arrived.
Once you've installed it, go to Mails >
| | 04:15 |
Preferences, and you'll see there's a new
tab here called Mail Act On.
| | 04:20 |
It's within this window that you find the
menu key shortcuts mail act on uses for
| | 04:24 |
working it's magic.
But the real magic takes place within the
| | 04:28 |
rules preference.
As you can see, it's changed from it's
| | 04:32 |
default look from mail.
It now reads Inbox Rules, Outbox Rules and
| | 04:38 |
Act On Rules.
This is not a complete tutorial on mail
| | 04:41 |
act on, so I'm just going to show you
something on mail act on rules.
| | 04:45 |
These work very much like mails rules, so,
I will choose Add Rule.
| | 04:49 |
We'll call this Blue and we're going to
look at Every Message.
| | 04:56 |
Set Color of Message, of Background and
I'm going to make it Blue.
| | 05:02 |
Now, I enter and Act-On key, let's use B,
that seems intuitive enough and I click on OK.
| | 05:11 |
Now, I'll Close this window.
What I want to do now is produce the Act
| | 05:15 |
On Window.
And I do that by pressing F2, or if you
| | 05:20 |
have a Mac that already has functions
assigned to the F keys, press down Fn+F2.
| | 05:27 |
And here is the Act On Rule Window.
Now at this point I can issue my rules
| | 05:30 |
simply by pressing a key.
So let's do that, I'll press B, and let's
| | 05:35 |
see what happened.
Sure enough, this has now been colored blue.
| | 05:40 |
Let's try a different color.
How about yellow, Y, take a look, and now
| | 05:45 |
it's yellow.
And one more time, let's make it red,
| | 05:51 |
press R, and now the background is red.
And I can add other kinds of rules.
| | 05:58 |
References, let's Add a Rule.
I'm going to move messages with this one,
| | 06:09 |
and let's say we're going to move this to
followup.
| | 06:19 |
And I'll assign F to this one, okay, Close
this.
| | 06:26 |
Let's suppose that this is an important
message to me.
| | 06:29 |
Press F2 and I'll press F, and it tells me
that this message has been moved to my
| | 06:34 |
follow-up folder.
And sure enough there it is, and I can do
| | 06:45 |
it with multiple messages, there they are.
So you may be asking yourself, how does
| | 06:54 |
this differ from Apple's rules, like so?
Apple's rules examine messages as they
| | 06:59 |
arrive and then do whatever the rule
demands.
| | 07:02 |
You use Mail Act On with messages that
have already arrived.
| | 07:06 |
So it's a tool for organizing your
messages after they've already hit your Inbox.
| | 07:10 |
Yes, you can do a lot of this manually,
but if you routinely muck with your
| | 07:13 |
messages, Mail Act On will save you a lot
of time.
| | 07:16 |
| | Collapse this transcript |
|
|
2. Calendar TipsExporting your calendars| 00:00 |
You know that you can have multiple
calendars within the Calendar application,
| | 00:03 |
but how do you protect the calendars you
have?
| | 00:05 |
Well of course you want a back up of your
data, and it's great that iCloud can sync
| | 00:09 |
calendars, but for something as important
as this you want to do everything you can.
| | 00:14 |
And that means doing the following.
So go down to the dock, where I have Calendar.
| | 00:19 |
And I go into the File menu and choose
Export.
| | 00:23 |
Here you see two options, Export And
Calendar Archive.
| | 00:28 |
I'm going to choose Export, and what
happens is that the calendar that's
| | 00:32 |
currently selected, and that would be the
2013 San Francisco Giants Schedule, is
| | 00:36 |
available to be exported, and that's what
this sheet does, here.
| | 00:41 |
So, I'll save it to the Desktop so you
could see the file and click on Export.
| | 00:46 |
Here's my file, and notice that it ends
with .ics.
| | 00:50 |
This is a common calendar format that can
be used by a wide variety of calender applications.
| | 00:54 |
So I could send this file to somebody
else.
| | 00:57 |
They would import it into their calendar
application, and then they could see my events.
| | 01:01 |
Now let's look at that other option.
File > Export and in this time, Calendar Archive.
| | 01:07 |
When I choose Calendar Archive, I will be
exporting not just that single calendar,
| | 01:11 |
but all my calendars and any reminders
that happen to be associated with them.
| | 01:17 |
So, I'll click on Save, and here's the
file.
| | 01:21 |
And notice it looks different than the
first one I exported.
| | 01:24 |
And the reason is because it's a different
file format.
| | 01:26 |
It ends with .icbu.
Which is short for iCal backup file.
| | 01:32 |
This is not a universal format, but rather
one that is used by iCal and by Calendar.
| | 01:36 |
So I could take this file, I could send it
over to one of my other Macs, import it
| | 01:40 |
over to that Mac and that allows me to
import all my calendars as well as any
| | 01:44 |
notifications that may be connected to it.
Now what if you'd like to export a single event.
| | 01:52 |
Simple enough just take the event click
and hold on it and then drag it to the desktop.
| | 01:56 |
And you create yet another .ics file.
The difference is, this is not an entire
| | 02:01 |
calendar, but rather, it's a single event.
I could email this to a friend of mine,
| | 02:05 |
they could bring it into their calendar
application, and then they would have that event.
| | 02:10 |
So speaking of importing events, how do
you do it?
| | 02:13 |
Well, there's several ways.
First of all, I'm going to go to the finder.
| | 02:16 |
Go into my Documents folder, and I will
grab a calendar that I exported on another Mac.
| | 02:28 |
So, one way to do this is to choose
Import, and then choose Import in the submenu.
| | 02:33 |
Here's my desktop, and here's my Work at
Home calendar, and click on Import.
| | 02:38 |
When I do this, I'm prompted to add the
events within that calendar to another calendar.
| | 02:43 |
So it's any existing calendar I have or I
can choose New Calendar and then create a
| | 02:47 |
separate calendar that contains just these
events.
| | 02:52 |
I'm not going to do that right now because
I want to show you a couple of other things.
| | 02:55 |
So I'll click on Cancel.
Another option is to grab the calendar and
| | 02:59 |
then drag it onto an existing calendar.
When you do that, those events will be
| | 03:04 |
imported into that calendar.
Now, I'm told that I have some unsafe alerts.
| | 03:09 |
These are old alerts that may open up
files or applications that I may have
| | 03:13 |
created using a different version of the
Mac OS.
| | 03:16 |
Mountain Lion doesn't like this sort of
thing, so it tells you to remove these
| | 03:19 |
unsafe alerts.
If you choose not to by clicking Cancel,
| | 03:23 |
the events won't be imported, and that's
what I'm going to do right now.
| | 03:26 |
One other option.
Let's say you're not using calendar.
| | 03:31 |
You can simply drag the file on top of the
calendar icon in the doc, and here is our
| | 03:36 |
add events window again.
Once again, you can choose where to add them.
| | 03:42 |
And this time, I'll choose to create a New
Calendar, and I'll click on OK.
| | 03:47 |
Here's our remove unsafe alerts dialogue
again.
| | 03:50 |
This time, I'll go ahead and click it and
get rid of those things.
| | 03:54 |
Now when I do this, you'll notice that
this test event notification comes up.
| | 03:58 |
And that's because I have an event
scheduled for tomorrow that has an alert
| | 04:01 |
connected to it, and it's doing the right
thing.
| | 04:04 |
It's alerting me to that event.
I'll click on Close and that's gone.
| | 04:09 |
Now it's telling me that my reminders are
not imported, would I like to import them?
| | 04:13 |
I absolutely would but calendar doesn't
support reminders.
| | 04:17 |
Instead I have to bring those reminders
into the reminders application.
| | 04:22 |
I'm not sure that reminders really is
going to import some reminders but let's see.
| | 04:26 |
I'll click on Yes.
Reminders will open and it will prompt me
| | 04:29 |
for a location to save those reminders.
This case let's choose Tasks, click on OK
| | 04:35 |
and as I feared there are no reminders to
bring in.
| | 04:39 |
If there were they would appear Right here
within Tasks.
| | 04:44 |
I'll quit Reminders.
And we're back to Calendar and that's it.
| | 04:49 |
The basics of moving events in calendars,
in and out of Calendar.
| | 04:52 |
| | Collapse this transcript |
| Configuring calendar alerts| 00:00 |
If you're an experienced Mac user or
better yet, you've watched my Mountain
| | 00:05 |
Lion essential training course, you know
how to create alerts within an event, like so.
| | 00:11 |
Here's Calendar, here's my event.
Cmd+E to edit the event.
| | 00:17 |
And here's the alert area, I can choose
the kind of event that I want, it could be
| | 00:20 |
a message.
Message with sound.
| | 00:22 |
I could send an e-mail message, or I can
open a file.
| | 00:25 |
So, let's say it's Message with Sound.
Now, I can choose the interval before
| | 00:30 |
which the alarm will go off.
So, that can be 15 minutes before, or I
| | 00:33 |
can change that to hours before, days
before, minutes after, and so on and so forth.
| | 00:37 |
And that's all well and good, but suppose
you don't want to configure alerts for
| | 00:42 |
each and every event you create.
No problem.
| | 00:47 |
Calendar makes allowances for exactly
that.
| | 00:50 |
And this is what we're going to talk about
now.
| | 00:51 |
So, I'll go to Calendar > Preferences.
And make sure that Alerts is selected.
| | 00:59 |
It's within this window that you can
create generic alerts that apply to any
| | 01:02 |
events you create.
Better yet, you can apply different
| | 01:06 |
intervals to events depending on the
account that event is tied to.
| | 01:10 |
For example, when I click on the Account
popup menu, I see that I have three options.
| | 01:16 |
My iCloud account, my Google account, or
those calendars that are On My Mac.
| | 01:20 |
For now, we'll stick with iCloud.
Below, I can choose a default interval for
| | 01:25 |
my events, all day events, and birthdays.
So, for events, I'll choose, say, two
| | 01:31 |
hours before.
Now, let's see how that's reflected.
| | 01:35 |
I'll go back to Calendar, I'll choose an
iCloud calendar, and I'll create an event
| | 01:38 |
on the 25th.
I'll edit it, make that not an all day
| | 01:43 |
event, put this on my home calendar.
And note that the alert is default two
| | 01:51 |
hours before.
Because that's what I set up in the Preference.
| | 01:55 |
So now, whenever I create an event that's
tied to an iCloud calendar, it will
| | 01:59 |
automatically have a default alert of two
hours before.
| | 02:07 |
And back to the Alerts Preference.
If you select all day events, you'll see
| | 02:10 |
that you have longer intervals.
In this case, on the day of the event at
| | 02:14 |
9:00 AM, the day before at 9:00 AM, two
days before, and a week before.
| | 02:19 |
And for birthdays, you have the same
options.
| | 02:27 |
They use these default alerts on only this
computer option is important.
| | 02:30 |
With it unchecked any calendar events you
sync through iCloud or another service
| | 02:35 |
such as Google that supports syncing will
use the same settings on other devices.
| | 02:41 |
So, this could be another computer or your
iPhone, for example.
| | 02:43 |
In the case of portable devices like an
iPhone that you shove in your pocket you
| | 02:47 |
may want to have a shorter interval.
Which you would then configure, on that device.
| | 02:52 |
And the reason is, you're not always
looking at your iPhone screen, but you are
| | 02:56 |
always looking at your computer screen.
So, on your computer, you can afford to
| | 03:00 |
have an alert, that sits on your screen
for two hours, but on your iPhone, you may
| | 03:04 |
not see it, or you may forget about it.
So, in that case, maybe you want the alert
| | 03:09 |
to go off 15 minutes before, so that
you'll have it fresh in your mind and you
| | 03:12 |
can do what needs doing.
At the bottom of this one, there are two
| | 03:16 |
options, that help control the number of
times, that bugged by notifications.
| | 03:21 |
The first is Turn off shared calender
messages in Notification Center.
| | 03:25 |
Now, a lot of us use shared company
calenders through Google Calender.
| | 03:29 |
And if that calender gets updated every
few minutes, you may not want to see
| | 03:32 |
alerts flashing across your screen as an
alarm goes off for an event that doesn't
| | 03:35 |
involve you.
So in that case, you'd enable this option.
| | 03:41 |
Likewise, you may not wish to see
invitation messages in Notification Center
| | 03:45 |
as you're quite happy to receive those
invites via e-mail, or see them appear in
| | 03:48 |
your copy of calendar.
And that's calendar's global alert settings.
| | 03:54 |
| | Collapse this transcript |
| Creating calendar invitations| 00:00 |
Years of intensive research, tells us that
meetings are most effective when attended
| | 00:04 |
by more than one person.
And because they are, you should know how
| | 00:08 |
to send meeting invitations to your
colleagues.
| | 00:11 |
Now while you can do this via email,
Calendar provides the means directly
| | 00:15 |
within an Event Edit Window, and this is
how it works.
| | 00:19 |
Here's Calendar, I'll create an event,
press Cmd+E.
| | 00:27 |
We'll make this a timed event rather than
an all-day event.
| | 00:30 |
And then I would click on Add Invitees.
This field appears, now if somebody is in
| | 00:34 |
my list of contacts, I can just start
typing their name.
| | 00:40 |
I then select the contact I want, I'll
select the second one and I press on
| | 00:44 |
Return, and my contact is in there.
Now someone isn't in your contacts you can
| | 00:51 |
simply enter their email address, press
Return and they are an invitee as well.
| | 00:59 |
Now I'll get rid of this event and show
you another way to do this.
| | 01:02 |
Go to the Window menu, choose Address
Panel, and here are the contacts within
| | 01:07 |
the Contacts application.
So, I'll save all my contacts and let's
| | 01:13 |
say, let's invite John to an event.
So, I'm just going to drag it to the date
| | 01:19 |
I want the event to occur, let go and it
creates that event.
| | 01:22 |
And it starts with Meeting with and then
the name of the person that you've invited.
| | 01:26 |
You can then change the time if you like.
Now one thing to note about the Address
| | 01:31 |
Panel is it will show you the contacts
stored in the Contacts application, only
| | 01:35 |
if you've created a local contact stored
on your Mac.
| | 01:39 |
So as you can see, this event is on my
Mac, and that's why these addresses appear
| | 01:43 |
in the Address panel.
Now if I were to choose an iCloud
| | 01:47 |
Calendar, for example.
The person I'm inviting must also have an
| | 01:51 |
iCloud Account in order for them to appear
In the Address panel.
| | 01:55 |
The same thing goes for exchange and
Google calendars.
| | 01:57 |
The invitee must have their address stored
on the server associated with that calendar.
| | 02:02 |
So a co-worker registered with the same
exchange server that I'm using.
| | 02:06 |
So let me show you how that works.
We'll get rid of this meeting.
| | 02:10 |
I'll create a New Event, and this time I'm
going to add it to one of my iCloud Calendars.
| | 02:18 |
Now note, the Address panel just changed,
because it's no longer accessing the
| | 02:21 |
contacts that I have on my computer.
But rather those contacts that have an
| | 02:25 |
iCloud address.
I happen to be one of those people
| | 02:28 |
(LAUGH), so I'll drag myself in here.
And I'll add myself to the invitees, and
| | 02:32 |
here I am.
Now I'm going to uncheck all-day, and
| | 02:35 |
you'll see that I now have the option to
check available meeting times.
| | 02:41 |
If I click that link, I see the attendees
of this event in this case it's me and
| | 02:45 |
well, me again.
Also the time of the event, I can shift
| | 02:49 |
the time of the event so that it matches
times that the people in this event are
| | 02:53 |
not busy.
Now it happens that I'm open on the entire
| | 02:58 |
day for this event but if I weren't I
would see bars here indicating when I'm busy.
| | 03:03 |
So again just drag the event to a time
when the atendees are not busy and you can
| | 03:07 |
reset the time of your event.
So we'll close out this window, we'll get
| | 03:13 |
rid of the Address panel, and let's get
rid of this event.
| | 03:18 |
Now you've seen the Address panel, you can
also do the same kind of thing by choosing
| | 03:21 |
Contacts for the Windows menu.
So here are my Contacts.
| | 03:25 |
Let's see, I'll grab lynda.com and I'll
Drag that to a date and Close out Contacts.
| | 03:30 |
So Meeting with lynda.com, Available
Meeting Times if I want them, because
| | 03:36 |
again it's part of an iCloud account.
And if I change this to a calendar on my
| | 03:44 |
Mac, it will move it, and then note, I
can't check the available times.
| | 03:49 |
Because I'm not connected to an online
server that would provide that information.
| | 03:53 |
Now once you've been added in an invite,
you can click on the triangle next to
| | 03:56 |
their name for more options.
So here's the triangle, I click on it.
| | 04:00 |
I can make this person an Optional member
of this meeting.
| | 04:04 |
I can Edit the Invitee, which means I can
put a different name in there, I can
| | 04:06 |
Remove the Invitee.
I can also Copy the Invitee's email address.
| | 04:11 |
If I like, I can Show their Contact Card.
In this case I don't have much information
| | 04:15 |
here, but if I had not only the name but
also the address, phone number.
| | 04:20 |
Any notes that are attached to the
contact, they would appear here as well.
| | 04:24 |
This is a way to remind me of who that
person is and what I need to talk to him about.
| | 04:29 |
Also if they haven't responded to an
invitation, I can invite them again or I
| | 04:32 |
can send them an email as another way to
remind them.
| | 04:36 |
Now let's suppose that there is somebody
in here who is not part of my contacts.
| | 04:41 |
I can add them to my contacts simply by
clicking on that triangle and selecting
| | 04:49 |
Add to Contacts.
I do that, open Contacts, seek them out
| | 04:57 |
and here is Mary, Add mary@example.com.
At that point, I can click on Edit, and I
| | 05:05 |
can edit their information.
Now when you send an invitation, you are
| | 05:09 |
sending more than a, Hey, come on by,
message.
| | 05:11 |
Included in the invitation are things that
you've entered in the location, URL, and
| | 05:15 |
notes field.
So for example, if somebody isn't quite
| | 05:19 |
sure what meeting room to go to you can
add that in the location area.
| | 05:23 |
In the URL area, let's say you're holding
a meeting offsite.
| | 05:27 |
You can put a URL to a Google Map that
shows people where it is.
| | 05:30 |
Or if you're doing a Webinar, include the
URL for the Webinar there for people who
| | 05:34 |
can't attend the meeting.
And then there's the note field, you might
| | 05:38 |
want to put a dial in number for people
who are offsite.
| | 05:43 |
Once you've configured the event, simply
click on Send, and an email message
| | 05:46 |
containing your invitation will be sent to
everyone entered in the invitees area.
| | 05:52 |
That message will contain buttons for
accepting, declining, and maybe responses.
| | 05:57 |
When they click those buttons, you'll
receive a return message indicating if the
| | 06:00 |
person can attend or not.
If this is done through a server, for
| | 06:04 |
example, I'm on an exchange account and
I've sent something through exchange.
| | 06:08 |
I'll also see a notification here at the
top of the window indicating that I have a
| | 06:11 |
response for the meeting.
And that's the nuts and bolts of creating
| | 06:18 |
and sending invitations.
| | 06:21 |
| | Collapse this transcript |
| About time-zone support| 00:00 |
The sun in rotation of our spherical
planet, introduce some complexities into
| | 00:03 |
our events and appointments.
Specifically while a 4 p.m online meeting
| | 00:07 |
may be just ducky with me in California.
My colleagues in Paris might not be
| | 00:12 |
entirely thrilled at having to be up and
about at 1 a.m to discuss the state of our
| | 00:16 |
Widget production.
In a world as connected as ours, you need
| | 00:20 |
to consider time zone and Calendar can
help.
| | 00:24 |
I'll show you how.
So here is Calendar, go to Calendar >
| | 00:29 |
Preferences, and make sure that Advanced,
is selected.
| | 00:34 |
Now, I turn on Turn on time zone support,
and Close this window.
| | 00:39 |
When I do this a new menu appears in the
top-right corner of the window.
| | 00:43 |
And this is the Time Zone menu.
I'm in California, so my time zone is
| | 00:48 |
Pacific time, and it will appear there by
default.
| | 00:52 |
Yours will look different depending on
where you are.
| | 00:54 |
Now let's suppose that I'd like to see
what this meeting with my boss will look
| | 00:57 |
like, if I were on the East Coast.
In Pacific time, it's scheduled for 1 p.m.
| | 01:03 |
But let's add another time zone, and I do
that by choosing Other.
| | 01:06 |
Click on the East Coast, select New York,
click OK.
| | 01:10 |
And the meeting changes to 4 p.m., because
I'm using a different time zone.
| | 01:18 |
Click there, choose Pacific Time, and sure
enough, it's back to 1 p.m.
| | 01:23 |
Now, let's suppose you're going to go on
the road.
| | 01:25 |
For example, I'm going to go to Paris to
talk Widgets in person.
| | 01:29 |
I can create an event for Paris local
time, and here's how I'll go about it.
| | 01:33 |
So I'm going to create an event, say, for
5 p.m., press Cmd+E to edit that event.
| | 01:44 |
And I'll call it Paris Meeting, and I'll
put in on my Work and Home calendar.
| | 01:54 |
Now currently, it's scheduled for 5 p.m in
Pacific Time and you know, when I turn on
| | 01:58 |
time zone support, there is now a time
zone popup menu.
| | 02:03 |
Instead, I'm going to choose Other, I'll
enter Paris, it's found it.
| | 02:10 |
Click OK, and I want this meeting to occur
in Paris at 5 p.m., and now I'll click on Done.
| | 02:19 |
Well what's happened?
It's appearing as 8 a.m, well why would it
| | 02:23 |
do that?
Because, I'm in Pacific Time.
| | 02:26 |
If I click here and choose instead,
Central European Time, it's going to go
| | 02:31 |
where I want it to, which is 5 p.m.
Now let's go back to Pacific Time, and
| | 02:37 |
here it is scheduled for 8 a.m.
So how exactly is this going to help?
| | 02:42 |
Well hang on a second, it'll make sense.
Now, I board a plane and I fly to Paris.
| | 02:47 |
When I do this and my Apple laptop
readjusts its time, this event is going to
| | 02:51 |
shift, because it won't show specific
time.
| | 02:55 |
It will now understand that it's in Paris
using Central European Time.
| | 03:00 |
And when it updates itself, it will move
that meeting to 5 p.m, which will be the
| | 03:05 |
local time in Paris.
But maybe you're one of those people who
| | 03:09 |
don't want their events jumping around.
By gum, you scheduled your event for 2 p.m
| | 03:14 |
at home and regardless of where you are,
Paris, London, China, wherever you want it
| | 03:19 |
to always show at 2 p.m.
Well you can do that as well.
| | 03:23 |
So I'll create an event here, Cmd+E.
This time from the time zone menu, I will
| | 03:29 |
choose Floating.
And when I choose Floating, this event is
| | 03:34 |
going to stay at 1 p.m, regardless of
where I am.
| | 03:40 |
Here, there, or somewhere else, it will
always be at 1 p.m.
| | 03:44 |
Some people find this helpful, because
they like thinking in home time, when
| | 03:47 |
they're thinking about business.
Other people would want their events to
| | 03:51 |
move depending on where they are.
Yes, it's still a bit confusing, but until
| | 03:57 |
we can flatten out the earth, and stop it
turning, this is way it's got to be.
| | 04:02 |
| | Collapse this transcript |
| How to share and delegate calendars| 00:00 |
Calender's not in the island onto itself.
One of its strengths is, that it can
| | 00:04 |
interact with other calender services.
We'll look at that in this movie.
| | 00:07 |
So, lets take look at Calender.
And here's is the calender on my Mac and
| | 00:13 |
my iCloud Calender.
I'd like my Google Calendars here as well,
| | 00:17 |
that's easily done.
There are a couple of different avenues.
| | 00:20 |
One, you can go to Calendar > Preferences,
choose Accounts, click the Plus button,
| | 00:26 |
choose the Account Type.
In this case, I choose Google, and I would
| | 00:32 |
enter my Google email address, and the
password that goes with it.
| | 00:38 |
But a simpler way to go about it, is to go
to System Preferences, select Mail,
| | 00:44 |
Contacts, and Calendars.
Select your Google account, and enable
| | 00:50 |
Calendars and Reminders.
When I do that, sure enough here are the
| | 00:56 |
calenders that are associated with my
Google Account.
| | 01:00 |
Well, that's great as far as it goes, but
suppose I've been granted access to other
| | 01:03 |
people's Google Calenders.
How can I add them, because they're
| | 01:06 |
clearly not here?
Well, let's take a look.
| | 01:09 |
Here's another Gmail Account I have, and
look.
| | 01:12 |
I have some other calenders here, Band
Rehearsals, Chris' Bingo Party and When
| | 01:17 |
the grunion run.
I've shared these calendars with my
| | 01:21 |
chris@lynda Gmail account.
But they're nowhere to be seen, how can I
| | 01:26 |
find them?
I go to Calendar > Preferences, back to
| | 01:30 |
Accounts, and notice my Google Account has
been added here.
| | 01:35 |
And then choose Delegation, and here are
my shared calendars.
| | 01:39 |
So let's enable a few and see what
happens.
| | 01:49 |
When I do that, a bunch of new events are
added, because they're part of these calendars.
| | 01:54 |
Also, these calendars now appear under a
new delegates entry.
| | 01:58 |
So here's Band Rehearsal, my Bingo
Calendar and When the grunion run.
| | 02:03 |
If I want, I can turn those off, and those
events will disappear.
| | 02:07 |
But then I can always turn them back on,
and they are back again.
| | 02:15 |
Lets take a look at the permissions I
have.
| | 02:16 |
For each one of these calendars I have the
ability to read and write.
| | 02:20 |
And this is important, because it means if
I want to add a new event to one of these
| | 02:24 |
shared calendars, I don't have to go to
the Google website.
| | 02:29 |
I can do it directly here within Calendar.
Let's see how that works.
| | 02:33 |
I'll create a new Event, I'll choose to
Edit it.
| | 02:42 |
And from Calendar, I see that my delegates
are down here.
| | 02:45 |
So I can add this to the Bingo Party
schedule for example, make it an all day
| | 02:50 |
event, that's fine, click on Done.
Now let's go back to Google's website and
| | 02:58 |
I'll refresh the Calendar.
When I do that notice here's my event.
| | 03:07 |
I entered it in Calendar and it synced
with Google and it appears here.
| | 03:11 |
Now while this may seem like a simple
thing, it answers a question I get all the time.
| | 03:15 |
How can I create a Shared Google Calendar
for my family, friends, or co-workers?
| | 03:21 |
And this is the way.
Create the Calendar in your Google
| | 03:24 |
Account, share it with others, and allow
them to edit the calendar.
| | 03:29 |
Do this, sync it with Calendar in your iOS
devices and you have an easy does a group calendar.
| | 03:34 |
Now if you've watched my getting started
with iCloud course, you know that you can
| | 03:37 |
also share iCloud's calendars.
But not everyone has access to iCloud, or
| | 03:41 |
cares to use it.
This is the Google way.
| | 03:48 |
| | Collapse this transcript |
| Publishing and subscribing to calendars| 00:01 |
In my getting started with iCloud course,
I show you how to share iCloud calendars
| | 00:04 |
with others.
Now, if that's something you'd like to do,
| | 00:07 |
please check out that course as I don't
want to repeat myself here.
| | 00:10 |
But it's possible that you want to publish
other calendars as well as subscribe the
| | 00:15 |
calendars that are not hosted on iCloud.
And that's the point of this movie.
| | 00:19 |
And here's how it works.
So, go to calendar, and I'll create a new
| | 00:25 |
calendar on my Mac.
So, I choose File > New Calendar, and then
| | 00:29 |
on my Mac.
You have to do this on your Mac, because
| | 00:32 |
you can't publish calendars using
something like iCloud or Google.
| | 00:36 |
Instead, you share calendars from these
services.
| | 00:38 |
Which, although it sounds the same, is not
the same.
| | 00:41 |
Again, check out my iCloud course for more
details.
| | 00:44 |
So, here's the calendar.
I'll call it MyShare and I'll create a
| | 00:50 |
couple of events, July 4th that sounds
like fireworks.
| | 00:57 |
Cmd+E and make sure I've chosen the
correct calendar.
| | 01:03 |
Done.
And then, maybe one on the 24th, and
| | 01:12 |
choose Done.
Now, I'd like to publish this calendar,
| | 01:20 |
but in order to do so, I need some kind of
hosting service for it.
| | 01:24 |
For this, I've chosen box.net as it allows
you to publish calendars via its free service.
| | 01:29 |
So, with my calendar selected, I go to
Edit.
| | 01:32 |
And then, Publish Calendar.
I'm then asked for the server information.
| | 01:38 |
Here's the name of the calendar.
For box.net, I must enter
| | 01:44 |
https://www.box.net/dav and then enter my
box.net e-mail address and password.
| | 02:03 |
Select the options I want, and then click
on Publish.
| | 02:06 |
Once the calendar has been published, I
then have the option to alert people to
| | 02:10 |
it, and I do that by clicking on Send
Mail.
| | 02:14 |
And included in the message body is a link
to my calendar.
| | 02:18 |
And then, I just fill out the To field to
those people who I wish to share the
| | 02:21 |
calendar with.
So, how does this look on the other end?
| | 02:25 |
And I'll show you.
Here's mail, and I've sent myself a
| | 02:31 |
calendar invitation from a different
account.
| | 02:35 |
I click on the link.
It's downloaded, and then I'm asked where
| | 02:40 |
I would like to add these events.
I can add the events in that calendar to
| | 02:44 |
any existing calendar or I can choose to
create a new calendar which is what I'll do.
| | 02:49 |
New Calendar, click OK and that new
calendar appears under iCloud by default.
| | 02:57 |
And that's a good option because not only
do I want to see those events here on my
| | 03:01 |
Mac, but maybe I have a Windows PC and
another Mac and a lot of iOS devices, and
| | 03:04 |
I'd like to see those events there too.
Once they're on my Mac they will be shared
| | 03:11 |
out to all the other devices that use my
iCloud ID.
| | 03:15 |
Now, throughout these movies you've seen
my San Francisco Giants calendar.
| | 03:19 |
I got that by subscribing to the calendar,
and you can do something similar, so let's
| | 03:23 |
suppose your a Yankees fan, for example.
I'll go to safari, and I found a site
| | 03:28 |
where I can download the Yankees schedule.
So, I go down the page, and sure enough,
| | 03:35 |
here is a link, download iICal.
And this is the format I want for my
| | 03:39 |
calendar program.
So, I click that link, once again, the add
| | 03:44 |
events window appears, and I'd like to
create a new calendar.
| | 03:51 |
Click OK.
It imports the calendar data and here it
| | 03:55 |
is, the New York Yankee schedule.
Now, you can subscribe to lots and lots of
| | 04:01 |
different kinds of calendars.
It doesn't have to be the Yankees.
| | 04:05 |
It doesn't have to be baseball.
It can be sporting events, a concert
| | 04:08 |
series or a series of classes.
You can subscribe to any calendar that has
| | 04:12 |
been published in a public place using
this kind of scheme.
| | 04:17 |
And that's publishing and subscribing to
calendars in Mountain Lion.
| | 04:21 |
| | Collapse this transcript |
|
|
3. Contact TipsImporting and archiving contacts| 00:00 |
Well, there are a number of things on your
Mac that you don't want to share.
| | 00:03 |
Your financial records, personal
correspondence, and databases of mid-80s
| | 00:07 |
action figures.
There're some items you definitely want to
| | 00:10 |
spread around from time to time.
And contact cards are one of them.
| | 00:14 |
In order to do that, you need to know how
to export single contacts as well as
| | 00:18 |
groups of them.
And if you're on the receiving end, you
| | 00:22 |
should know how to bring them into your
copy of the Contacts application.
| | 00:25 |
Here's how.
So, let's open Contacts.
| | 00:30 |
To export a single contact, simply click
on it and drag it to the desktop.
| | 00:36 |
Here it becomes a vCard file, which is a
standard format for saving and sharing contacts.
| | 00:42 |
Alternatively, you can also select a
contact.
| | 00:45 |
Choose File > Export, and then choose
Export vCard.
| | 00:51 |
But honestly, this slower than just
dragging it to the desktop.
| | 00:54 |
So, if you can, drag instead.
You can also export multiple vCards.
| | 01:00 |
So, I'll select a few and drag those to
the desktop.
| | 01:06 |
When you do, you'll see one contacts name,
followed by and x number of others
| | 01:10 |
indicating the number of other contacts
that are part of that vCard.
| | 01:15 |
You could also share a group of contacts.
So, I can take my beekeeper's group, for
| | 01:19 |
example, drag that to the desktop, and
that becomes a group vCard.
| | 01:24 |
And this is just as importable as as any
other vCard.
| | 01:27 |
If you want to share all your contacts,
and know that the person you're sharing
| | 01:31 |
these contacts with is another Mac user.
And they're going to want only those
| | 01:36 |
contacts, you can export those contacts as
an archive.
| | 01:39 |
And to do that you go to the File menu >
Export, and choose Contacts Archive.
| | 01:44 |
It will say Contacts, followed by the
date.
| | 01:47 |
I'll save this to the desktop.
And you can see that this looks different
| | 01:55 |
than a vCard, because it's not a vCard.
It's an address book backup file.
| | 02:00 |
This is something you should know about as
well, if you wabba make a complete backup
| | 02:03 |
of your contacts.
Which isn't a bad idea.
| | 02:07 |
Now, let's look at the receiving end.
Someone has sent you a vCard, either a
| | 02:10 |
single contact or multiple contacts in a
single card.
| | 02:13 |
I'll go to the Finder, open the Documents
folder and I have just such a card here.
| | 02:22 |
Now, I can drag that into my contacts.
I can also drag it into a group and add
| | 02:29 |
those contacts to a group.
I could also drag them onto the Contacts
| | 02:35 |
icon and it'll ask me if I really want to
import them, and in this case I don't, so
| | 02:39 |
I'll click on Cancel.
And finally, you can revert to the file
| | 02:49 |
Import command.
Navigate to your file and click on Open.
| | 02:56 |
And again, you'll be asked if you're sure
you want to add x number of cards.
| | 03:00 |
Now, importing an archive is a different
matter.
| | 03:03 |
First of all, you can't just drag an
archive in.
| | 03:06 |
When you attempt to do this, you'll be
told there are no importable cards because
| | 03:11 |
this is not a vCard file.
But you do have two ways to do this.
| | 03:16 |
One is to go to Import.
Select the archive and then click on Open,
| | 03:21 |
or you can take the archive, drag it on
top of the contacts icon, and it will be
| | 03:27 |
imported that way.
Now, one thing to note is that when you
| | 03:33 |
bring in an archive, you're going to have
to replace all of the contacts that you
| | 03:36 |
currently have.
So, this is not a terrific way to bring in
| | 03:40 |
somebody else's contacts because you have
to get rid of yours.
| | 03:43 |
What it's really good for is setting up
another Mac that you own.
| | 03:47 |
So, maybe I have the contacts on these
contacts on an iMac.
| | 03:49 |
I've purchased a MacBook Air.
I want the same contacts to be there.
| | 03:53 |
One way to do that would be to sync them
through iCloud.
| | 03:54 |
Another is to create this backup, copy it
to that other computer, and then import them.
| | 04:00 |
And then, I'll have all of the same
contacts on each machine.
| | 04:03 |
In this case, I don't want to replace my
contacts, so I'll click on Cancel.
| | 04:08 |
And that's importing and exporting
contacts.
| | 04:12 |
| | Collapse this transcript |
| Syncing Google contacts| 00:00 |
You know that you can sync iCloud contacts
between your Mac, iOS devices, and the
| | 00:04 |
iCloud website.
And you're probably aware that exchange
| | 00:08 |
accounts have synced contacts as well.
But what about Google?
| | 00:12 |
Well, let's take a look.
We'll go to System Preferences, and select
| | 00:16 |
Mail Contacts and Calendars.
Now, if you look at a Google account, you
| | 00:22 |
don't see any mention of contacts even
though, let me go to Safari for this,
| | 00:26 |
Gmail Support's contacts.
So, how do I get the contacts that are in
| | 00:31 |
Gmail into my contacts?
Well, there are a couple of ways.
| | 00:38 |
So, in context go to Preferences select
accounts, and then select on my Mac.
| | 00:47 |
Note the synchronize with Google option.
Just enable that.
| | 00:50 |
Agree to whatever they say, because if you
don't you can't do this and enter the
| | 00:54 |
e-mail address for your Google Account as
well as its Password.
| | 00:58 |
And click OK.
It makes a connection.
| | 01:07 |
Close Preferences, and let's see if we
have some synchronicity between the two.
| | 01:12 |
Scroll down the list of contacts, and sure
enough, here is Homer Ifniff here and
| | 01:18 |
here's Homer Ifniff here.
Now, as you can see, all these contacts
| | 01:24 |
are incorporated into All Contacts.
If you'd prefer to keep these contacts
| | 01:28 |
under a separate heading, there's another
way to go about this.
| | 01:31 |
So, go back to Contacts > Preferences, and
switch off this option.
| | 01:37 |
I'm going to add another account.
It will be a CardDAV account.
| | 01:42 |
Enter my username.
And again, this is going to be for my
| | 01:48 |
Google account.
Password, and then the server address, in
| | 01:55 |
this case it's going to be Google.com, and
click on Create.
| | 02:02 |
Contacts will make sure that the account
is set up properly.
| | 02:05 |
The Google entry appears.
And when I close this out, you'll see that
| | 02:10 |
there is now a Google entry.
And if I select that, it includes all the
| | 02:15 |
contacts that are in my Google account.
And that's it, an easy way to sync your
| | 02:20 |
Google contacts with the Calendars
application.
| | 02:24 |
| | Collapse this transcript |
| Changing the contact template| 00:00 |
When you configure a new contact, by
pressing Cmd+N, and creating that contact,
| | 00:05 |
you see a lot of fields below.
Now perhaps you're overwhelmed with so
| | 00:09 |
many fields or conversely, you wish you
had more.
| | 00:13 |
This is possible on both counts by
changing the contact template.
| | 00:17 |
Here's how to do it.
Contact > Preferences, go to Template, and
| | 00:22 |
here is our template.
If you'd like to remove a field, lets say
| | 00:26 |
you don't need to put URLs in your
contacts, just click on the minus button
| | 00:29 |
and it's gone.
And if you want to add a field, for
| | 00:32 |
example, I like to have a couple of phone
fields, just click on the appropriate Plus
| | 00:36 |
button next to that entry.
So, in this case, I'd leave mobile, but
| | 00:40 |
I'd also like to have their work phone.
So let's close this and see what's happened.
| | 00:46 |
I'll create a new contact and note that
the URL field is no where to be seen.
| | 00:52 |
And now I have two phone fields, mobile
and work, because I've changed the template.
| | 00:58 |
Now, it's important to remember that if
you remove a field from a template Those
| | 01:01 |
entries don't disappear from existing
contacts.
| | 01:05 |
So if I were to kill the URL field for
example and I have cards that have web
| | 01:08 |
addresses inserted.
Those things will not disappear they'll
| | 01:12 |
remain in the cards.
All I'm doing is changing the template for
| | 01:15 |
new contacts.
Now let's go back to Preferences, and
| | 01:19 |
you'll note that there's also an Add Field
popup menu, click here and you can choose
| | 01:23 |
to add fields to your template.
I'd like to put URL back, and there are a
| | 01:28 |
couple of other worthwhile options in
here, depending on how you work with contacts.
| | 01:35 |
For example if you use contacts mostly for
holiday card list, you might want to add
| | 01:39 |
related names.
When you do this a related names field
| | 01:43 |
appears and you can choose different
relations from it.
| | 01:47 |
So if I were making out those holiday
cards, I could add, say child, one more
| | 01:53 |
child, and spouse.
So when I create one of these contacts, I
| | 01:58 |
can put the relations names in there, look
at my contact as I'm creating the holiday card.
| | 02:07 |
And make sure that I include the
recipients spouse and children.
| | 02:12 |
And if you do a lot of business overseas,
it's not a terrible idea to add the
| | 02:17 |
phonetic first name and last name field.
This can help you avoid mispronouncing an
| | 02:22 |
important client's name.
But keep in mind that you should add
| | 02:25 |
fields only when you're going to use them
most of the time.
| | 02:29 |
Again, this is a template, so this is
going to show us what will appear on a
| | 02:34 |
blank contact card.
If you need to add something like a
| | 02:38 |
phonetic first and last name, and a very
rare occasion there's a way to do that individually.
| | 02:43 |
Just go to Card, Add Field, and then
select the field that you'd like to add.
| | 02:48 |
So for this card, I'd add phonetic First
name and Last name, and here it is.
| | 02:53 |
And that's how to edit context template.
| | 02:57 |
| | Collapse this transcript |
| Hidden tricks within contact headings| 00:00 |
The headings that you see in context are
reasonably helpful, but they have hidden depths.
| | 00:04 |
Specifically, if you click on them, they
show you some interesting options, so
| | 00:08 |
let's run through a few.
Click on any phone number and you can show
| | 00:13 |
that number in large type like so.
This is helpful when you're making a call
| | 00:18 |
on a phone away from your computer and you
need to see the number from across the room.
| | 00:24 |
In addition, you could send a message to
that phone number, and you can FaceTime
| | 00:28 |
using that phone number.
If you've installed a copy of the Skype
| | 00:32 |
messaging application, you'll also be able
to call this number via Skype, or send an
| | 00:36 |
SMS message via Skype.
When you choose an e-mail field you can
| | 00:43 |
send an e-mail message.
Do that.
| | 00:46 |
Mail launches and it addresses a message
to that name.
| | 00:53 |
You can also FaceTime, send a message or
you can search for that address in Spotlight.
| | 01:00 |
Click on home page and you can open the
URL.
| | 01:08 |
If you have a Skype address, you can
search via Spotlight.
| | 01:11 |
If you have a Twitter account, you can
Tweet that person or you can view their tweets.
| | 01:19 |
If they have a Facebook account, you can
view their profile or you can view their photos.
| | 01:24 |
And with Flickr you can view their
photostream.
| | 01:28 |
Now, the street address section is
particularly helpful.
| | 01:31 |
Click there and you can map this address.
And let's do that.
| | 01:37 |
This launches Safari and it takes you to
the Google Maps page where you can see
| | 01:40 |
where that address is.
And it turns out that my friend lives at
| | 01:44 |
the Chicago School of Art.
In addition, you can copy the mailing
| | 01:49 |
label and you can copy a map of the URL.
If you like to send somebody a map for the
| | 01:54 |
address, simply choose this, send them
that link and then they can see where the
| | 01:57 |
address is.
Hidden?
| | 02:02 |
Yes, they are.
Helpful?
| | 02:04 |
Absolutely.
| | 02:05 |
| | Collapse this transcript |
| Uses for Smart Groups| 00:00 |
By now you're certainly aware that you can
create groups of contacts within the
| | 00:03 |
Contacts Application.
What you may be less sure about is
| | 00:07 |
creating smart groups, and how to put
those smart groups to the best use.
| | 00:11 |
That's what we'll look at now.
In Contacts I'll create a new smart group.
| | 00:16 |
By going to the File menu and choosing New
Smart Group.
| | 00:21 |
Like mail rules, you see a condition along
with a Plus button that tells you that you
| | 00:24 |
can create additional conditions.
So let's start with something easy, for
| | 00:29 |
example, on your Mac you may want to have
all your contacts with you.
| | 00:33 |
But that's not necessarily the case with
an iPhone.
| | 00:36 |
On your iPhone you really want those
contacts that have a phone number and
| | 00:39 |
perhaps an email address.
You might also like to add their work address.
| | 00:44 |
So let's create three conditions that
include those items.
| | 00:47 |
So first, we'll name this Phone email
address.
| | 00:56 |
I select Phone in the first condition and
choose is set.
| | 01:01 |
Add another condition, Email, is set, and
add one more condition.
| | 01:13 |
And as you might guess, Address, is set
and click on OK, and here is my Smart Group.
| | 01:23 |
Each one of these contacts has a phone
number, an email address, and a street address.
| | 01:33 |
I might then choose to sync this group
with my iPhone, because that's the kind of
| | 01:38 |
information I need about contacts in my
iPhone.
| | 01:42 |
Now let's create a smart group to
highlight companies.
| | 01:45 |
So here are all my contacts, once again,
New Smart Group, and I choose Company, is
| | 01:57 |
set, add a condition Name, is not set.
Now why did I do this?
| | 02:08 |
This helps weed out any contacts that have
a company entry, as well as an employee name.
| | 02:13 |
In this case, I just want to see
companies, click on OK.
| | 02:17 |
Here's my companies Smart Group, and here
are those contacts that are just
| | 02:22 |
companies, no names attached.
You can also use the Smart Group to gang
| | 02:29 |
together a group of regional contacts.
So let's create yet another New Smart Group.
| | 02:34 |
I'll call this one Zip, and from Other, I
choose ZIP.
| | 02:40 |
I want only those contacts that are in the
zip code, which I've just made up, 55555,
| | 02:47 |
and OK.
And sure enough, both my contacts have a
| | 02:51 |
zip code of 55555.
I can do something similar with area
| | 03:00 |
codes, Phone contains 555.
And here are my contacts that have 555 in
| | 03:10 |
a row in the phone number.
And of course, there's the Note Field,
| | 03:15 |
that can be really helpful.
You can put anything you like in here.
| | 03:19 |
And then use a Smart Group to gather
together those contacts that include that note.
| | 03:23 |
For instance I could add members of my
Keggling Club, by adding Keggling in the
| | 03:28 |
Note field.
So New Smart Group, call it keggling.
| | 03:34 |
Choose Note, Contains, keggling and OK.
And here are the five members that are
| | 03:45 |
part of my Keggling Club, yep, Bubba too.
And because Smart Groups are updated
| | 03:55 |
dynamically when I add keggling to a
Contacts Note field, they're automatically
| | 03:59 |
added to this group.
So currently, I have five members.
| | 04:03 |
Let's add somebody else, see John, now,
here is an excellent keggler.
| | 04:12 |
I've added him, I look at my Keggling
Smart Group and sure enough, there's John.
| | 04:19 |
Note that in this case, I didn't have to
click on the Edit button to add a note,
| | 04:23 |
which is a real inconvenience.
And there you have a few helpful smart groups.
| | 04:29 |
Take the time to explore Smart Groups
Conditions on your own.
| | 04:32 |
And I'm sure that you'd find ways to take
advantage of this feature.
| | 04:35 |
| | Collapse this transcript |
|
|
4. System Preference TipsZooming tricks| 00:00 |
As you may have heard or even experienced,
at around age 40 your eyesight takes a
| | 00:04 |
turn for the worse.
Now, there are things that you can do
| | 00:07 |
outside of your Mac to help.
First of all you could move your monitor
| | 00:10 |
closer to you and you can get a pair of
computer glasses.
| | 00:14 |
But, your Mac can also lend a hand via a
system preference.
| | 00:17 |
Let's see how this works.
So, I'll go to System Preferences.
| | 00:22 |
And I'll select Accessibility and I make
sure that Zoom is selected.
| | 00:28 |
This window is broken into a couple areas.
At the top you see an option for using the
| | 00:32 |
keyboard to zoom in and out.
So let's enable that and I'll show you
| | 00:36 |
what it looks like.
If I want to zoom in, I'll press
| | 00:40 |
Cmd+Option+Equals, where there's a plus
sign above that, and as I do it moves in,
| | 00:47 |
in increments.
And then to zoom back out again, will be
| | 00:53 |
Cmd+Option+Minus and we're back out.
Now as you do this you can choose toggle
| | 00:59 |
smoothness on or off.
Now currently it's on, so text still looks
| | 01:04 |
pretty good.
It's a little fuzzy but not bad.
| | 01:08 |
But I'll turn that off and let's see what
it looks like now.
| | 01:15 |
See as I go in the text gets pixelated.
Now why would you choose one or the other.
| | 01:18 |
Well if you like smooth text of course you
want to leave this on.
| | 01:21 |
But it takes more processing power to have
that text smooth.
| | 01:26 |
So if you want this to happen more
quickly.
| | 01:27 |
You might choose to turn that off.
Meantime, I'll turn it back on, better.
| | 01:32 |
And we'll zoom out again.
Now I'm going to click on the More Options button.
| | 01:38 |
And you see when I do that, I can choose a
range for rapid zooming in and out.
| | 01:43 |
Now currently, they are both set to zero.
But let's set maximum zoom, make that 10,
| | 01:48 |
and I'll press Cmd+Option+Equals.
See I move way in when I do that.
| | 01:57 |
And then press Cmd+Option+Minus.
And I move back out again.
| | 02:00 |
Lets make something smaller, say 4.
And you see this zoom isn't quite so massive.
| | 02:11 |
And for now we'll click Done here.
You can also use a track pad or the scroll
| | 02:15 |
wheel or scroll ball on a mouse to zoom in
and out.
| | 02:21 |
You do that by enabling Use Scroll Gesture
With Modifier Keys to Zoom, and the Ctrl
| | 02:25 |
key is the default modifier key.
So I'm going to hold down the Ctrl key,
| | 02:30 |
and I'm going to zoom in and out by taking
two fingers on my track pad, and pushing
| | 02:34 |
up and pushing down.
Now, the way this works is, it will zoom
| | 02:39 |
in wherever my cursor is.
So, a cursor's over there and it zooms in there.
| | 02:43 |
Put it over my hardrive, and it zooms in
here.
| | 02:48 |
Put it back on the setter and that's how
it zooms in.
| | 02:51 |
Again, I can choose to smooth images.
That's on now.
| | 02:56 |
I can turn it off and things are more
pixelated.
| | 03:01 |
And if you're using the keyboard for
something for example, you're typing in a
| | 03:04 |
word processing document.
Your cursor's somewhere in that document
| | 03:07 |
and when you zoom in it will zoom in on
that cursor.
| | 03:10 |
Now the way we're zooming is called
Fullscreen.
| | 03:13 |
That means when I zoom in the entire
screen zooms in and when I zoom out the
| | 03:17 |
entire screen pulls back.
But you can also choose to zoom Picture-in-picture.
| | 03:23 |
When you do that, a little magnifier
appears and this will follow the movement
| | 03:27 |
of your cursor.
So if I want to zoom in on just a small
| | 03:32 |
element, I would choose this option.
Now when I've done that I also have the
| | 03:37 |
option to change its Size and Location.
So I'm going to Adjust Size and Location.
| | 03:43 |
Now I'm free to adjust its size, I'm
going to drag it to either side and then
| | 03:47 |
I'll click on OK.
Now when I do this the magnifier stretches
| | 03:52 |
across the entire screen.
So now you have something very much like a
| | 03:59 |
magnifier bar that a lot of people use to
read books in print or newspapers.
| | 04:07 |
So the entire screen doesn't need to be
zoomed just the area that you want to
| | 04:09 |
focus on.
I'll click down and I will zoom all the
| | 04:16 |
way out and that makes the magnifier
disappear.
| | 04:19 |
Now let's go back to Fullscreen and click
on More Options.
| | 04:22 |
The three options at the bottom of this
sheet are important.
| | 04:27 |
By default when you zoom in, the window
moves only when you move the cursor off
| | 04:32 |
the side of the screen like so.
But I can also choose to have it move
| | 04:38 |
continuously with a pointer, so as I move
the cursor around the window moves too.
| | 04:43 |
And finally I can configure it so that the
pointer is at or near the center of the screen.
| | 04:50 |
So I move my cursor around.
And you see that the cursor stays pretty
| | 04:55 |
close to the center of the screen.
I prefer the default, so that I can move
| | 05:01 |
around by going to the edges of the
screen.
| | 05:07 |
And I will zoom back out and click on
Done.
| | 05:12 |
Zooming isn't just for those who have some
difficulty seeing.
| | 05:14 |
Matter of fact I often use it in
presentations, when I need to draw
| | 05:17 |
people's attention to something I'm
showing.
| | 05:21 |
Whether you use zoom for your benefit, or
that of your audience, I think you're
| | 05:24 |
going to find these tips helpful.
| | 05:26 |
| | Collapse this transcript |
| Caps lock begone!| 00:00 |
This is a really quick one, but if you're
like me, this is one of the most useful
| | 00:03 |
things you can do to your Mac.
Do you ever find yourself in a position
| | 00:07 |
where you accidentally bang on the Caps
Lock key and you suddenly typing in all
| | 00:11 |
capital letters?
Me too, and I hate it.
| | 00:16 |
But it never happens any more, and it
doesn't because I've launched System
| | 00:20 |
Preferences like so.
I've selected the Keyboard System
| | 00:25 |
Preference, I've made sure that the
Keyboard tab is selected, and I click the
| | 00:29 |
Modifier Keys button.
When I do that, I can now click on the
| | 00:34 |
Caps Lock pop-up menu and change this to
No Action.
| | 00:39 |
And what that means now, is I can bang on
the Caps Lock key from now until doomsday
| | 00:43 |
and it's not going to do anything.
So, if I accidentally hit it, nothing will happen.
| | 00:49 |
If I hit it on purpose, nothing will
happen.
| | 00:52 |
So, if I want it back on, I have to come
back here to turn it on again.
| | 00:56 |
But, I hardly ever use the thing, so I do
turn this off and I find it extremely helpful.
| | 01:02 |
Now, by the way, if you're a mischievous
sort of person, who has access to another
| | 01:06 |
person's Mac, that's up and running.
You could rearrange the Cmd+Option and
| | 01:10 |
Ctrl+Modifier Key.
So, for example, you know, I'm sitting at
| | 01:13 |
Joe's computer, and he's stupidly left it
on, so that I can access it.
| | 01:17 |
And I say Joe guess what, your Option key
is now going to be your Cmd key and your
| | 01:21 |
Cmd key is now your Option key.
And the Ctrl key is not going to work at all.
| | 01:26 |
Now, this is completely evil.
This is a terrible thing to do, so you
| | 01:30 |
know, you should be prepare to put it back
the way it was when they start tearing
| | 01:34 |
their hair out.
but anyway, evil, if you, if they got a
| | 01:39 |
sense of humor, go ahead.
Otherwise, don't do it.
| | 01:42 |
actually there is one other way that this
can be helpful.
| | 01:46 |
If someone you know is just switching over
from Windows, or you're that person, you
| | 01:50 |
can swap the Ctrl and Cmd keys.
So, you would make Cmd be Ctrl and Ctrl
| | 01:56 |
would be Cmd.
You might do this because you're used to
| | 02:00 |
issuing commands by holding down Ctrl.
And this way you'll feel more at home, if
| | 02:05 |
you're coming from Windows, where you did
that.
| | 02:07 |
Still, you won't be doing things the Apple
way and honestly, you should just change
| | 02:11 |
the way you work, but if you find that
difficult, knock yourself out.
| | 02:16 |
| | Collapse this transcript |
| Scheduling start-up and shutdown| 00:00 |
Many of us are making efforts to save
energy, whether to lower our utility bills
| | 00:03 |
or because it just seems like the right
thing to do.
| | 00:05 |
Mountain Lion can help in this regard.
Plus, knowing this trick you can be sure
| | 00:09 |
that your Mac is up and running when
you're ready to begin the day.
| | 00:12 |
The trick is to open System Preferences,
go to the Energy Saver preference, click Schedule.
| | 00:19 |
And here's where you schedule Start up or
wake, as well as Sleep, Restart, or Shut
| | 00:24 |
Down and it works like this.
Enable Start up or wake, and then choose
| | 00:30 |
the days and time that your Mac will wake
up or start up.
| | 00:34 |
So this can be Every Day, Weekdays,
Weekends, or you can choose specific days
| | 00:37 |
of the week.
We'll leave it at Every Day.
| | 00:41 |
And I can decide what time I want this to
wake up, let's say 8 a.m., done.
| | 00:47 |
Enable the next option, and here you have
the opportunity to change your Sleep,
| | 00:51 |
Restart or Shut Down settings for the
schedule.
| | 00:55 |
Again, let's make it Sleep, Every Day at
10 p.m., and, I click OK.
| | 01:04 |
When I do that, my Mac will dutifully wake
up in the morning at 8 a.m., and it will
| | 01:09 |
go to sleep at 10 p.m., every day.
There are a couple of other options here
| | 01:15 |
that you should pay attention to.
One is Wake for Wi-fi network access.
| | 01:19 |
Now, if you're looking at your Mac, you
may not see these exact words.
| | 01:23 |
It may be Wake for Ethernet or Wake for
network activity or something like that.
| | 01:28 |
But the idea is this, let's say that I've
used this schedule and my Mac has gone to
| | 01:32 |
sleep at 10 p.m.
Well, at 1 a.m., I may be working late and
| | 01:35 |
I need access to this computer from
another one of my Mac.
| | 01:40 |
Maybe I want to share the screen, or I
want to get a file from it.
| | 01:43 |
When I access it over the network, this
will cause the Mac to wake up, and then I
| | 01:47 |
can use it.
So with this option on, I have access to
| | 01:50 |
my Mac over the network.
If I turn it off, it won't wake up, and
| | 01:54 |
then there's this very specific setting
that you're only going to find on a Couple
| | 01:57 |
of Macs.
And these are very recent models, and
| | 02:01 |
that's the, Enable power nap while plugged
into an adapter.
| | 02:05 |
What this does is when my Mac is asleep,
and this happens to be a Macbook Air.
| | 02:09 |
I can close the lid and put it to sleep,
but while it's sleeping it can still so
| | 02:12 |
some things.
For example, it can continue to backing up
| | 02:15 |
to time machine.
You can check for new email, if there's a
| | 02:18 |
calendar update, it will take that, and if
there are other iCloud updates, it will
| | 02:21 |
take that as well.
Then when I wake the machine up, all these
| | 02:25 |
things will have happened while it's been
sleeping.
| | 02:28 |
Now, all this is likely to bring up the
question, in regard to energy use.
| | 02:32 |
Is it better for me to Shut down my Mac
every night and then start it up in the morning.
| | 02:37 |
Where startup can use a fair bit of energy
in the first 90 seconds or so, or is it
| | 02:40 |
better to leave my Mac running but
sleeping?
| | 02:43 |
Well, it depends on the kind of Mac you
have.
| | 02:46 |
If you have a Mac Pro, which uses a bit
more power when sleeping than maybe a laptop.
| | 02:51 |
Over the long haul you'll save some energy
by shutting it down at the end of the day.
| | 02:55 |
But what we're really not talking about a
lot of power.
| | 02:58 |
So it's perfectly okay at the end of the
day to have your Mac go to sleep and then
| | 03:01 |
wake it up in the morning.
You won't wind up using a lot of excess energy.
| | 03:06 |
However, what you don't want to do is
leave the thing running, full bore all
| | 03:10 |
night when you're not using.
You are going to suck up a lot of power,
| | 03:14 |
particularly if you're using something
like a Mac Pro, which really does use an
| | 03:16 |
awful lot of power.
And that's using the Energy Saver
| | 03:20 |
Preference to create a schedule.
| | 03:22 |
| | Collapse this transcript |
| Copying files via Bluetooth| 00:00 |
When we think of Bluetooth, the short
range wireless networking service, we tend
| | 00:04 |
to think in terms of wireless keyboards,
mice, headsets and speakers.
| | 00:08 |
But Bluetooth can also be used to copy
files between devices.
| | 00:12 |
Now, you may wish to do this when you have
two computers nearby and they must be
| | 00:15 |
nearby because Bluetooth only works up to
about 30 feet.
| | 00:20 |
And you can establish a network some other
way.
| | 00:22 |
A lot of people think that doing this
requires a lot of pairing of devices and
| | 00:26 |
entering codes and so on and so forth.
In fact, it's not that hard.
| | 00:31 |
Just do this.
On the receiving computer, you want to go
| | 00:35 |
to System Preferences > Sharing.
And then, make sure that Bluetooth Sharing
| | 00:40 |
is switched on.
Then, you can close System Preferences.
| | 00:44 |
Now, you want to go to the utilities
folder.
| | 00:46 |
And the quickest way there is through the
Go menu to Utilities.
| | 00:50 |
And then, you want to locate Bluetooth
File Exchange, which is right here.
| | 00:54 |
Now, grab the document that you'd like to
copy over the Bluetooth Network and drag
| | 00:58 |
it on top of Bluetooth File Exchange.
When you do that, up pops this window and
| | 01:03 |
it will look for any Bluetooth devices
nearby.
| | 01:07 |
Now, it happens that my MacBookPro is
here, so I'll select it and then I'll
| | 01:10 |
click on Send.
Now, these devices haven't talked to each
| | 01:14 |
other before and so I'm presented with
this code.
| | 01:17 |
And basically what it's saying is do these
two numbers match on each computer?
| | 01:22 |
So, on the receiving computer, I say Yes.
And I say the same thing on the sending computer.
| | 01:27 |
So now, on the receiving computer, I have
to say, okay, I'll take that document by
| | 01:31 |
clicking on Accept.
When I do that, the document transfers over.
| | 01:41 |
Okay, so you've seen it from the sending
end, let's see what it looks like when
| | 01:44 |
you're receiving such a file.
So, I have my MacBook next to me.
| | 01:48 |
I'm going to drag a file on top of
Bluetooth File Exchange on that computer.
| | 01:53 |
I'll select the MacBook Air which is what
you're looking at, and click on Send.
| | 01:58 |
Here is the code.
I click Yes on the sending computer and
| | 02:01 |
here on the receiving computer Yes again.
Now, I'm asked to accept that document.
| | 02:06 |
I can accept all if there are multiple
documents, but in this case I have just
| | 02:10 |
the one.
So, I'll click on Accept.
| | 02:14 |
And now, I have my document, and by
default it goes in the Document's folder.
| | 02:21 |
Note that there was a little trickery here
and that trick is this.
| | 02:25 |
I stopped the recording in the middle of
this movie so that I could remove the two
| | 02:28 |
devices from each others Bluetooth set up.
So that they weren't aware of each other.
| | 02:32 |
I wanted to be able to show you those
codes both sending and receiving.
| | 02:36 |
However, once you've done the code thing
once, you'll never see those codes again,
| | 02:39 |
because the Macs are aware of each other,
and you don't need to verify that relationship.
| | 02:44 |
The file will just send, it's just a
matter of the receiving computer saying,
| | 02:47 |
yes, I will accept it, and then the file
is transferred over.
| | 02:51 |
And that's Bluetooth transfer.
| | 02:52 |
| | Collapse this transcript |
| About Target Disk mode| 00:00 |
Target this mode is a way to access the
startup drive on one computer, as if it
| | 00:03 |
was just another external drive.
I find this most useful for
| | 00:07 |
troubleshooting and repairing startup
drive on that other computer.
| | 00:11 |
For example, I'll launch Disk Utility on
this computer.
| | 00:14 |
I'll select the startup drive that I'm
using.
| | 00:18 |
And you note down here, I can verify the
disk, but I can't repair it.
| | 00:22 |
And the reason is because you can't repair
the drive that you boot from.
| | 00:26 |
So, what if this Mac is having problems,
how do I repair the thing?
| | 00:30 |
Well, one way to do this is to boot from
the restore partition, and then run Disk
| | 00:33 |
Utility from there, and it would talk
about that in another tip.
| | 00:37 |
It's a good solution in some cases, but
not all.
| | 00:40 |
For example, sometimes you need to use
better tools to repair that Mac.
| | 00:44 |
In that case, I might want to boot into
Target Disk Mode, so that I can better
| | 00:47 |
repair the other Mac.
You engage Target Disk Mode by stringing
| | 00:51 |
either a FireWire or Thunderbolt cable
between your Mac, depending on what kind
| | 00:54 |
of ports you have your Mac.
If one has just a Thunderbolt connector,
| | 00:59 |
as does a MacBook Air.
And the other has a FireWire port, as does
| | 01:02 |
my MacBook Pro, then you have to use a
Thunderbolt FireWire adapter, which is
| | 01:06 |
what I have connecting my two Macs now.
Then on the Mac that you want to repair,
| | 01:11 |
you go to System Preferences.
Select Startup Disk and then you'd click
| | 01:18 |
on Target Disk Mode.
Another way to do this is to simply to
| | 01:22 |
restart the Mac and hold down the T key
and it will boot into Target Disk Mode
| | 01:24 |
that way.
I have another Mac here.
| | 01:28 |
I'm going to boot it into Target Disk Mode
by clicking on its Target Disk Mode button.
| | 01:32 |
Click on the resulting restart and that
Mac will restart in Target Disk Mode.
| | 01:40 |
That Mac was restarted.
On its screen you see a gray screen along
| | 01:44 |
with a FireWire icon that kind of moves
around every so often.
| | 01:47 |
Just as it would on a screensaver.
On the host Mac, here's the Startup Drive
| | 01:53 |
of that Mac.
I can open it and treat it just like any
| | 01:56 |
other external drive.
And most importantly for my purposes.
| | 02:00 |
I can launch Disk Utility, select that
drive and then repair the disk.
| | 02:10 |
And if I don't want to use Disk Utility, I
can use some other utility, say
| | 02:14 |
DiskWarrior or something like that to
repair that disk.
| | 02:18 |
And that's Target Disk Mode.
A handy technique for repairing one Mac's
| | 02:22 |
drive with another.
| | 02:23 |
| | Collapse this transcript |
| Working with group accounts| 00:00 |
This is one of those tips that won't apply
to everyone, but for those who can use it,
| | 00:04 |
it can be a godsend.
Specifically, I want to talk about the
| | 00:07 |
virtually unknown group account.
And in order to do that, let's go to
| | 00:11 |
System Preferences.
Select Users & Groups.
| | 00:17 |
Click the lock icon, enter an
administrator's username and password, and
| | 00:21 |
click unlock.
Now, I'm going to create a new account by
| | 00:25 |
clicking on the plus button and I'm
going to choose the Group kind.
| | 00:32 |
I'll give it a name, and click Create
Group.
| | 00:38 |
Now, when I do this, a list of all the
users who are configured on this Mac appears.
| | 00:42 |
And I can select accounts that I want to
be part of that group.
| | 00:45 |
So, in this case, we're going to make
Christian Fletcher part of the group and
| | 00:48 |
Peter Philpott.
And then I will close out System Preferences.
| | 00:54 |
So, what exactly can you do with this
account?
| | 00:56 |
Well, let's start with what you can't do.
You can't log into it.
| | 00:59 |
That's not the point.
Rather, it's for granting access to shared
| | 01:02 |
folders, like so.
So, on my Mac's hard drive, I'm going to
| | 01:06 |
go to the User's folder.
The shared folder and then inside this
| | 01:10 |
folder, I'm going to create a folder.
And I'll call it My Cool Stuff.
| | 01:19 |
And inside that folder I'll create yet
another folder and I'll call that, This is
| | 01:24 |
what's here.
Let's back up a window so I can see My
| | 01:28 |
Cool Stuff folder.
I'll select it and I'll press Cmd+I to get
| | 01:32 |
to the info window.
What I want to look at is the sharing and
| | 01:36 |
permissions area at the bottom of the
window.
| | 01:38 |
I'd like to add an account, and what I'm
going to add is My Group.
| | 01:44 |
So, here's My Group, and I'll click
Select.
| | 01:48 |
It tells me it's Fetching.
But I suspect that at any moment now, it's
| | 01:52 |
going to say, My Group there.
So, what I'm going to do now is change
| | 01:55 |
that to Read & Write so that group has
Read & Write privileges.
| | 02:00 |
And for everyone, I'm going to say, No
Access.
| | 02:04 |
So, what's going to happen here, is that
those people that belong to My Group will
| | 02:07 |
be able to get into this folder, put
things in it, take things out of it, and
| | 02:09 |
edit the documents that are in it.
And I'll close the info window.
| | 02:16 |
And I'll close that folder.
I'm now going to switch to another account
| | 02:19 |
that doesn't have access to this folder.
Okay, now, I'll switch to the Art
| | 02:24 |
Department account.
Let's see what happens.
| | 02:27 |
Here's my hard drive.
Here's Users.
| | 02:30 |
Here's my Shared folder, where I created
that folder, and whuh oh!
| | 02:34 |
Look, this little icon indicates I can't
get in there.
| | 02:37 |
It's locked.
If I try to double-click on it to open it,
| | 02:39 |
I'm told I don't have permission.
And why is that?
| | 02:43 |
Because when I created the folder, I
granted permission to My Group, and that
| | 02:48 |
Art department is not part of the group,
so they're locked out.
| | 02:55 |
Now, lets switch back to my main account.
Okay, so I can get into this folder if I'm
| | 03:01 |
sitting at the Mac and logged in with an
account that's a member of the group.
| | 03:05 |
It's mildly helpful.
Isn't there something more that you can do
| | 03:08 |
with this?
Well there is.
| | 03:10 |
The real power here is that this group
also works for those who log in remotely.
| | 03:14 |
And I'll show you how this works.
On my MacBook Pro across the room, I've
| | 03:18 |
created a group account.
So, here's my MacBook Pro, I'll disconnect
| | 03:23 |
from my main account.
I'll connect, and I'm going to log in with
| | 03:28 |
an account that has access to that Shared
folder.
| | 03:32 |
And connect.
Here's the hard drive, here's the User's
| | 03:36 |
folder, here's the Shared folder and
here's my For the Group folder, this is a
| | 03:42 |
shared folder.
I can open it and I can see the contents
| | 03:48 |
inside because I have Read & Write
priveledges for this account.
| | 03:52 |
Now, let's see what happens when you're
using an account that doesn't have privileges.
| | 03:56 |
So, I've disconnected from that, I'll
connect again with a different account.
| | 04:00 |
Connect.
Hard drive > Users > Shared and here is
| | 04:07 |
that For the Group folder.
I double-click on it and once again, I'm
| | 04:13 |
told that I don't have permission to
access the contents of this folder.
| | 04:19 |
So what?
So, this means that you can configure one
| | 04:23 |
of the Macs you have in your home or your
office.
| | 04:26 |
It's a kind of file server where you can
grant access to different groups.
| | 04:29 |
For example, in the publishing business
you might create a shared folder for the
| | 04:32 |
editorial members of the organization.
Another for the Art Department, and yet
| | 04:37 |
another one for the people who handle the
web.
| | 04:39 |
It's an easy way to organize files and
make sure that only those who need them
| | 04:43 |
can touch them.
And that's the point and power of the
| | 04:47 |
Group Account.
| | 04:48 |
| | Collapse this transcript |
| Using a remote disc| 00:00 |
In Apple's view the CD and DVD are things
of the past.
| | 00:03 |
You can get music, movies, and software
from the iTunes store or Mac apps store,
| | 00:07 |
so why would we need these silvery disks?
Well, oddly, some people still find value
| | 00:12 |
in ripping their audio CDs and installing
older software that's housed on removable media.
| | 00:17 |
And yes, I'm being sarcastic.
There's a feature that's part of OS10 that
| | 00:21 |
can help with one of these issues.
It's called Remote Disc, and it will allow
| | 00:25 |
you to install CD or DVD based software
from one Mac to another.
| | 00:29 |
It doesn't, however, support audio CDs or
video DVDs.
| | 00:33 |
For those situations, you'll have to
pungle-up for an external media drive,
| | 00:37 |
which you can purchase for around $35 in
the US.
| | 00:40 |
It works this way, what we're looking at
right now is my MacPro.
| | 00:45 |
This happens to have a media drive on it
and I have a disk in that drive.
| | 00:48 |
I go to System Preferences, I select
sharing, and then I enable the DVD or CD
| | 00:55 |
sharing option.
Now, the software disks that I have in my
| | 01:00 |
media drive are accessible to other Macs
on the network.
| | 01:03 |
Before it closes out, note the, Ask me
before allowing others to use my DVD drive.
| | 01:07 |
If you don't want just anybody using your
media drive, you want to leave this option on.
| | 01:12 |
However, if it's just you, you can turn
this off.
| | 01:15 |
To make a point, I'm going to leave it on
for now, and we'll quit System Preferences.
| | 01:21 |
And now, we'll move to my Mac that doesn't
have a media drive.
| | 01:23 |
On the driveless Mac, open a Finder
window.
| | 01:29 |
Select Remote Disk and you'll see any Macs
in your network that have an available
| | 01:33 |
disk as well as have Disk Sharing turned
on.
| | 01:37 |
So I just double click on this Mac.
And then I have to click the Ask to use button.
| | 01:44 |
Just click Accept on that other Mac and
the disk becomes available to you in the
| | 01:47 |
diskless Mac.
From here I can just double-click on the
| | 01:50 |
disk and it will mount just as if it were
inserted into the Mac that I'm currently using.
| | 01:55 |
From here, just run the installer as you
normally would.
| | 01:58 |
Now, it could be slow-going because it's
doing all this from a disk that's slow to
| | 02:02 |
begin with and it's doing it over the
network, so be patient.
| | 02:06 |
And that's Remote Disk.
| | 02:07 |
| | Collapse this transcript |
| Creating the 24-hour clock| 00:00 |
Hey, sailor, new in town?
If so, you're probably a little frustrated
| | 00:04 |
with your Mac's 12-hour clock.
You've been working with what we in the US
| | 00:08 |
call military time, which in other parts
of the world is the way time is normally told.
| | 00:13 |
And this whole am, pm thing may seem a
little inefficient, so let me help with that.
| | 00:18 |
Go to System Preferences.
Choose Date & Time.
| | 00:23 |
I'll make sure that the Clock tab is
selected, and I enable Use a 24-hour clock.
| | 00:30 |
When I do that, sure enough, the menu bar
clock changes, so that it's reading in
| | 00:34 |
24-hour time.
Now, I could leave this as the world's
| | 00:37 |
shortest tip, but let's explore a bit.
I'll launch Calendar.
| | 00:41 |
And I choose my new event here, and let's
edit it.
| | 00:45 |
So Cmd+E to edit.
wait a minute.
| | 00:48 |
I've got my event, it goes from 12, but it
should be going to 14, right, because I'm
| | 00:52 |
using a 24-hour clock.
Well, that changes only for the menu bar
| | 00:58 |
clock, it's not the entire system.
So, I have to make that change as well.
| | 01:03 |
I do that by going back to System
Preferences.
| | 01:05 |
I'll click Show All.
And now I choose, Language & Text, and
| | 01:08 |
then the Region tab.
My region currently is the United States,
| | 01:13 |
because that's where I am.
But I can alter the time and create a
| | 01:17 |
custom region.
So, I do that by clicking on customize,
| | 01:21 |
and then I'm going to change my clock
hours up in these four fields here.
| | 01:28 |
Click the first hour and I'll choose
either zero through 23 or 00 through 23
| | 01:32 |
depending on what kind of 24-hour clock
you like.
| | 01:36 |
I'll choose the first and I'm going to
change each one of these fields.
| | 01:43 |
I also don't need AM and PM, because I've
got a 12-hour clock.
| | 01:46 |
So, I'll select each PM, and make it
dissappear.
| | 01:55 |
I'll click OK, and let's see what's
happened to the calendar.
| | 01:58 |
Well, look at here, no longer is my event
ending at 2 p.m., instead, it ends at 14:00.
| | 02:06 |
If I click on it, I see that these times
as well, are in 24 hour time.
| | 02:11 |
And note, no AM or PM here because again I
have a 24-hour clock, so 14:00 is
| | 02:18 |
obviously 2 p.m.
If I don't want things to stay this way,
| | 02:24 |
all I have to do is go back to the Region
menu, select United States and everything
| | 02:28 |
is back the way it was.
I can also go back to Date & Time.
| | 02:35 |
Disable this option, and my 12-hour clock
is back.
| | 02:41 |
But the broader lesson here is that if you
prefer to see dates, times, and numbers in
| | 02:45 |
a format other than the default for the
country you're in, you do it within the
| | 02:48 |
Region tab of the Language & Text
preference.
| | 02:53 |
| | Collapse this transcript |
| Creating the private Mac| 00:01 |
If you and your Mac live in a tidyish cave
miles and miles away from other people,
| | 00:04 |
this movie is not for you.
If, however, your Mac is surrounded by
| | 00:09 |
others, and that would certainly be the
case for a laptop that you haul from place
| | 00:12 |
to place.
You should take some measure to ensure
| | 00:16 |
that it's dated deliciousness isn't
something that can be enjoyed by all.
| | 00:20 |
In short, I'm going to show you how to
keep your Mac as private as possible.
| | 00:24 |
Much of this can be done through System
Preferences.
| | 00:26 |
So off we go to System Preferences and the
first thing we're going to look at is your
| | 00:31 |
Users and Groups.
Specifically, I want you to look at your
| | 00:36 |
account, and then think about your
password.
| | 00:40 |
If you're using a password as easily
guessed as your name, the word, password,
| | 00:44 |
or 1, 2, 3, 4, 5, 6, and 6, 5, 4, 3, 2, 1
is no trickier.
| | 00:49 |
You're setting yourself up for heartbreak.
Click Change Password, and you have the
| | 00:55 |
opportunity to change your password.
So you would type in your old password
| | 00:59 |
which I hope was not password, but maybe
it was and you type that in.
| | 01:03 |
Then please type in something that's more
difficult to guess and then Verify that
| | 01:08 |
and then click on Change Password.
Now if you're having a hard time coming up
| | 01:12 |
with a password that you think is going to
be difficult to guess, click on this Key button.
| | 01:19 |
When you do this, the Password Assistant
appears.
| | 01:22 |
Now you can have it automatically generate
passwords for you, or various types.
| | 01:27 |
So there's Memorable, Letters and Numbers,
Numbers Only, Random, and FIPS-181
| | 01:31 |
compliant, which sounds very scary and
probably is great.
| | 01:35 |
for now let's just look at memorable, this
is a password that may stick in your brain.
| | 01:40 |
If you don't like the one you see, you can
scan down a list and see more.
| | 01:46 |
And if those don't work, you can choose
More Suggestions.
| | 01:49 |
Also, you can change the Length of your
password.
| | 01:53 |
So, Click and Drag and you can create
longer passwords if you need to.
| | 01:58 |
And then there's a quality bar down here
that will give you an idea of how likely
| | 02:02 |
this is to be guessed.
A high rating means it's going to be tough
| | 02:07 |
let's drag it down here to say 8
characters.
| | 02:10 |
And you notice the quality changes so that
it's like (SOUND), that's okay, but not great.
| | 02:18 |
So we'll close that and we'll cancel,
because actually I have a very good password.
| | 02:22 |
Now, I need to unlock this to show you one
of the things, so I will click on the Lock
| | 02:26 |
icon, enter my Password, click Unlock.
Then there's this option, Allow user to
| | 02:32 |
reset password using Apple ID.
Unlike your login password, your Apple ID
| | 02:37 |
is out there on the internet.
Now, Apple does its level best to lock
| | 02:40 |
these things down.
But there are some highly savvy cyber
| | 02:43 |
criminals out there.
Should your Apple ID and password be
| | 02:47 |
compromised, this option provides a way
into your Mac.
| | 02:50 |
Unless you have a very faulty memory, you
should turn this off.
| | 02:56 |
Let's go to Security and Privacy, and
we'll look in the General tab.
| | 03:01 |
I would suggest that you stick with the
Default setting, which is require a
| | 03:04 |
password immediately after sleep or
screensaver begins.
| | 03:08 |
And that means if you're using a laptop
and you close the lid and it goes to
| | 03:12 |
sleep, when you lift that lid you have to
enter a login password.
| | 03:17 |
This can keep other people out, even maybe
a disgruntled teenager.
| | 03:21 |
I would also disable Automatic login.
If you don't have this on and you start up
| | 03:25 |
your Mac, it will automatically log into
your account, which is a terrible idea if
| | 03:28 |
other people can get to your Mac.
Now, let's click on Advanced, and there
| | 03:34 |
are a couple of other options here.
The first, log out after X minutes of
| | 03:39 |
inactivity, is another one that you should
pay attention to.
| | 03:42 |
Again, if you're Mac is out in public
somewhere, enable this option and set a
| | 03:46 |
time limit that is reasonable for the way
you do your work.
| | 03:50 |
If you routinely sit in front of your
computer and do nothing for half an hour,
| | 03:53 |
if you set this to 15 minutes, that's a
poor setting.
| | 03:56 |
However, you may want to change that to
say 45 minutes and then it will log out.
| | 04:02 |
This is for those instances when perhaps
you've forgotten to put your Mac to sleep
| | 04:05 |
or kicked in the screensaver.
So you have to enter a log in password
| | 04:10 |
when your Mac wakes up, or you take it out
of the screen saver, and then there's file vault.
| | 04:19 |
If you're an international man or woman of
mystery, you might also consider switching
| | 04:23 |
on file vault.
This automatically encrypts the data on
| | 04:26 |
your drive.
In order to decrypt files, you're going to
| | 04:29 |
need your login password or a recovery
key.
| | 04:33 |
Now if you forget both of these things,
your data is locked Down tight and you're
| | 04:36 |
not going to get it back.
FileVault is tricky enough in that it
| | 04:40 |
leaves the small possibility that you may
lose all your data if you forget
| | 04:43 |
passwords, that I don't recommend it for
everyone.
| | 04:48 |
If you're carrying company secrets,
absolutely, you should turn this on.
| | 04:51 |
If it's just the general stuff that most
of us carry, it may not be worth the risk.
| | 04:56 |
Now let's go to Safari, if you don't
want to leave tracks as you traipse around
| | 05:01 |
the web, you should go to the Safari Menu,
and Choose Private Browsing.
| | 05:08 |
This is a per session setting, meaning
that if you quit Safari and start it up
| | 05:11 |
again, you'll have to enable Private
Browsing again.
| | 05:14 |
With this on, sites you visit won't be
added to Safari's history.
| | 05:21 |
Now, let's go to Safari's Preferences, and
click Privacy.
| | 05:27 |
Within this preference, you have the
opportunity to Remove Cookies, which are
| | 05:30 |
little bits of data that websites will
implant in your browser.
| | 05:35 |
So that when you return, it's easier to
use that website.
| | 05:38 |
Now, some cookies are for advertising and
that kind of thing.
| | 05:41 |
If you want to remove all your tracks, one
thing you can do is click on Remove All
| | 05:44 |
Website Data, and that wipes out all the
cookies in Safari.
| | 05:48 |
Or if you want to be more selective, click
on Details, select the cookies that you
| | 05:52 |
want to delete and then click on Remove.
If you'd like to avoid accumulating
| | 05:59 |
cookies altogether, in the Block cookies
area, enable Always.
| | 06:05 |
Note, however, that there are certain
sites that won't work properly unless you
| | 06:09 |
allow them to set their cookies.
For example, a video streaming site, it
| | 06:13 |
won't stream its video, because it needs
to set a cookie.
| | 06:18 |
One other setting, I always turn on Ask
Websites Not to Track Me.
| | 06:21 |
Problem is that this is completely
voluntary.
| | 06:25 |
I can ask websites not to track me, but
they don't have to honor that request.
| | 06:28 |
I hope they do, but they don't all do
this.
| | 06:31 |
Still, it may improve over time, so go
ahead and set this.
| | 06:34 |
Now let's take a look at Passwords.
Here you see a list of sites that you've
| | 06:39 |
stored passwords for.
You can view these passwords only by
| | 06:42 |
enabling Show passwords and then entering
your login password.
| | 06:46 |
But even if you can't see the passwords
themselves, this list indicates sites that
| | 06:49 |
you've visited.
If you'd like to clear the list, just
| | 06:53 |
click on Remove All, or you can select
individual passwords and click on Remove.
| | 06:58 |
If you don't want more of these things in
the future when prompted to memorize a
| | 07:01 |
password, simply decline.
And with that, your Mac and web habits are
| | 07:06 |
pretty well secured from prying eyes.
| | 07:09 |
| | Collapse this transcript |
|
|
5. Finder TipsUseful Smart Folders| 00:00 |
You're likely aware that in the Finder,
you can create Smart folders.
| | 00:03 |
These are essentially saved searches that
are dynamically updated as files do or no
| | 00:07 |
longer meet the folder's conditions.
In this movie, we'll build a few new Smart
| | 00:11 |
folders that I think you're going to find
helpful.
| | 00:14 |
So, we'll start by going to the File menu
and choosing New Smart Folder, or you can
| | 00:17 |
press Cmd+Option+N.
And here's our New Smart Folder window, I
| | 00:21 |
tend accumulate a lot of stuff on my Mac
and so fill up its hard drive.
| | 00:26 |
So I create a Smart folder that looks for
files that consume a lot of space, with
| | 00:30 |
the idea that I can throw them away, or
archive them on another drive.
| | 00:35 |
To do that I just click on the Plus
button, click on the first condition and I
| | 00:38 |
need a size rule, but there isn't anything
here.
| | 00:43 |
So I choose Other, and in the Search
field, I'll enter size, and sure enough,
| | 00:47 |
here's File Size.
I'll select it and click OK.
| | 00:52 |
So, I want file size is greater than 500
MB, and here are those large files.
| | 01:02 |
All I have to do at this point is click
Save, give it a name, and it appears in
| | 01:08 |
the sidebar.
So on down the road, if I find that I'm
| | 01:14 |
running out of hard drive space, I would
select a Smart Folder, see what's in
| | 01:17 |
there, and see what I can archive or
delete.
| | 01:22 |
I also like to have a view of documents
I've recently created or worked on.
| | 01:26 |
So, again, I create a new Smart Folder,
click the Plus button, Kind is Document.
| | 01:35 |
Now this time I'm going to create another
condition, but I'm going to hold down the
| | 01:39 |
Option key and I'll tell you why in a
second.
| | 01:42 |
Hold that option and that plus button
changes to an ellipses.
| | 01:46 |
When I do that, something new is
introduced.
| | 01:49 |
This popup menu here that reads, Any, All
or None.
| | 01:53 |
Without using this Option key trick, all
the conditions you create must be met for
| | 01:57 |
an item to appear within a Smart folder.
Using the Option key, they don't all have to.
| | 02:04 |
It could be Any or it could be None.
Now I'll configure three date conditions.
| | 02:09 |
So the Last open date is within 7 days,
click Plus.
| | 02:13 |
Last modified date is within the last 7
days, and Plus once again.
| | 02:17 |
And Last created date is within 7 days.
And now I have a list of documents that
| | 02:23 |
includes any that I've opened, modified,
or created in the last seven days.
| | 02:28 |
Once again, I'll click on Save, give it a
title, and Save it, and here it is in the sidebar.
| | 02:38 |
Now, wait, suppose I don't want any movie
files to appear here, I can modify it.
| | 02:42 |
So, I will right-click, choose, Show
Search Criteria.
| | 02:46 |
Once again I'm going to hold down the
Option key, and click the Plus button,
| | 02:51 |
which is now the ellipsis button, across
from Kind.
| | 02:57 |
I will say None, Kind, is Movie.
When I do that, all the movie files
| | 03:09 |
disappear from my search.
Because I've told it to look for Kind
| | 03:14 |
Movie, and not include them by using this
None popup menu here, and I can Save that.
| | 03:23 |
I also download a lot of stuff and its
helpful to me to have a list of recently
| | 03:26 |
downloaded items.
In this case we're not going to go to the Finder.
| | 03:30 |
Instead I'm going to open up a Finder
window I'll go to Downloads.
| | 03:35 |
And now, I'll chose Find, not New Smart
Folder, but Find from the File menu.
| | 03:36 |
I now click Download so that my search is
restricted to the Downloads folder only.
| | 03:50 |
I now click on the popup menu and then
choose Other.
| | 03:53 |
I then enter date, and what I want is date
added, and here it is, click OK.
| | 04:02 |
Date added is within the last let's say 30
days, and up pops a list of items that
| | 04:06 |
were added to my downloads list in the
last 30 days.
| | 04:12 |
We'll Save that, and it too appears in the
sidebar, and I'll Close this window.
| | 04:24 |
Let's do one other thing with this sheet
for more advanced users.
| | 04:27 |
Here's the set up, applications have
preference files that when mocked up can
| | 04:31 |
cause problems for the application.
Every so often you may need to remove one
| | 04:36 |
of these files and restart the
application, so that it can create a new
| | 04:38 |
and clean one.
I've created a Smart folder that provides
| | 04:42 |
me with a list of these files.
You create it this way.
| | 04:45 |
Hold down the Option key and click on the
Go menu in the Finder, and you'll see a
| | 04:49 |
new entry there that's library.
Select that, I'll bring this over here and
| | 04:56 |
expand it a little bit.
And we'll go down to the Preferences
| | 05:02 |
folder, I'll open that.
Now I'll press Cmd+F, and that brings up
| | 05:07 |
the searching window.
I select Preferences, just so it searches
| | 05:12 |
that folder.
Click on Kind, go to Other, and I'll enter system.
| | 05:20 |
And here's System Files, the only entry
there, and click OK.
| | 05:23 |
I want System Files to be included.
Normally, these files will not show up in
| | 05:31 |
a search, so you have to add System Files
as a condition, and make sure that they
| | 05:34 |
are included in the results.
I'll then create yet another condition,
| | 05:41 |
back to the Other menu.
And this time, I'm looking for extension.
| | 05:46 |
And here it is, file extension; l'll add
that.
| | 05:53 |
And the file extension I'm looking for is
plist, P,L,I,S,T.
| | 05:58 |
And these are the preference files that
are within the preferences folder.
| | 06:02 |
These are the ones that I may occasionally
wish to delete, so that I can create a new one.
| | 06:06 |
There are quite a few them but it does
save me a trip from going to the Library
| | 06:09 |
folder and then the Preferences folder
with it.
| | 06:13 |
With the Smart folder I can go directly to
them.
| | 06:18 |
So I'll Save that, call it Plist, and it's
saved in the sidebar.
| | 06:24 |
And with that, I've shown you enough that
you should be able to construct some
| | 06:27 |
helpful Smart Folders of your own.
| | 06:30 |
| | Collapse this transcript |
| Hidden tricks of menu bar icons| 00:00 |
Normally, in these movies, I hide my Mac's
menu bar icons because I don't want them
| | 00:03 |
to distract you.
However, since this movie is all about
| | 00:07 |
tricks you can perform with these things,
they're fully exposed.
| | 00:11 |
You know that when you click on these
things, you have access to other settings.
| | 00:15 |
For example, if I were to click on this
Sound menu, I have the option to adjust my
| | 00:19 |
max volume up or down.
I'm not going to bother you with the
| | 00:22 |
obvious stuff.
Instead,, I want to show you the power of
| | 00:25 |
the Option key when coupled with these
menus.
| | 00:29 |
So, let's go back to the Sound menu and
I'll hold down the Option key.
| | 00:32 |
Note when I do it, no longer is the slider
there, but instead, I see any output and
| | 00:36 |
input audio devices that I can use with my
Mac.
| | 00:41 |
Also, there's a command for going directly
to the Sound Preference.
| | 00:46 |
If you have a laptop you'll see a battery
icon.
| | 00:48 |
Without the option key, you see the state
of the battery and you can do things like
| | 00:52 |
show the percentage, and you can also open
the energy saver preference.
| | 00:57 |
However, I'll now hold down the Option key
and now I can determine the condition of
| | 01:02 |
my battery.
Is it functioning properly?
| | 01:06 |
Normally, this is something I'd have to go
to the System Information application for,
| | 01:09 |
but because of the Option key trick, I can
see it right here.
| | 01:14 |
And then there's Time Machine.
It tells me the state.
| | 01:17 |
I can back up now or I can enter a Time
Machine or I can go to Time Machine's preferences.
| | 01:21 |
But I hold down the option key and I can
verify back-ups plus, I can also browse
| | 01:25 |
other back-up disks.
So, for example, on this computer, if I
| | 01:28 |
have one-time machine from maybe a year
ago.
| | 01:31 |
I've replaced that drive with a different
drive and I have a newer Time Machine back-up.
| | 01:35 |
I could connect that old drive and I could
browse it's back-ups.
| | 01:39 |
And then there's the Airport menu.
Click on it.
| | 01:41 |
It tells you the state of the WIFI network
and it tells you the networks that are
| | 01:44 |
available to you and the one that you're
connected to.
| | 01:49 |
Now, option click.
And look, there's a whole area here in the
| | 01:52 |
middle that has a bunch of information.
For example, RSSI gives you some idea of
| | 01:57 |
how solid your connection is.
As you get closer to your wireless router,
| | 02:01 |
you'll see that number change.
You also have the opportunity to open up
| | 02:05 |
WI-FI Diagnostics, which is something you
don't normally see.
| | 02:08 |
And then there's Bluetooth.
And I'll show you the Bluetooth devices
| | 02:13 |
that your Mac has relationship to.
But with Option, you also have the option
| | 02:18 |
to create a diagnostic report.
Now, most people aren't going to find this
| | 02:22 |
helpful, but it may be, if you're having a
problem making a connection to a
| | 02:26 |
particular device.
You can create this report and then send
| | 02:30 |
it on to the company that made the device
and they can help you out.
| | 02:35 |
And then Notification Center.
If you hold on the Option key and click on
| | 02:39 |
that icon, you can turn off notifications
until the next day.
| | 02:44 |
Option click and it's back on again.
And finally, here's the Apple menu.
| | 02:49 |
Hold on the Option key and you see that
the first entry about this Mac changes to
| | 02:53 |
System Information.
Select that, and the System Information
| | 02:59 |
application opens.
They're all cool things and just an Option
| | 03:05 |
click away.
| | 03:06 |
| | Collapse this transcript |
| Creating password-protected archives| 00:00 |
Generally, we as a society, look askance
to keeping secrets, but the truth is we
| | 00:04 |
often have things we want hidden from
others.
| | 00:07 |
And that includes some of the files on our
computers.
| | 00:09 |
In this movie, I'm going to show you how
to lock down files, so that only you can
| | 00:13 |
open them.
The avenue for doing this is Disk Utility,
| | 00:16 |
which is in the Utilities folder.
And I'll get there by going to the Go menu
| | 00:21 |
and choosing Utilities, and there is Disk
Utility, and I double-click it to open it.
| | 00:28 |
To create my archive, I go to the File
menu, I choose New, and then I choose
| | 00:32 |
Blank Disk Image.
And now I have to configure this.
| | 00:37 |
First I'll name it.
I'll call it Stuff.
| | 00:40 |
I'll call it Stuff here as well and then I
choose a size for it.
| | 00:45 |
You can choose a number of different
sizes.
| | 00:47 |
I'm going to go with 100 megabytes, that
seems fine for this demonstration.
| | 00:51 |
And then I want to go down to the Image
Format.
| | 00:53 |
In this case I'm going to choose sparse
disk image, and this requires some explanation.
| | 00:58 |
Normally ,when you create a disk image, it
will consume as much space as you've
| | 01:02 |
allotted to it.
So, in this case, if I created one that's
| | 01:06 |
100 megabytes, it will consume 100
megabytes of storage regardless of what's
| | 01:10 |
in it.
A sparse disk image, however, consumes
| | 01:14 |
only as much storage as it holds.
So, even though I've given it a maximum
| | 01:18 |
capacity of 100 megabytes, if it holds
just five megabytes of file, that's the
| | 01:22 |
amount of storage that will be counted
against it.
| | 01:26 |
At least until I add or subtract files.
And then finally, I want to choose encryption.
| | 01:31 |
As you can see, you have two options here.
You can choose 128 bit AES encryption or
| | 01:37 |
256 bit AES.
As the menu tells us, Apple recommends 128
| | 01:42 |
bit, it's quite secure, and unlike 256,
it's reasonably fast.
| | 01:48 |
If you choose more secure, by going with
256.
| | 01:52 |
Just know that its going to take longer to
encrypt and decrypt your files.
| | 01:56 |
So, 128 is good, and let's go ahead and
create it.
| | 02:00 |
Because I want this encrypted, I have to
enter a password and verify it.
| | 02:04 |
I'm going to enter a terrible password and
I know you'll do better.
| | 02:10 |
And then I want to look at one option
before we leave.
| | 02:13 |
And that is this Remember password in my
keychain.
| | 02:16 |
If you leave this option checked and
someone sits down in front of your Mac.
| | 02:20 |
All they have to open the archive and peer
within it, is to double-click on it,
| | 02:23 |
because you've stored the password in the
keychain.
| | 02:27 |
Uncheck this option, and anytime you
want to open this, you have to enter the password.
| | 02:32 |
So, I will uncheck it, click OK And there
it is.
| | 02:38 |
Now, this process has created two files.
One is the Archive, and that's encrypted,
| | 02:43 |
and the other is the Mounted Archive.
So if I double-click it, this would show
| | 02:48 |
you the contents of that archive.
Let's put a few things in it.
| | 02:52 |
So let's see, I'll go to my documents
folder, go to the files folder inside that.
| | 02:59 |
And I'll grab a few items and I'll throw
them in there.
| | 03:07 |
Now, notice when I did that, these files
are still in my documents folder.
| | 03:12 |
But, they're also in the archives.
So, what happened?
| | 03:15 |
Wel,l the Mac treats this archive as if
it's a separate hard drive.
| | 03:19 |
So, when you move things into it, you're
actually copying them.
| | 03:23 |
So, to be really secure, what I'd want to
do then is then is take these files and
| | 03:27 |
then drag them to the trash.
And then empty the trash, they're no
| | 03:32 |
longer there, but they are on my archive.
So, close the archive, I'll close this
| | 03:37 |
window, and now I unmount the mounted
image by dragging it to the trash.
| | 03:44 |
And it's gone.
I'm now left with the encrypted image file.
| | 03:48 |
I double-click on it, and it's asked me
for my password.
| | 03:52 |
I'll enter my terrible password, click OK.
And there's the Mounted Archive.
| | 04:02 |
Of course, this archive needn't be for my
eyes only.
| | 04:04 |
For example, I could give it to somebody I
trust and then provide them with the password.
| | 04:09 |
And that's Encrypted Disk Archives.
| | 04:11 |
| | Collapse this transcript |
| Inside the Info window| 00:00 |
The Info window that appears whenever you
select any item and press Cmd+I has a load
| | 00:04 |
of features, many of which you may have
never explored.
| | 00:07 |
Well, now's the time.
So, I'm going to select this text
| | 00:12 |
document, press Cmd+I.
And sure enough, this middle area under
| | 00:17 |
General has a lot of information.
Tells me the kind, the size, where this
| | 00:22 |
file is located, when it was created, when
it was modified, and it includes the
| | 00:26 |
ability to assign a label to it.
So, currently it had no label, but I could
| | 00:33 |
add one, and when I do, you could see the
text below the name becomes the color of
| | 00:37 |
the label.
Below are two options, the first is
| | 00:43 |
Stationary pad.
When you select Stationary pad, you're
| | 00:46 |
creating a template file, so when you open
this file a copy of the file is opened
| | 00:49 |
rather than the original.
So, you might use this for you company
| | 00:53 |
stationary, a form letter that's mostly
filled out.
| | 00:56 |
Or some other document that you need to
lightly personalize at another time.
| | 01:00 |
And then, Locked is exactly what you think
it is.
| | 01:03 |
Switch this on and the document is locked,
and it must be unlocked to be modified.
| | 01:08 |
Below that is More Info.
In this case, it doesn't tell us a lot.
| | 01:16 |
And then there's the top area.
Now, here you see the name of the file,
| | 01:20 |
its size, when it was last modified and
then you see its icon.
| | 01:24 |
You can change its icon.
In order to do that, all you have to do is
| | 01:27 |
take another document and drag it into the
Icon area.
| | 01:31 |
When you do, it adopts that item's icon.
So, in this case, I took a JPEG file,
| | 01:38 |
dragged it there and it replaced the text
icon.
| | 01:43 |
I'll undo that.
And now, we have the text preview back,
| | 01:47 |
and here it is as well.
If you like, you can also copy icons back
| | 01:53 |
and forth.
So, I'll select a JPEG file, click its
| | 01:58 |
icon, Cmd+C to copy, select this icon,
Cmd+V to paste, and it adopts the copied icon.
| | 02:09 |
I'll undo that, and I'll close this info
window.
| | 02:12 |
Now, below this area is the spotlights
comments area.
| | 02:16 |
This is something that a lot of people
don't use but should.
| | 02:18 |
In this field, you can enter any words you
like.
| | 02:22 |
Banes, project or vital or muskrat.
Those words are now searchable with spotlight.
| | 02:28 |
So, if you're willing to take the time to
add comments.
| | 02:31 |
You have yet another way to easily find
documents via Keyword.
| | 02:34 |
In the Name and Extension area you can
change the name of the file as well as
| | 02:38 |
choose to show or hide the extension.
And the extension in this case is rtf.
| | 02:44 |
Extensions may or may not be hidden by
default depending on the application that
| | 02:47 |
created them.
Media files, for example, often show their extension.
| | 02:52 |
So, for example, this JPEG file shows jpg
by default, and this helps me know what
| | 02:56 |
kind of media file I'm dealing with.
However, this text doesn't have .txt or
| | 03:03 |
.rtf after it.
If I were to choose not to hide the
| | 03:07 |
extension, then I do see the extension.
Below here is the open with area, now as
| | 03:14 |
you probably know, if you right-click on a
document, you can chose Open With.
| | 03:19 |
And any other applications that can open
that file will appear on the list, so if I
| | 03:25 |
wanted to, I could select pages here.
And that file would open in Pages.
| | 03:32 |
But there's an added bonus in the info
window, and that is, I can choose pages
| | 03:37 |
here as well, but I can also choose to
change all documents just like it.
| | 03:44 |
When I click on Change All, I get a little
warning, asking me if I'm sure that I want
| | 03:47 |
to do that.
That every time I find an RTF document and
| | 03:51 |
I try to open it, it will open in pages
instead of TextEdit.
| | 03:56 |
I can continue or cancel.
In this case, I'm going to choose Cancel,
| | 03:59 |
and we'll put this back to TextEdit which
again is the default.
| | 04:05 |
And note, when I do that, it gets its icon
back.
| | 04:08 |
You can click on the Preview triangle and
see some of what's inside that file.
| | 04:12 |
These files can include text, images,
movies, and music files, for example.
| | 04:18 |
And then, there's the Sharing and
Permissions area.
| | 04:20 |
And this is something we look at briefly
in another movie.
| | 04:23 |
Here, you could choose what users can and
can't do with a file.
| | 04:27 |
So, they can read and write, read only,
and in some cases they have no access.
| | 04:33 |
You could also add others users.
So, click on the plus button.
| | 04:37 |
A sheet appears and you can choose other
users who could access this file.
| | 04:41 |
So, for example, I have another user,
Christian Fletcher, if I wanted to I click
| | 04:47 |
on Select.
He's added here.
| | 04:50 |
And then, I can assign the kind of
privileges I want.
| | 04:53 |
So, Christian can read and write.
You have another interesting option when
| | 04:58 |
you're dealing with a folder.
So, let's grab this project folder.
| | 05:01 |
Cmd+I.
For everyone, let's change their
| | 05:05 |
permission to read and write.
I now, click on the lock icon, I enter my
| | 05:12 |
password, okay.
And I can now assign the privileges that
| | 05:17 |
were assigned to the project folder to
everything that's in it.
| | 05:22 |
So, Apply to enclosed items, confirm that
I want to do this and now everything in
| | 05:26 |
this folder has the same privileges as the
folder itself.
| | 05:33 |
I'd like to Revert changes.
And now, the file and its contents become
| | 05:39 |
read only.
And that's the probably more helpful than
| | 05:46 |
you thought info window.
| | 05:48 |
| | Collapse this transcript |
| Locating locally stored iCloud files| 00:00 |
Here's the setup.
You've been dutifully saving your iWork
| | 00:03 |
preview and text edit files to iCloud.
Then suddenly, oh no, your internet
| | 00:08 |
connection is dead, and you can't access
your files.
| | 00:11 |
So, what do you do?
Relax mostly.
| | 00:14 |
Though it's not something Apple talks a
lot about, there are copies of those files
| | 00:18 |
on your Mac.
Let's see how to find them.
| | 00:21 |
So I'm going to go to the Go menu.
Then I'll hold down the Option key.
| | 00:24 |
And Library appears.
Select Library.
| | 00:28 |
I'm in the library folder.
And now, I want to find the Mobile
| | 00:30 |
Documents folder, and here it is.
I select that, and you find a series of folders.
| | 00:37 |
The name at the end of each folder
indicates the application that created
| | 00:41 |
these files.
So, I'll select Keynote.
| | 00:44 |
The Documents folder inside and here are
my keynote presentations.
| | 00:49 |
Same idea with Pages, select Documents,
and here are my Pages Documents.
| | 00:55 |
These will open like any other file.
So, I can double-lick on it, pages will open.
| | 01:02 |
If I like, I can Edit the thing.
Save it and then quit.
| | 01:10 |
And as you can see that version is saved.
This will also be synced with iCloud.
| | 01:15 |
So, if I open this document on a different
computer or one of my iOS devices, I will
| | 01:19 |
see the change that I've just made and
that's really all there is to it.
| | 01:24 |
Accessing, opening and editing iCloud
files.
| | 01:27 |
| | Collapse this transcript |
|
|
6. Tips for TroubleshootersForcing a stubborn Trash to empty| 00:01 |
If you use a Mac long enough, there will
come a time when you attempt to empty the
| | 00:04 |
trash and you're told, nuh-uh, for one
reason or another.
| | 00:09 |
Sometimes you get a notification about a
file being busy or some obscure error
| | 00:13 |
number bops up or, or maybe nothing
happens at all and the trash just stays full.
| | 00:19 |
In this movie, I'll show you a few
techniques for emptying it for good and all.
| | 00:23 |
Now, one is to simply go to the Apple menu
and choose log out.
| | 00:28 |
So, log out of your account, log back in,
and sometimes that can cure a confused,
| | 00:32 |
empty trash command.
If that doesn't work, go to the Finder
| | 00:37 |
menu and choose Secure Empty Trash.
This may work when the regular Empty Trash
| | 00:43 |
command doesn't.
Note, however, that when you issue this
| | 00:46 |
command, it may take a little longer to
empty the trash because the OS has to
| | 00:49 |
override those areas where those files
were.
| | 00:53 |
Now, in the past, you could run into
trouble if you put a locked file in the
| | 00:56 |
trash, and then you attempted to empty it
and let me show you how it works.
| | 01:02 |
So, we'll take this innocent looking file
here, press Cmd+I and I will lock it and
| | 01:06 |
then we'll close that window.
And you can see by the locked icon this
| | 01:11 |
item is indeed locked.
Now, I'll drag it to the trash, and when I
| | 01:15 |
do I'm told, yo buddy, you're trying to
trash a large file, you sure you want to
| | 01:19 |
do that?
Yes, I do, so I click on Continue.
| | 01:24 |
Now, it's time for me to empty the trash.
I'll go to Finder.
| | 01:27 |
Choose Empty Trash.
Do I really want to empty the Trash?
| | 01:31 |
Yep, I do.
Empty the, oh, look what happened.
| | 01:34 |
When you have a locked item in the Trash,
you're told about it.
| | 01:37 |
Now, in the past, you would get errors
just saying, sorry, can't do it, locked item.
| | 01:41 |
In this case, the OS is actually trying to
help you out.
| | 01:44 |
So, it gives you a couple of options.
The first is Remove Unlocked Items.
| | 01:48 |
And that means, hey I'm more than happy to
trash the items that are in the trash, but
| | 01:52 |
not those that are locked.
Or you can say Remove All Items, which is
| | 01:57 |
I don't care if they're locked items or
not, just toss everything out.
| | 02:02 |
If I were to click Remove All Items now,
it would probably work.
| | 02:05 |
For the time being, though, let's just
remove unlocked items, and take a look at
| | 02:10 |
the Trash.
And sure enough, those other items are
| | 02:15 |
gone, but my locked item remains.
Let's say you've gone through all of this
| | 02:20 |
and you've told it to remove unlocked
items and it hasn't.
| | 02:23 |
What can you try then?
Once again, back to the Finder.
| | 02:26 |
This time, and I urge you to keep your eye
on the trashcan icon down at the bottom
| | 02:31 |
right, hold down the Option key and then
choose Empty Trash.
| | 02:37 |
Notice, it emptied.
And it emptied because when you hold down
| | 02:42 |
the Option key and choose Empty Trash, it
overrides any locked files.
| | 02:46 |
If all else fails, you're going to turn to
terminal.
| | 02:52 |
So, first of all, let's put something in
the Trash.
| | 02:56 |
And then, we're going to go to terminal.
That terminal is utility that allows you
| | 02:59 |
to issue commands by typing them in.
Because it is utility, it's in Utilities folder.
| | 03:05 |
Here's terminal and here is my command
line.
| | 03:08 |
So, here is the command that I'm going to
issue.
| | 03:13 |
s, u, d, o, which some people pronounce
sudo other pronounce sudo, space RM and
| | 03:21 |
capitalization counts, space, -R
~/.Trash/*.
| | 03:29 |
In English, this means pseudo, which is,
please temporarily grant me the power to
| | 03:37 |
do things you normally wouldn't let me do.
RM is remove.
| | 03:48 |
Blah, blah, blah.
Tilda means my home folder.
| | 03:51 |
Period trash means the hidden directory
where my trash is stored.
| | 03:56 |
And then, the asterisk means anything that
happens to be in that directory.
| | 04:01 |
So now, I press Return and then I'm
prompted for a password and I am because
| | 04:04 |
I've issued that pseudo or sudo or sudo
command.
| | 04:08 |
You can't issue that without providing
your password.
| | 04:11 |
So, we'll type that in, press Return, and
nothing seems to happen in terminal, but
| | 04:15 |
if you look down at the Trash, the trash
has been emptied.
| | 04:22 |
If you're having problems with your Trash,
try one of these techniques.
| | 04:25 |
Eventually one of them should work for
you.
| | 04:27 |
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| Create a bootable installer drive| 00:01 |
If you've watched my Mountain Lion
Essential Training course, you know that
| | 00:03 |
you can boot your Mac into something
called the Recovery HD partition.
| | 00:07 |
And this is where you can use some
included tools to perform a number of
| | 00:11 |
tasks, including verifying and repairing
your hard drive and re-installing Mountain Lion.
| | 00:17 |
The problem with the re-install option, is
that the Recovery HD partition doesn't
| | 00:20 |
include include a copy of the installer.
Instead, when you choose to re-install OS
| | 00:25 |
10, you're taken to the Mac app store
where you have to download it again.
| | 00:29 |
Which can take a long time, given that the
thing is several GB.
| | 00:33 |
And, what happens if you don't happen to
have a broadband connection at the time?
| | 00:37 |
You could be in trouble without knowing
this trick.
| | 00:40 |
And that trick is creating a bootable
Mountain Lion installer on a USB key drive.
| | 00:44 |
You're going to need two things, the first
is you'll need a copy of the OS 10
| | 00:47 |
Mountain Lion installer, which I have here
on the desktop.
| | 00:51 |
And you're also going to need a key drive
of 16 GB or larger.
| | 00:56 |
So, we start by going to disk utility.
And I need to format the drive, so it will
| | 01:02 |
work properly.
So, I select the drive, select partition
| | 01:06 |
and then I'm going to create one
partition.
| | 01:09 |
When I do that, this Options button
becomes active.
| | 01:14 |
I select Options, and then I select the
GUID Partition Table option.
| | 01:19 |
If you don't select this option, you won't
be able to boot from this drive on your Mac.
| | 01:23 |
And I click OK.
Now I have to format the drive.
| | 01:28 |
Currently it's MS-DOS, I need it to be Mac
OS Extended Journaled.
| | 01:35 |
And I'll give it a name.
And click apply.
| | 01:39 |
Indeed I want to partition it.
I'll speed up the movie, so you don't have
| | 01:45 |
to watch this in real time.
And it takes about a minute to finish the job.
| | 01:53 |
Now, back to the finder I'm going to
Ctrl+click or you can right-click on the
| | 01:57 |
installer and choose Show Package
Contents.
| | 02:02 |
We'll dig down through contents until we
get to ShareSupport.
| | 02:07 |
I open that folder, and the file that I'm
looking for is the first one.
| | 02:11 |
InstallESD.dmg.
And I'll move that window down here.
| | 02:17 |
Now back to this utility, I select
Restore.
| | 02:20 |
My source is going to be the
installesd.dmg file and I'll drag that
| | 02:25 |
into the source field.
Now, I'll grab my installer image and drag
| | 02:31 |
it to destination.
Now, I just click on Restore.
| | 02:39 |
It asks if I'm sure, I am and I click on
Erase.
| | 02:42 |
Enter my password, OK.
And then the job begins.
| | 02:49 |
And we'll zip through this, so you don't
have to see the whole thing.
| | 02:53 |
And despite what it said early on, it took
about 30 minutes to create this.
| | 02:57 |
So, now I'll close this window and here it
is, here's my key drive.
| | 03:04 |
And it has my Mac OS 10 installer on it.
Let's quit disk utility, go to System
| | 03:13 |
Preferences > Startup Disk and here it is.
You can see that this is now a legitimate
| | 03:20 |
volume that I can start up from.
Once I do that, I'll be taken to the
| | 03:24 |
regular Recovery HD interface.
However, when I choose to install Mac OS
| | 03:29 |
10, it will install it from this drive
instead of going out to the web to grab a copy.
| | 03:34 |
Fortunately, we don't need to install Mac
OS 10 very often.
| | 03:38 |
But when you do, this is a very handy
thing to have with you.
| | 03:41 |
| | Collapse this transcript |
| Making a redundant Time Machine backup| 00:01 |
I have to think that all of you are
backing up your data, right?
| | 00:04 |
If not, pause this movie right now and
read about backing up in my Mountain Lion
| | 00:08 |
Essential Training Course.
When you're ready, come on back.
| | 00:12 |
Okay.
Back?
| | 00:15 |
Great.
Now, that you're all backing up, let's proceed.
| | 00:19 |
One backup is good.
Two is better.
| | 00:22 |
And it is because one of them may fail.
In this movie, I'm going to show you how
| | 00:27 |
to use Time Machine to create two backup
sets.
| | 00:29 |
To do that, I'll go to System Preferences,
and then I'll select Time Machine.
| | 00:35 |
Now, as you could see currently I'm
backing up to backup disk one, which is
| | 00:39 |
this one on my desktop.
I'd like to create an additional backup
| | 00:43 |
set to my 4 TB drive that I also have
plugged into my Mac.
| | 00:48 |
So, how do I do it?
Simple enough, click on Select Disk.
| | 00:52 |
Select an available disk.
And in this case, we're going to use that
| | 00:58 |
4 TB drive, and click on Use Disk.
When I do that, I have three options.
| | 01:03 |
One is I can cancel, so I'll just stop
doing the thing altogether.
| | 01:08 |
I can replace my first backup, or I can
use both of them.
| | 01:11 |
I want to choose to use both those disks.
When I do that, it shows me my two disks.
| | 01:20 |
From this point on, Time Machine will
alternate its backups between the two volumes.
| | 01:26 |
So, it will backup to the backup one disk
first, and then an hour later, it will
| | 01:30 |
backup to my 4 TB drive.
If you disconnect on the volumes Time
| | 01:35 |
Machine will continue backing up to the
one it can access.
| | 01:39 |
When you bring back the previously
disconnected volume, Time Machine will
| | 01:42 |
back up to it so that the two volumes hold
the same approximate data.
| | 01:47 |
I say approximate because if you've
created new documents since backing up to
| | 01:51 |
the just brought online volume, the new
backup will be more current than the other one.
| | 01:57 |
And that's the minor inconvenience of the
scheme.
| | 01:59 |
One backup set is likely to be a bit ahead
of the other, which means paying attention
| | 02:03 |
to which set you restore from.
But other than that, it's a good scheme,
| | 02:08 |
an easy way to back up to two volumes.
| | 02:12 |
| | Collapse this transcript |
| Activity Monitor as a diagnostic tool| 00:00 |
We've all been faced with times when our
Macs slow down.
| | 00:02 |
Displaying a spinning beach ball of death
and generally carrying on as if they had a
| | 00:06 |
bad case of rickets.
Often times these slow downs can be cured
| | 00:10 |
by simply restarting your Mac or quitting
your web browser.
| | 00:13 |
But if not, there's a way to get a glimpse
of exactly what's going on and that way is
| | 00:18 |
let's take a look.
Activity monitor is found in the utilities
| | 00:23 |
folder right at the top, and here it is.
So I'll open that, and here is the
| | 00:29 |
Activity Monitor window.
Now the first thing you want to do is take
| | 00:33 |
a look at this first popup menu that says
all processes.
| | 00:37 |
This shows you everything that's going on
in your Mac regardless of which account
| | 00:41 |
controls it.
In this case, I'm going to choose My
| | 00:44 |
Processes, so I can see just the things
that my account is doing.
| | 00:49 |
Next, click on the % CPU column.
If you see nothing but zeros click on the
| | 00:55 |
triangle, so that the most active
processes appear at the top of the list.
| | 01:01 |
Now if in this column you see anything in
the double digits, that thing is demanding
| | 01:04 |
a lot of attention from your Mac's
processor.
| | 01:08 |
Which could cause your Mac to slow down.
Now in our case I have very little going on.
| | 01:13 |
I have a Screen Capture running, but it's
not taking up very much of the CPU time.
| | 01:18 |
If you see a big number here, there's no
need to panic right away.
| | 01:21 |
Some processes will eat up a lot of your
processor, but only for a short time.
| | 01:26 |
So wait a couple of minutes and see how
things change.
| | 01:30 |
If one process is hanging on to the
processor and it's performing a particular chore.
| | 01:33 |
Let's say it's ripping a disc, or you're
streaming video for example.
| | 01:37 |
Let it go on with its job until you're
finished.
| | 01:40 |
If, however, a process doesn't seem to be
doing anything consider quitting that process.
| | 01:44 |
You could do that by selecting it and then
clicking Quit Process.
| | 01:51 |
Something else to keep an eye out for is
the amount of real memory various
| | 01:54 |
processes are consuming.
If one process is grabbing nearly all the
| | 01:58 |
available RAM, you'd be wise to quit and
relaunch it.
| | 02:02 |
And to get a clue about real memory, just
simply click on the Real Memory column.
| | 02:05 |
In my case I've got a few GB of RAM, so
the fact that something is taking up 113.7
| | 02:10 |
MB is no big deal.
If you'd like a better look at what's
| | 02:14 |
going on with your memory, click on the
System Memory tab at the bottom of the window.
| | 02:18 |
Free memory is marked in green.
As you can see, I've got quite a bit of
| | 02:23 |
free memory.
Also if the Mac needs it, it can grab this
| | 02:27 |
inactive memory.
One more hint, having an activity monitor
| | 02:31 |
in front of you at all times may distract
you from your other work.
| | 02:35 |
But you can keep an eye on what's
generally happening with it.
| | 02:38 |
So go down to the dock and look for its
icon.
| | 02:43 |
Click and hold on that icon and you'll see
the ability to display certain monitors,
| | 02:49 |
so, Show CPU Usage.
So I've got four cores here on my computer
| | 02:55 |
and that's what they're up to.
I could also look at my CPU history.
| | 03:06 |
And as it goes along, you'll see little
dots appear here for each core.
| | 03:13 |
These dots mean that right now my Mac is
pretty much idling.
| | 03:16 |
But if you see a lot of activity up on the
higher parts of the cores it means that
| | 03:19 |
core is getting pushed pretty hard.
And you can also change the dock icon.
| | 03:28 |
So for example, I want to see my CPU
usage, click there.
| | 03:33 |
And here's the dock icon indicating how
it's going, or I can show network usage.
| | 03:47 |
Of course once you quit Activity Monitor,
that icon goes away.
| | 03:51 |
Activity Monitor can do very little to
cure an ongoing problem.
| | 03:55 |
For that, you may have to update or
replace a misbehaving application, but, it
| | 04:00 |
may help you pinpoint a problem source.
| | 04:03 |
| | Collapse this transcript |
| Repairing your keychain| 00:00 |
If you've ever been prompted for a
password and then asked if you'd like to
| | 00:03 |
store it somewhere, you may wonder where
your Mac has put it.
| | 00:07 |
Well, it's barely very deep down in the
Mac's file structure, but it is accessible
| | 00:11 |
through Keychain Access.
Keychain Access is important for doing
| | 00:15 |
more than just holding your passwords and
pasting them in when requested.
| | 00:19 |
It can also govern whether your Mac can
automatically connect to your WiFi network
| | 00:22 |
in the morning, as well as determine what
sites are and aren't so okay to connect to
| | 00:26 |
based on the certificates held by key
chain access.
| | 00:32 |
Because the health of your Keychain is so
important, I'm going to show you how to
| | 00:35 |
repair it.
So, I'll go to the Go menu, then Utilities
| | 00:40 |
and here's Keychain Access.
Here's my login Keychain.
| | 00:47 |
And this is where, by default, your
passwords, public keys, and certificates
| | 00:51 |
are stored.
To check the health of my Keychain, I go
| | 00:55 |
to the Keychain Access menu, select
Keychain First Aid, enter my password.
| | 01:01 |
Make sure Verify is selected, and click on
Start.
| | 01:05 |
Lucky me, no problems found.
I'm good.
| | 01:08 |
However, if there had been a problem, I
would've seen a series of red entries
| | 01:12 |
telling me that something was wrong.
At that point, I'd select Repair, click Start.
| | 01:19 |
It would run through it, and it would
complete the repair.
| | 01:22 |
Because I'm slightly suspicious about
these things, I would then go back to
| | 01:26 |
Verify, click on Start again, and ensure
that there really were no more errors found.
| | 01:33 |
And that's all there is to it, it's easy
to do.
| | 01:35 |
If you find that you're being prompted for
passwords more often than you have been in
| | 01:39 |
the past.
Or an application refuses to accept a
| | 01:43 |
password that you know is right, go ahead,
launch Keychain Access and repair your Keychain.
| | 01:48 |
| | Collapse this transcript |
| Resetting your login password| 00:00 |
Here's the set-up: You're standing around
outside and you're minding your own
| | 00:03 |
business, and a large porridge bird lays
its egg in the air, as they do.
| | 00:08 |
The egg drops on your skull, and the
injury causes you to forget your log-in password.
| | 00:14 |
So, how do you create a new one?
Like so.
| | 00:17 |
First step, is to go to the Apple menu,
and Restart your Mac.
| | 00:23 |
When the Mac restarts, hold down the Cmd
and R key.
| | 00:29 |
This boots your Mac into recover HD mode,
where you can perform a number of tasks,
| | 00:33 |
including running disk first aid on your
usual startup drive.
| | 00:39 |
But we don't want to do that.
Instead, we're going to go to the
| | 00:41 |
Utilities menu and choose Terminal.
In the Terminal window that appears, type
| | 00:46 |
reset password, all jammed together.
And then press the Return key.
| | 00:52 |
When you do that, the Reset Password
window appears.
| | 00:55 |
In this window, select your Macintosh HD,
so your startup drive.
| | 01:00 |
And then choose the user whose account you
want to reset.
| | 01:04 |
Then enter a new password.
Reenter that password.
| | 01:09 |
And if you like, you can enter a hint.
Once that's done, just click on save.
| | 01:24 |
You'll see that the password has been
reset.
| | 01:26 |
Click OK.
Now, just restart your Mac and your Mac
| | 01:29 |
will boot from the log-in screen, where
you can select that account and enter the
| | 01:35 |
new password.
| | 01:37 |
| | Collapse this transcript |
|
|
ConclusionGoodbye| 00:00 |
Intuitive as the Mac OS is, there's a lot
of power behind Mountain Lion.
| | 00:03 |
Thankfully, with the kind of tips and
techniques you've learned here.
| | 00:07 |
You're in a far better position to
leverage that power.
| | 00:09 |
Go ahead.
Dig into mail, calendar and contacts.
| | 00:13 |
Explore the less familiar areas of System
Preferences, and take time feeling around
| | 00:16 |
to find those nooks and crannies.
If you feel that you need a little more
| | 00:20 |
help with Mountain Lion, take a walk
through Mac OS X Mountain Lion essential training.
| | 00:25 |
And if you haven't taken advantage of all
that is iCloud, by getting started with
| | 00:28 |
iCloud course will set you on the right
path.
| | 00:32 |
This is Chris Breen for lynda.com, thanks
very much for watching.
| | 00:35 |
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