iMac Portable Genius

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iMac® PORTABLE

GENIUS

by Kate Binder and Guy Hart-Davis

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iMac® PORTABLE

GENIUS

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iMac® PORTABLE

GENIUS

by Kate Binder and Guy Hart-Davis

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iMac® Portable Genius Published by Wiley Publishing, Inc. 10475 Crosspoint Blvd. Indianapolis, IN 46256 www.wiley.com Copyright © 2008 by Wiley Publishing, Inc., Indianapolis, Indiana Published simultaneously in Canada ISBN: 978-0-470-29061-3 Manufactured in the United States of America 10

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No part of this publication may be reproduced, stored in a retrieval system or transmitted in any form or by any means, electronic, mechanical, photocopying, recording, scanning or otherwise, except as permitted under Sections 107 or 108 of the 1976 United States Copyright Act, without either the prior written permission of the Publisher, or authorization through payment of the appropriate per-copy fee to the Copyright Clearance Center, 222 Rosewood Drive, Danvers, MA 01923, (978) 750-8400, fax (978) 750-4744. Requests to the Publisher for permission should be addressed to the Legal Department, Wiley Publishing, Inc., 10475 Crosspoint Blvd., Indianapolis, IN 46256, (317) 572-3447, fax (317) 572-4355, or online at http://www. wiley.com/go/permissions. Limit of Liability/Disclaimer of Warranty: The publisher and the author make no representations or warranties with respect to the accuracy or completeness of the contents of this work and specifically disclaim all warranties, including without limitation warranties of fitness for a particular purpose. No warranty may be created or extended by sales or promotional materials.The advice and strategies contained herein may not be suitable for every situation. This work is sold with the understanding that the publisher is not engaged in rendering legal, accounting, or other professional services. If professional assistance is required, the services of a competent professional person should be sought. Neither the publisher nor the author shall be liable for damages arising herefrom. The fact that an organization or Web site is referred to in this work as a citation and/or a potential source of further information does not mean that the author or the publisher endorses the information the organization of Web site may provide or recommendations it may make. Further, readers should be aware that Internet Web sites listed in this work may have changed or disappeared between when this work was written and when it is read. For general information on our other products and services or to obtain technical support, please contact our Customer Care Department within the U.S. at (800) 762-2974, outside the U.S. at (317) 572-3993 or fax (317) 572-4002. Wiley also publishes its books in a variety of electronic formats. Some content that appears in print may not be available in electronic books. Library of Congress Control Number: 2008930828 Trademarks: Wiley and the Wiley Publishing logo are trademarks or registered trademarks of John Wiley and Sons, Inc. and/or its affiliates in the United States and/or other countries, and may not be used without written permission. iMac is a registered trademark of Apple, Inc. All other trademarks are the property of their respective owners.Wiley Publishing, Inc. is not associated with any product or vendor mentioned in this book.

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About the Authors Kate Binder

has been using Apple computers for more than 25 years — yes, that predates the Mac! — and is starting to feel quite old. She still enjoys messing around with

Macs, though, and does so at every opportunity. It’s much more entertaining than doing actual work. When she can be found working, Kate’s most likely to be doing magazine and book production, creating e-books for major publishers, or writing books like this one. Books that Kate has written or co-written include Teach Yourself Adobe Photoshop Elements 6 in 24 Hours, Easy Mac OS X Leopard, Sams Teach Yourself Adobe Photoshop CS3 in 24 Hours, Easy Adobe Photoshop Elements 4, Get Creative!: The Digital Photo Idea Book, SVG for Designers, Microsoft Office v. X for Mac Inside Out, The Complete Idiot’s Guide to Mac OS X, Photoshop 6 Cookbook, PhotoImpact Solutions, and Sams Teach Yourself QuarkXPress 4 in 14 Days. She lives in an old house in New Hampshire with her husband, journalist Don Fluckinger, accompanied by assorted children, dogs, cats, and (she’s pretty sure) a mouse under the dryer.

Guy Hart-Davis

is the author of more than 40 computing books, including Mac OS X Leopard QuickSteps, How to Do Everything with Your iPod & iTunes, and Adobe Creative

Suite Keyboard Shortcuts. He also writes about PCs, Windows, Linux, and VBA.

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Credits Senior Acquisitions Editor

Senior Project Coordinator

Jody Lefevere

Kristie Rees

Senior Project Editor

Graphics and Production Specialists

Cricket Krengel

Alissa D. Ellet Nikki Gately Melanee Habig Jennifer Henry Andrea Hornberger

Technical Editor Paul Sihvonen-Binder

Copy Editor Kim Heusel

Editorial Manager Robyn B. Siesky

Vice President & Group Executive Publisher Richard Swadley

Vice President & Publisher Barry Pruett

Business Manager Amy Knies

Senior Marketing Manager Sandy Smith

Quality Control Technicians Laura Albert John Greenough

Proofreading Melissa D. Buddendeck

Indexing Slivoskey Indexing Service

Special Help Jama Carter Sarah Cisco

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To Don, because in the end it all comes down to you and me. ~ Kate

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Acknowledgments I can’t

express how much I enjoyed working with Jody Lefevere and Cricket Krengel on this book. The sometimes-tricky process of learning about a new publisher (to me) and a

new series was made as simple and smooth as possible by these two. Working with my esteemed brother Paul Sihvonen-Binder as tech editor was also amazingly smooth — can you believe it? As always, I owe a great deal to my family, friends, and dogs, all of whom got the short end of the stick while I was locked in my office writing. Finally, I wouldn’t have survived writing this book simultaneously with another one, were it not for my favorite Internet radio stations: WBUR Boston (wbur.org) for when I want to hear someone else talking and RadioIO 80’s New Wave (radioio.com) for when I don’t. ~Kate

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Using Specialized Folders

chapter 1 How Can I Get the Most Out of the Finder?

2

12

Making burn folders

14

Attaching automated actions to folders Bending the Dock to Your Will

15

Making the Dock better with third-party software

17 20

Attaching programs to their own spaces

22

Moving windows among spaces 4 4

Managing windows with Exposé

6

Customizing the toolbar

8

Customizing the sidebar

10

Viewing full-screen file previews

11

19

Viewing and switching spaces

Automating Repetitive Tasks Choosing the most useful window and view mode

14 15

Accessing hidden Dock features

Setting Up Custom Workspaces

Using Different Window Modes

12

Creating smart folders

23 23

Renaming files automatically

24

E-mailing a Web page

26

Making your iMac into an alarm clock 27 Recording your actions for playback Finding Lost Files

29 30

Doing a simple Spotlight search

30

Using more complex search criteria

31

Saving a search for future use

32

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chapter 2 How Can I Set Up My iMac for Multiple Users?

chapter 3 34

An iMac Setup Even Your Mom Can’t Wreck 36 Setting up managed users

36

Using Simple Finder

38

Restricting access to programs

39

Preventing system modifications

39

Setting Up Parental Controls

How Do I Hook Stuff Up to the iMac?

56

Should I Use USB or FireWire?

58

Choosing external drives

58

Choosing a scanner interface

59

Daisy-chaining do’s and don’ts for FireWire Syncing MP3 Players, Phones, and PDAs

59 60

40

Different iPods for different uses

60

Setting time limits for computer use

41

Restricting Web, chat, and e-mail access

Going beyond Palm: Third-party PDA software

62

42

Logging computer use

43

How can I make my phone talk to my iMac? 63

44

Syncing contact info and calendars

64

Choosing secure passwords

44

Syncing photos and movies

66

Encrypting files with FileVault

48

Maintaining Everyone’s Privacy

Using an Additional Display

67

Switching users quickly

50

Mirroring or extended desktop?

Setting up sharing-only users

51

Using video projectors

69

Hooking up a television

70

Making Files and Programs Available to All Users

52

Limiting Cable Clutter

67

71

Sharing an iPhoto library

52

Using Bluetooth input devices

71

Sharing an iTunes library

54

Setting up a wireless printer

73

Sharing keyboards, monitors, and mice among multiple computers

74

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chapter 4

chapter 5

How Do I Set Up a Local Network? 76

Making the Connection

78

Going wireless

78

Using Ethernet Cables

87

Sharing Access and Data

91

How Can I Use My iMac to Get Organized?

Scheduling Your Life Syncing calendars among multiple macs

114

116 116

Sharing files

91

Publishing calendars with and without MobileMe

Sharing Internet access

95

Accessing your calendar online

98

Using invitations in iCal

120

Adding iCal events from Mail

123

Sharing hardware Sharing music and video Creating an Ad Hoc Network

101 107

117 118

Making the Notes field work for you 123

Using Wi-Fi

107

Using FireWire

108

Listing to-do items

124

Using Bluetooth

109

Using your To-Do list in Dashboard

125

Implementing the GTD system

126

Using Ethernet

112

Including Windows computers

112

Getting Things Done

Tracking Contacts

124

128

Setting up smart groups in Address Book

128

Trading contact info with vCards

129

Accessing and sharing your Address Book online 130 Dealing with duplicate contacts

130

Printing contacts

131

Making the Most of Dashboard

132

Accessing contacts and schedules from Dashboard

133

Finding movie times and phone numbers

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Tracking prices, flights, and packages 135

Fixing songs that won’t play

169

Checking the weather, the news, and more 136

Dealing with “lost” CDs

172

Adding your favorite Internet radio stations

173

Making your own Dashboard widgets

138

chapter 7 chapter 6 What Can I Do with My Digital Images and Music?

How Can My iMac Help Me Keep in Touch? 174 140

Getting the Most from E-mail

176

Setting up multiple e-mail accounts 176 Saving and opening attachments

178

Sorting messages automatically with rules

180

Creating Smart Mailboxes

184

144

Dealing with spam

185

E-mailing photos from iPhoto

149

Subscribing to RSS feeds

187

Publishing photo galleries from iPhoto

150

Setting up forwarding and autoresponders

189

Using color management

152

Making your own account icon

156

Creating custom stationery templates

191

Displaying your own photos on your Desktop

157

Creating and sharing screen saver slide shows

157

Displaying and Publishing Photos

142

Making an instant slide show

142

Using iMovie to make custom slide shows

Viewing recent messages in the Finder

191

Accessing e-mail on the Web

192

Chatting with Friends

193

Setting up status messages

193

160

Chatting on a local network

194

161

Starting a group chat

195

Creating self-updating playlists

161

Burning CDs with iTunes

164

Initiating a one-way audio or video chat

195

Using Photo Booth video effects

195

Using photos as window backgrounds Playing and Sharing Music — Legally

Publishing iMix playlists to the iTunes Store

166

Recording a video or audio chat

196

Hacking the Visualizer

167

Sending an SMS message

196

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Transferring files via iChat

197

Displaying images, movies, or documents via video chat

197

chapter 9 Do I Have to Use the Software My iMac Came With? 234

chapter 8 How Can I Telecommute on My iMac?

198

Working in More than One Place

200

Accessing your Mac over the Internet

200

Connecting to your company’s network

208

Moving files with portable drives

211

Using Google Docs with an iMac

211

Using online services to collaborate

214

Collaborating with colleagues using iChat Theater 215 Tracking your time and billing

216

Trying Out Alternative Web Browsers

236

Kid-safe browsers

238

Better browsers for reading RSS feeds

241

Web browsers for Dashboard and the Desktop

242

The fastest browsers for the Mac

243

Improving Your E-mail and Chat Experience

244

E-mail clients for organization freaks 245

217

Chatting with MSN, IRC, and Yahoo users

247

Installing Windows on your iMac

217

Adding extra features to iChat

249

Connecting to Windows servers

226

Pumping up spam filtering

250

228

Problems with Using Non-Apple Software

252

Using Windows

Making sure files translate across platforms Translating files

229

Making non-Apple programs the default

Ensuring compatibility

230

Dealing with compatibility issues

254

231

How to switch

255

Using iWork Instead of Office

Using open source office suites

229

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Giving Slide Shows and Presentations

chapter 10 How Can I Turn My iMac into the Ultimate Gaming Machine? 260

Controlling Keynote

280

Controlling iPhoto

282

Watching Video on Your iMac

283

Using Front Row

283

Using DVD Player

285

Controlling an Apple TV

285

Doing Other Dumb Remote Tricks

Optimizing Your System for Gaming

287

Sleeping and restarting the iMac

288

Using your iMac as an alarm clock

289

Controlling iTunes

289

Using third-party software to control anything

290

262

Maxing out your RAM

262

Maximizing hard drive space

262

Speeding up your network connection

265

Playing Windows Games on Your iMac

280

267

chapter 12 How Should I Back Up the Files on My iMac?

292

Running Windows using Boot Camp 268 Running Windows using Parallels Desktop or VMware Fusion

270

Running Windows games with CrossOver

271

Tricking Out the iMac with Gaming Hardware

272

Improving audio

272

Controlling the game

274

chapter 11 What’s the Apple Remote Good For?

278

Using Time Machine

294

Setting up Time Machine

294

Restoring files

295

Making Online Backups

298

Using MobileMe for backups

298

Using other Internet backup services

300

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Heavy-Duty Backing Up

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302

Using Retrospect for network backups

302

Setting up a RAID

303

Using third-party cloning and mirroring utilities

305

Backup Strategies

306

chapter 13 How Can I Keep My iMac Healthy? 308

Troubleshooting Problems

318

Figuring out what’s wrong

318

Working out network and Internet issues

320

Dealing with disk problems

324

Sharing screens with other Mac users

329

Keeping Your iMac Up and Running

331

Running Software Update automatically

331

Checking for third-party software updates

333

Buying AppleCare: Is it worth the money?

334

Upgrading your hard drive

335

Adding RAM

336

Cleaning your iMac’s screen and case

336

appendix a Useful Web Sites

337

appendix b Staying Secure

310

Setting up the firewall

310

Protecting your iMac from viruses

312

Configuring your guest account

315

Controlling access to your wireless network

316

Keyboard Shortcuts Index

342 353

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I’ve gotten a new computer over the last 25 years, I’ve sat down in front of it with a feeling of anticipation. This one will fix all my problems, this one will make me

more productive, this one will just knock my socks off with everything it can do. And they never do. Because, in the end, each computer is a bit faster and maybe a bit flashier than the last one, but it’s not really anything brand new. It does what a computer is supposed to do — checks my e-mail, shows me Web sites, manages my financial information — and it doesn’t come with a fairy godmother’s magic wand. iMac Portable Genius is the magic wand that you wished you’d gotten with your iMac. My goal is to smooth any bumps in your path to iMac Utopia, help you figure out how to make your iMac work just right for you, and open your eyes to things you never realized your iMac could do. Ideally, after flipping through a chapter in this book, you’ll be excited about sitting down in front of your computer again, ready to explore new and better ways to do new and fascinating things. The fact is, the magic really is hiding in your iMac; it’s just not jumping out and staring you in the face. iMac Portable Genius shows you how Mac OS X can work better for you in more than a dozen different areas, including: Tips and tricks for using the Finder, where you interact with the files and folders on your iMac. Browse more efficiently, find out more about files without having to open them, automate repetitive chores, and become a Spotlight search wizard. Ways to set up your iMac so that it’s customized for each user and keep multiple users from interfering with each other’s files. Parental Controls enable you to limit the time and scope of kids’ computer use, and multiple user accounts give everyone a way to make the iMac look and work just the way they want it to.

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iMac Portable Genius Information about connecting peripheral devices, both the vital ones and the more frivolous ones. Learn the real difference between FireWire and USB and join the growing community of computer users who will never again be without at least two monitors attached to their Macs. The ins and outs of Mac networking, both wired and wireless. Share files, screens, music, an Internet connection, and more with the other computers on your local network. All about using your iMac’s built-in organizational tools to get control of your calendar, your contacts, and your to-do list. Dashboard offers a great opportunity to keep important information at your fingertips, and you’ll learn which Dashboard widgets are the most useful in helping you get organized. Tips on going beyond the basics with your music and photos. From ways to use photos that may never have occurred to you to legal methods for sharing music, the iMac is the perfect computer for creating and enjoying music and photos. Ways to stay in touch with your friends and family members online, from e-mail to instant messaging and more. Your iMac already has all the tools you need to communicate on the Internet; all you need to do is set up a few accounts and you’re good to go. Which third-party programs can help you get more out of your iMac. From small utilities that enhance existing system functions all the way up to full-fledged applications, if you can imagine it, you can probably find a program to do it on your iMac. How to find the best Mac games, make them run smoothly on your system, and enhance your experience with optional hardware. From maxing out your RAM to installing a subwoofer, you’ll learn ways to game with the greatest of ease. What you can do with that funky little Apple remote. There’s more to it than just controlling Front Row; the Apple Remote can control iTunes, DVD Player, iPhoto, and more, along with performing some neat system functions that you probably weren’t expecting. When, how, and why you should make backing up your iMac a priority. With the introduction of Time Machine, combined with the availability of inexpensive external hard drives, Mac users have lost their last excuse for avoiding backups. How to keep your iMac running smoothly and avoid crises. Mac maintenance is pretty simple as long as you take a few minutes to do it occasionally; you’ll learn what you should do and when you should do it, as well as techniques you can use if you find yourself in a bad situation regardless of your dutiful attention to maintenance.

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Introduction I love all my Macs, including my iMac. And with the help of the online Mac-loving community, the Mac authors who’ve gone before me, and of course a lot of seemingly aimless messing around on my part, I’ve always managed to find that Mac magic when I needed it. I hope you find some of it in the pages of this book. ~Kate Binder

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How Can I Get the Most Out of the Finder?

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1 2 3 4 5 6 7 8 9 10 11 12 13 When you think of your iMac, you probably think of the activities for which you use it: browsing the Web, making movies, listening to music. But no matter what you like to do with your iMac, you’re certain to spend a great deal of time working with the Finder, the iMac Desktop where you organize all your files. In this chapter, you learn how to make the Finder work in a way that’s best for you, with hidden Dock features, special folders that do some of your work for you; combinations of windows and programs that you can access anytime with a click; and more.

Using Different Window Modes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4 Using Specialized Folders . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12 Bending the Dock to Your Will . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15 Setting Up Custom Workspaces . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19 Automating Repetitive Tasks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23 Finding Lost Files . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30

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iMac Portable Genius

Using Different Window Modes With two window modes and four different view options, your iMac has plenty of ways to show you the contents of your hard drive and any other drive you have mounted. Which combination you should use at any given time depends on what you’re looking at and what you want to do with it.

Choosing the most useful window and view mode One of the most-discussed features in Mac OS X has been its single-window mode (see figure 1.1), which was supposed to represent a huge leap forward in productivity. No longer would you spend all your time moving windows around to get to other windows behind them. But it turns out that sometimes you need more than one window open at a time to get things done. Fortunately for iMac users, the traditional multi-window mode remained in the Finder as an option. So now you have the best of both worlds.

1.1 Single-window mode gets you the sidebar, the toolbar, and, it’s true, less screen clutter.

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Chapter 1: How Can I Get the Most Out of the Finder? In the Finder’s traditional multi-window mode, double-clicking a folder spawns a new window so that you can see both the original folder’s contents and the new one’s contents at the same time. If you keep double-clicking down through the folder hierarchy, you can end up with dozens of windows covering your desktop (see figure 1.2). In single-window mode, by contrast, when you double-click on a folder shown in a window, it takes over that window to display its contents.You only end up with another, separate window if you consciously create one with the New Window command (Ô+N); then you need to navigate to the folder you want to view in the new window.

1.2 This situation is what single-window mode was intended to prevent.

When you’re flipping through a series of folders to find something, you’re best off in single-window mode.The Finder’s Go menu helps you move quickly to different locations on your computer without having to travel through all the intervening folders. On the other hand, when you’re moving files around on your iMac, multi-window mode is your friend, especially if you have lots of screen real estate on which to scatter windows around.

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To see a menu of the folders containing the folder you’re looking at, Ô+click the window’s title bar. Choose any folder in the list to back out to that point in the hierarchy.

Genius

Even in single-window mode, a new window opens to display the contents of the folder you chose, as long as you keep pressing the Ô key when you choose a folder name.

Single-window and multi-window modes can display files in four ways: Icon view. Use this option if the file stands out visually or if you only have a couple of files in a folder and want a bigger target for double-clicking. List view. If you need to find something by name or date or other attribute, use List view. You can click and drag column headers to reorder the columns, click a column header to sort by that attribute, and drag the right edge of a column header to change that column’s width.To control which columns are displayed, choose View ➪ Show View Options. Column view. Particularly useful if you have similarly named files that are distinguished by their locations, Column view lets you see the folder hierarchy in a logical way so you can tell what’s inside what. Double-click the column sizer at the bottom of a column (it looks like a vertical = sign) to resize the column’s width to fit its contents, and Option+double-click any column sizer in a window to resize all the columns in the window to the same width, based on the widest item shown in the window. Cover Flow view. This view is an import from iTunes, and it’s great if you’re a visual thinker.You can flip through files the same way you flip through CDs on a jukebox. When you’re using relative dates in the Finder’s List view, so that files have modified dates like “Today” and “Yesterday,” remember that OS X only updates those dates

Caution when you close the window. So if the window you’re looking at has been open since yesterday, the dates are no longer correct.

Managing windows with Exposé If you routinely have a lot of windows open — document windows, folders in the Finder, program palettes, and toolbars — it gets pretty hard to find things sometimes.That’s what Exposé is for.You can use keyboard shortcuts to shove extraneous windows out of the way so you can find what you’re looking for. Here are the basic Exposé shortcuts and how they work:

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Chapter 1: How Can I Get the Most Out of the Finder? F9. Tiles all the open Finder and application windows so that you can see them all simultaneously (see figure 1.3). Mouse over each window to see its name, or press Option to see all the names at once. Click to choose the window you want to activate, or press F9 when the mouse cursor is over the window you want.To drag a file to another application (for example, something you want to attach to an e-mail), start dragging the file and then press F9. When you find the window you want, press F9 to make that the active window, and then release the mouse button to drop your file into the window.

1.3 See all the open Finder and program windows by pressing F9.

F10. Highlights all the open windows in the current application (see figure 1.4). Click to choose the window you want to activate, or press F10 again to return to the window from which you came. If you want to copy content from one window to another in the same program, select the content and start dragging it, and then press F10. Find the window you’re looking for, press F10 again to activate it, and drag and drop the content to the correct location.

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1.4 See all the windows belonging to the frontmost program by pressing F10.

F11. Shows the desktop, shifting open windows in the Finder and all applications off to the sides of your screen. If you want to drag an item to the desktop, start dragging, and then press F11 without releasing the mouse button to reveal the desktop. Press F11 to restore the windows to their previous locations.

You can see the Exposé animations in slow motion by pressing Shift as you press the appropriate Exposé function key. While this feature isn’t particularly useful, it’s defi-

Note

nitely pretty neat.

Customizing the toolbar The buttons shown in the Finder single-window mode’s toolbar are the ones Apple thinks you’ll use most often. Sometimes, however, Apple is wrong. Fortunately, you can modify the toolbar to include the buttons you really want and leave off the ones you don’t.To make quick changes, press Ô and drag a button off the toolbar to delete it or to a new location to move it. For a major overhaul, follow these steps:

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Chapter 1: How Can I Get the Most Out of the Finder? 1. In the Finder, open a Finder window and choose View ➪ Customize Toolbar (see figure 1.5).

1.5 Make the toolbar work the way you want it to, not the way Apple thinks it should.

2. Drag any buttons you don’t want off the toolbar. They disappear in a puff of smoke. 3. From the selection of buttons, drag any buttons you want to add to the toolbar. You can add buttons wherever you want, and you can add as many as you want. If you add a duplicate of a button that’s already on the toolbar, the original button disappears so that there is only one copy.

4. Drag and drop to rearrange the buttons’ order on the toolbar. Use the Space, Flexible Space, and Separator options to control the exact arrangement of buttons.

5. If you decide to revert to the original toolbar, drag the default set of buttons onto the toolbar.

6. Click Done. By default, toolbar buttons show only icons, with no text labels. If you have trouble remembering which button does what, change the Show menu setting at the bot-

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tom of the Customization dialog to Icon & Text. Or, to see each Show option in action, press Ô and click the oval button in the upper right-hand corner of the window repeatedly to cycle through the six possible settings.

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Customizing the sidebar Finder windows in single-window mode feature an area at the left called the sidebar (see figure 1.6). Here you find locations you’re likely to visit frequently, neatly categorized into Devices, Shared, Places, and Search For sections. If you don’t visit some of these locations, feel free to click and drag them right out of the sidebar, or at least to the bottom of the list; you can arrange them in any order you want except for the items in the Shared section. You don’t need to press a special key to do this; the sidebar is always open for editing. Adding a file, folder, or program to the sidebar is just as easy; track it down, make sure you’re in single-window mode (click the clear oval button at the top-right corner of the window to switch from multi-window mode), and drop the new item into the Places section. I use this

1.6 The sidebar provides convenient access to locations you often access from the Finder.

feature to keep the folders for my current freelance jobs at my fingertips, and some of them have rather long names, so I widen the sidebar by clicking and dragging its right edge. Here’s what you’ll find in each section of the sidebar: Devices. In this section, you see your computer and each hard drive, thumb drive, or camera attached to your computer, including your iDisk. Shared. Here you find shared computers on your local network. Places. This section starts out containing your home folder and some of the folders inside your home folder, but you can add whatever you want here: files, folders, programs, Web bookmarks, whatever tickles your fancy. Search For. A few smart folders (saved searches, explained later in this chapter) are already set up for you, and this is where you can access them.Three show documents that have been modified today, yesterday, or in the past week, and three display different kinds of documents.

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Chapter 1: How Can I Get the Most Out of the Finder? You can easily specify which categories of items appear in the sidebar. In the Finder, choose Finder ➪ Preferences and click the Sidebar tab. If you don’t want your iPod showing up in the sidebar every time you plug it in, for example, uncheck the box next to CDs, DVDs, and iPods.

Viewing full-screen file previews The latest release of Mac OS X, called Leopard, introduced a way to see the contents of files in the Finder without having to open them. It’s called Quick Look, and it’s invoked by clicking a file and pressing the spacebar. A window pops up, displaying the contents of the file along with controls for viewing the file full-screen, playing it (if applicable), scrolling through its pages if it has them, and closing the Quick Look window (see figure 1.7).

1.7 To see the contents of this PDF file, you don’t have to open it; just take a Quick Look by pressing the spacebar.

Quick Look works with a surprising range of document types. Of course, it’s great for peeking into image files and PDF documents, but it can also display an Excel spreadsheet, a Word document, or a movie — and the movie plays while you’re looking at it. If you activate Quick Look with multiple

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iMac Portable Genius documents selected, you can use the arrow keys to view each document in turn, and you can see the thumbnails of all of the files in a grid by clicking the Index Sheet button next to the Full Screen button at the bottom of the Quick Look window. To close the Quick Look window, press the spacebar again.You don’t have to close it when you finish looking at one document, however; you can keep the window open and it displays whatever document you click on as you move around the Finder. If you need to zoom in on the document you’re viewing, no problem; Option+click anywhere in the preview image to zoom in once and repeatedly to continue zooming in. Shift+Option-clicking zooms you right back out again in the same increments.When you’re zoomed in, you can click and drag the picture around within the window.

Using Specialized Folders For the most part, the folders that you create in the Finder are simply containers for files and other folders. But you can make your folders do more for you. Smart folders perform the kind of function that computers were supposed to be doing for us all along. Instead of you keeping track of which files belong in which folder, your iMac can do the work for you. All you do is tell the system how you want it to choose files to put in the folder, and then whenever you open that folder the right files are automatically there. Burn folders are a little different. A burn folder serves as a catch-all for the files you want to burn to disc. Drop files in there and choose File ➪ Burn to Disc whenever you’re ready, and then delete the whole folder or just its contents without ever touching the original files. Burn folders use aliases to copy the right files onto your disc while leaving the originals in place. And any folder, including a smart folder or a burn folder, can have actions attached to it, so that it will automatically do its assigned job whenever the trigger event you’ve specified occurs.

Creating smart folders When you need a folder to contain a constantly changing set of documents, follow these steps to make a smart folder do it for you:

1. Choose File ➪ New Smart Folder, or press Ô+Option+N. 2. Choose the criteria for the smart folder (see figure 1.8): l Type keywords related to the subject or project in question. For example, to locate

files related to this book, I might make a smart folder based on the keywords “iMac” and “genius.” l Choose This Mac, Servers, or your home folder to specify where you want to look for

files. This Mac includes files anywhere on your computer; Servers includes files located on other computers on your network.

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Chapter 1: How Can I Get the Most Out of the Finder? l Choose Contents or File Name. Contents is the default choice, and it allows the smart

folder to include any file that mentions the keywords anywhere within the file; if you choose File Name, the keywords must be part of a document’s name for that file to be included in the folder.

3. Click the plus button to add additional criteria, such as a date range or a label color.

If you find yourself choosing Other from the search attribute menu all the time so you can specify a particular criterion, select the check box next to its name to add it

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to the menu.Then you won’t have to go looking for it the next time you need it.

1.8 This smart folder collects files containing the word “greyhound” that are located anywhere on my iMac.

4. Click Save, and then choose a location and enter a name for the new folder. The Finder always defaults to the Saved Searches folder, which is where smart folders need to be in order to appear in the sidebar under Search For, but you can put your smart folders wherever you want them.

To assign searchable keywords to a file without actually inserting them in the document, select the file, choose File ➪ Get Info, and type the keywords in the Spotlight

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Comments field at the very top of the Info window.

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Making burn folders Using a burn folder is a good way to collect files you want to burn to disc while you’re working, before you’re ready to actually insert the disc and burn it. You might use a burn feature for a periodic backup by dragging documents or folders into it over the course of a day, and then burning a disc from it just before you quit work for the day. To create a burn folder, choose File ➪ New Burn Folder. By default, the folder is named “Burn Folder,” but you can change the name to whatever you want. Drag files and folders to the burn folder, which is created on the desktop (although you can move it wherever you want). When you’re done, open the folder, double-check the contents, and click Burn. A confirmation dialog appears; insert a blank CD or DVD and click Burn again.Your iMac burns the disc, verifies it by comparing the disc to the original data, and mounts the disc on your desktop.

Only the top-level folders that you see in a burn folder’s window are aliases and can be deleted with impunity; if you double-click one of these folders, you’re actually

Caution opening the real folder. So be careful!

Attaching automated actions to folders Folder actions are another way to make your iMac do some of the grunt work so you can spend your own valuable time on more creative endeavors. Essentially, they’re scripts attached to folders; when the right trigger takes place, such as files being added to a folder, the script activates.You can use folder actions to do things like convert all the images you drop into a particular folder to JPEG format, move documents to more appropriate locations based on their file types, or notify you whenever new files are dropped into your Public folder. The Finder comes with a few scripts that are ready to attach to your folders. To access them, first Ctrl+click a folder icon and choose More ➪ Enable

Folder

Actions.

Then

Ctrl+click the folder and choose More ➪ Configure Folder Actions. First, choose a folder to automate by clicking the plus button on the left side of the Folder Actions Setup dialog and then navigating to the folder you want to use, then attach an action to it (see figure 1.9). 1.9 This folder action lets me know any time a new file is added to my Faxes folder.

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Chapter 1: How Can I Get the Most Out of the Finder? You can use folder actions to notify you whenever you receive a fax with your iMac’s fax modem. First, open the Folder Actions Setup dialog (Ctrl+click and choose More ➪ Configure Folder Options). Choose the folder where the faxes you receive are saved (by default, this is the Faxes folder within the Shared folder) and click Open. When you see the Choose A Script dialog, click “add - new item alert.scpt” and click Attach, and then close Folder Actions Setup. An alert dialog appears every time a fax is received and saved in that folder.

You can attach more than one action to a folder; just choose the folder in the Folder Actions Setup dialog and click the plus button under the Script pane to add an addi-

Note

tional action.

Bending the Dock to Your Will Every iMac user has a different idea of what the Dock should do and how it should do it. I prefer to use my Dock as a process dock, with icons only for currently running programs. You, on the other hand, may prefer to stick anything and everything into the Dock: programs, folders, documents, URLs, the works. The nice thing about the Dock is that it works both ways, and you can use it as little or as much as you prefer. The following sections show you a few ways to work with the Dock that you may not have known about before.

Accessing hidden Dock features The Dock can do a lot of things that aren’t immediately apparent from looking at it. Some of the Dock’s coolest features, in fact, are not normally accessible, but you can invoke them using a free utility called TinkerTool (Marcel Bresink Software-Systeme, http://bresink.com/osx/TinkerTool.html). Here’s a list of TinkerTool’s Dock-related features: Disable the three-dimensional glass effect of the Leopard Dock Add a shadow to the Dock Add hidden and system files in the Dock’s contextual menus Lock the Dock so that its size can’t be changed Lock the Dock so that its contents can’t be changed Put the Dock at the top of the screen Put the Dock at the beginning or end of any screen border Change the animation used when you minimize a window into the Dock

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iMac Portable Genius TinkerTool can also do dozens of things that have nothing to do with the Dock. Check out the Web site for more information. Meanwhile, if you want to master the Dock, there’s a lot to learn. For example, did you know that if no Finder windows are open, you can open a new Finder window by clicking the Finder icon in the Dock, which always appears at the Dock’s left-hand end? Read on for more Dock secrets.

Driving the Dock with keyboard shortcuts Forget Coke versus Pepsi and Mac versus Windows — the real battle of the millennium is mouse versus keyboard. Those who’ve forsaken their mice and learned all the keyboard shortcuts their brains can hold will swear up and down that keyboarding is always faster than mousing. Others cite Apple research conducted in the 1980s that concluded that keyboard users only think they’re working faster by forsaking the mouse. So I’m staying out of this argument — but I will say that I’m a big keyboard-shortcut user myself. It just feels faster... Apple doesn’t talk much about this fact in its marketing materials, but it just so happens that most of the Mac OS X interface can be navigated entirely via the keyboard, including the Dock. Give this a try: Press Ctrl+F3, and then use the arrow keys to move back and forth across the Dock.When you get to the program you want to use, press Enter to switch to it. If you use the Dock’s Hiding feature, press Ctrl+F3 again to hide the Dock. Here are a few other useful keyboard shortcuts to use with the Dock: Ô+Option+drag a file onto a Dock icon to force the file to open in that program. To hide all applications except the one you’re clicking, Ô+Option+click the chosen application’s icon in the Dock. When you’re using a program’s Dock menu, press Option to change the Quit command to Force Quit. To reveal a Dock item’s location in the Finder, Ô+click on its Dock icon. If you Ô+drag an icon from the Dock, you’ll move the icon’s original file to the new location. Shift+drag the Dock divider to place the Dock on the left, bottom, or right side of your screen. To restrict the Dock to its best-looking sizes as you resize it, press Option as you drag the Dock separator. To temporarily toggle Dock magnification on or off, press Control+Shift.

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Chapter 1: How Can I Get the Most Out of the Finder?

Sending text to other programs via the Dock Copy and paste is convenient, but sometimes drag and drop is even more so.The Dock can provide a pathway for you to move text from one program to another with minimal hassle. All you have to do is select the text, drag it to a Dock icon, and release the mouse button to drop the text into that program.Table 1.1 shows what happens in several programs when you try this neat little trick.

Table 1.1 How Programs Handle Dragged Text Dock Icon

What You Drag

What It Does

Safari

URL

Opens the Web page

Text

Performs a Google search using the text as the search terms

TextEdit

Text

Creates a new document containing the selected text

Mail

Text

Creates a new mail message containing the selected text

Stickies

Text

Creates a new sticky note containing the selected text

If you’re having trouble dragging text out of a Safari window, slow down a little bit — literally. Click and drag to select the text, then click on the selection and hold the

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mouse button down for a second before you start dragging.

Making the Dock better with third-party software These indispensable Dock add-ons can bring your Dock to a whole new level, whether you want to add features or just change the way the Dock looks (see figure 1.10). And half of them are free — how’s that for a deal?

1.10 Grab some Dock-flavored eye candy for yourself with DockChanger.

Gaining single-click access to system functions How would you like to take a screen shot, empty the Trash, or restart your iMac with a single click? Dockables (Free, COCOAapp, getdockables.com) makes all those possible, along with a slew of other common tasks such as muting the sound and opening your screen saver. It’s a set of tiny applications that you can keep in a folder in your Applications folder and then add to the Dock one at a time or en masse. The apps even come with three different sets of icons, so you can use the ones that you think are best looking.

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Adding application status info to Dock icons When you glance at iChat’s Dock icon, it tells you how many unread messages you have. Wouldn’t it be nice if other programs put useful information in their Dock icons, too? Docktopus ($20, Startly Technologies, docktopus.com) makes it so by enabling you to add what the developer calls badges to Dock icons.You’re limited to nine types of badges, some of which are more useful than others. In my opinion, though, the Mail Peek badge alone is worth the price of the package; it tells you how many unread messages you have in specified e-mail accounts. Mail does this all by itself — but if you use another e-mail program, you need Docktopus to gain this feature.

Putting Tiger-style hierarchical menus in your Leopard dock When Mac OS X 10.5 (Leopard) came out, Apple thought users would love its new Stacks feature. Stacks, of course, are an attractive way to view the contents of folders from the Dock, but they can’t do one thing that you could do with folders in the Dock before: display folder hierarchies. HierarchicalDock (Free, Eternal Storms Software, eternalstorms.at/utilities/hierdock/) brings that capability back to Leopard so that you can click a folder in the Dock, move up the list of its contents to another folder’s name, and move to the side to choose a file from among the contents of the second folder. It’s a small feature, but a nice one.

Customizing the Dock’s appearance with themes Apple keeps futzing around with the Dock’s appearance; it used to be a simple, translucent pane, and now it’s a bright, shiny shelf. If that doesn’t suit you, though, you can futz around with the Dock’s appearance all by yourself, and with much more interesting options. To get an idea of how your Dock could look (Crumpled pirate map? Black leather? Chain link fence?), head over to LeopardDocks.com and take a look at the site’s downloadable Dock themes. Then download DockChanger ($10, Whimsplucky Software, whimsplucky.com), so that you, too, can put these gorgeous themes into action on your iMac. Whimsplucky produces a new set of themes every month, and the program’s devotees are creating more all the time, so you can have a different Dock every single day if you’re so inclined.

Inserting additional separators It’s hard to imagine that you would ever want to download an application that does precisely nothing, but that’s exactly what you get when you download iPassion Dock Separators (Free, ipassion.it/dock-separators-support/). In fact, you get quite a few applications that do nothing, each with a different attractive icon that makes a great separator for your Dock. Use these tiny graphics to organize your Dock by grouping its icons into categories that make sense to you. You can even add labels under the separators to indicate what’s what.

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If you’re running Mac OS X 10.5.2, you’ll be able to choose View Contents as List from a Dock folder’s contextual menu. That’s still not quite as simple as the way folders

Note

worked pre-Leopard, however, so HierarchicalDock remains one of my favorite utilities.

Trying a Dock alternative: DragThing Whether you like the Dock or loathe it, you can’t deny that it doesn’t do everything. And that’s okay. For those who want a different Dock, there are all kinds of alternative application launchers out there. My favorite is DragThing ($29,TLA Systems, dragthing.com).You can use DragThing to set up multiple docks, each with its own custom appearance, and use keyboard shortcuts to open Dock items and control DragThing in other ways. It can use sounds to give you audible feedback so you know when you’ve done something, and you can use it to store pictures and text clippings that you can paste into documents with a single click. Use it instead of the Dock or alongside the Dock, whichever you prefer.

Setting Up Custom Workspaces Spaces, introduced with the Leopard release of Mac OS X, are Apple’s implementation of a concept called virtual desktops that’s been around for decades. Using Spaces, you can clear your Desktop instantly in the middle of a project and start a whole new project, with different applications and open folders. Then you can switch back and forth between the two (or more) instantaneously. The advantage is that you don’t have to deal with the clutter caused by having all your open windows and programs visible all the time. You can turn on and configure Spaces by choosing Apple menu ➪ System Preferences and clicking Exposé & Spaces, then the Spaces tab (see figure 1.11). Select both check boxes at the top of the tab, which enables Spaces and adds a Spaces menu to your menu bar. You may end up removing the Spaces menu later — just Ô+drag it off the menu bar to do that — but I find that it’s the easiest way to navigate from one space to another when you’re just getting used to Spaces. Now, decide how many spaces you want to start with and adjust the Row and Columns settings to create that many spaces in your preferred arrangement. When you finish, close System Preferences. Now you can start making the most of your spaces. If you open a Finder window or start up an application in one, then switch to another, you won’t see those windows in the new space. Switch back to the original space, and the windows reappear.

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1.11 I have three spaces defined, which enables me to switch between two different work projects and one space for what I like to think of as necessary distractions such as Web surfing.

Viewing and switching spaces After you set up multiple spaces, you need to be able to move from one to another before they do you any good. Of course, you can use the Spaces menu in the menu bar (turn it on in the Spaces section of System Preferences), but using keyboard shortcuts is much faster. Start by pressing Ctrl as you press the arrow keys.This moves you around the grid of spaces shown in the Spaces preferences. You can also use Ctrl combined with the number keys to jump directly to a space that isn’t adjacent to your current space. If you’re hopelessly confused by now, press F8 to see a bird’s-eye view of your spaces (see figure 1.12). Click the one you want to use, and you’re immediately moved to that space. Or, if you just want to see what each of your spaces looks like, press and hold F8; the same overview appears, and then disappears when you release F8. You can choose another key for this shortcut, as well as for using the arrow keys to switch spaces, in the Keyboard and Mouse Shortcuts area of the Spaces preferences.

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As you look at the overview of your spaces, press F9 to see Exposé’s All Windows view. Click the particular window you want to see in a space, and that window jumps

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to the front as you switch to the new space.

To change spaces via the Dock, click an application icon to move to the first space where that program has an open window. Click again to move to the next space. As you move around from space to space, you’ll notice that some dialogs such as error messages appear in whatever space you’re currently using, even if their program’s running in a different space. If you find yourself using Spaces’ overview mode a lot, open System Preferences and click the Desktop & Screen Saver button. In the Screen Saver pane, click Hot Corners

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to assign the overview to a corner of the screen. Now you can display the overview simply by sliding your mouse cursor into the appropriate corner.

1.12 My spaces look funny because I use two monitors, so each space thumbnail shows the windows placed on both screens.

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Attaching programs to their own spaces Some people tend to take an ad hoc approach to spaces — in other words, are things getting messy? Make a new space! Others like to use the same set of spaces from day to day, and for this group it’s useful to be able to stick a program to a space such that you’re automatically switched to that space whenever you switch to that program. Follow these steps to do just that:

1. Choose Apple menu ➪ System Preferences. Click the Exposé and Spaces button, then the Spaces tab.

2. In the Application Assignments section of the preferences pane, click the plus button to add a program. In the Open dialog, choose the program you want to assign to a space, and then click Add.

3. In the right-hand column, choose the space to which you want to assign the application (see figure 1.13). From now on, whenever you open that application or it displays an alert dialog, you’re automatically switched to the selected space.

1.13 By assigning PowerMail to every space, I can use it at any time without switching spaces.

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Chapter 1: How Can I Get the Most Out of the Finder? 4. To force an application to appear in all your spaces, choose Every Space in the righthand column.

If you’re working in the Spaces preferences and you remove a Column or Row to which you’ve assigned applications, you see a message pointing out that those

Note

application assignments need to be changed.

Moving windows among spaces To place a window in another space, drag it to the edge of your screen and wait a second. If there’s a space in that direction, you’ll switch to that space and the window will come with you. If you lose track of which spaces are located in which direction, press F8 to see the overview. This might take too long if you have a lot of spaces, so you can also move windows around in the Spaces overview simply by clicking a window in one space and dragging it to another space in the overview. Drag the blue background to move the whole space to a different position in the overview. Another way to move windows among spaces is to press the destination space’s keyboard shortcut (such as Ctrl+2 for space 2) as you click and hold the window’s title bar. And finally, if you decide you want to move all the open windows to a particular space, go to the overview (press F8) and press C to consolidate them.

Automating Repetitive Tasks Automator enables you to string together prebuilt actions into workflows that you can save and then run just like any other Mac program. You don’t have to learn a programming language; all the programming is done via drag and drop.With Automator, you can spend a few minutes setting up a workflow, and then take a coffee break while your iMac does the grunt work for you. To help you envision what Automator can do for you, take a look at a sample workflow (see figure 1.14) that automatically sends birthday e-mails to people whose birthdays are recorded in your Address Book.

Press Shift as you drag a window to a new space in the Spaces overview to bring

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along all the other windows from that program.

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1.14 These few steps can ensure that you never forget your friends’ birthdays.

Automator comes with a wide selection of actions, but you can download more from sites all over the Web. Start with Apple’s own Automator site: apple.com/down-

Note

loads/macosx/automator/.

Renaming files automatically One of the most boring and repetitive tasks you’re likely to run into as a computer user is renaming a large number of files, and it’s a job every computer user has to do at some point. This is exactly the kind of work Automator was designed to take care of for you, and it’s one of the easiest workflows to design. Follow these steps:

1. Find Automator in the Applications folder and open it. 2. Click Custom and then click Choose to create a new workflow. 3. In the first pane, under Library, click Files & Folders. This category contains all kinds of actions you can perform on files in the Finder, from duplicating documents to connecting to servers.

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Chapter 1: How Can I Get the Most Out of the Finder? 4. In the second pane, choose Get Folder Contents and drag it to the third pane. This first action in your workflow determines which objects the workflow will act on. If the folders you’ll be working on have folders within them that also contain files to rename, select Repeat for each subfolder found check box.

5. Choose Rename Finder Items, also in the Files & Folders category, and drag it to the third pane under the first action. Automator asks you if you want to copy the files before it renames them so that you’ll have a backup. Click Add if you want to do this, or click Don’t Add if you want to skip it.

If an action has a downward-pointing triangle that overlaps a semicircular tab sticking out from the top of the next action, this indicates that these actions work

Note

together. If they don’t connect visually in this way, they don’t work as a sequence.

6. Using the pop-up menus in the Rename Finder Items action, choose how you want your files renamed. If you need to use more than one type of renaming (such as Add Text and Change Case), add the Rename Finder Items action again (see figure 1.15).

1.15 This workflow first adds the date to each filename and then makes sure all the filenames are lowercase.

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iMac Portable Genius 7. Choose File ➪ Save As. In the File Format pop-up menu, choose Application, then type a name, choose a location, and click Save.

8. To run the action, drag a folder onto it.

E-mailing a Web page RSS feeds and e-mail notifications enable you to have the latest content from your favorite Web pages delivered straight to you, so you don’t have to go out looking for it. Unfortunately, not all Web sites offer these features. Fortunately, you can use Automator to have Safari open a Web page at scheduled intervals, attach its text to a Mail message, and send it to you so that you can read it wherever you happen to be. Follow these steps:

1. Start Automator (located in the Applications folder). 2. Click Custom and then click Choose to create a new workflow. 3. In the first pane, under Library, click Internet. Most of the actions in this category use Safari. 4. From the Internet category, drag the Get Specified URLs action into the workflow pane. Fill in the URL of the Web page you want to mail, and give it a name if you want to add it to your bookmarks.

5. From the Internet category, drag the Get Text from Webpage action into the workflow. This step essentially copies all the text from the specified Web page.

6. From the Text category, drag the New Text File action into the workflow. Give the new text file a name in the Save As field and choose a location for it from the Where pop-up menu.

7. Switch to the Mail category and drag the New Mail Message action into the workflow. Fill out the To, CC, BCC, and Subject fields, then add a message, if you want, and choose which e-mail account Mail should use to send the message.

8. Drag the Send Outgoing Messages action, also in the Mail category, into the workflow. It has no options to set (see figure 1.16).

9. Choose File ➪ Save As Plug-In. Choose iCal Alarm from the Plug-in For pop-up menu, and then give the workflow a name and click Save.

10. Start iCal, then click and drag in the iCal window to create a new event. 11. Edit the event so that its Alarm is set to Open File, and then choose the workflow you just created.

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1.16 With the addition of the Send Outgoing Messages action, the workflow is complete.

Making your iMac into an alarm clock One of the first actions I created using Automator was designed to mute my iMac’s volume at the end of the workday so I wouldn’t keep hearing e-mail notifications throughout the evening and be tempted to go back into my home office. Similarly, you can use Automator to start playing music or any other kind of audio content at a specified time: your own custom alarm clock. Here’s how to create the workflow you’ll need and then schedule it:

1. In iTunes, set up the playlist you want to automate. You can include Internet radio stations as well as songs.

2. Start Automator (located in the Applications folder). 3. Click Custom and then click Choose to create a new workflow.

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iMac Portable Genius 4. In the first pane, under Library, click Utilities. These actions can start programs and modify system settings.

5. Drag the Set Computer Volume action into the workspace. Adjust the sliders to set the volume to your preferred level.

6. In the Library, click Music. Most of the actions in this category use iTunes. 7. Drag the Set iTunes Volume action into the workspace. Adjust the slider again to set iTunes’ volume level.

8. Drag the Get Specified iTunes Items action, also from the iTunes category, into the workspace. Click Add, choose the playlist you created in Step 1, and click Add again.

9. Drag the Start iTunes Playing action, once again from the iTunes category, into the workspace. Figure 1.17 shows the completed workflow.

1.17 The alarm clock workflow only needs four steps to work.

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If you’re anything like me, you adjust your computer and iTunes volume several times each day. That’s why it’s important to add the two Set Volume actions to the work-

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flow. Whether you mute the volume to take a phone call or crank it up when your favorite song starts playing, you’ll be happier if the alarm clock volume isn’t too soft or too loud but just right.

10. Choose File ➪ Save As Plug-In. Choose iCal Alarm from the Plug-in For pop-up menu, and then give the workflow a name and click Save.

11. Start iCal, and then click and drag in the iCal window to create a new event. 12. Edit the event so that its Alarm is set to Open File, and then choose the workflow you just created.

To add a light show to your musical alarm, you can add the Start iTunes Visuals step at this point in the workflow. The only option you need to set is what size you want

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the Visualizer to be.

Recording your actions for playback Automator’s library of premade actions is broad,but not particularly deep,meaning that it covers a lot of different areas but with only a few commands for each.If the actions you need to build a workflow don’t exist in the Library, you can create them by having Automator record a series of steps you perform. Before you start recording, decide what your iMac should be doing when this action is played. For example, you might have earlier steps in the workflow start up certain programs, so those programs should be already running when you start recording. Once you’re set up, start Automator (located in the Applications folder) and click Custom followed by Choose to create a new workflow. Add preexisting actions if necessary, then click Record to create a Watch

1.18 Whatever I do while Automator is recording is added to the Watch Me Do action.

Me Do action (see figure 1.18).

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Before you can record in Automator, you need to turn on Enable access for assistive devices in the Universal Access section of System Preferences (located in the Apple

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menu).

Perform the steps that you want to record. Don’t rush — you want to make sure that you don’t do anything extraneous and that Automator has a chance to catch everything you do. When you’re done, click Stop. Now you can drag the slider to adjust the playback speed. In most cases, you’ll want this action to go as quickly as possible, so you’ll drag the slider all the way to the right. Complete your workflow by adding any other steps that are needed, and then save it.

Finding Lost Files Organization is a good thing, but it’s not nearly as necessary as it used to be with Mac OS X’s powerful ability to find just about anything with just one or two search terms. Spotlight, the name for the search technology that your iMac uses, relies on a comprehensive index of everything (and I do mean everything) on your iMac, from e-mail to the Web pages you visit to the songs you download in iTunes. You can search your computer in more than one way, but the search is always based on Spotlight technology.

Doing a simple Spotlight search The quickest way to invoke Spotlight and get it looking for your information is to press Ô+spacebar to open the Spotlight menu at the right end of the menu bar. Then type your search terms. Before you’re even done typing, Spotlight starts throwing up results right there in the menu. If you find what you want, your search is over; just choose the item from the menu to open it. Or choose Show All, at the top of the menu, to display the search results in a Spotlight window (which is really just a Finder window) where you can sort them or modify your search further (see figure 1.19). If you know you’ll need to narrow your search after it’s begun, you can skip the Spotlight menu and start out in a Spotlight window by pressing Ô+Option+spacebar. As I mentioned, this method of searching combs through every scrap of information on your iMac looking for the specified search terms. Sometimes, though, that’s overkill. If you’re pretty sure that the information you’re seeking resides in a standard document, such as a text file or a spreadsheet, you can use the search field in the Finder’s toolbar instead; this restricts the search to individual documents and leaves out larger databases such as your Address Book and iCal information. To

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Chapter 1: How Can I Get the Most Out of the Finder? search this way, start in single-window mode so you can see the search field, and then click in it and type your search terms; or press Ô+F any time you’re in the Finder to jump straight to the search field. The Finder will create a new window for you if one isn’t already available; your search results will be displayed in that window.

1.19 From the Spotlight window, I can add as many criteria as I need to narrow my search more.

If you’re certain that your search term is in the desired file’s name, hold down Shift as you press Ô+F and you’ll find that the although the Contents button in the search

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window is still selected, Spotlight has cleverly added a Name contains criterion to the search, and that’s where your cursor has landed.

Using more-complex search criteria It’s certainly possible to conduct a Spotlight search based solely on a few words of text, but if that results in hundreds or even thousands of hits, you’re going to want to narrow your results a bit rather than sort through the entire list. You can do that by adding additional criteria in the Spotlight window.

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iMac Portable Genius Click the plus sign at the right-hand end of the window’s Search bar to add a search criterion. In the new row of menus, choose what you want to base the criterion on from the first menu, and then fill in your restrictions. For example, if you choose Created date from the first menu, you’ll then need to choose an option such as within last or yesterday from the second menu, and you might need to type even more information based on that second choice.

You can set up a group of conditions so that a file meeting any one of them is included in the search results. Instead of clicking + to add search criteria,

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Option+click the button, which changes from a plus sign to an ellipsis. Choose Any, All, or None from the pop-up menu, then set your criteria and run your search.

You can set up as many criteria as you want and adjust them as you see what files are contained in your search results.They can use the basic parameters in the first criteria menu (Kind, Last modified date, Created date, Name, or Contents) or more exotic file attributes found via the Other menu choice (see figure 1.20).

1.20 Some of the criteria on which you can build a search are just mind-boggling.

Saving a search for future use If you’ve used Spotlight to conduct a search that you’re likely to do again in the future (say, all files modified in the last week that contain the word “greyhound”), you can save that search as a smart folder. Follow these steps:

1. Press Ô+spacebar and type your search terms in the Spotlight search field. 2. In the Spotlight menu, choose Show All.

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Chapter 1: How Can I Get the Most Out of the Finder? 3. Click the plus button to add search criteria that will narrow your results, if needed. 4. Click Save. 5. Type a name and choose a location for the smart folder. Now, any time you open that folder, it will contain the updated results of the search you just performed. And, if you leave the save location set to the default (the Saved Searches folder), your saved searches will appear in the sidebar under Search For.

Pumping up the Spotlight Menu The special criteria on which you can base a search using the Spotlight window are also available to you in the Spotlight menu — if you’re willing to memorize the keywords that apply to each criterion. You can add a file-type parameter to a search in the Spotlight menu; just type kind:pdf, for example. (Don’t put a space after the colon when you’re typing these keywords.) The types you can specify include anything that appears in the Kind column when you’re looking at a Finder window in List view: Alias, Application, Folders, JPEG Images, MP3 Audio Files, and ZIP Archive, for starters. You can also search for a file modified on a particular date; try searching for date:yesterday or “date:8/1/08, for example. Adding math operators makes this feature even more powerful; you can insert > (greater than) or < (less than) to find files dated after or before the date, or specify a date range using a hyphen (–). There are about a hundred more keywords that you can access via the Other option in the Spotlight window’s first search criteria menu. If you’re a fast typist, though, you may prefer to use text keywords in the Spotlight menu for all of these, too. To find out how to type them, open this file: /System/Library/Frameworks/CoreServices.framework/ Frameworks/Metadata.framework/Resources/English.lproj/schema.string. The term in the first column, minus the introductory kMDItem, is the keyword to use. To learn more about how to use these text keywords in Spotlight searches, check out the article on Mac writer Kirk McElhearn’s excellent Web site (mcelhearn.com; search for “Spotlight’s Secret Search Syntax”).

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2

How Can I Set Up My iMac for Multiple Users?

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1 2 3 4 5 6 7 8 9 10 11 12 13 Sometimes you need to let other people use your computer, and even share some of your files, but that doesn’t mean you have to let them mess around with your system.This chapter shows you ways to make your system settings and personal information private so guests won’t be able to poke their noses into your metaphorical dresser drawers, change your preferences, or modify your personal documents. Meanwhile, for some users you may want to keep the interface as simple as possible to help keep them from getting confused; there are a number of ways you can accomplish that, too.

An iMac Setup Even Your Mom Can’t Wreck . . . . . . . . . . . . . . . . . . . . . . . . . 36 Setting Up Parental Controls . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40 Maintaining Everyone’s Privacy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44 Making Files and Programs Available to All Users . . . . . . . . . . . . . . . . . . . 52

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An iMac Setup Even Your Mom Can’t Wreck “Hey, reformatting the hard drive isn’t a bad thing, is it?” — also known as the words you never want to hear when someone else is using your iMac. Fortunately, it’s remarkably easy to make your computer bomb-proof enough for your computer-phobic mom to use. Or, for that matter, your 2-year-old. Or even your brother-in-law who thinks he knows all about computers.The key is to use Mac OS X’s Multiple Users feature to create distinct identities for guest users of your computer, with limited access to anything you want to keep their sticky fingers off.

Setting up managed users If your iMac has only one user — in theory, at least, that’s you — then you’re an Administrator, or admin user, with the power to read, move, delete, and modify any file on your iMac, as well as create new user accounts, change system settings, and install software. Standard users, on the other hand, can install software in their own home folders and change their own settings, but not system wide settings. But there are other, more limited user types, as follows: Guest. This account is automatically created by the system, but you need to enable it in System Preferences. When users log in as guests, they can use programs on the Mac and create and save documents — in other words, they can write a letter or surf the Web — but they can’t touch any of the files in other users’ folders, and they can’t change system preferences. Everything in the Guest account’s home folder, including documents and browsing history, is deleted when a guest user logs out. (So if a guest wants to keep saved files, they need to be transferred to another drive or e-mailed before logging out.) Managed with Parental Controls. Despite the name, Parental Controls can be applied by any admin user to other user accounts; in other words, they’re not just for kids anymore.You can turn on Parental Controls for any existing account (even your own, although you can’t remain an admin user if you do so, and also the Guest account) and customize the settings to restrict the user’s access to programs and the Internet completely or only partially.You learn more about Parental Control settings later in the chapter. Sharing Only. These users can only log in to your iMac over a network in order to exchange files with you; they can’t control your computer at all.They don’t have a home folder on your computer, either.

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Chapter 2: How Can I Set Up My iMac for Multiple Users? These are the kinds of accounts you want to set up for friends and family members who use your iMac. You can tailor the settings on each account to allow a little leeway — or a lot — depending on your assessment of the risk a user poses to your privacy and to your beloved iMac. Here’s how to set up a new, restricted user account:

1. Choose Apple menu ➪ System Preferences. 2. Click Accounts (in the System section) to open the Accounts preferences. 3. If the padlock button is closed, click it and type your user name and password, and then click OK.

4. Click the plus button. 5. Choose a user type from the New Account pop-up menu. Use Managed with Parental Controls for people who will be sitting in front of your computer; use Sharing Only for people who will only access your iMac over a network (see figure 2.1).

2.1 The system automatically generates a short name based on the name you type, but you can change the short name to suit your own taste if you prefer.

6. Fill in the other required user information: Name, Short Name, and Password. 7. Click Create Account.

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When you quit System Preferences, all of your preference panes are automatically locked again; this prevents others from being able to change user account settings

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without having to type an admin password.

Using Simple Finder Although the Mac OS X interface seems sleek and intuitive to most of us, it can still be overwhelming for novice users. Simple Finder gets rid of most of the Finder’s bells and whistles, stripping it down to the basics so that newbies don’t get confused. It’s part of the Parental Controls; follow these steps to set it up for a user:

1. Choose Apple menu ➪ System Preferences. 2. Click Parental Controls (in the System section) to open the Parental Controls preferences. 3. If the padlock button is closed, click it and type your user name and password, and then click OK.

4. Click to choose the user account you want to modify. 5. Select the Use Simple Finder option. Simple Finder adds one feature: Users only need to click once on a document or program’s icon to open it. Mostly, though, Simple Finder subtracts rather than adds. Users won’t see any volume icons on the Desktop, and the Dock only contains three folders: My Applications, Documents, and Shared.The first of these contains only the programs you choose in System Preferences; the second contains whatever the user chooses to save in that folder, and the third is the Shared folder within the iMac’s Users folder (see figure 2.2). Each of these folders displays only in Icon view; List, Column, and Cover Flow view are not options in Simple Finder.

One menu command still available in Simple Finder is Help, but there’s no edited version of Mac Help that’s customized for Simple Finder. You’ll probably want to warn

Caution Simple Finder users that choosing Help might not turn out to be so helpful to them.

If you need to switch back to the regular Finder while your iMac is in Simple Finder mode, choose Finder ➪ Run Full Finder. You’ll need to type your admin user name and password; then you’ll be able to see all your files, change Finder preferences, and run disallowed programs (by once again typing your admin password). Switch back to Simple Finder by choosing Finder ➪ Return to Simple Finder.

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Chapter 2: How Can I Set Up My iMac for Multiple Users?

2.2 To share any of your own documents in Simple Finder, you put them in the Shared folder.

Restricting access to programs Sometimes it’s necessary to restrict access to certain applications; for example, you might want to prevent Web browsers from being used during homework time, or you may want to prevent anyone but yourself from being able to start Quicken and work with your financial information. The Simple Finder feature can do this for you. In the System tab of the Parental Controls preferences (in System Preferences), select the Only allow selected applications option, and then choose the programs to which you want the user to have access. In addition to the obvious applications such as Web browsers and e-mail clients, you can also lock out System Preferences, selected Dashboard widgets, or even Dashboard itself. Be sure to look through the Other section; these will include most of the third-party programs you’ve installed.

The programs you should be most concerned with are such items as Terminal, Console, Disk Utility, or other system utilities. Be sure to disable these for all managed

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users.

Preventing system modifications You can prevent managed users from performing certain system functions, such as modifying printer settings (including name), burning discs, adding and removing Dock icons, moving the Dock, and changing their own passwords. These settings are found in the System tab in the Parental Controls preferences in System Preferences. You’ll probably want to enable the Can burn

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iMac Portable Genius CDs and DVDs option and disable the Can administer printers option for most users. What you do with the other two settings depends on why you’re using Simple Finder. For users who are easily confused, you’ll probably want to disallow both modifying the Dock and password changing. For Simple Finder users the Can modify the Dock option isn’t even available — you can’t modify the Dock in Simple Finder (see figure 2.3).

2.3 Don’t let new users modify the Dock; it’s too easy for them to accidentally drag important icons out of the Dock, which would require you to spend time putting them back.

Even if you allow managed users to change their own passwords, you still retain control over those passwords. You can reset them in the Password pane of the Account

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System Preferences. If you change passwords, the old passwords no longer work.

Setting Up Parental Controls The System tab of Parental Controls (in System Preferences) is useful for setting up any managed user, but the rest of the Parental Controls come into play mostly with kids. For example, the Content tab enables you to block access to specified Web sites and to prevent profanity from appearing in the system’s built-in Dictionary (the definitions, that is; the words themselves still appear).

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After Parental Controls are configured the way you want them for one user, you can copy those settings to another user’s account. With the first user’s account selected

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in the Parental Controls preferences, click the gear button at the bottom of the user list and choose Copy Settings from the Action pop-up menu. Then switch to the other account you’re configuring and choose Paste Settings from the pop-up menu.

Setting time limits for computer use The Parental Controls’ Time Limits tab (in System Preferences) enables you to restrict both how long kids use your iMac and what times they do so. You can set separate time limits for weekdays and weekends, and you can set “bedtimes” for both weeknights and weekend nights such that managed users are automatically logged out at bedtime and can’t log back in until the specified time in the morning. With kids, you’re probably going to want to keep the morning time set fairly late to ensure that school mornings remain devoted to getting ready for school rather than surfing the Web. Fifteen minutes before a user’s time is up, a dialog appears showing the remaining time and enabling the user to request more time. An admin password must be typed to authorize the additional time. And if a restricted user tries to log in during the bedtime period, a similar dialog appears explaining that the user’s computer time has expired and again offering the option of convincing an admin user to authorize extra time (see figure 2.4). If the request is denied, the iMac returns to the login screen. The login screen adds an icon to any users who are currently within their bedtime periods, so they can see when it’s not worth even trying to log in.

2.4 As an admin user, you can determine the amount of extra time you’re willing to give a managed user.

Time continues accumulating toward a user’s time limit even when the iMac is idle,

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so remind users to log out when they leave the computer.

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Restricting Web, chat, and e-mail access In the Parental Controls preferences’ Content tab (in System Preferences), you can hide profanity in the Dictionary as well as set restrictions on the Web sites each user can access in one of two ways: Using Mac OS X’s built-in adult content filters. You can also create your own “blacklist” of forbidden sites. Using a “whitelist” of sites that are allowed. Any site not on the list is automatically blocked. If you choose not to restrict Web access, you can select the Allow unrestricted access to websites setting. Similarly, you can select the Limit Mail option, the Limit iChat option, or neither in the Parental Controls preferences’ Mail and iChat tab. Then you can specify who’s allowed to chat with and exchange e-mail with each managed user. If the user tries to e-mail or chat with someone who’s not on the list, you can have the system automatically send you an e-mail notifying you of the fact and asking whether you’ll give permission. Keep in mind, though, that these settings only work with Apple Mail and iChat, not with other e-mail and instant-messaging clients; to restrict use of those, you’ll have to disallow them in the System tab (which was explained earlier in this chapter). If you go that route, you’ll probably also want to block Web mail sites such as Yahoo! Mail and GMail.

Managing Parental Controls from another Mac If you and your kids have separate Macs, you can manage their user accounts from your own computer without having to sit down at theirs. First, you need to have an admin account on the other Mac. Then, on the other Mac, start System Preferences and open the Parental Controls preferences. Select the Manage Parental Controls from Another Computer option and choose Allow Remote Setup from the Action pop-up menu (with the gear icon). Now, on your own Mac, open a Finder window and locate the other Mac in the Shared section of the sidebar. Double-click it and then click Connect As and log in to your account on the other Mac. When you go back to System Preferences and click Parental Controls, the other Mac appears in a section marked Other Computers. Click its icon and retype your user name and password for its admin account. Now you should see a list of user accounts on the other Mac, each of which you can configure just like the accounts on your own Mac.

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Logging computer use If a user’s account has Parental Controls turned on, the system keeps track of everything that happens while that account is logged in; there’s no way to turn this feature off.You can find the logged information on the Logs tab of the Parental Controls preferences. Here’s what it includes: Websites Visited and Websites Blocked. These two lists show you, respectively, what sites users have visited on the Web, and what sites they tried to view but were unable to because of your settings on the Content tab of the Parental Controls preferences. Applications. Here you see when and for how long users were active in any of the applications to which they have access. iChat. This log shows when, with whom, and for how long users were actively working in iChat. You can choose the time period displayed in the logs, with options ranging from Today up to All (see figure 2.5); note that this setting doesn’t determine how long log data is retained, just how much of it is shown at a given time. Log data is grouped by days or by site, application, or chat contact, depending on which log you’re viewing.

2.5 The log shows all the programs used and sites visited, grouped either by site or by date.

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iMac Portable Genius The real power of the Parental Control logs, however, is found in the two buttons below the log list. If you click an entry in one of the logs, such as a Web site, you can then click Restrict (for applications, chat contacts, and sites in the Websites Visited log) or Allow (for sites in the Websites Blocked log). Clicking Open takes you immediately to that site so you can check it out for yourself. Using Restrict/Allow here is much quicker than trying to remember off the top of your head which sites you want to allow or block so that you can enter them in the Content tab.

Maintaining Everyone’s Privacy With multiple people using your iMac, it’s important that you be able to keep your secrets, even if they just consist of what you’re getting your mom for her birthday and your top-secret brownie recipe. In general, Mac OS X is set up to prevent others from accessing your personal files when you’re logged out, but there are times when you may need to up your security level just to be sure.

Choosing secure passwords These days it seems as though you have to think of a new password for something or other just about every day. It’s not a good idea to use the same password for everything — just because someone can get into your computer account doesn’t mean that person should also be able to access your credit card data or your health information. Passwords are a big part of maintaining privacy on your iMac, so let’s run down a few guidelines for creating them.

You don’t actually have to have a unique password for every single application. For low-priority situations, such as Web sites where you don’t have any important infor-

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mation stored, it’s perfectly fine to use a simple password that you can remember easily. On the other hand, for your bank Web site, you do need one of those supersecure passwords.

Good passwords should be as long as possible, because every extra character makes it astronomically more difficult for a hacker to generate your password randomly. Always use at least eight characters. Start with a memorable — to you — word or phrase, but not something that will occur to other people, like your birthday or your address.Then swap out some of the characters for numbers or punctuation marks that look similar (so you can remember them). Also, mix upper- and lowercase letters. All of this makes it harder for anyone to guess your password and also harder for people to figure out your password by watching your fingers on the keyboard.

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Chapter 2: How Can I Set Up My iMac for Multiple Users? After you create a secure password, keep it secure by not sharing it with anyone else. In particular, don’t e-mail it or send it over iChat; and on the Web, watch for the security indicator before typing your password. In Safari, this is a lock in the upper right-hand corner of the Safari window; it indicates that the information you send and receive will be encrypted so that anyone intercepting it won’t be able to read it. Mac OS X can offer you some assistance in coming up with new passwords. When you choose an account password, either for a new account or for an existing one, you’ll see a button next to the New Password field with a small key on it. Clicking this button brings up the Password Assistant, a very clever little program that generates secure passwords for you and that can also rate your own password ideas and point out their flaws (see figure 2.6). Set the Type menu to Manual if you want to work out your own password; type the password you have in mind and then keep making

2.6 The Password Assistant’s idea of a memorable password may not agree with yours, but keep trying until you get something that will stick in your head.

changes until the Quality indicator gets up into the green. Or, if you’d rather have some suggestions, choose one of the other Type categories. Password Assistant comes up with ten suggestions at a time. Click the arrow at the end of the Suggestion menu to see them all, and choose More Suggestions if none of them suits you. So now you know how to create a secure password. The real trouble occurs when you need to come up with another password. And another. How do you remember all these complicated passwords? The simple answer is that you don’t have to; that’s what you have a keychain for. Your keychain is a secure file on your iMac that stores user names and passwords for you, as well as any other information you want to keep safe, such as credit card numbers. If a password is stored in the keychain, your Mac inserts it for you when it’s needed. And all you have to remember is the keychain’s password, which starts out the same as your login password but can be changed to whatever you want. Wouldn’t you like to use Password Assistant any time you need a password, rather than just when the system makes it available to you? Download a little program

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called, surprise, Password Assistant (www.codepoetry.net/products/passwordassistant), and you can call up the Password Assistant whenever you want.

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iMac Portable Genius Here’s how to add passwords to your keychain: When connecting to a network server. Type your account name and the password, then select the Remember this password in my keychain option just below the Password field. When using a program that uses passwords. Look for a keychain check box in the Login dialog; if you don’t find one, try looking in the application’s preferences. Not all programs use keychains, but you’ll find that most e-mail and FTP programs do use the keychain to store your passwords. When logging into a secure Web site. Make sure that your Web browser’s preferences are set to use autofill for Web forms. In Safari’s preferences, click AutoFill and then select the User names and passwords option. By default, these passwords are stored in a keychain called Login, which automatically unlocks when you log in and locks again when you log out.You can also lock the keychain yourself, and you can set it to lock when your iMac’s been idle for a specified length of time. To accomplish these tasks, start Keychain Access (see figure 2.7), located in the Utilities folder within the Applications folder. Choose the keychain you want to lock from the Keychains column, and click the padlock button at the top of the window to lock it. To have the keychain lock when you leave your iMac, select it from the list and choose Edit ➪ Change Settings for Keychain. Then type the amount of time you want the system to wait before locking your keychain.

2.7 The closed padlock icon indicates that my login keychain is locked; before the system can use it again, I am required to type my keychain password to unlock it.

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If you’re constantly locking and unlocking your keychains, start Keychain Access and choose Keychain Access ➪ Preferences. In the General tab, select the Show Status in

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Menu Bar option. This gives you a handy menu, marked with that familiar padlock icon, where you can lock and unlock keychains.

For tighter control over your passwords, you can make as many keychains as you want; these keychains remain locked until you specifically unlock them. You can also use Keychain Access to change passwords and control whether you’re asked for a keychain password when you invoke the keychain. Click to choose the keychain where the password is stored, and then find the password in the list. Click it, and then click the Get Info button at the bottom of the Keychain Access window. In the Attributes tab, you can see your account name, the password (select the Show password option), and where the password is used (see figure 2.8).To change the password, type your new password and click Save Changes. Then switch to the Access Control tab. Here you can select the Ask for Keychain password option if you want the keychain to require that its own password be typed before it supplies this password to the appropriate site or program.

2.8 The password shown for my file server is one I generated with Password Assistant.

To add custom information to your keychain, open Keychain Access and click Secure Notes in the Category section. Click the plus button to add a note, and then type your

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data and a name for the note. I use this feature to store my credit card numbers for easy access when I’m shopping online.

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Encrypting files with FileVault Under ordinary circumstances, maintaining separate user accounts can keep other people from messing with your files. But a really determined user can get around this precaution in a number of ways (which I’m not going to detail here). Encryption offers a higher level of security. Mac OS X’s FileVault feature stores your whole home folder in an encrypted disk image, sort of like storing it in a locked safe. While you’re logged into your account, the safe is wide open and everything in it is visible and reachable. When you log out of your account, the safe door closes and the lock engages; now other users can’t see or access anything in your home folder, even files and folders that you normally share. Using FileVault is a good idea for laptops and computers in public areas, if they contain sensitive data. It uses Advanced Encryption Standard with 128-bit keys (AES128), which is a U.S. government standard approved for encryption of secret materials, and for top-secret materials when used with a 192-bit or 256-bit key length.

You have to really log out, not just use fast user switching, to close the door to the

Note

safe.The only way to do this is to choose Apple menu ➪ Log Out.

To start using FileVault, follow these steps:

1. Check the empty space on the hard drive where your home folder lives. Make sure you have at least as much available space as your home folder occupies.

2. Choose Apple menu ➪ System Preferences. 3. Click Security (in the Personal section) to open the Security preferences. 4. If the padlock button is closed, click it and type your user name and password, then click OK.

5. Click the General tab. Select the Require password to wake this computer from sleep or screen saver option and the Disable automatic login option (see figure 2.9); these close holes that someone could use to get around FileVault.

6. Click the FileVault tab. Set a master password for your computer. Don’t skip this step; if you do, and you then forget your login password, your files will be permanently lost.

7. Click Turn On FileVault. FileVault may take a while to set up at first (possibly more than an hour, depending on how fast your computer is and how much data your home folder contains), but it shouldn’t slow you down in the future.

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2.9 If you don’t set these general security preferences, FileVault is useless.

FileVault isn’t for everyone because it’s not completely safe. Every time you log in to your account, FileVault decrypts your home folder, and every time you log out, it reencrypts it. If this process is interrupted, or skipped due to a crash, FileVault’s data can be corrupted — possibly to the extent that you can’t open your own files or log in to your own account. If you feel that your data is sensitive enough to warrant using FileVault, it’s important to set up a really good backup system. Chapter 12 explores several ways to set up backups, but for now, I’ll just recommend that you turn on Time Machine. If you’re using FileVault, your home folder will only be backed up by Time Machine when you’re logged out, so be sure to log out faithfully to give Time Machine a chance to do its work.

Restoring FileVault Backups If you need to restore files from your home folder backup, you won’t be able to use Time Machine’s funky interface in conjunction with FileVault; you’ll need to dig the files out manually. On your backup drive, open the Backups.backupdb folder and then, within it, your computer’s folder to reveal dated backup folders. Find the one you want and locate your home folder within it. To restore files, open the home folder and double-click the username.sparsebundle file. Type your password, and a copy of your home folder appears on the Desktop, from which you can drag older versions of your files. When you’re done, drag this home folder copy to the Trash.

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Switching users quickly One disadvantage to setting up your iMac for multiple users is that you have to log in to your own account before you can get anything done; you can’t just sit down and start working. And logging in takes valuable time; you have to wait for the Finder and any login items to start up. If you have as many login items as I do, that makes for a pretty long coffee break. Fortunately, you don’t have to log out to let another person use your computer; you can use Fast User Switching to change accounts in a flash. Fast user switching adds a menu to the righthand end of your menu bar, next to the Spotlight menu (see figure 2.10). To switch to a different account, you just choose it from the menu and then type the account password. The Desktop appears to rotate to the left to display the other user’s Desktop. Switching back to your account works the same way. Here’s how to set it up:

1. Choose Apple menu ➪ System Preferences.

2. Click Accounts (in the System section)

2.10 This menu lists all the accounts I’ve set up, so I can switch to any of them without rebooting or logging out.

to open Accounts preferences.

3. If the padlock button is closed, click it and type your user name and password, and then click OK.

4. Click Login Options, at the bottom of the user list, to display a group of settings that affect how you log in and out of accounts.

5. Select the Enable Fast User Switching option. 6. Click an option from the View As pop-up menu: Name, Short Name, or Icon. This determines how the user accounts are displayed in the Fast User Switching menu. What’s happening with your account when another user is active via Fast User Switching? Good question — sort of like the famous thought experiment about whether a cat in a closed box is still in there when no one’s looking in the box. In this case, your account is definitely still logged in. iTunes keeps playing, files keep downloading, e-mail is still checked automatically, but you won’t hear or see any of this until you switch back to your account.

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Everything that’s happening in your account, even while another account is in use, is using computing resources. So if you leave your computer for an extended time, or if

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the other user just needs every ounce of power your iMac has, it’s a good idea not to leave too much running in your account when fast user switching.

Setting up sharing-only users People who only access your iMac over a network don’t need to have full-fledged user accounts. You can set up sharing-only accounts for these users, so that they only have remote access rather than being able to use the login window to physically log in. Sharing-only users can’t change any system settings; they can only share files. It’s a lot like offering guest access to your shared folders, except that you can specify the folders to which each sharing user has access.

If several people need sharing access to your iMac, you’ll probably want to make each of them a shared folder to which no one else has access. If you only have one or

Note

two sharing-only users, it probably makes more sense to just use the Public folder in your home folder.

Start by opening System Preferences, clicking Accounts, and creating a new user account (you’ll have to type your password if the Accounts preferences are locked). In the New Account pop-up menu, choose Sharing Only, then type the required information. Note that the Turn on FileVault protection option is grayed out, because FileVault works only with home folders, and sharing-only users don’t have home folders. Now you need to set up shared folders for your sharing-only user. Assuming you’re still in System Preferences, follow these steps:

1. Click Show All at the top of the System Preferences window. Then click Sharing, in the Internet & Network section (see figure 2.11).

2. Under Service, select the check box next to File Sharing to turn it on. 3. Under Shared Folders, choose a folder or click the plus button to add another folder to the list.

4. Choose a user from the list and change the access privileges for that person. Your choices are Read & Write, Read Only, Write Only (Drop Box), or No Access; users of a drop box folder can copy files into that folder but they can’t see its contents.

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2.11 These settings give everyone complete access to the Shared folder for the Kid account.

Making Files and Programs Available to All Users Some programs just aren’t worth anything without the associated data. For example, if you can run iTunes but you don’t have any music stored in your iTunes library, you’re pretty much out of luck. The same goes for iPhoto. This becomes a problem when your iMac has multiple users because often you’d like to share that data among users — but it’s stored in your own user folder. Fortunately, there’s a way around that little difficulty, at least for iPhoto and iTunes.

Sharing an iPhoto library For other users to use your iPhoto library, it has to be in a location to which all users have access. The logical place to put it is in the Shared folder that lives in the Users folder along with each user’s home folder. Follow these steps to make the transition:

1. Open the Pictures folder in your home folder. 2. Find the iPhoto Library folder and move it to the Shared folder within the Users folder.

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Chapter 2: How Can I Set Up My iMac for Multiple Users? 3. Make an alias of the iPhoto Library folder and put the alias in your Pictures folder, where the iPhoto Library folder used to be. To make an alias, select the folder in the Finder and choose File ➪ Make Alias or press Ô+L. Be sure to remove the word “alias” and the preceding space from the alias’s name.

4. Repeat Step 3 for each user. 5. Click the iPhoto Library folder in the Shared folder and choose File ➪ Get Info. In the Info window’s Sharing & Permissions area, change the access privileges for each group to Read & Write (see figure 2.12).

6. In the Sharing & Permissions area’s Action menu — the one with the gear icon — select the Apply to enclosed items option. Click OK in the confirmation dialog.

7. The next time each user starts iPhoto, the program will ask where its library is. Navigate to the iPhoto Library folder in the Shared folder and click Open.

2.12 If you don’t ensure that everyone has the correct access privileges for this file, iPhoto won’t be able to open it when other users are logged in.

It’s a good idea to make a backup of your iPhoto Library folder before proceeding, just in case something goes wrong. You can learn about how to make backups in

Caution Chapter 12.

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Sharing an iTunes library Because iTunes requires both a folder full of data (your music) and a library file (which contains everything iTunes knows about your music), the procedure for sharing an iTunes library among multiple users is a bit more complicated than the equivalent process for iPhoto. But it can be done; here’s how:

1. Create a new iTunes folder in the Shared folder inside the Users folder. 2. Open the Music folder in your home folder. 3. Find the iTunes Music folder and move it to the Shared folder’s iTunes folder. 4. Start iTunes and open its preferences. In the Advanced tab, click Change and specify the new location of the iTunes Music folder.

5. Still in Advanced preferences, select the Copy Files To iTunes Music Folder When Adding To Library.

6. Close the preferences and wait a few minutes for iTunes to update the music library, then click No when it asks if you want it to move and rename files in the new library.

7. Quit iTunes. 8. Move the iTunes Music Library file from your iTunes folder to the iTunes folder you made within the Shared folder.

9. Make an alias of the iTunes Library file and put the alias in your Music folder, where the original file came from. To make an alias, select the folder in the Finder and choose File ➪ Make Alias or press Ô+L. Don’t forget to remove the word “alias” and the preceding space from the alias’s name.

10. Repeat Step 9 for each user. 11. Click the iTunes Library file in the Shared folder and choose File ➪ Get Info. In the Info window’s Sharing & Permissions area, make sure that each group has Read & Write access privileges.

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3

How Do I Hook Stuff Up to the iMac?

Courtesy Apple Inc.

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1 2 3 4 5 6 7 8 9 10 11 12 13 Each accessory you get for your iMac comes with its own list of questions. For example: You’re buying an external hard drive — should you choose USB or FireWire? Sometimes it pays off to spend the extra money on FireWire — and sometimes it doesn’t. Portable devices such as Palm organizers and smart phones are great, but how can you make sure you don’t lose data through inexperienced syncing? Running out of room on your monitor? Add another one. Meanwhile, every gadget you hook up to your iMac comes with at least one more cable, often a couple of them. Keeping those cables where they belong and in some kind of order is an art in itself.This chapter helps you deal with all of these problems.

Should I Use USB or FireWire? . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58 Syncing MP3 Players, Phones, and PDAs . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60 Using an Additional Display . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67 Limiting Cable Clutter. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71

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Should I Use USB or FireWire? With a modern iMac, you can hook up scanners, hard drives, and other devices using either USB or FireWire. So which should you buy? And if you have a device that can use either interface, which is better? It depends on how much data you’re planning to transfer over those cables and whether it’s likely to be transferred all at once or only occasionally. First, let’s get terms straight. USB comes in two flavors: 1.1 and 2.0, with 3.0 hitting the market in 2008. Each new version is faster than the previous one, with speed measured in megabits per second; 1.1 transfers data no faster than 12 Mbit/s, 2.0 can hit speeds of 480 Mbit/s, and 3.0 is capable of 5.0 Gbit/s, ten times faster than USB 2.0. FireWire, on the other hand, also is currently available in two speeds: FireWire 400 and FireWire 800, each named after its speed. Coming soon: FireWire 3200. The catch is that the speeds cited for both interfaces are maximums, not what you’re going to see on an everyday basis. In real-world use, USB runs roughly half as fast as its specs imply it does. FireWire, on the other hand, runs at speeds close to those advertised. This means that even the slower FireWire 400 is actually faster than USB 2.0 in actual use.The question then becomes: When do you need that extra speed, and when don’t you?

Choosing external drives For drives, I always prefer FireWire 800 for two reasons: speed and daisy-chaining.The FireWire interface was designed for transferring large amounts of data at one time, so it’s faster than USB 2.0 unless you’re only copying smaller files a few at a time. Daisy-chaining allows you to plug FireWire devices into one another, with only the first one in the chain actually attached to your iMac. I have a lot of external drives, because I’m a fanatic about backups, and it’s nice not to have to use a hub in order to get them all plugged in.That said, speed is primarily an issue for video work, gaming, and heavy-duty image processing.If you’re not doing any of these,and you’re only planning on installing one external drive, there’s really no reason you shouldn’t go with USB 2.0 and save a few bucks. On the other hand, if you work with video, you’ll want to make sure any external drive you buy meets these speed criteria: Drive speed of at least 7200 rpm Cache of at least 8MB FireWire 800 interface All of this information should be available on the box, or listed in the specs if you’re shopping online. Also, if you work with video, after you install your new hard drive, be sure to turn off journaling on

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Chapter 3: How Do I Hook Stuff Up to the iMac? it. Journaling is an on-the-fly backup method that can keep your data much safer, and it’s a good idea to turn it on for your boot drive. However, for drives whose primary function is streaming data to your video application, journaling can really slow down transfer rates. To turn it off, use one of these two methods: If you want to reformat your new drive, start Disk Utility, choose the drive from the list, and click the Erase tab. Choose Mac OS Extended (rather than Mac OS Extended (Journaled)) in the Volume format pop-up menu, give the drive a name, and click Erase. If the drive is already formatted and in use, start Disk Utility, choose the drive from the list, and press Option as you choose File ➪ Disable Journaling (see figure 3.1). (If you’re not holding down the Option key, the Disable Journaling command will be grayed out.)

Choosing a scanner interface Let’s face it: Scanner interfaces aren’t what causes fast or slow performance; it’s the scan-

3.1 You can turn off journaling while a drive is in use, but Apple won’t let you do it accidentally.

ning speed itself. If you’re buying a super-hot, high-speed scanner, it might be worth spending the extra money on FireWire so you can get your images to your hard drive as quickly as possible. For most of us, USB 2.0 is fine for scanners; we’re just not in that much of a hurry. Most low-end scanners these days use USB 2.0 anyway; you’re not going to get a FireWire scanner unless you’re spending at least $250. So, bottom line: Unless you’re planning on scanning a lot of very large images, stick with USB 2.0 scanners.

Daisy-chaining do’s and don’ts for FireWire One reason to choose FireWire peripherals over USB is that you can daisy-chain FireWire devices by plugging one into another, with only the one on the end actually attached to your iMac.This avoids the need to install a hub when you want to connect multiple devices at the same time. But be aware of a few rules before you start daisy-chaining: In theory, you can hook up as many as 63 FireWire devices to your computer at the same time. In practice, you shouldn’t have more than four devices on a single chain, because each additional device in a chain increases the odds that a bad cable, a damaged connector, or a faulty device will slow down the entire chain.

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iMac Portable Genius For maximum speed, keep devices that are operating simultaneously hooked up to different FireWire connectors on your iMac. For example, if you’re burning a DVD with a FireWire burner using data stored on a FireWire hard drive, you’ll see a big drop in performance if the two devices are on the same chain. On the other hand, putting a scanner on the same chain as your DVD burner usually won’t present a problem, because you’re unlikely to be using both devices at the same time. If a device gets its power from FireWire — in other words, there’s no second cable for power — connect it directly to the iMac. Keep cables as short as possible to avoid signal degradation. If you need to have devices far away from each other or your iMac, you can buy amplified FireWire cables that retain a signal’s integrity for greater distances. When you have more than one device that only has one FireWire port, such as digital cameras, you need to use a FireWire hub. Be sure the one you buy is a name brand such as Belkin, because budget-priced hubs can slow down transfer speeds with their inferior hardware.

Syncing MP3 Players, Phones, and PDAs Some people say we have Star Trek to thank for all the handheld devices that are so common in the early twenty-first century: cell phones, personal digital assistants (PDAs), MP3 players, thumb drives, pagers, and several more things that are probably beeping in your pocket or purse right now. Remember all the cool devices they used on the original Star Trek? Spock’s tricorder, Bones’s diagnostic thingie, and, of course, those indispensable communicators.The little box that the cable guy used to configure my new cable modem the other day looked just like a tricorder. Anyway, these devices are practically inescapable in modern life, so it’s vital to keep the data they contain matched up with the corresponding data on your iMac.

Different iPods for different uses Sometimes an MP3 player is just an MP3 player — and sometimes it’s not. Although iPods are the archetypical music player these days, some models can do more than just feed your need for tuneage.You might be surprised at the different kinds of data you can put on your iPod. The smallest iPod, the Shuffle, is music only. With no screen, it can’t handle video or any kind of organizational data, and it hasn’t got enough storage space for much of anything other than MP3s anyway; as of this writing, it comes in 1GB and 2GB models.

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Chapter 3: How Do I Hook Stuff Up to the iMac? The iPod Classic and iPod Nano, on the other hand, have a basic suite of organizational functions found under Extras in the menu. These include a contact list, a to-do list, and a calendar.You can’t edit any of this information on the iPod; you have to make all your changes on the iMac and then sync the data to the iPod when you’re ready to go mobile. You can also store notes on the iPod, such as directions or shopping lists, and there’s even a stopwatch function and an alarm clock that can either chirp at the appointed time or start playing the playlist of your choice. If you’re not a heavy-duty PDA user who needs all kinds of programs on a handheld device, you may be able to get by with just your iPod Classic or iPod Nano, so that you won’t have to haul two devices around with you. Apple fans who’d been hoping for an Applebranded PDA for years were finally rewarded when the iPod Touch was released; it’s essentially an iPhone without the phone part (see

Courtesy Apple Inc.

Figure 3.2). This little beauty has built-in Wi-Fi,

3.2 The iPod Touch can handle your calendar, contacts, and more; it’s more than just an MP3 player.

can access the Web and e-mail, and, of course, it plays MP3s. Its touch-controlled screen is

bigger than the other iPods’ as well. Its organizational tools are more sophisticated than the ones offered by the more standard iPods, and it has a keyboard function that enables you to edit your data right on the iPod, rather than having to make all changes on the iMac. Best of all, you can install third-party programs to do all kinds of useful things (check out www.AppSafari.com for a good selection). And if you prefer, you can access any Web-based function such as Google Calendar or Yahoo! Address Book.

If you’re really committed to using your iPod Classic or Nano (or an older model) as a PDA, check out iPDA (www.zapptek.com/ipda/), which makes it possible to transfer

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Word, PDF, Apple Pages, RTF, or text documents to your iPod. iPDA can also download RSS feeds, weather forecasts, driving directions, and news headlines directly to the iPod.

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iPod syncing is controlled in iTunes; I go over the steps for setting up syncing later in

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this chapter.

Going beyond Palm: Third-party PDA software Getting your PDA to talk to your Mac, and vice versa, can be harder than you think. That’s especially true if you have a device that runs Microsoft’s PocketPC operating system, because Microsoft doesn’t make a version of ActiveSync, PocketPC’s syncing software, for Mac OS X. If you’re in this fix, you’ll be able to connect your iMac and your PocketPC using PocketMac (Information Appliance Associates, www.pocketmac.com) or The Missing Sync for Windows Mobile (Mark/Space, www.markspace.com). Using PocketMac, you can sync a PocketPC device with Entourage, Address Book, iCal, Mail, Daylite, iTunes, iPhoto, Now Contact, and Now Up-to-Date.The Missing Sync works with a similar selection of scheduling and contactmanagement software and can also transfer Microsoft Word, Excel, and PowerPoint files back and forth between your iMac and the PocketPC. PocketMac also comes in versions that support Blackberry and Sony PSP. The Missing Sync has versions for Blackberry, iPhone, Palm (see figure 3.3), Sony PSP, and Symbian. And both companies make a variety of other products designed for syncing specific types of data not directly supported by iSync, such as Entourage and Lotus Notes.

Courtesy Mark/Space Inc.

3.3 The Missing Sync has filled in the gaps for years, whenever Palm and Apple couldn’t see eye to eye on syncing Palm devices with Macs.

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Chapter 3: How Do I Hook Stuff Up to the iMac?

Why would you use third-party syncing software if you have a Palm? Perhaps because there are so many holes in Palm’s Mac feature set. The Missing Sync fills

Genius

those holes. For example, it includes contact photos in its contact syncing and connects directly to iPhoto and iTunes to download photos and music.

How can I make my phone talk to my iMac? If you’re having trouble syncing your phone with your iMac, the first thing you should do is check the list of compatible phones on Apple’s Web site (www.apple.com/macosx/features/ isync/index.html). If your phone isn’t on the list, however, you’re not necessarily out of luck. The German Web site iSync-Hilfe (iSync Help, www.en.isync-hilfe.de) has iSync plug-ins for some Motorola, Sony, Nokia, BenQ, and Vertu phones, and there’s also a universal iSync plug-in that you can customize to work with your phone by following the step-by-step instructions on the Web site. Of course, there are no guarantees with third-party software, especially when it’s free, but installing one of these plug-ins doesn’t do anything irrevocable to your system, so it’s fairly low-risk. If your phone is on the list of devices that iSync supports, but it’s not syncing at all, then you need to do some troubleshooting. Here’s a list of things to check: Check your phone’s manual to make sure you know which methods it can use to sync: USB cable, Bluetooth, or both. Turn the phone off, and then turn it back on and make sure it’s not locked. If you’re using a USB cable, check to make sure that it’s the right cable for your phone model. If so, try connecting it to a different USB port, preferably one on your computer rather than on the keyboard or a USB hub. Make sure the cable is plugged in tightly and that the connector doesn’t wiggle. If you’re connecting the phone to the iMac via USB, choose Apple menu ➪ About This Mac and click the More Info button. In System Profiler, click USB under the Hardware category and make sure that your phone is listed. If it’s not there, then your iMac isn’t seeing the phone at all. It may not be designed to sync via USB, or the cable may be bad. With a Bluetooth connection, make sure that Bluetooth is enabled on both the phone and your iMac and that the phone is set to be discoverable.To turn on Bluetooth on the computer, choose Apple menu ➪ System Preferences and click the Bluetooth button, and then select the On option (Leopard; see figure 3.4). If you’re using Tiger, click the Settings tab in Bluetooth preferences and click the Turn Bluetooth On button if the tab doesn’t say Bluetooth Power: On.

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3.4 It may seem obvious, but it never hurts to make sure that Bluetooth is definitely turned on.

If Bluetooth recognizes the phone, try deleting the pairing by clicking its name in the Bluetooth pane of System Preferences and clicking the Delete Selected Device button at the bottom of the window.Then click the Add New Device button and start over with Bluetooth Setup Assistant. (In Tiger, devices are listed in the Devices tab of the Bluetooth preferences pane.) In Bluetooth Setup Assistant, make sure you choose Mobile Phone for the type of device, rather than Other or Any Device. When your phone appears in the list, click Continue to set it up for iSync.

Syncing contact info and calendars As you’d expect, phones and PDAs use iSync to communicate with your iMac. iPods and iPhones, on the other hand, use iTunes, even when you’re syncing organizational info rather than music. To set up iTunes to sync contact info and calendars with your iPod or iPhone, follow these steps:

1. Start iTunes, and then put the iPod in its dock. 2. If necessary, click the iPod’s name under the Devices heading in the Source column of the iTunes window, and then click the Info tab.

3. Select the Sync Address Book Contacts and Sync iCal Calendars options, then choose the groups and the calendars you want to sync. For calendars, choose the calendar to which you want to add events you create on the iPhone or iPod.

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Chapter 3: How Do I Hook Stuff Up to the iMac? 4. Select the Sync Yahoo! Address Book Contacts option if you want to sync your Yahoo! contacts with the iPod or iPhone as well. Click Configure to type your Yahoo! ID or password. Now the contact and calendar data on the iPod or iPhone will be synced, along with your other content, any time you dock it and the iMac is on.

When you sync an iPhone or an iPod Touch, any calendars and address books you set

Note

to sync with MobileMe are also synced with the iPhone or iPod.

If you’re syncing a regular cell phone or a PDA, set up the process in iSync instead. Follow these steps:

1. Plug in the device and start iSync (it’s in the Applications folder). 2. Click the Sync Devices button. iSync will try to detect your phone or PDA, and then you’ll see the Add Device window. Double-click the device’s icon to add it to iSync.

3. Now there’s a button for the device in the iSync window; click it to see the options you can set (see figure 3.5). Check Contacts and choose which contacts to sync, then check Calendars and choose which calendars to sync. From the popup menu, choose the calendar to which events you create on the PDA or phone should be added.

4. Click the Sync Devices button to get started syncing — unless you have a Palm. For Palm devices, you need to initiate syncing from the Palm itself, rather than iSync, and you need to set up the HotSync software that comes with the Palm.

5. To start setting syncing for a Palm, choose Devices ➪ Enable Palm OS Syncing in iSync.

3.5 You can’t sync a Palm directly from iSync, but it’s where you choose sync options.

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iMac Portable Genius 6. Start HotSync Manager. You find it in the Palm folder within your Applications folder. 7. Choose HotSync ➪ Conduit Settings. 8. Click the iSync Conduit in the conduit list and click the Conduit Settings button. Select the Enable iSync for this Palm device option, and then click OK.

9. Use the Palm to start a HotSync.

Syncing photos and movies Video and photos are automatically transferred to and from your iPod every time you plug it in, along with music, contacts, and calendars. Before this can happen, however, tell iTunes which files to transfer. Follow these steps:

1. Start iTunes, then put the iPod in its dock. 2. If necessary, click the iPod’s name under the Devices heading in the Source column of the iTunes window, and then click the Photos tab.

3. Select the Sync Photos From option, and then choose where you want to get the pictures to sync. For iPhoto, choose the rolls or albums you want to sync. If you want to specify a folder, click Choose Folder, and then locate the folder you want to use and click Choose. Or if you choose Pictures, specify All Photos or Selected Folders within your Pictures folder.

4. Select the Include full-resolution photos option if you want to copy the original fullsize photos to your iPod.

5. Click Apply. Syncing video works more like syncing music. You still have to set options in the appropriate tab, just as you do for photos and for music, but the movies, TV shows, and video podcasts themselves appear in your iTunes Library along with your music. To specify which videos are synced with your iPod or iPhone, click the device’s name in the Source column and then click the Movies, TV Shows, or Podcasts tab.

When you sync a movie rented from the iTunes Store, if you’ve already watched part of it, the iPod remembers where you left off watching the movie on your iMac and

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automatically starts it up at the same place. Cool, huh?

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Using an Additional Display On the day I added a second monitor to my system, it took me about 10 minutes to realize that I should have made the change years ago. A 2006 survey by John Peddie Research found that, on average, people who use multiple monitors report productivity increases of 25 to 30 percent. The people who gained the most from using more than one monitor, the research firm reported, were those doing content creation, general office use, gaming, and CAD. If your iMac is a newer model, it has a mini-DVI port that can connect to monitors that use DVI,VGA, S-video, or composite connections using an adapter that Apple sells for about $20. Older models, except for the very earliest iMacs, have a VGA port. Either way, if you can round up a monitor, you can plug it right into your iMac. However, because iMacs don’t have room for you to add extra video cards, you can only add one additional monitor. Other Macs can use several monitors at a time. If you’re still running out of room on your Desktop, turn to Chapter 1 to learn how to create virtual workspaces using Mac OS X Leopard’s Spaces feature.

Mirroring or extended desktop? Originally, extra monitors always mirrored what was on the main monitor. The idea was that you could give a presentation and both you and your audience would be able to see what was on the screen. Teachers and trainers also found this capability useful. Today, it’s common for people to hook up a large-screen monitor to use for watching TV shows and movies. Using an extra monitor as an extended Desktop doubles your screen space and gives you a place to stash stuff off to the side so you can still see it, but it doesn’t interfere with what you’re working on right now. For example, you might be writing a report on one screen and have your notes, outline, or related Web pages open on the other. Or you could be editing a photo and displaying the original on separate screens. Gamers, of course, can find plenty of uses for extra monitors to show alternate views of the game or store some of their control panels.

Your iMac should automatically detect the external monitor when you plug it in. Make sure you plug the adapter into the external monitor before you connect it to

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the iMac.

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iMac Portable Genius All Macs support mirroring, but it wasn’t until 2006 that iMacs supported extended Desktops. The video cards older iMacs contained supported the feature,but for some reason Apple chose to disable it in the system software. If you have one of these older iMacs, though, don’t worry; you can use a free third-party patch to enable extended Desktops, also called screen spanning. It’s called Screen Spanning Doctor (www.macparts.de/ibook/), and you only have to run it once. Clicking Enable Spanning (see figure 3.6) sends a command to your iMac to add extended Desktop options to the Displays preferences pane in System Preferences.

3.6 If your iMac doesn’t need Screen Spanning Doctor, the program will tell you that and refuse to let you install the patch.

Setting up dual monitors in System Preferences is a simple matter; once your second monitor is plugged in and turned on, choose Apple menu ➪ System Preferences and click the Displays button. Click the Arrangement tab (see figure 3.7), and select the Mirror Displays option for mirroring or leave it unchecked for screen spanning. If you choose to use an extended Desktop, click and drag the blue screens around to determine how they’re adjacent to each other. In most cases, you’ll want to reproduce the physical arrangement of the screens; if you don’t, it may take a while for you to get used to where you need to go with the mouse to change screens. Then drag the menu bar to control which monitor is the main one; the Dock also appears only on the main monitor.

3.7 You can stack your monitors on top of each other or place them side by side — whatever works for you.

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If Screen Spanning Doctor causes any problems with your system — unlikely, but

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possible — just run the patch again and click Disable Spanning this time.

Using video projectors For the ultimate big-screen viewing experience, you can hook up a digital video projector to your iMac.These are great for watching sports events or movies, and gamers love them, too.They’re less practical for everyday use, however, because you have to change the bulb every 1000 to 2000 hours of viewing time. Projectors start at well under $500 at this writing, and they come in two types: LCD and DLP. LCD projectors are what started projector prices going down, with their small sizes and low power consumption, but DLP is more popular at the moment. DLP has better image quality and is actually in use in movie theaters for displaying films. The quality of an image projected by a theater-type projector is almost as good as that produced by an old-fashioned film projector — only without any scratches. Connecting a video projector to your iMac is just like connecting a second monitor. You’ll run into a few different connector types: VGA, S-video, or composite video (all analog), and DVI (digital). You’ll need to know which connectors your projector has, because you’ll need to buy an adapter from Apple to connect it to your iMac’s Mini-DVI port. Apple sells all kinds of adapters, including the following: Mini-DVI to VGA Adapter. This is what I use to connect my MacBook to a 20-inch LCD display. Mini-DVI to Video Adapter. This adapter gives you a coax plug to use with S-video and composite video connectors. Mini-DVI to DVI Adapter. If you’re lucky enough to have a projector with a DVI input, this is the adapter you’ll need. VGA Display Adapter. Use this adapter for connecting iMac G5s (the last pre-Intel iMacs) to a VGA projector. Video Adapter. For S-video and composite video connections between an iMac G5 and a projector, this is the adapter you’ll need.

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Best Projector Practices Follow these simple rules to guarantee success when using a projector:

• If you’re on your way to an event where you’ll be using someone else’s projector, be sure to bring along whatever video adapters you have, even if you think you know which one you’ll need. Get there ahead of time and power everything up to make sure it all works.

• To be on the safe side, turn the iMac off while plugging in the video, and be sure to plug everything in firmly. Wait a minute after turning on the projector before rebooting the iMac.

• Don’t forget to turn off your screen saver and the Energy Saver sleep function. Choose Apple menu ➪ System Preferences, and click the Desktop & Screen Saver button, and then drag the slider to Never so that the screen saver won’t kick on. Click Show All at the top of the window, and then click the Energy Saver button and drag both of the sliders in the Sleep tab all the way to Never.

After your projector is plugged in and you see a signal (don’t panic if the picture takes a few seconds to appear the first time), specify its settings in the Displays pane of System Preferences (choose Apple menu ➪ System Preferences, and click the Displays button). Select the Mirror Displays option if you want the projector to show what’s on the iMac’s screen; leave it unchecked if you want to display something else on the projector. Choose the right resolution for the projector you’re using, and set the display rate to 60 Hz, or higher if the picture is distorted.

Hooking up a television If you have an extra TV sitting around, you can use it as a second monitor for your iMac. How you hook it up (and whether you want to) depends on how old the TV is. Regular tube TVs generally produce a blurry, flickering picture. But newer, flat-panel displays not only look better, they’re more likely to have a digital input that talks to your iMac.What you’re looking for, in order of preference, is a TV with a DVI connector, an HDMI input, an S-video port, a component video connector, or a VGA input. The first two options will get a digital signal from the iMac to the TV, and the other three will convert the signal to analog, which means you won’t get the full benefit of using a digital display. For each of these options, you need to use one or more adapters to get the signal from the iMac to the TV. Here’s what to shop for:

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Chapter 3: How Do I Hook Stuff Up to the iMac? Mini-DVI to DVI Adapter: This Apple adapter ($19) will work for Intel iMacs with miniDVI video outputs, to connect to a DVI input on a TV. Mini-DVI to DVI Adapter and a DVI-to-HDMI cable: Apple’s Mini-DVI to DVI Adapter ($19) can connect to a DVI-to-HDMI cable that you can get from your local Circuit City ($20 or less). Mini-DVI to Video Adapter or Video Adapter: For S-video and composite video connections, this is the Apple adapter you’ll need. Get the Mini-DVI version for Intel iMacs and the regular video version for iMac G5s. Mini-DVI to VGA Adapter or VGA Display Adapter: If this is the only connection you’re able to make, use the former with Intel iMacs and the latter with iMac G5s. After you make the connection,setting up a TV to work with your iMac works exactly the same way as setting up an external computer monitor. Choose Apple menu ➪ System Preferences and click the Displays button. In the Arrangement tab, select the Mirror Displays option to show the iMac’s screen contents on the TV, or leave it unchecked if you want to display different things on each screen.

Limiting Cable Clutter You never see a lot of cables in Apple’s ads. Of course, the Macs shown in those ads never have any peripherals connected to them, either. In the real world, most of us have at least a printer, if not a plethora of other devices: a network connection, a modem, a scanner, external hard drives, disc burners, game controllers — the list never ends. You can do a couple of things to rein in the cable nightmare caused by all these peripherals. First, consider upgrading to wireless devices when possible. And second, share devices among multiple computers with switches, so you don’t have to have a full set of cable-clutter-causing objects for each computer.

Using Bluetooth input devices More and more gadgets are coming with Bluetooth capability. These little cuties can transfer data wirelessly between your mouse, keyboard, handheld scanner, or other device and your iMac, using radio waves at 2.4 GHz. Bluetooth was specifically designed to replace cables; it seems that computer manufacturers have finally figured out how much computer users hate having a zillion cables tangled up behind their desks. Apple sells a Bluetooth mouse and keyboard for $69 and $79, respectively, and other companies have slightly less expensive options, such as the Kensington Bluetooth Wireless Mouse for Laptops (sold on Apple’s Web site for about $50). Before shopping for a Bluetooth input device, however, be

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iMac Portable Genius sure your iMac supports Bluetooth. The first Bluetooth iMac was released in early 2003, but Bluetooth was optional then and didn’t become standard on iMacs for another three years. If your iMac doesn’t have built-in Bluetooth, you can install a third-party dongle (a small device that plugs into a USB port) that will give you full Bluetooth capabilities.

If you’re shopping for a third-party Bluetooth adapter, your best bet is a D-Link Wireless Bluetooth 2.0 USB Adapter (model DBT-120, $50, www.dlink.com). That

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model is the most compatible with Macs and is the only one guaranteed to be able to wake a sleeping Mac.

To set up the Apple wireless mouse, follow these steps:

1. Install the mouse’s batteries, then turn the mouse over and turn it off by sliding the power switch to cover the light.

2. Open the Bluetooth Setup Assistant (it’s located in the Utilities folder) and click Continue.

3. In the Select Device Type panel, choose Mouse. 4. Turn on the mouse, wait for the light to flash, and then click Continue. 5. The mouse’s name should appear in the device list; click it and click Continue. 6. When you see a message telling you that the computer and mouse are now paired, click Continue one more time, and then click Quit.

When you’re setting up a wireless mouse, you need to have a wired mouse plugged in until the wireless mouse is connected. You also need a wired mouse in case your

Note

wireless mouse’s batteries die and you don’t have any replacements on hand.

To set up the Apple wireless keyboard, follow these steps:

1. Install the keyboard’s batteries, and then turn off the keyboard. 2. Open the Bluetooth Setup Assistant (it’s located in the Utilities folder) and click Continue. 3. In the Select Device Type panel, choose Keyboard. 4. Turn on the keyboard, wait for the light to flash, and then click Continue. 5. The keyboard’s name should appear in the device list; click it and click Continue. 6. Type in the passkey shown on the screen and press Return.

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Chapter 3: How Do I Hook Stuff Up to the iMac? 7. When you see a message telling you that the computer and keyboard are now paired, click Continue one more time, and then click Quit. The setup procedure is similar for third-party devices; check the documentation that comes with your mouse or keyboard if anything doesn’t seem to be working as you expect.

To make sure you can wake your computer from sleep by moving the mouse or pressing a key, choose Apple menu ➪ System Preferences and click the Bluetooth

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button. Click the Advanced button, and then select the Allow Bluetooth devices to wake this computer option.

Setting up a wireless printer The two things I always have the hardest time finding room for when I rearrange my computer setup are printers. The cables are never quite long enough to put them where I really want them. New Bluetooth printers solve this problem by going wireless, and if your printer doesn’t have Bluetooth, you can add wireless capability by installing a Bluetooth printer adapter from companies like IOGEAR and USBGear (see figure 3.8). These cost less than $100; some work with any device while others don’t support multifunction devices.

Courtesy IOGEAR Inc.

3.8 The IOGEAR Bluetooth printer adapter comes with a Bluetooth dongle for your computer, in case you don’t have built-in Bluetooth.

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iMac Portable Genius To add a Bluetooth printer, follow these steps:

1. Set up the printer and install its driver and any other software it needs. 2. Start any program and choose File ➪ Print. Choose Add Printer from the Printer pop-up menu.

3. Click the Bluetooth button at the top of the Add Printer window. 4. Click the printer’s name in the list and click Add. If the Print Using pop-up menu at the bottom of the Add Printer window doesn’t show the correct printer type, the system can’t find your printer driver.Try download-

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ing the latest version from the manufacturer’s Web site, install it, and then come back to the Add Printer window to choose it from the menu.

Sharing keyboards, monitors, and mice among multiple computers If you have more than one computer sharing the same desk, you’ve probably just about run out of room, what with two monitors, two keyboards, two mice, and two CPUs. The answer to this problem is to install a KVM (keyboard, video, mouse) switch. Plug your preferred keyboard and mouse into the KVM switch and connect the switch to both computers. Now, you can press a button to use the keyboard and mouse with one computer or the other. Because you have an iMac, the video component of the KVM switch isn’t usable; you can’t display another computer’s screen on the iMac’s monitor using it. In the long run, although it means you still have to have a second monitor on your desk, it’s more practical, because you can still see what’s happening on one computer’s screen while you’re using the other computer. Some KVM switches also have extra USB ports for things like printers and scanners, which switch to whichever computer you’re using at the moment along with the mouse and keyboard. There are lots of KVM switches on the market, but be sure you get one that supports Macs. Mine’s a MiniView model from IOGEAR that would cost about $80 if I bought it today.

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4

How Do I Set Up a Local Network?

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1 2 3 4 5 6 7 8 9 10 11 12 13 An iMac is great, and an iMac with an Internet connection is even better. But best of all is when you connect your iMac to a local network so that you can share everything from files to hardware with other people — while keeping your personal and sensitive files strictly to yourself. This chapter shows you how to set up either a wireless or a wired network if you don’t already have one, how to connect your iMac to the network, and how to set up sharing. And if you’ve wondered how to create a temporary network when you need one, you’ll find out how to do so using any networking technology from WiFi to FireWire — or even Bluetooth in a pinch.

Making the Connection . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78 Sharing Access and Data . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91 Creating an Ad Hoc Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

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Making the Connection The first step in networking your Macs is to connect them together, either wirelessly or via cables. This section covers creating a permanent network using either a wireless access point or network cables. See the end of the chapter for instructions on setting up temporary networks using wireless, Ethernet cables, FireWire, or even Bluetooth.

Going wireless A wireless connection is ideal if you want to set up a network quickly and easily or if you want to be able to move your iMac from room to room without trailing a cable.You can also create a network that mixes both wired and wireless parts, as in figure 4.1.

Network Drive

Printer

Scanner

Cable Router or DSL Router

The Internet

AirPort Wireless Access Point iMac

MacBook

iMac

MacBook

MacBook

MacBook

4.1 Whether wired or wireless, a network lets you quickly share data, music, and more.

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Chapter 4: How Do I Set Up a Local Network? To set up a permanent wireless network, you need: A wireless access point. This device connects the computers and other devices to the network. Apple’s AirPort range of wireless access points are designed for use with Macs but also work with PCs, so they’re often the best choice. A wireless network card in each computer. This card lets the computer connect to a wireless network. Apple’s wireless network cards are called AirPort cards. All current iMacs, MacBooks, MacBook Pros, and Mac minis come with AirPort cards built in, and you can choose an AirPort card as a build option on all other Macs.

Installing an AirPort card If your iMac includes an AirPort card (as all new iMacs and most older ones do), you can set up a wireless network in minutes. If you’re not sure whether your iMac has an AirPort card, or which type of AirPort card it is, choose Apple menu ➪ About This Mac, and then click More Info in the About This Mac window. System Profiler opens. Under the Network heading in the left pane, look for an AirPort Card entry. If one appears, click it, and see whether it says AirPort Extreme or simply AirPort. If you have an older model of iMac without an AirPort card, you can add one. Check your iMac’s documentation for details on which kinds of AirPort cards it can take. If the Apple Store no longer sells the right kind of AirPort card, either pick up one secondhand on a site such as eBay (www.ebay.com) or buy an alternative, such as an AirPort-compatible USB wireless card. For AirPort installation instructions, consult your iMac’s document or the Support section of the Apple Web site. Here are URLs for the installation instructions you’re most likely to need: Slot-loading iMac. http://docs.info.apple.com/article.html?artnum=58537. Flat-Panel iMac and 17-inch Flat-Panel iMac. http://docs.info.apple.com/article.html?artnum=26237.

For AirPort card installation or replacement instructions for other iMac models, consult the Apple Online Service Assistant (https://selfsolve.apple.com/Get

Note

Warranty.do).

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How Fast Will Your Wireless Network Be? Wireless network connections are typically slower than wired network connections, but the latest wireless networks are fast enough for all but the heaviest-duty tasks. Networking speeds are measured in bits per second: gigabits (billions of bits), megabits (millions of bits), and kilobits (thousands of bits). Each byte of data normally contains 8 bits, so the maximum number of bytes the network can transfer is one-eighth that of the “headline” speed. For example, Gigabit Ethernet can transfer up to 125 megabytes (MB) per second, 802.11n networks up to 37.5 MB per second, Fast Ethernet up to 12.5 MB per second, and 802.11g networks up to 6.75 MB per second. In practice, speeds are usually substantially slower, especially when many computers are using the network. How fast your wireless network is depends on the networking standard your wireless network equipment meets. At this writing, four wireless network standards are widely used:

• 802.11n. This draft standard provides the fastest wireless network speeds available — up to 300 Mbps. Because the standard is not yet final, 802.11n equipment from different manufacturers may not work at full speeds.

• 802.11g. This standard, often called Wireless G, has a maximum speed of 54 Mbps and is very widely used.

• 802.11b. This standard, called Wi-Fi, has a maximum speed of 11 Mbps. It is still widely used worldwide, especially in hotspot networks such as those in coffee shops and airports, but the transfer speeds are too low for large files (for example, video).

• 802.11a. This standard has a maximum speed of 54 Mbps but is not widely used outside corporate networks. If you want the highest wireless network speeds for your iMac, the best choice is an Apple AirPort wireless access point, which is guaranteed to play nice with your iMac’s wireless network card. Apple has used the names AirPort Extreme and AirPort Express for both 802.11g and 802.11n equipment. The latest models from the Apple Store are 802.11n. For example, the AirPort Extreme Base Station with Gigabit Ethernet and AirPort Express Base Station with 802.11n are the 802.11n models and include compatibility with 802.11g, 802.11b, and 802.11a wireless equipment. But if you buy used, double-check that you’re getting the 802.11n model rather than the 802.11g model.

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Chapter 4: How Do I Set Up a Local Network?

Setting up an AirPort hub After you unpack your AirPort, choose a suitable location for it. Depending on the AirPort model, you need to juggle three or four criteria here, so you will probably have to compromise a bit. Network or Internet connection. You will need to connect your AirPort to your network switch or hub, or to your cable or DSL router.You can use an Ethernet cable up to 300 feet long to make the connection. Wireless network coverage. Position the AirPort as near as possible to the center of the area you want the wireless network to cover. All other things being equal, the coverage reaches the same distance in each direction horizontally, and a shorter distance up and down. Power. The AirPort must be within striking distance of an electrical outlet. Speakers. If you have an AirPort Express, you’ll want to connect it to your main speakers so that you can play music through it from iTunes on any computer. Connect the AirPort as follows: Network or Internet connection. Use an Ethernet cable to connect the AirPort’s wide area network Ethernet port either to your network switch or hub, or to your cable or DSL router. (If your cable or DSL router has a built-in switch, you’re effectively making both these connections at once.) Wired computers and printers. Use an Ethernet cable to connect any computers or printers directly to the AirPort.These computers will get higher network speeds than the ones that connect wirelessly, so it’s a good idea to use these ports for computers that you don’t mind having tethered.This step doesn’t apply to the AirPort Express, which has only one Ethernet port. Networked printer or networked drive. Use a USB cable to connect the printer or external hard drive to the AirPort’s USB port. If you need to connect more devices than the number of USB ports on your AirPort, connect a USB hub to the AirPort and then connect the devices to the hub.

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iMac Portable Genius Speakers (AirPort Express only). Connect your speakers or home stereo to the AirPort Express’s stereo mini-jack via either an analog audio cable or a digital audio cable. Power. If you have an AirPort Express, plug it directly into a socket. For other AirPort models, connect the power supply to a socket, and plug the connector into the AirPort. With the AirPort connected, configure it as follows from your iMac:

1. Click the Finder on the Dock, choose Go ➪ Utilities, and then double-click AirPort Utility. AirPort Utility opens, searches for available AirPorts, and displays a list of those it finds (see figure 4.2).

4.2 AirPort Utility lists the AirPorts it finds on your network or within wireless range of your iMac.

If AirPort Utility automatically checks for updates on launch, allow it to do so, and install any available updates to make sure you have the latest version, which may

Note

have extra features or fewer bugs.

2. In the left pane, click the AirPort you want to configure, and then click Continue. 3. If AirPort Utility prompts you for the AirPort’s password, type the password, and then click OK. Some AirPort models have a default password, which you can find in the user manual. Other models have no password until you set one.The first configuration screen then appears.

4. Type the name you want to give the AirPort, type a password, and then click Continue. If you have more than one AirPort, use descriptive names so that you can identify them easily.

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Chapter 4: How Do I Set Up a Local Network? 5. On the second configuration screen (see figure 4.3), select the I don’t have a wireless network and I want to create one option, and then click Continue. At this point, you’ll normally want to create a new network, as in this example. However, this screen also lets you add the AirPort to an existing network or connect the AirPort to your computer or network via Ethernet.

4.3 The easiest way to set up a wireless network using an AirPort is to follow the wizard.

6. On the third configuration screen (see figure 4.4), choose security settings, type a password, and click Continue. See the following sidebar for advice on choosing the best security for your needs.

4.4 WPA/WPA2 is the best security choice for most wireless networks.

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Making Sense of Wireless Encryption Methods The most important choice you make for your wireless network is which type of encryption to use. AirPorts offer three choices:

• WPA/WPA2 Personal. Wi-Fi Protected Access (WPA) and Wi-Fi Protected Access 2 (WPA2) are the best choice for securing a wireless network unless you need to let older devices that cannot use WPA or WPA2 access the network.

• 128-bit WEP. Wired Equivalent Privacy (WEP) is an older and less-effective means of securing a wireless network. Despite the name suggesting the equivalent privacy of a wired network, WEP has known flaws that allow an attacker who targets your network to learn the password. Use WEP only if you have devices that cannot use WPA or WPA2.

• No security. This choice creates a wireless network that is completely unsecured. Any wireless-enabled computer or device within range of the AirPort can connect to the network. Creating a completely open network like this is never wise.

7. On the fourth configuration screen, tell the wizard whether to use DHCP. If your cable or DSL router provides IP addresses via Dynamic Host Configuration Protocol (DHCP), as most routers do, select the I connect to the Internet with a DSL or cable modem using DHCP option, and click Continue. Otherwise, select the I do not use DHCP option, click Continue, and use the resulting screens to specify the details of your Internet connection.

8. On the Summary screen, check the details of the settings you’ve selected and click Update. You can also click Show Passwords to display a message box showing the AirPort’s password and the wireless network’s password.

9. When the wizard finishes configuring the AirPort, click Done. 10. Quit AirPort Utility.

Using third-party equivalents Apple’s AirPort access points are hands-down the best wireless network hardware to use when you network Macs, because you can be sure that the access points will work with the AirPort cards and deliver full speed. Even better, Mac OS X includes tools for setting up and configuring AirPort access points, so you don’t need to install other configuration tools or struggle with them.

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Chapter 4: How Do I Set Up a Local Network? When you buy network hardware from other vendors, you need to consider compatibility issues. At this writing, the main concern is different implementations of the 802.11n wireless networking standard. The IEEE is expected to finalize 802.11n in 2009, but right now it’s a draft standard. Keen to sell equipment, wireless network manufacturers are selling equipment built to the draft 802.11n standard — but interpretations of some details of the standard vary, and most manufacturers test only with their own equipment. As a result, draft 802.11n equipment from one vendor may not deliver 802.11n speeds when connecting to equipment from another vendor. By sticking with one vendor — Apple — you can avoid most compatibility problems. That said, if someone offers you an old 802.11g wireless access point after upgrading to 802.11n, grab it with both hands. Used with either 802.11g AirPort Extreme cards or draft 802.11n AirPort Extreme cards, an 802.11g access point should give 54 Mbps speeds, which is plenty for most current networking needs. How you set up a wireless access point that’s not an AirPort varies, but usually you have two choices: Use a Windows-based tool. Windows Vista’s Set Up a Wireless Router or Access Point Wizard and Windows XP’s Wireless Network Setup Wizard let you select settings for a wireless network, save the settings to a USB flash drive, and then apply them to the wireless access point and each PC in turn by connecting the flash drive. Configure the wireless access point through your Web browser. This is easy enough to do, but it takes a little more effort to connect each computer to the network.You may need to connect the access point to your Mac via an Ethernet cable to configure it. Check the manufacturer’s site for setup instructions if you don’t have a manual.You may need to use a browser other than Safari, which sometimes doesn’t agree with Windows-centric access points; Firefox and Camino generally do better.

Connecting your iMac to the wireless network When the wireless access point is up and running, you can connect your Mac to it quickly:

1. Click the AirPort menulet at the right end of the menu bar and choose Turn AirPort On if the menu says AirPort Off.

If the AirPort menulet doesn’t appear on the menu bar, open System Preferences, and click Network to display the Network preferences. In the left list box, click AirPort.

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Select the Show AirPort status in menu bar option, and then quit System Preferences.

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iMac Portable Genius 2. Click the AirPort menulet again, and then click the network you want to join (see figure 4.5). If the network’s name doesn’t appear, see the next list. Mac OS X prompts you for the password.

3. Type the network’s password. Make sure the Remember this network option is selected (see figure 4.6), and click OK. Your iMac connects to the network.The AirPort menulet icon shows the strength of the connection, from one bar (weak) to four bars (strong).

4.5 Select the wireless network from the AirPort menulet.

4.6 Normally, you want to tell Mac OS X to remember the network so that you can connect to it again.

If the network you want to join doesn’t appear on the AirPort menulet, it’s probably closed, or configured not to broadcast its presence.To join, you must tell Mac OS X the network’s name and security type as well as the password. Follow these steps:

1. Click Join Other Network on the AirPort menulet. The Enter the name of the network dialog appears (see figure 4.7).

2. Type the network’s name in the Network Name box.

3. Open the Security pop-up menu and choose the security type, and then type the password in the Password box. Select the Show password option if you want to see the letters you’re typing.

4.7 Use this dialog to join a wireless network whose name doesn’t appear in the AirPort menulet.

4. Select the Remember this network option if you plan to use this network again. 5. Click Join. The dialog closes, and your iMac connects to the wireless network.The AirPort menulet icon shows the strength of the connection, from one bar (weak) to four bars (strong).You can now start using the wireless network.

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Using Ethernet cables As you’ve just seen, wireless networks are easy to set up. But if you need a permanent network, a wired network using Ethernet cables may be a better choice, as it can give you better performance and greater security. Ethernet is the general term for networking computers via eight-wire cables. Figure 4.8 shows a diagram of an Ethernet network. Most networks use one of the three main Ethernet standards, which offer different networking speeds: Gigabit Ethernet. This provides the fastest data-transfer speeds — up to 1 gigabit per second. All current Macs include Gigabit Ethernet network cards, as do most Macs with Intel processors. If you’re buying new network equipment, Gigabit Ethernet is the best choice. It’s a bit more expensive than Fast Ethernet equipment, but the extra speed is well worth having.

Network Drive

Printer Cable Router or DSL Router

iMac

The Internet

Network Switch

iMac

iMac MacBook

MacBook

4.8 An Ethernet network’s logical layout is a star shape with the hub at the center, but you can position the devices wherever you need them in the physical world.

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iMac Portable Genius Fast Ethernet. This provides data-transfer speeds of up to 100 megabits per second. If you already have Fast Ethernet equipment, continue using it until you find that your network isn’t fast enough. Similarly, if one of your friends is upgrading his or her network to Gigabit Ethernet and offers you the “old” Fast Ethernet equipment, don’t turn it down. Ethernet. This provides data-transfer speeds of up to 10 megabits per second. Standard Ethernet equipment is outdated at this writing, but it’s still viable if you need only a lowspeed network and either already have the equipment or can pick it up for nothing. An Ethernet network typically forms a logical star shape, with the switch in the middle and the other devices connected to it. Logical means the way in which the information is routed rather than the actual physical layout of the network cables and equipment. The physical layout of the network may look like a circle or even a straight line rather than a star.

Buying the best cables If you’re putting in the effort of building a wired network, you’ll want it to be fast, long lasting, and reliable. Choose cables as follows: For a new Ethernet network, use either Category 5 enhanced (Cat 5e) or Category 6 (Cat 6) cables. These grades of cable can carry Gigabit Ethernet or faster signals. If you already have Category 5 (Cat 5) cable, by all means use it, as it can manage Gigabit Ethernet as well; but if you’re buying from new, go for one of the higher grades. Buy good-quality cables rather than bargain-basement cables. A cable that’s poorly made, or that has been stressed by stretching or twisting, can degrade the performance of the whole network. Consider making your own cables. If you need just a few cables, it’s usually easiest to buy ready-made cables; you may also want to buy a selection of different-colored cables so that you can easily tell one from another. But if you need many cables, buying a roll of cable, RJ-45 jacks, and a crimping tool lets you create cables of exactly the lengths you need, and may work out to be less expensive overall.

Using hubs and switches As you can see in figure 4.8 (earlier in this chapter), the central connecting point of an Ethernet network is the hub or switch. A hub is a simple connection box into which you plug the network cables. When a signal comes along one cable to the hub, the hub repeats it along each of the other cables. The computer for which the signal is marked picks the signal off the wire, while the other computers ignore it. In a network built around a hub, only one computer can transmit data at a time.

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Chapter 4: How Do I Set Up a Local Network? A switch is a more sophisticated form of connection box. The switch listens to the broadcasts from the computers connected to the network and makes a map of which computer is connected to which cable. When a signal comes along one cable to the switch, the switch determines which cable the destination computer is connected to and sends the signal along only that cable rather than sending it along the wires. Cutting out unnecessary signaling greatly improves network performance and allows multiple computers to transmit data at once. Unless you have a hub already, buy a switch rather than a hub. Gigabit Ethernet switches are now the best choice, as they cost only a little more than Fast Ethernet switches but deliver up to ten times the performance. Here’s how to set up the physical parts of an Ethernet network:

1. Decide where to locate the switch or hub. The switch requires a power supply and a connection to each computer or other network device, including your cable router or DSL router.

2. Connect the switch or hub to each computer or device via an Ethernet cable. If all your computers and devices are in the same room, this may take only moments. But if you need to run cables all over your home, it will take considerable time and effort.

3. Connect the switch or hub to its power supply, and turn it on. If the switch includes a cable router or DSL router, follow its setup instructions. Having the router act as a DHCP server, providing IP addresses to each device on the network automatically, is usually the easiest way to set up the network.

4. Turn on any of your computers or devices that were turned off, and configure them if necessary. When you connect a Mac to an Ethernet network, Mac OS X attempts to detect suitable network settings. If you need to change the settings, follow these steps:

1. Choose Apple menu ➪ System Preferences. Click Network (in the Internet & Network section) to display the Network preferences.

2. Click Ethernet in the left list box if it’s not already selected. The Ethernet status and preferences appear (see figure 4.9).

3. From the Configure context menu, choose how you want your Mac to get an IP address and network configuration: l Using DHCP. Requesting an IP address and network configuration from a DHCP server

(for example, your cable router or DSL router) is usually the easiest way of assigning IP addresses.

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4.9 You may need to change the Ethernet settings in the Network preferences. l Using DHCP with manual address.This option requests the network configuration from

the DHCP server but lets you set the IP address manually. Use this when you need to make sure a Mac has a particular IP address (for example, because you will configure your router to forward incoming requests to that address). l Using BootP.This option is normally used in corporate networks rather than home net-

works. l Manually.This option lets you set the IP address, subnet mask, and router manually.You

may need to do this if your network has no DHCP server. l Off.Turns the Ethernet interface off altogether.

4. Click Apply to apply the configuration. You can connect two or more switches or hubs together via an Ethernet cable if necessary. For example, if you put one switch in the family room and one in the study,

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you will need only one cable running between the two rooms, no matter how many computers and devices each room contains.

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Sharing Access and Data After you set up the network, you can use it to share files, your Internet connection, printers, scanners, and more.

Sharing files To share files, you share the folders that contain them. Mac OS X comes equipped with the following shared folders for you to use, but you may need to set up extra shared folders of your own (as discussed next): Public folder. Each user account has a Public folder (in the Home folder) that is accessible to all users of your Mac. Each user can see the files in the Public folder and copy them, but not create files. Drop Box folder. Each user’s Public folder contains a Drop Box folder that other users can place files in to give them to you. Nobody but you can see the contents of your Drop Box. /Users/Shared folder. Each user can access this folder freely for sharing files. For example, if you want to pass some files to Bill, you simply copy them to his Drop Box folder. Similarly, Bill can share files with you by copying them to your Drop Box folder. And if you, Alice, and Bill all need to work on some files together, you can place them in the /Users/Shared folder (or one of its subfolders).

Sharing specified folders You can share any of the shared folders discussed in the previous section with other users of your network by turning on File Sharing.You can also share other folders of your choosing. Here’s how to set up File Sharing and choose the folders you want to share:

1. Choose Apple menu ➪ System Preferences. 2. Click Sharing (in the Internet & Network section) to open the Sharing preferences. 3. Click File Sharing in the left list box. The File Sharing controls appear (see figure 4.10). 4. In the Shared Folders box, select the shared folder you want to affect. The Users box shows the users with whom the folder is shared and the permissions they have. If the folder doesn’t appear, click the + button below the Shared Folders box, select the folder in the sheet that appears, and then click Add.

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4.10 The File Sharing controls let you control which users can access which folders and which actions they can take with the files in the folders.

5. In the Users box, click the user you want to affect. If the user doesn’t appear, click the + button below the Users box, select the user in the sheet that appears (or click New Person and set up a new user), and then click Add. Click Everyone if you want to make the folder available to anyone with Guest access to your Mac.

6. Choose the level of permissions you want the user to have for the folder: l Read only.This permission lets the user view the files in a folder but not change them. l Write only (Drop Box).This permission lets the user add files to a folder but not see its

contents, as with the Drop Box folder in each user’s Public folder. l Read & Write.This permission lets the user view, create, and delete files in a folder. (The

Write permission includes deletion.)

7. To choose the networking protocols your Mac uses to share files, click Options. The options sheet appears (see figure 4.11): l Share files and folders using AFP. Select this option when sharing folders with Macs. AFP

is Apple File Protocol. l Share files and folders using FTP. Select this option only if you need to share files with

other computers via FTP. It’s best to avoid FTP because it is less secure than APF and SMB.

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Chapter 4: How Do I Set Up a Local Network? l Share files and folders using SMB. Select this option when you need to share files with

Windows PCs or Linux machines. Check the box for the user account with whom you want to share, type the password for the user in the Authenticate dialog that appears, and then click OK. l Click Done when you’ve made your choices.

8. Quit System Preferences.

4.11 You can choose which networking protocols your Mac uses to share files.

Controlling access to shared files Sometimes you may need to set different permissions for individual files you place within shared folders. For example, you may want to allow both Bill and Alice to read the same document, allow Alice to change the document, but prevent Bill from changing it.

You can set individual permissions for a file as described here, but normally it’s easier and more efficient to set permissions for a folder and then put the appropriate files

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in it. If you need to create several different sets of permissions, create a different folder for each.

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iMac Portable Genius Here’s how to change permissions for a file or folder:

1. Open a Finder window, Ctrl+click or right-click the file or folder, and choose Get Info. The Info window for the file or folder opens.

2. Expand the Sharing & Permissions area at the bottom. 3. If the Padlock button is closed, click it and type your user name and password, and then click OK.

4. Click the user or group in the Name column, then choose the permission in the Privilege column. To continue the example, choose Bill, and then choose Read only (see figure 4.12).

5. If you’re changing permissions for a folder rather than a file, you can click the Action button (the cog button at the bottom of the window) and choose Apply to enclosed items. In the dialog that Mac OS X displays warning you that you cannot undo the change you’re making, click OK if you’re sure you want to proceed.

6. Click the Padlock button to lock the permissions again.

7. Close the Info window.

4.12 You can change permissions for an individual file or folder using the Info window.

If you decide against the permission changes you’ve made, click the Action button

Note

and choose Revert Changes.

Sending and receiving files with a Guest account Putting files in your account’s Public folder is often convenient for sharing, but what if several users need to work on files and make them available to others? In this case, you can use Leopard’s new Guest account feature to send and receive files in shared folders.

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Chapter 4: How Do I Set Up a Local Network? Here’s how to make sure the Guest account is set up to use shared folders:

1. Choose Apple menu ➪ System Preferences. 2. Click Accounts (in the System section) to open the Accounts preferences. 3. Look at Guest Account in the accounts list. If it says Sharing only, you’re set; quit System Preferences now. Otherwise, follow the remaining steps.

4. If the padlock button is closed, click it and type your user name and password, then click OK.

5. Click Guest Account in the accounts list. The Guest settings appear. 6. Select the Allow guests to connect to shared folders option. This setting turns on sharing.

7. Make sure the Allow guests to log into this computer option is not checked unless you have a guest user visiting.

8. Click the Padlock button to close the lock. 9. Quit System Preferences. When Sharing is on for the Guest account, you can make a folder’s contents available to guests by setting the appropriate permission for Everyone. For example, set the Read permission to allow guests to copy the files in the folder.

Sharing Internet access Mac OS X’s Internet Sharing feature lets you easily share an Internet connection connected directly to your iMac. For longer-term Internet sharing, you may decide to invest in a hardware router, which takes the strain of sharing off your Mac and helps improve network performance.

Using Mac OS X’s Internet Sharing If your Internet connection connects directly to your iMac rather than to a switch or hub, you can share it easily by using Mac OS X’s built-in Internet Sharing feature. First, decide how to share the connection. For example, if your iMac is connected to the Internet connection via Ethernet, you could share the connection via AirPort to your other Macs. But if the computers all have FireWire and are located close together (say, in the same room), you can even share the Internet connection by connecting the computers via FireWire cables. Or you could choose to share both via AirPort and FireWire.

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iMac Portable Genius Connect the computers if you chose a wired means of sharing, and then set up the sharing in Mac OS X:

1. Click System Preferences in the Dock, or choose Apple menu ➪ System Preferences. 2. Click Sharing (in the Internet & Network section) to open the Sharing preferences. 3. In the list box on the left, click Internet Sharing to display its options (see figure 4.13).

4.13 Internet Sharing lets you quickly share your iMac’s Internet connection with other Macs and PCs on the network.

4. In the Share your connection from drop-down list, pick the Internet connection you want to share. In figure 4.13, the Internet connection is connected via Ethernet.

5. In the To computers using box, check the box for each connection type you want to use. Normally, your choices are AirPort, FireWire, and Ethernet. If you’ve created a Bluetooth PAN, that choice also appears.

6. If you selected the AirPort option, click AirPort Options to open the Options sheet (see figure 4.14). To set up the wireless network, follow these steps: l Type the name for the network in the Network Name box. l Select the Enable encryption (using WEP) option.

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Chapter 4: How Do I Set Up a Local Network? l Type a 13-character password in the Password box and the Confirm Password box. l Choose 128-bit in the WEP Key Length drop-down box. l Click OK.The Options sheet closes, returning you to the Sharing preferences.

4.14 When you use Internet Sharing via AirPort, set up a wireless network on this sheet.

7. Select the Internet Sharing option from the list box on the left. Mac OS X displays a confirmation message.

8. Click Start to start Internet Connection sharing. The other Macs can now access your Internet connection depending on which means of sharing you chose: Ethernet. Mac OS X automatically establishes a network connection. AirPort. Connect to the wireless network you just created, using the connection techniques discussed in this chapter. FireWire. Mac OS X automatically establishes a network connection. Bluetooth PAN. Connect to the sharing Mac as described in this chapter.

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Speeding up Internet Sharing with a hardware router Mac OS X’s Internet Sharing feature works pretty well, and it’s great for situations when you can’t share an Internet connection via the network using a router or switch — for example, when you’re stuck in a dorm or hotel room with a single Ethernet connection. But for sharing an Internet connection permanently on a home network, you’ll get better performance by using a hardware router or switch.You also will be able to put your iMac to sleep, or turn it off, without cutting off the Internet connection for the other computers on the network. When choosing a hardware router, look for the following features: Gigabit Ethernet speeds. Fast Ethernet is still quick enough for transferring files these days, but you will probably want to transfer ever more data in the future, so Gigabit Ethernet is the better choice when buying new equipment. One Ethernet port for each computer or device you will connect. You will probably want to connect all your Macs, PCs, printers, and your DSL or cable router (unless the router includes DSL or cable functionality).You may also want to connect a network attached storage device. USB ports for sharing networked drives and printers. A wireless access point built in. If you need all the above features, you may find that an Apple AirPort is your best choice. Connect the router to its power supply, and connect each of the PCs and devices with an Ethernet cable. You will then need to decide whether the router or your DSL or cable router will handle DHCP for the network.

Sharing hardware If your hardware router can share items such as networked drives and printers, this is usually your easiest way of sharing these devices. But if your hardware router doesn’t support sharing, you can use other means of sharing, such as Mac OS X’s built-in features for sharing printers or network storage devices.You can also share scanners and cameras on the network.

Using Printer Sharing Here’s how to share a printer you’ve set up on your iMac:

1. Choose Apple menu ➪ System Preferences. 2. Click Sharing (in the Internet & Network section) to open the Sharing preferences. 3. In the left list box, select the Printer Sharing option. Mac OS X turns Printer Sharing on.

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Chapter 4: How Do I Set Up a Local Network? 4. Select the check box for the printer you want to share. 5. Quit System Preferences. To connect to a shared printer, follow these steps:

1. Choose Apple menu ➪ System Preferences. 2. Click Print & Fax (in the Hardware section) to open the Print & Fax preferences. 3. Click the + button to open the Add Printers window. 4. On the Default tab, click the printer in the Printer Name list (see figure 4.15). The printer appears as being of the Bonjour Shared kind (Bonjour is Apple’s “zero-configuration” networking technology).

4.15 Shared printers appear as Bonjour Shared in the Add Printers window.

5. Change the name and location information for the printer to something more helpful if you want.

6. Select the driver in the Print Using pop-up menu. 7. Click Add. Mac OS X adds the printer to the Print & Fax preferences. 8. Quit System Preferences.

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Installing network storage You can add storage to your network in two ways: Connect a USB drive to a hardware router or wireless access point such as an AirPort Extreme. Use the tools that come with the router or access point to share the drive on the network. For example, when you connect a USB hard drive to an AirPort Extreme, the access point automatically makes the drive available to all computers on the network. (Windows PCs require Bonjour for Windows to access the drive.) Connect a network-attached storage device to your network switch. This is basically an external hard drive with a brain or a simple server. Most network-attached storage devices use a Web-based configuration tool that lets you configure them from any operating system and any browser (for example, Safari).You can then connect to the device by activating the Finder and choosing Go ➪ Connect to Server.

Sharing scanners and cameras To share devices such as scanners and cameras on your network, use Image Capture’s Sharing features. First, share the device like this:

1. Click the Finder on the Dock, choose Go ➪ Applications, and then doubleclick Image Capture. Image Capture opens.

2. If the Image Capture window shows the message “No Image Capture device connected,” connect the scanner or camera and turn it on. If Image

4.16 Image Capture lets you share cameras and scanners with other computers on your network.

Capture offers you a choice of devices, select the device you want.

3. Choose Devices ➪ Browse Devices. The Image Capture Device Browser window opens. 4. Click Sharing. The Sharing panel opens. 5. Select the Share my devices option (see figure 4.16). 6. Select the Enable Web Sharing option if you want to make the device accessible via Safari’s Bonjour Bookmarks as well.

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Chapter 4: How Do I Set Up a Local Network? 7. Change the name in the Shared name box as needed. Make sure it’s clear which device this is.

8. If you want to protect the device with a password, select the Password option and type the password.

9. Click OK. Quit Image Capture or switch to another device. You can now use the device from another Mac as follows:

1. Open Image Capture and choose Devices ➪ Browse Devices. 2. Expand the Remote Devices category, and click the device you want to use (see figure 4.17).

4.17 Once you’ve shared a device using Image Capture, you can browse it by using the Image Capture Device Browser on another Mac.

3. Select the Connected option. If Image Capture prompts you to type a password, type it, and then click OK.The Image Capture window for the device then appears, and you can use the scanner or camera as if it were connected directly to your computer.

Sharing music and video iTunes lets you share your songs with other users of iTunes. You can share songs with people running iTunes on Windows as well as on the Mac. Similarly, you can play the songs that others are sharing, but you cannot create playlists of them or burn them to CD.

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Sharing playlists Here’s how to tell iTunes to share some — or all — of your songs and to show you which songs other people on your network are sharing:

1. Choose iTunes ➪ Preferences. The iTunes Preferences dialog appears. 2. Click the Sharing button to display the Sharing preferences (see figure 4.18).

4.18 iTunes’ Sharing preferences let you turn on both sharing and looking for others’ shared libraries.

3. If you want to see the songs other people are sharing, select the Look for shared libraries option.

4. If you want to share songs from your iMac, check the Share my library on my local network option. Choose which songs to share and whether to use a password: l Select the Share entire library option if you want to share all your songs. Otherwise,

select the Share selected playlists option, and select the check box for each playlist you want to share. Sharing carefully chosen playlists is often more effective than sharing your whole library. l Select the Require password option if you want to password-protect your library.Type

the password in the text box. If you’re sharing in a home with only a few computers, you may not need to use a password. If your iMac is on a bigger network, you may need to restrict access to only those who know the password.

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Chapter 4: How Do I Set Up a Local Network? 5. Click OK to close the dialog and apply the sharing. If iTunes displays a reminder that “Sharing music is for personal use only,” select the Do Not Show This Message Again option, and then click OK. Once you’ve chosen to share some playlists, you can quickly share others you create. Simply Ctrl+click or right-click the playlist you want to share, and then click Share

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(placing a check mark next to Share).To stop sharing a playlist, Ctrl+click or right-click it, and then click Share again (removing the check mark).

Libraries that other iTunes users on your network are sharing appear in the Shared category in the Source list in iTunes. If the Shared category is collapsed, click the sideways gray triangle to expand its contents. Click the shared library you want. If iTunes displays the Shared Library Password dialog, type the password, select the Remember Password option if you want iTunes to store the password, and then click OK. After iTunes displays the library’s contents (see figure 4.19), you can browse through them and play the songs you want to hear. If you want to open a shared library in a separate window rather than in the main iTunes window, double-click it.

4.19 You can use the same techniques to browse a shared music library as your own library.

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Avoiding iTunes’ Restrictions for Sharing Music One reason you may want to use a password on your shared music is that iTunes lets you share with only five other computers per day. On any but the smallest network, this can be limiting. (The sixth person who tries to connect sees a message saying that the library “accepts only five different users each day.” This restriction is for copyright reasons.) If you find iTunes’ five-users-per-day restriction too much of a bind, consider setting up a music server for sharing the music. By storing the music files on the server, and adding them to iTunes from there, each person in the household can enjoy the songs without having to use iTunes’ own sharing.

When you finish using a shared library, disconnect from it by clicking the Eject button next to its name in the Source list.

Transmitting music with AirTunes In the AirPort Express, Apple produced an ingenious solution to the problem of having several computers that can play music, but only one set of speakers to play the music through.You simply plug the speakers into the AirPort Express, and send the music across the network to the AirPort to play it. Apple calls this feature AirTunes. After you set up the AirPort Express as described in this chapter and connect your speakers to the combined analog and optical input, you can transmit music to it across the wireless network. In iTunes, simply choose the AirPort from the Speakers pop-up menu that appears on the right side of the iTunes status bar when an AirPort is available. Choose Computer in the Speakers pop-up menu when you want to switch back. To play iTunes music through your iMac as well as AirPort Express speakers, choose Multiple Speakers from the Speakers pop-up menu. In the Remote Speakers dialog

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that appears, select the check box for each set of speakers you want to use, and then click Close.

If you have connected your AirPort Express to an Ethernet network, you need to enable AirTunes over Ethernet before you can play music this way. Here’s what to do:

1. Click Finder on the Dock, choose Go ➪ Utilities, and then double-click AirPort Utility. AirPort Utility opens.

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Chapter 4: How Do I Set Up a Local Network? 2. Click AirPort Express in the list box, and then click Manual Setup. The configuration screen appears.

3. Click the Music button in the toolbar. 4. Select the Enable AirTunes over Ethernet option. 5. If you want to protect the speakers with a password, type the password in the iTunes Speaker Password box and the Verify Password box.

6. Click Update. 7. Quit AirPort Utility.

If you want to send audio to the AirPort Express from a source other than iTunes, look at Airfoil from Rogue Amoeba (www.rogueamoeba.com/airfoil/mac/). This is great if

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you want to listen to Web music sites such as Pandora (www.pandora.com).

Viewing Mac content on Apple TV After you connect your Apple TV to your TV, configured it, and connected it to your network either via its built-in AirPort or via an Ethernet cable, you need to pair the Apple TV with iTunes before you can view content from your Mac on Apple TV. Here’s how to pair the Apple TV with iTunes:

1. Launch iTunes on your iMac. 2. In the Source list, expand the Devices list if it’s collapsed, and click Apple TV. 3. When prompted for the passcode, type the five digits that appear on the TV screen. After pairing, you can browse the music,TV shows, movies, and so on in your iTunes library directly from the Apple TV. Similarly, you can browse the photos in your iPhoto library, and play back slide shows with music.

You can make your Apple TV work with any remote control by holding down Menu and Previous/Rewind on that remote for 6 seconds. If the status light on the Apple TV

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flashes amber, the remote you’re trying to use isn’t paired with the Apple TV. When you’re using a paired remote, the status light flashes white.

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Using the Apple Remote If your iMac came with an Apple Remote (as most iMacs do), you can use the Remote to control playback. The buttons are easy to use — but the Apple Remote also has a few hidden tricks you’ll probably want to play with. Press Menu to launch the Front Row media viewer or to go back up to the previous menu. In iPhoto, press Previous or Next to navigate among slides in a slide show. Press Play/Pause to toggle Pause on and off. Hold down the Play/Pause button for a few seconds to put your iMac to sleep. (If you have an iPod, you’ll be familiar with this maneuver.) Press any button on the Remote to wake your iMac up from sleep.

Checking and Replacing the Apple Remote’s Battery If your Apple Remote seems to stop working, the battery may have run out. Here’s how to check:

1. Launch iChat. If the iChat icon appears on the Dock, click it. Otherwise, click the Desktop, choose Go ➪ Applications, and double-click iChat.

2. Choose Video ➪ Video Preview. The video preview window opens. (This window has a name such as My Built-in iSight.)

3. Point the Apple Remote at the camera, and press any button. If the Apple Remote sends a signal, you will see a flash of white light from the top end of the Apple Remote. This flash isn’t visible to the naked eye, but it appears clearly on camera.

4. Quit iChat. The Apple Remote uses a standard replaceable coin-size battery, a CR2032. You can buy these at any good electronics store or drugstore, but you’ll get better deals online at sites such as eBay. To open the Apple Remote, press on the indented circle on the base with the end of a straightened paper-clip. The battery compartment slides right out. You can then slip in a new battery (positive side up, so the writing is showing) and then slide the battery compartment back in.

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Chapter 4: How Do I Set Up a Local Network? When booting your iMac, hold down the Menu button on the Remote to display the System Picker.This has the same effect as holding down Option on the keyboard.You can then press Forward or Previous to move among the available startup disks, and then press Play/Pause to start your Mac using the startup disk you’ve selected. If you need to disable the Apple Remote from controlling your iMac (for example, because you want the Apple Remote to operate your nearby Apple TV instead), open System Preferences, click Security, and then select the Disable remote control infrared receiver option on the General tab.

Creating an Ad Hoc Network Mac OS X makes it easy to set up an ad hoc — temporary — network quickly so that you can share files, devices, or your Internet connection. You can set up a temporary network using any of the networking technologies your iMac offers — Wi-Fi, FireWire, Bluetooth, or Ethernet. After you make the connection, you can then share Internet access or devices, as discussed in this chapter. For example, by turning on Internet Sharing on one of the Macs and selecting the appropriate option (AirPort, Ethernet, or FireWire) in the To Computers Using list, you can allow the other Mac to access the Internet via the first Mac’s Internet connection. You can also share devices with Windows computers by using Bonjour for Windows.

Using Wi-Fi Wi-Fi is often the easiest choice for an ad hoc network, because you can get good performance without needing to string cables among the computers. To set up an ad hoc network using Wi-Fi, first create the network on one Mac like this:

1. Open the AirPort menulet, and choose Create Network. The Create a Computer-to-Computer network dialog box appears (see figure 4.20).

2. Type the network name in the Name box.

4.20 It takes only a minute to set up an ad hoc wireless network using your iMac.

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The Apple Remote has a range of about 30 feet, but it needs a straight line of sight to

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your iMac to work.

3. Select the Require Password option. Creating a wireless network without a password is a recipe for trouble.

4. Type a 13-character password in the Password box and the Verify box. You can type 26 hexadecimal digits (0 to 9, A to F) instead, but a regular password is much easier to remember.

5. Choose 128-bit WEP in the Security pop-up menu. 40-bit WEP is weak enough to offer little protection.

6. Click OK. Mac OS X creates the network and closes the dialog. Next, connect your iMac (and your other Macs) to the wireless network using the techniques discussed in this chapter. When Mac OS X prompts you for the WEP password (see figure 4.21), type it, and click OK. To disconnect from the wireless network, open the AirPort menulet and choose the Disconnect From command.

4.21 Other Macs can then join the ad hoc network by giving the right password.

On the Create a Computer-to-Computer network dialog, leave the Channel set to Automatic (11) at first. If you find that computers have difficulty connecting to the

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network, it may be because the airwaves are full. In this case, try setting up the network again using a different channel, and see if connections improve.

Using FireWire FireWire is an easy way of connecting two or more Macs that are positioned near each other — preferably in the same room. To create a FireWire network, connect the Macs via FireWire cables. These must be six-pin cables rather than four-pin cables. Use a FireWire hub if necessary, and make certain that no two Macs are connected to each other twice. (This is easier to do than it should be.)

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Chapter 4: How Do I Set Up a Local Network? After you connect the Macs, each automatically assigns itself an IP address in the 169.254.x.x range, which is used for private networks. The Macs can then communicate through the FireWire cable, allowing you to share files, printers, and other hardware.

Using Bluetooth Bluetooth works only up to a short distance (about 30 feet) and has much slower transfer speeds than Wi-Fi, FireWire, or Ethernet, so use it only when no other type of ad hoc network is viable.That said, Bluetooth networks are usable, and they’re effective for situations when you don’t need highspeed data transfer — for example, when you’re sharing your Internet connection rather than trying to copy video files. To set up a Bluetooth ad hoc network, you must turn on Bluetooth on each computer, pair the devices (the Macs), and create a Bluetooth network.

Turning Bluetooth on Here’s how to turn Bluetooth on.

1. Choose Apple menu ➪ System Preferences. 2. Click Bluetooth (in the Hardware section) to open the Bluetooth preferences. 3. Select the On option and the Discoverable option if they’re not already checked.

Pairing the Bluetooth devices Now pair the Bluetooth devices (the Macs) so that they can communicate with each other:

1. On one of the Macs, click Set Up New Device. If you haven’t yet set up any Bluetooth devices, this button appears in the middle of the Bluetooth preferences. If you have set up devices, it’s the + button in the lower-left corner of the Bluetooth preferences window.The Bluetooth Setup Assistant starts.

2. Click Continue to reach the Select Device Type screen. 3. Click Any Device, and then click Continue. The first Bluetooth Device Set Up screen appears (see figure 4.22).

4. Click the Mac you want to pair with the Mac you’re working on, and then click Continue.

5. After the Assistant has gathered information about the other Mac’s Bluetooth device, click Continue again. The Assistant shows you a passkey.

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iMac Portable Genius 6. Type the passkey in the Pairing Request dialog on the other Mac (see figure 4.23), and then click Pair. The Assistant displays the Conclusion screen.

7. Click Quit. The Assistant closes, and the Mac appears in the Bluetooth preferences.

4.22 You must pair your computers’ Bluetooth interfaces before you can create a Bluetooth network.

4.23 Type the passkey on the Mac with which you’re pairing.

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Connecting the Bluetooth network Now connect the computers to each other:

1. Still in Bluetooth preferences, click the entry for the Mac. 2. Click the Action button, and then choose Connect to Network. Mac OS X establishes the network connection, which shows a green Connected button in the left pane. The computers can now “see” each other across the network, but you need to set up a Bluetooth Personal Area Network (PAN) on each Mac to fully enable sharing. Here’s how to do it:

1. Still in System Preferences, click Show All, and then click Network to open the Network preferences.

2. Click the + button below the left pane to display the sheet shown in figure 4.24.

4.24 Set up the Bluetooth PAN interface to create the network.

3. From the Interface pop-up menu, choose Bluetooth PAN. 4. In the Service Name box, type the name you want to give the connection. Figure 4.24 uses Bluetooth Network as the name.

5. Click Create. Mac OS X adds the connection to the left pane and displays the options for it. Now that you’ve established the Bluetooth PAN, you can share your Internet connection from the Sharing preferences.

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Using Ethernet For a small temporary network, you can connect two computers by running a single Ethernet cable between them.

Ideally, the Ethernet cable connecting the two computers should be a crossover cable, one in which some of the wires cross from one position at one end to a differ-

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ent position at the other end. But most modern Macs (and some PCs) are able to detect when they are receiving a signal that should be crossed over, and to automatically redirect the input on the wires that need redirection. This allows you to network two computers by using a standard Ethernet cable without a crossover.

After you connect the cable, each Mac automatically assigns itself an IP address in the 169.254.x.x range, which is used for private networks. The Macs can then communicate through the network cable, allowing you to share files.

Normally, two Macs connected via an Ethernet cable automatically use DHCP to assign themselves IP addresses. If you find the Macs cannot communicate, open

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Network preferences, click Ethernet in the left box, and choose Using DHCP from the Configure pop-up menu.

After you make the connection, you can then share Internet access or devices as discussed in this chapter. For example, by turning on Internet Sharing on one of the Macs and selecting the Ethernet option in the To Computers Using list, you can allow the other Mac to access the Internet through the first Mac’s Internet connection.

Including Windows computers To share hardware with Windows computers on your network, you can use Bonjour for Windows. Download Bonjour for Windows from the Apple Web site (www.apple.com/support/downloads/ bonjourforwindows.html) and follow the installation routine. The only decision you need to make is whether to create a shortcut on the Desktop for the Bonjour Printer Wizard; usually it’s best not to clutter your Desktop but to run the wizard from the Start menu when you need it. After you install Bonjour for Windows, you can:

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Chapter 4: How Do I Set Up a Local Network? View a list of Bonjour resources in Internet Explorer. Click the Bonjour button on the Internet Explorer toolbar to display the Bonjour pane. Click a resource in the Bonjour pane to access it. Connect to a shared printer by running the Bonjour Printer Wizard (see figure 4.25). To run the wizard, choose Start ➪ All Programs ➪ Bonjour ➪ Bonjour Printer Wizard.

4.25 Use the Bonjour Printer Wizard to connect Windows PCs to printers your Macs are sharing.

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5

How Can I Use My iMac to Get Organized?

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1 2 3 4 5 6 7 8 9 10 11 12 13 Whether you’ve decided that it’s finally time to get organized or you’ve been a calendar-and-contacts fanatic for years, you’ll find that iCal and Address Book are a powerful combination. Although there are hundreds of other calendar programs you can use on your iMac, as well as contact managers, why not start with the built-in software and see how well it works for you? Dashboard, with its myriad useful widgets, can also play a big part in keeping all the information you need from minute to minute right at your fingertips — but not in your way.

Scheduling Your Life . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116 Getting Things Done. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124 Tracking Contacts . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 128 Making the Most of Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132

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Scheduling Your Life If you don’t have about 99 bazillion events and commitments to keep track of at any given time, you’re clearly an alien life form. For the rest of us, finding the most effective way to track where we’re supposed to be and what we’re supposed to be doing is a constant struggle. That’s why iMacs (and all other Macs) come with iCal preinstalled. You might not expect a free program to be very powerful, but you’ll be surprised if you take a close look at everything iCal can do. And because it’s linked to the rest of the preinstalled Mac OS X software, including Address Book and Mail, it can be even more useful — if you know how to make it work for you.

Syncing calendars among multiple Macs One of the first problems you’re likely to encounter if you use iCal a lot is that you need to access your calendar data from more than one Mac; perhaps you have a Mac at work and one at home, or you have a laptop that you use instead of your iMac when you’re out and about. Apple’s solution to this dilemma, of course, is for you to sign up for a MobileMe account (see figure 5.1), which costs $99 per year but it includes some nice side benefits, including a Web site, storage space on your iDisk, and the ability to control your Leopard Mac remotely from any other Mac running Leopard.

5.1 If you’re willing to pay for a MobileMe account, you can use it to sync all kinds of data, including your calendars, to any Mac logged in to that account.

Cheapskates like me can get around the cost of MobileMe by taking advantage of Google Calendar, which is free, to sync iCal calendars by copying their information to its own calendars and then

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Chapter 5: How Can I Use My iMac to Get Organized? publishing that data so that iCal can drop it back into the calendars on your other Macs. (Or, for that matter, your Windows PC.) But you’ll need third-party software to make it work. The most popular and elegant way of making this happen is a program and service combo called Spanning Sync ($25/year, $65/lifetime, www.spanningsync.com), which takes care of all the messy details of making your iCal calendars sync with your Google calendars and vice versa. Like all the best Mac software, it just works. A less-expensive alternative is gSync ($20, www.macness.com), which is a one-time purchase instead of a subscription. gSync seems to be less reliable than Spanning Sync at the moment, but that may change as the product matures. On the other hand, if you only want to sync your calendars on your local network, BusySync ($20, www.busymac.com) allows multiple users to share and edit iCal calendars on a local area network (LAN) (see figure 5.2). BusySync can also sync with Google Calendar, but you don’t have to use that feature if you don’t need it.You can make changes to a calendar whether or not you’re connected to the network; when you reconnect,BusySync checks all your calendars and updates them if necessary.

5.2 BusySync is the least-expensive and most seamless way to keep iCal calendars on multiple Macs synced.

Publishing calendars with and without MobileMe Many times, the people who need to see your calendar don’t need to be able to edit it. In this case, you can share calendars by publishing them (as opposed to syncing them), either via MobileMe or using another service. If you have a MobileMe membership, great — go for it. If not, you can use a free service such as iCal Exchange (www.icalx.com).

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iMac Portable Genius Either way, to publish a calendar, follow these steps:

1. If you plan to use iCal Exchange, create an account there. All you need to supply is your e-mail address and a password.

2. Start iCal and click the calendar’s name in the iCal window. 3. Choose Calendar ➪ Publish. 4. In the Publish Calendar dialog, type a name for the calendar and choose where you want to publish it: MobileMe or “a Private Server.” If you’re using iCal Exchange or a similar service, that would be a private server, and you’ll need to type your user name and password.

5. Choose publishing options. If you have a constant Internet connection, I definitely recommend selecting the Publish changes automatically option; otherwise you’ll have to remember to update the published calendar yourself any time you make a change.

Be sure you don’t select the Publish alarms option unless you really want anyone who’s subscribed to your calendar to get a reminder every time you’re supposed to

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take your vitamins (for example).

6. Click Publish. iCal publishes the calendar. If you’re using iCal Exchange, you’ll see a dialog giving the URL (see figure 5.3). If you’re using MobileMe to publish your calendar, you’ll also see a button that can take you directly to that calendar’s page on the Web.

5.3 If you’re using iCal to publish your calendar, you’ll see this dialog giving you the URL.

Accessing your calendar online If you need to access your calendar when you’re away from home or the office, but you don’t need to edit it, there are two simple ways to get the job done. First, of course, you can use MobileMe. Not only can MobileMe sync your calendars among multiple Macs, it can also display each one as a Web page. After publishing your calendar (see the previous section for the steps to take), you can Ctrl+click the calendar’s name in iCal any time and choose Send Publish Email. Your calendar page’s URL appears in the e-mail; you can copy and paste it into your browser, or just click it to open the link. Then be sure to bookmark the page in your Web browser and just close the e-mail message without sending it.

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Chapter 5: How Can I Use My iMac to Get Organized?

You might think that a better choice from the contextual menu would be Copy URL to Clipboard, but this option actually copies the URL that iCal uses (using the webcal

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protocol), not the address of your MobileMe Web page displaying the calendar (which would start with http).

Without MobileMe, it’s still simple to view your calendar online, but you need to get Google involved. First, you may need to set up a Google account; to do that, go to www.google.com and click Sign in. Second, you need to sign up for an iCal Exchange account; to do that, go to www.icalx.com. (Both of these are free.) Then follow these steps to begin the process of displaying your calendar on your Google Calendar account:

1. Start iCal and click the calendar’s name in the iCal window. 2. Choose Calendar ➪ Publish. 3. In the Publish Calendar dialog, type a name for the calendar and choose “a Private Server” from the Publish On pop-up menu. Then type the URL you were assigned by iCal Exchange and your user name and password.

4. Choose publishing options. You’re going to want to publish changes automatically, but you’ll probably want to deselect the Publish alarms option and the Publish attachments option.

5. Click Publish. iCal publishes the calendar and shows you a dialog giving the URL. Click Send Mail to open an e-mail message containing the newly published calendar’s URL, and then select the URL and copy it.

In addition to using the Send Mail button to show you the Web link for your calendar, you can use it to save that information for future reference. Fill in one or more of your

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own e-mail addresses in the waiting e-mail message, click Send, and you’ll have a record of that URL anywhere you receive e-mail. I keep mine at gMail.com, along with all the other e-mails I might want access to from anywhere at any time.

6. Sign in to your Google Calendar account (http://calendar.google.com). Choose Add by URL from the Add pop-up menu (see figure 5.4).

Don’t choose Import Calendar; that’s for importing a data file that you’ve exported

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from iCal or another calendar program.

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5.4 When you choose Add by URL and enter the calendar’s iCal Exchange location, Google collects your calendar data from iCal Exchange automatically.

7. On the Add Other Calendar screen, type the URL you copied in Step 5, and click Add. After Google subscribes to your calendar, you can see the calendar’s data any time by going to http://calendar.google.com and logging in (if necessary).

Using invitations in iCal It’s no good keeping track of your calendar if the other people who are supposed to attend your events don’t do the same. That’s why iCal can issue event invitations and reminders — not just to you, but to anyone who’s supposed to attend an event you’ve scheduled. Invitation e-mails come with a special attachment that, when double-clicked, adds the event to the recipient’s iCal, and you can also attach photos, an agenda, or any other document to an event to be included with invitations and reminders. To invite people to an event, follow these steps:

1. Open Address Book (located in your Applications folder) and create a card for yourself. Click the Add (+) button, then type your information and choose Card ➪ Make This My Card.

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Chapter 5: How Can I Use My iMac to Get Organized? 2. Open iCal and double-click the event you want to invite people to. Then click Edit. 3. Click Add Attendees next to the Attendees field and type the e-mail address for the person you want to invite (see figure 5.5). Or, if the person’s info is in your Address Book, just type the person’s name.

5.5 Rufus will receive an e-mail giving him all the details for my party.

By default, iCal performs all mail functions using Apple Mail. If you use a different e-mail program, one of the free scripts at the ZappTek Web site (www.zapptek.com/

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ical-mail/) may allow you to send invitations and reminders using your regular mail software. Scripts are available for Entourage, Eudora, Mailsmith, PowerMail, and GyazMail. If you decide to go back to Apple Mail at any point, instructions for doing that are on the site as well.

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iMac Portable Genius 4. To add another attendee, press Return or type a command and type another person’s name or e-mail address. To remove someone from the attendees list, click the arrow next to that person’s name and choose Remove Attendee.

5. When you finish adding attendees, click Send. As your attendees respond to your invitation, you’ll see their status in the Notifications box.The symbol next to each attendee’s name indicates that person’s status: an arrow for no reply, a check mark for an acceptance, an “x” for regrets, and a question mark for a maybe. When someone invites you to an event, you’ll receive an e-mail. If you want iCal to automatically let you know about any invitations that you receive in Mail, choose iCal ➪ Preferences and click Advanced, and then select the Automatically retrieve invitations from Mail option. Otherwise, you’ll need to open the e-mail and double-click the attachment (its filename should end in .ics) to tell iCal about the invitation. Either way, iCal adds the invitation to your Notifications box in the lower left-hand corner of the iCal window. (If the Notifications box isn’t visible, click the Notifications button (the little blue envelope) to display your invitations.) In the list, click the invitation to which you want to reply and click Maybe, Decline, or Accept (see figure 5.6).

5.6 Using the buttons in the Notifications area, I can respond to my brother’s lunch invitation right from iCal.

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Chapter 5: How Can I Use My iMac to Get Organized? When the event is in your calendar, you can edit it just like any other event, but you can only change a couple of aspects.You can add an alarm to remind you of the event, and you can change your reply by choosing a new status from the pop-up menu and clicking Reply again.

Don’t forget to click Send again if you modify the event, so that your attendees

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receive a notification of the changes.

Adding iCal events from Mail It’s probably pretty common for you to hear about an event you want to attend via an e-mail — a plain old e-mail message, rather than an iCal invitation. If you use Mail, you can add that event to iCal immediately by holding your mouse over the date.You’ll see a pop-up menu with two choices: Create New iCal Event and Show This Date in iCal. Create New iCal Event does exactly what it says, and Show This Date in iCal opens iCal to that day so you can see what’s already on the schedule.

Making the Notes field work for you Calendars are great for keeping track of dates and times, but there’s a lot of other information associated with some events. How can you keep all the stuff you need to know for a given event together? Actually, iCal is the best solution for that, particularly its Notes field. And because everything in iCal is searchable via Spotlight, it never takes more than a second to locate any data you’ve added to iCal. Start by making the most of the Notes field. Here are a few things you might want to stash in there: Phone numbers related to the task or appointment A summary or the full text of a related e-mail Notes for materials that need to be brought to the event Questions that you want to be sure you ask at a meeting Gift ideas, if the event is a birthday or other gift-giving occasion Itinerary information for a trip Mileage data that you’ll need for tax purposes The address and driving directions to the event’s location A Google or Yahoo! Maps link to the location

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iMac Portable Genius If you’re sending invitations for the event, there may be other information that will be useful for the recipients, such as a list of attendees or a summary of the event’s schedule. Even if you’re not sending invitations, add all the people who will be at the event to the Attendees field; then if you print out your calendar, you can set the printout to include everyone’s phone number. Another important field is the URL; this can be the event’s official Web site, an e-vite, a map or driving directions, or whatever site you find most useful when you’re looking for information about the event.

To see at a glance which events have notes attached without having to open them and look, add a symbol to the title, such as an asterisk (*) or an angle bracket (>).You

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could even use different symbols for different kinds of notes.

Getting Things Done In addition to its calendar features, iCal also offers a to-do list that you can fit to your needs. Each to-do can have a priority and a due date, and it can be assigned to a particular calendar. You can add notes and Web links, and you can choose how long completed items are displayed in the list.

Listing to-do items Adding items to your To-Do list in iCal is incredibly simple. First, click the pushpin button in the lower right-hand corner of the iCal window to display the To-Do List, and then double-click in an empty area of the list to add a new item. If you want to specify more than just its name, click in the empty space to deselect it, and then double-click the item to display its Edit pane. Make your changes and click Done. If you use Mail, you can set up to-do items without having to switch to iCal first. To create a to-do item from an e-mail message, highlight the text you want to use, and then click the To Do button or Ctrl+click and choose New To Do from the contextual menu. Want to set up a group of to-do items that are added to your list every morning, like “Brush teeth”and “Feed cat”? You can use a free AppleScript available on Lypanov.net

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(www.lypanov.net/Web/AppleScript.html). You can assign it to a recurring daily event in iCal by choosing Run Script from the event’s Alarm pop-up menu once you customize it. Every day, iCal runs the script, which inserts a fresh batch of to-dos into your list.

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You can make your iCal to-do items visible all the time with iCalViewer ($11, www.icalviewer.com), which displays your list right on your Desktop. To-do items

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with deadlines in iCalViewer move toward a line representing the current time, so you can see just what’s on your plate next.

iCal’s preferences let you choose when to-do items should be hidden or deleted (see figure 5.7). They don’t take up much space in my iCal data file, so I like to keep all my to-do items forever but hide them as soon as I check the Completed box in the To-Do list.

5.7 Another useful preference setting is “Turn off all alarms.” I use this when I’m going to be away from my computer for the weekend and don’t want to return to a pile of reminders blocking the view of my Desktop.

Using your To-Do list in Dashboard Lots of people find starting up or switching to iCal inconvenient when all they want to do is glance at their to-do lists. Dashboard solves that problem by giving you a convenient place to post to-dos, and two free widgets already exist to perform that function: To Do and DoBeDo.You can use either one to mark an item completed, edit an item, add an item, or remove an item. To Do (www.todo.philipefatio.com) is the simpler of the two, with fewer options but a friendlier interface

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iMac Portable Genius that looks like a little notepad (see figure 5.8). You can show or hide completed items, but you can’t choose to have completed items automatically hidden after a specified time. DoBeDo (www.bluehenley.com/products/dobedo/), on the other hand, offers that feature and quite a few more display options, along with the ability to print a nice-looking list of to-do items.

Implementing the GTD system Getting Things Done is more than just a common phrase; it refers to a wildly popular organization system (based on a book called Getting Things Done: The Art of Stress-Free Productivity by David Allen) that you can implement with

5.8 There’s something so engaging about To Do’s spiral-bound memo pad look.

pencil and paper, on your Mac, or using whatever other tools suit you. GTD is based on lists; the idea is that you can operate more efficiently if you’re not using your brain to keep track of everything you should be doing, so you write everything down and then concentrate on one thing at a time. Here are the basic steps involved in setting up a GTD system: Collect all the information about your tasks, using one or more methods: a notebook, an in-box, a text file on your computer. The idea is to generate a big collection of your current to-dos. Go through all that information and turn it into a real to-do list. If you don’t need to deal with something right now, put it on a separate list for “some day.” If you do need to take action, either do it right away (if you can do it in two minutes or less), or add it to your to-do list. Also, start a list of projects encompassing multiple to-dos, and a list of things you’re waiting for from other people. Regularly review your lists, particularly the immediate to-do list. Plan on processing all your information and converting it to to-dos at least once a week. Start doing the things on your list! There are more specifics, but these few points are the framework around which the system is built. You can use any software you want to make your lists and keep track of all this info, but you’ll find lots of recommendations at www.43Folders.com, a great Web site focusing on personal productivity.You can even go straight to an article about getting started with GTD (www.gtd.43folders.com).

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Chapter 5: How Can I Use My iMac to Get Organized? If you plan to set up a GTD system and you decide to stick with iCal, at least for the time being, you’ll want to snag a copy of iCal GTD (free, ConceptDraw Labs, www.conceptdraw.com/ labs/?p=9), a Dashboard widget that’s designed to show your to-do items in GTD format. You can add new to-do items to any calendar, and the widget displays a Next Events list that shows you what needs to be done today. On the other hand, if you feel you need a bit more structure and guidance than iCal or plain text files can offer, you might consider implementing a GTD system with one of these popular programs: Life Balance ($80, Llamagraphics, www.llamagraphics.com). This program looks like an outliner, but instead of using it to create a report, you use it to list all your life goals and break them down into individual tasks. Because it’s outliner-based, you can rearrange tasks by dragging them around the list. Life Balance helps you set priorities by looking at how important each task is to the major goal of which it’s a part. Because the goals have priorities, too, Life Balance can calculate how important each task is relative to every other task you’ve listed in it. OmniFocus ($40, Omni Group, www.omnigroup.com). Another task-management application based on an outliner (see figure 5.9), Omni Focus can create tasks while you’re working in any program: your e-mail program, your Web browser, or even the Finder. Its SmartMatch feature helps you quickly match up all the bits and pieces of a project with each other.

5.9 For people who seriously need help getting organized, OmniFocus is a good option — it’s something of an investment up front, but it can save you lots of time in the long run.

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If you need anytime, anywhere access to your GTD system, try Vitalist (www.vitalist. com). This Web site offers free and paid accounts and is set up to manage all your

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to-do and calendar information using GTD principles.

Tracking Contacts Getting all your contacts into Address Book helps you out by enabling you to access contact info from within iCal, iChat, and Mail.You can create groups to organize your contacts, and you can print contact lists in any of several styles if you want to go old-school. Address Book data is included in Spotlight searches, too, so you can really find everything relating to a particular person in a single search. To automatically add Safari bookmarks for any URLs you enter in the Address Book, start Safari and choose Safari ➪ Preferences. In the Bookmarks tab, select the Include

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Address Book option. All your Address Book bookmarks are stored in a new folder called Address Book at the left end of the Bookmarks bar.

Setting up smart groups in Address Book If you regularly send mail or call specific groups of people, you should be taking advantage of Address Book’s ability to gather related contacts together in a group. And what could be better than a regular group? A smart group. Address Book can review your contacts and make a group for you that contains everyone who lives in a particular city or state, everyone who’s having a birthday this month, or everyone who works at a specific company. Smart groups are automatically updated with new contacts that fit your specified criteria.To create a smart group, follow these steps:

1. Choose File ➪ New Smart Group. 2. Type a name for the group, and then specify search criteria. Use the pop-up menus to set the criteria on which you want the group to be based; click + to add another criterion (see figure 5.10).

Criteria for a smart group can include any part of a contact’s address, a phone number, an e-mail address, or IM screen name. You can also use the Notes field to insert

Note

any keyword that makes sense to you, and then create a smart group that looks for that keyword in the Notes field.

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5.10 A smart group can be based on as many criteria as you want.

3. Select the Highlight group when updated option if you want a smart group to be highlighted whenever a contact has been added to it or removed from it.

4. Click OK. To edit a smart group, choose Edit ➪ Edit Smart Group or Ctrl+click its name and choose Edit Smart Group from the contextual menu. You can rename a smart group by double-clicking its name in the Group column and typing the new name.

Create a smart group of all your family members by adding each of the appropriate last names as a criterion. For example, my family members are all named Binder,

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Hauck, or Fluckinger, so my Family group includes any contact with one of those last names. By using “contains”instead of “is,”I ensure that people with hyphenated names get snagged by the smart group, too.This makes sending holiday cards much easier.

Trading contact info with vCards A vCard is a tiny file (.vcf ) perfectly suited to be an e-mail attachment that you can drag right into Address Book’s window to add a contact. You can also create your own vCards by dragging contacts out of the Address Book window; if you select more than one person, the resulting file contains contact info for all the selected people.

Some programs (including Microsoft’s Entourage and Outlook) can’t handle multicontact vCard files. If you want to create individual vCard files for multiple people,

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press Option and hold it down as you click and drag the contacts out of the Address Book window. This produces a single file per contact, each named after that contact. You can drag a whole slew of these individual files into Entourage or Outlook at the same time, so there’s no real time lost.

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iMac Portable Genius To make a vCard file for yourself, make sure you have a card for yourself in Address Book.You might include information on that card that you don’t want to hand out to just anyone, however. If so, you can specify which fields Address Book should include in your personal vCard. First, create the card, then choose Card ➪ Make This My Card to indicate which card belongs to you. Now choose Address Book ➪ Preferences, click the vCard tab, and select the Enable private me card option. Now, click Edit and take a look at your card. Each field has a check box next to it. Keep the box checked if you want that info included the next time you create a vCard file from your card; remove the check if you don’t. Click Edit again when you finish making changes.

Accessing and sharing your Address Book online If you happen to be a MobileMe subscriber, you can both check your Address Book online and share your Address Book info with any other MobileMe members you specify. Otherwise, you can try out a free Web service that brings a new twist to social-networking sites like Facebook (www. facebook.com) and LinkedIn (www.linkedin.com). To set up MobileMe Address Book sharing, first make sure your MobileMe user name and password are entered in the Account tab of the MobileMe preference pane (choose Apple menu ➪ System Preferences and click the MobileMe button).Then start Address Book and choose Address Book ➪ Preferences. Click the Sharing button and select the Share your address book option.Then you can type the names of any other MobileMe members who should have access to your contact info. Click Send Invitation to send them an e-mail telling them how to access the information. If you’re not a MobileMe member, you can still access your own contact data online if you’re ready to give Plaxo (www.plaxo.com) a whirl. A free social-networking site like Facebook, Plaxo can also have hooks into other online services such as Flickr and Google, as well as into your computer, so your Address Book data is always available to you there along with content (photos, blog entries, new job announcements) published by anyone in your network. This all comes with a Basic membership; you can also sign up for a Premium membership ($50/year) to gain extra features such as VIP support and syncing with LinkedIn.

Dealing with duplicate contacts It’s inevitable that you’ll end up with more than one entry for a contact at some point. Getting rid of those duplicate Address Book entries is a simple matter. First, in Address Book, choose Card ➪ Look for Duplicates. When Address Book tells you how many duplicates it found (see figure 5.11), click Merge.You can also merge contacts manually, which you might need to do if one listing has a person’s name and phone number and another listing has just an e-mail address. Ô+click to select two or more contacts and choose Card ➪ Merge Selected Cards.

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5.11 Merging cards combines all the information from each card into a single card for each person.

Printing contacts When you need to scribble notes on your contact list, use it to produce a mass snail-mailing, or share it with your noncomputer-literate great-grandmother, electronic data just won’t do. You need a printout, and Address Book can produce printed versions of your data in four styles. To get started, first select the Address Book contacts or groups that you want to print (Ô+click to choose multiple entries). Then choose File ➪ Print. In the Style pop-up menu, choose what you want to print: Mailing Labels, Envelopes, Lists, or Pocket Address Book (see figure 5.12).

5.12 The preview shows mailing labels, but I’m switching to envelopes because I prefer to run envelopes through the printer directly whenever possible.

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iMac Portable Genius Mailing labels. You’ll want to use these when you are addressing envelopes that can’t fit through your printer or when there are too many of them to bother putting them through.You can choose a label size from a menu of common Avery sizes, or define a custom label size. Choose which addresses to print (for example, home addresses or work addresses), the printing order (by name or by postal code), and a font and point size for the text. Envelopes. You would not believe how much faster holiday cards get mailed out if you just run them right through your laser printer instead of using stick-on labels, and there’s less waste, too, because you don’t have to throw away backing sheets. First, specify an envelope size (there is a good selection of U.S. and European sizes built in), or define a custom size; then choose the font and point size and whether to include a return address (which will be your own — you can’t choose a different one). Lists. If you have a pile of phone calls to make away from your iMac, or you want to provide a list of emergency numbers for the petsitter, printing a list is a good way to go about it. After you specify a paper size, simply choose which fields to include in the list (Home phone? Work phone? Mobile phone?), and choose a font size (Regular or Large). You can’t change the font or enter a specific point size. Pocket Address Book. For those who still prefer to have a paper address book, the digital Address Book can provide one.You choose either compact or index layout (with letter tabs on the side of each page), and then set the paper size. Specify the fields to include and pick a font to use (I recommend a condensed font such as Arial Narrow).

Making the Most of Dashboard Dashboard, introduced with the release of Mac OS X 10.4 (Tiger), is a handy place to stash all those things that used to take up space on your screen or even your real-life desk. You know, your minicalendar, your yellow pages, your dictionary. With Dashboard, you can summon all these useful things at a moment’s notice, but you don’t have to be staring at them all day long. There are widgets that can help you keep track of almost anything; here are a few of my favorite useful widgets. You can find lots of Dashboard widgets, both practical and otherwise, on Apple’s Web site (www.apple.com/downloads/dashboard/), and you’ll find even more at the

Note

third-party Dashboard Widgets Web site (www.dashboardwidgets.com). All of the widgets listed in this section are available from one or both of these sites. Most widgets are free.

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Accessing contacts and schedules from Dashboard Earlier in this chapter, I mentioned a few free Dashboard widgets for keeping track of your To-Do list: To Do (www.todo.philipefatio.com), DoBeDo (www.bluehenley.com/products/dobedo/), and iCal GTD (ConceptDraw Labs, www.conceptdraw.com/labs/?p=9). If you’re really making a push to get organized, however, you’re going to need quick access to your Address Book data and your iCal schedule, and Dashboard is the easiest way for your iMac to provide that access. Mac OS X comes with an Address Book widget that’s basically just a search field. Type the name or other info for which you’re looking into the field, and hits start coming up as you type. To view full details for a listing, click the name; click the orange arrow in the search field to return to the list of search results. If you print a lot of envelopes, you’ll probably also be interested in EasyEnvelopes (free, www.ambrosiasw.com/utilities/easyenvelopes/), which enables you to print envelopes using a super-easy interface with-

5.13 Easy Envelopes is clean, easy, and simply the best way available to print one envelope at a time.

out ever starting Address Book (see figure 5.13). I also like Happy Birthdays! (www.curioustimes.de/happybirthdays/), a widget that displays upcoming birthdays from your Address Book, with the next one listed first; clicking a birthday takes you to the Address Book entry for that person. There’s also a built-in calendar widget in OS X, called iCal widget, that has three panes: one showing the date, another showing the month, and a third listing your events for the day (see figure 5.14). To cycle between showing one, two, or all three panes, just click the widget’s first pane repeatedly.

5.14 To hide the extra panes in the iCal widget, just click the first pane again.

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iMac Portable Genius For other calendar functions, here are a few of my favorites: Reminder (www.gravityapps.com). This is a much faster method to add a quick reminder to iCal without actually opening iCal. I use it for things like “start preheating the oven at 5 p.m.” ProdMe (www.cruftforce7.com). If you like it when an old-fashioned clock chimes the hour, you’ll love this widget. It can chime on the hour or at any other interval you set, so it’s also useful for making sure you don’t get distracted from your work for too long or ensuring that you do take a break from work every so often. iCal Events (www.benkazez.com). When you just want to see what’s on your plate for the day, iCal Events is a quick-and-easy way to do that without opening iCal.You can display up to two weeks’ worth of upcoming events. 3-2-1 (www.baldgeeks.com). This stopwatch or timer widget shows hours, minutes, and seconds. It’s resizable, and you can run multiple timers at once and choose your own alert messages and sounds to indicate that time’s up.

Finding movie times and phone numbers In my off-duty hours, these are the two functions for which I’m most likely to use my iMac. Because, really,who reads a real paper newspaper anymore,or opens up that heavy phone book? Not me,that’s for sure. Dashboard comes with widgets for all three functions: People, Business, and Movies.The first two offer simple search fields: type the name of the person or business you’re looking for, and in People add the person’s city and state, and press Return to see a list of results from online directories. Movies is much, much cooler. Like Business, it knows where you’re located because you type your postal code when you set it up, and it lines up all the local theaters for you, along with which movies they’re showing and the showtimes.You can even watch trailers right in the widget (see figure 5.15). Another very useful movie widget is Ticket Widget (www.framezero.com), which displays local showtimes and makes them clickable so that you can buy tickets through Fandango. You can buy tickets up to a week in advance, and you can even print directions to the theater of your choice. For phone numbers, if you look around, you’ll find directory widgets for a wide selection of European countries, such as Telefonkatalogen, which provides Norwegian personal and business phone listings. My favorite phonedirectory-related widget, however, is Reverse Lookup (www.dashboardwidgets.com/showcase/details.php?wid=1653), which does just that for phone numbers in the United States and Canada.

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5.15 The Movies widget has it all — almost.

Tracking prices, flights, and packages I really love it when my iMac can do something useful for me that I’d otherwise have to just let go. I’d never have time to keep up with the gas prices at every station in town, but the Gas widget

(www.dashboardwidgets.com/show

case/details.php?wid=736) can take care of that for me. All I have to do is remember to check in with it before I go out to fill up my car’s tank. It grabs all the local prices from www. GasPriceWatch.com and displays the best deals for the grade I prefer (see figure 5.16). A link to Google Maps lets me pick out my favorite station so I can keep an eye on its prices, too.

5.16 Knowing where to get the cheapest gas is important for most people these days, which is why I love the Gas widget.

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iMac Portable Genius Tracking packages is another good application for Dashboard. Package Tracker (www.monkey businesslabs.com/software-packagetracker.html) and Delivery Status (mikepiontek.com/software/ mac/) are two great widgets that perform this function. Both of them update with the time and location of your package whenever you request it; Package Tracker’s window glows when the package you’re tracking is delivered, and Delivery Status counts down the days until the package arrives. Dashboard can perform two vital functions related to air travel: finding the least-expensive flights and checking flight status. For the former, you need AirCompare (www.bargaintravel.com/air compare.html), which can search four different bargain airfare Web sites at once and show you the combined results.You can buy your tickets directly from the results page. After you book a flight, or if you’re meeting someone at the airport, you can keep track of the flight’s status with Flight On Time (www.malus.ca/EN/products/widgets/). This widget takes the flight number and airline you provide and lets you know whether the flight is on time or delayed and what its estimated arrival time is. If you want to track two flights or two packages — or more — just click and drag another copy of the appropriate widget onto your Dashboard and type the required

Note

information. I like to keep a couple copies of my favorite weather widget open, too, so I always know just how much nicer the weather is where my friends live than it is here.

Checking the weather, the news, and more There are literally dozens of widgets that can supply you with a weather or news report. Here are a few of the cooler ones out there, five each for weather and news: NOAA Weather Center (web.mac.com/matt1980/Site/NOAA_Weather_Center_Widget.html). If you’re located in the United States, this widget from the National Weather Service offers the most up-to-date and comprehensive weather forecast available. I check it every day. Snow Widget (www.snowwidget.com). Some people are more interested in certain aspects of the weather than others. If you’re a ski fanatic, you’ll love this widget that gives you live info on the weather and snow conditions from the top U.S. and Canadian resorts. US Weather+ (www.apple.com/downloads/dashboard/information/usweather. html). This is a weather map that can display the U.S. or any other country on the globe; click to zoom in on an area you’re interested in.You can see radar, satellite, and forecast images.

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Chapter 5: How Can I Use My iMac to Get Organized? How GOES It (www.bitcastle.net/products.php). Want to see how the weather looks from up there? The How GOES It widget shows you the latest view from the GOES weather satellite operated by NASA (see figure 5.17). Radar in Motion (www.dividedsoul.net/RadarInMotion/). With this widget, you’ll get an animated view of the latest weather radar images at the location you specify.

5.17 In New Hampshire today, it’s clear, as you can see from the satellite picture.

iActu (www.widgetinfo.net). You can read more than 400 newspapers from 42 countries using this widget. The display shows you the papers lined up neatly on the shelves of a newsstand.You can also get French and U.S. versions. iMac News (macpro123.tripod. com). As an iMac owner, naturally you want to keep up with the latest iMac news.This widget has got exactly what you want (see figure 5.18).

5.18 Keep an eye on the latest iMac upgrades, prices, and specs with the iMac News widget.

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iMac Portable Genius BBC World Service Radio Player (www.dashboardwidgets.com/showcase/ details.php?wid=1481). With its multiple World Service channels, the BBC offers a wideranging look at the world’s top news, and listening to the news makes a nice change from reading it. For one thing, you’ll know how to pronounce the names of all those foreign heads of state. CNN (www.apple.com/downloads/dashboard/movie_tv/cnn.html). This just happens to be my favorite television news network, so I usually turn to CNN for the latest news online as well.The widget displays the top CNN news stories and enables you to search CNN.com. Buzztracker (www.apple.com/downloads/dashboard/news/buzztracker.html). For a truly different view of the news, check out this map of where the top news stories in the world are taking place.

Making your own Dashboard widgets Still haven’t found the widget you want? Well, if you’re using Leopard, Safari can turn any Web page or section of a Web page into a Dashboard widget that updates automatically whenever you use Dashboard. Follow these steps to create a custom widget:

1. In Safari, open the page you want to turn into a widget. Most blogs and news sites have their own RSS feeds these days, which means that even if they don’t have a custom Dashboard widget, you can use an RSS feed reader

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widget such as DashFeed (www.dashboardwidgets.com/showcase/details.php? wid=2059) to check in on them regularly via Dashboard.Type the site’s RSS feed URL, which looks something like feed://feeds.feedburner.com/getrichslowly, in the widget’s preferences.

2. Click the Open this page in Dashboard button in Safari’s toolbar. 3. Move the mouse over the page until the area you want is highlighted, and then click. Drag the handles to adjust the size of the selected area (see figure 5.19).

4. When you’re happy with the widget’s size and shape, click Add at the top of the window. Your new widget opens in Dashboard (see figure 5.20).

If your widget includes audio, you may want to select the Play Audio Only in

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Dashboard option so that the sound turns off when you leave Dashboard.

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5.19 I’m going to make my own version of the GOES widget from the NASA Web page about the satellite.

5.20 After I click Add, the widget opens in Dashboard.

You can change the size of the widget or the style of its edges by clicking the Info button at its lower-right corner. Click a thumbnail image to choose an edge style, and then click and drag to move the content around within its frame, or drag the lower right-hand corner to resize the widget.

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6

What Can I Do with My Digital Images and Music?

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1 2 3 4 5 6 7 8 9 10 11 12 13 It’s easy to get started with iPhoto and iTunes, but they both include advanced features for making the most of your digital images and your music. Did you ever wonder how to create slide shows using iPhoto and iMovie? Or how to publish your photos? What about how to use them in screen savers on your Desktop or as window backgrounds? This chapter tells you all this and more, including how to access and use specialized iTunes features for playing back your music and sharing it. Even the Visualizer has some tricks up its sleeve, which you can learn about in this chapter.

Displaying and Publishing Photos . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142 Playing and Sharing Music — Legally . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

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Displaying and Publishing Photos To get the most enjoyment out of your photos, you can create instant slide shows using iPhoto, but you can also create more complex slide shows by using iMovie.You can share photos with specific people via e-mail or create galleries that anybody on the Internet can view. You can also display your photos on your iMac’s Desktop, make screen savers and account icons from them, or even use them as backgrounds in Finder windows.

Making an instant slide show After you transfer some photos from your digital camera to your iMac, you probably want to kick back and check them out full screen.To do so, you can use iPhoto’s feature for setting up an instant slide show:

1. Open iPhoto and select the photos you want to include in the slide show. For example, to make a slide show of the last batch of photos you imported, click Last Import in the Source list.

2. Click the Play button at the bottom of the Source list. The Slideshow dialog box appears (see figure 6.1).

3. In the Slideshow dialog box, choose a transition between slides in the Transition pop-up menu. Choose None if you prefer not to have a transition effect, or choose Random to see a variety of effects. Otherwise, choose one of the named transitions, such as Cube or Wipe.You can see a preview of these effects in the preview picture.

4. If the direction buttons (up, down, left, and right) under Transition are not grayed out, click a button to

6.1 The Slideshow dialog box lets you choose settings and music for an instant slide show of your photos.

choose the direction for the transition. The Dissolve, Droplet, Fade through black, and Twirl transitions don’t have a choice of directions.

5. Click and drag the Speed slider to adjust the transition speed to your liking.

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Chapter 6: What Can I Do with My Digital Images and Music? 6. In the Play each slide for text box, set the number of seconds to display each slide before moving on.

7. Choose whether to shuffle the order of the slides and whether to repeat the slide show when it reaches the last slide.

8. Select the Scale photos to fill screen option if you want to make each photo fill the screen. Usually it’s best not to do this, because scaling the photos often distorts them.

9. Select the Automatic Ken Burns Effect option if you want to use panning and zooming to enliven the slide show. The Ken Burns Effect can be fun if you don’t overuse it, but you may prefer to see your photos without special effects the first time you view them.

10. Choose whether to show the titles and ratings for the pictures. 11. Select the Show slideshow controls option if you want to see the controls for running the slide show onscreen the whole time. Otherwise, you can pop up the controls when you need them by moving the mouse.

12. Click the Music tab to display the Music controls (see figure 6.2). 13. Select the Play music during slideshow option if you want to use music, and then select the music. iPhoto lets you choose a song or playlist from your iTunes library, a song you’ve created in GarageBand, or one of the items in the Sample Music folder.

14. Click Save Settings if you want to save your slide show settings.

15. Click Play. The Slideshow dialog box closes, and the slide show starts.

16. Use the controls at the bottom of the screen to control the slide show. You can pause the slide show and then restart it, or move backward or forward through the photos.You can also rotate the current photo, apply a rating of one to five stars to it, or delete it.

17. Press Esc or click anywhere outside the control bar to end the slide show.

6.2 Choose whether to accompany the slide show with music from your iTunes library, your GarageBand compositions, or the Sample Music folder.

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Using iMovie to make custom slide shows Instant slide shows are great, but what if you find you need more complex settings than iPhoto provides? For example, you may want to display different slides for different lengths of time rather than a standard number of seconds each. Or you may need to apply sound effects or transition effects to a presentation to give it extra zip. Or you may simply want to add one or more title slides to explain what the presentation shows. You can do all this — but you need to use iMovie rather than iPhoto. Here’s how you can create a custom slide show in iMovie:

1. Click the iMovie icon in the Dock. iMovie opens. If the iMovie icon isn’t in the Dock, click the Desktop, choose Go ➪ Applications, and then double-click iMovie.

2. Click the New Project button (the + button) at the bottom of the Project Library pane or choose File ➪ New Project. The New Project sheet opens (see figure 6.3).

3. Type the name for the project and

6.3 Begin your slide show in iMovie by creating a new project.

choose the aspect ratio. If you’ll show the slide show on your iMac, choose Widescreen. If you’ll show it on a nonwidescreen monitor, choose Standard. And if you want to show it on the iPhone, choose iPhone. When you’re finished, click Create.

4. From the main menu bar, choose File ➪ Project Properties. The Properties sheet opens (see figure 6.4). Choose the overall properties for the slide show: l If you want iMovie to add transitions automatically between photos, select the Add

automatically option. Choose the transition in the pop-up menu, and click and drag the Transition Duration slider to set the duration. Select the Applies to all transitions option if you want all transitions to use these settings; otherwise, select the Applies when added to project option. l Click and drag the Title Fade Duration slider to set the length of time for which the

title fades.

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Chapter 6: What Can I Do with My Digital Images and Music? l Click and drag the Photo Duration slider to set the time for which to display each

photo. You can adjust the setting for each photo later as needed. Select the Applies to all photos option if you want to use the duration for all photos. Select the Applies when added to project option if you want the duration to apply to photos you add from now on. l In the Initial Photo Placement pop-up menu, select the standard placement: Fit in

Frame, Crop, or Ken Burns. Again, you can change these after you place the photos.The Initial Video Placement pop-up menu applies only when you’re adding videos rather than photos to a project. l Click OK. The Properties sheet closes.

6.4 Use the Properties sheet for the project to set default settings for your slide show.

5. Click the Photos Browser button near the right end of the iMovie toolbar (see figure 6.5). The Photos Browser window opens. Click the iPhoto event or album that contains the photos, or click Photo Booth to see the pictures you’ve taken in Photo Booth.

6. Drag the first photo to the Project pane.

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iMac Portable Genius Transitions browser button Photos browser button

Project Library New Project

Viewer

Project pane

Crop, Rotate, and Ken Burns button Photos Browser Music and Sound Effect browser button Titles browser button

6.5 To start creating a slide show in iMovie, click and drag the photos from the Photos Browser to the Project pane.

7. Apply any cropping or Ken Burns Effect to the photo: l Click the photo in the Project pane to display it in the Viewer, and then click the

Crop, Rotate, and Ken Burns button to display the options. l In the Viewer, click Fit if you want to make the whole photo fit within the frame. To

crop the photo, click Crop, and then drag the crop handles (see figure 6.6).

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Chapter 6: What Can I Do with My Digital Images and Music?

6.6 iMovie lets you choose between making the whole photo fit within the frame or cropping it to the portion you want. l Click Ken Burns if you want to apply a custom Ken Burns Effect to the photo (see

figure 6.7). Click the green Start rectangle, and drag it to the size and position at which you want to start the effect. Click the red End rectangle and drag it to the size and position at which you want to end the effect.The yellow arrow shows the direction and extent of the transition.

6.7 iMovie lets you set starting and ending areas for the Ken Burns Effect on each photo in your slide show if necessary. l Click Play to view how the photo looks with the effect you’ve chosen. Click Play

again if you need to stop playback. Make any adjustments needed. l Click Done to apply the change.

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After you add the first photo, you can preview your slide show at any time by clicking the Play Project full screen button or the Play Project from beginning button below

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the Project Library pane.You’ll probably want to preview the slide show frequently to assess how it works so far.

8. Set the number of seconds to display the photo: l Ctrl+click or right-click the photo

in the Project pane and choose Set Duration. The Duration sheet opens (see figure 6.8). l Type the number of seconds in the

Duration box. l Make sure the Applies only to

6.8 You can also set an exact length of time to display each photo in the slide show.

selected photo option is selected. l Click OK. The Duration sheet closes.

9. Add other photos as needed. Set up each photo using the techniques described in steps 7 and 8.

10. Add audio to the slide show: l Click the Music and Sound Effects Browser button near the right end of the iMovie

toolbar. The Music and Sound Effects Browser window opens. l In the pop-up menu, select the audio source — for example, iLife Sound Effects,

GarageBand, or iTunes. l Click and drag the song or sound effect to the Project pane, and position it where

you want it. l If you need to stop the song or sound before its end, click it, and then drag the right

end to the left. You can also trim a clip by clicking the clock icon in its upper-left corner and working in the Trim Music pane. Click Done when you finish.

11. Add a title slide to the slide show: l Click the Titles Browser button near the right end of the iMovie toolbar. The Titles

Browser window opens. l Click and drag the title you want to the Project pane and position it where it’s

needed.

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Chapter 6: What Can I Do with My Digital Images and Music? l In the Viewer, type the text for the title. To change the font used, click Show Fonts. l Click the Play button to preview the title.

12. Add transitions to the slide show: l Click the Transitions Browser button near the right end of the iMovie toolbar. The

Transitions Browser window opens. l Click and drag the transition you want to the Project pane and drop it between the

appropriate photos. l Preview the transition by double-clicking its icon. If necessary, change the duration by

Ctrl+clicking or right-clicking the transition, choosing Set Duration, and using the Duration sheet.

13. Preview the slide show, and make any adjustments needed. 14. Export the slide show in the movie format viewers will use. For example, if you will share the slide show via iTunes, choose Share ➪ iTunes, choose the movie sizes on the Publish your project to iTunes sheet (see figure 6.9), and then click Publish.

6.9 iTunes is one of the destinations to which you can publish a slide show from iMovie.

E-mailing photos from iPhoto You can e-mail photos from Mac OS X’s Mail application by using the Photo Browser, but when you’re working in iPhoto, you’ll probably find it easier to use iPhoto’s method of starting a message. Here’s what to do:

1. In iPhoto, select the photo or photos you want to mail. If the photos are in the same event or album, select the photos by dragging, Shift+clicking, or Ô+clicking. If the photos are in different events or albums, select them from the Photos library, flag them, or pull them into their own album.

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iMac Portable Genius 2. Click the Email button or choose Share ➪ Email. The Mail Photo dialog box appears (see figure 6.10).

3. In the Size pop-up menu, choose the size you want to send. Table 6.1 explains the options.

4. Select the Titles option if you want to include the photos’ names, and the Comments option if you want to

6.10 You can quickly start an e-mail message containing one or more photos from your iPhoto library.

include the description. If you check these boxes, iPhoto adds the title and comments under each photo in the message.

5. Click Compose. The Mail Photo dialog box closes, and iPhoto creates a new message in Mail. If you’re sending a single photo, iPhoto enters the title in the Subject box for the message; if you’re sending multiple photos, iPhoto adds a generic description, such as 2 great iPhotos.

6. Address the message, change the subject if needed, type any text, and send the message.

Table 6.1 Resolutions and Sizes for Sending Photos Via E-mail Size

Resolution (May Vary)

File Size (Approx.)

Use This Option When

Small (Faster Downloading)

320 × 240 pixels

25 KB

Low-resolution photos are enough — for example, when you expect the recipient to view the photos only in the e-mail message.

Medium

640 × 480 pixels

60 KB

The recipient needs moderatequality photos for uses such as Web pages.

Large (Higher Quality)

1280 × 960 pixels

180 KB

The recipient needs goodquality photos for uses such as Web pages but not full-quality photos.

Actual Size (Full Quality)

Original resolution

Original file size (up to several MB)

You want to send the photos as they are — for example, so that the recipient can edit them.

Check the file size shown in the Mail Photo dialog box; some mail servers reject e-mail messages larger than about 5 MB in size. The threshold varies depending on

Caution what the mail server’s administrator has chosen; some servers allow up to 10 MB.

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When the recipient needs to work with the photos you’re sending, it’s best to choose Actual Size in the Mail Photo dialog box. The recipient can then create smaller or

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lower-quality versions of the photos as needed. The disadvantage to sending fullsize photos is that the e-mail message can become huge.

Publishing photo galleries from iPhoto After you set up a photo album, you can publish it to a photo gallery or Web gallery on Apple’s MobileMe service. By doing so, you can make the album available to everyone who browses your MobileMe galleries, to specific people you choose, or only to those people to whom you make the album’s URL available. Here’s how to publish your photo albums to Web galleries:

1. In iPhoto, select the album in the Albums list. 2. Choose Share ➪ Web Gallery. The sheet shown in figure 6.11 opens.

6.11 You can easily publish an album from iPhoto to a photo gallery on your MobileMe account.

To publish Web galleries, you must have a MobileMe account.The easiest way to sign up for one is to choose Apple ➪ System Preferences, click .Mac in the Internet &

Note

Network area, and then click Learn More. If you don’t have a MobileMe account, you can share an album with other users on your local network by turning on Web Sharing in Sharing preferences, and then using the File ➪ Export command from iPhoto to export Web pages to your Sites folder.

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iMac Portable Genius 3. In the Album Viewable by pop-up menu, choose who you will allow to see the album: Everyone, Only Me, or Public. You can also click Edit Names and Passwords to display a sheet that lets you create a list of named people who can see the album.

4. In the Allow area, decide what to allow the people who can view the album to do. You can let them download the photos (or the entire album), upload photos via their Web browsers, or add photos via e-mail. Normally, it’s best to deselect these options if you make the album viewable by everyone.

5. In the Show area, select the Photo titles option if you want to display photo titles. These are usually helpful. If you selected the Adding of photos via email option, you can also select the Email address for uploading photos option to display the e-mail address to use.

6. If you want to choose advanced options, click Show Advanced. A hidden section at the bottom of the sheet appears.You can then choose two further settings: l Hide album on my Web Gallery page. Select this option to prevent the album from

appearing in your list of Web Galleries.You can then give the URL for the album directly to only those people who you want to view it. l Download Quality. If you’ve selected the Downloading of photos or entire album

option, you can choose Optimized or Actual Size from this pop-up menu. Choose Optimized for faster uploads to the account. Choose Actual Size for full-quality photos.

7. Click Publish. The sheet closes. iPhoto publishes your photos to your account, adds an entry to the Web Gallery list in the Source list, and displays the gallery.

8. To check the gallery in Safari, click the arrow button to the right of the Web gallery’s address at the top of the iPhoto window. Mac OS X opens the Web gallery in Safari. Make sure the photos and their titles (if you choose to use them) appear correctly, and then close Safari (or close the tab). After you create a Web gallery, you can quickly add photos to it by dragging them to the Web gallery’s entry in the Source list in iPhoto. When you add photos this way,

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they appear after the existing photos in the Web gallery. To rearrange the photos in the Web gallery, click the gallery in the Source list, and then drag the photos to their new positions.

Using color management When you work with photos and graphics, you want to make sure that the colors you see on your iMac’s screen are the same as the colors you get when you print the photos or share them with other people. Otherwise, you can spend ages adjusting a photo so that it looks just perfect on your iMac only to find that it doesn’t look right — or even looks bad — on other screens.

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Chapter 6: What Can I Do with My Digital Images and Music? To get colors right, you can use the options in your iMac’s Color preferences sheet to create custom color profiles and switch among them. You can also apply standardized color profiles that come with Mac OS X. If you connect an external monitor to your iMac, you can create and apply separate display profiles to it.

Creating a ColorSync profile Here’s how to create a ColorSync profile:

1. Choose Apple menu ➪ System Preferences. The System Preferences window opens. 2. Click Displays (in the Hardware section) to open the Display preferences. 3. Click the Color tab (see 6.12). Normally, this shows your iMac’s default display profile (called iMac) and several standard display profiles.

6.12 Use the Color tab in Display preferences to create a ColorSync profile for your iMac’s display.

4. Click Calibrate. The Display Calibrator Assistant opens. 5. Select the Expert Mode option if you want to set all possible options, including the Native Gamma settings. If you prefer to set only a subset of options, uncheck this box.

6. Click Continue, and then work your way through the screens of the Display Calibrator Assistant, clicking Continue when you’ve chosen settings. Figure 6.13 shows the first of the five Native Gamma screens, which appear only if you selected the Expert Mode option. The changes you make in the Display Calibrator Assistant apply to your iMac’s screen as a whole, not just within the Assistant’s window.

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iMac Portable Genius 7. On the Give the profile a name screen of the Assistant, type a descriptive name for the new profile you’ve created. This is the name that appears in the Display preferences.

8. On the final screen of the Assistant, click Done. The Assistant closes and adds the new profile to the Display Profile list on the Color tab of the Display preferences.

6.13 Use the Display Calibrator Assistant to fine-tune the color balance of your display.

The Display Calibrator Assistant lets you set up a custom color profile manually. Another option is to use a tool for calibrating your iMac’s color profile automatically,

Note

such as the Spyder tools from Datacolor (http://spyder.datacolor.com; prices start around $79). These tools let you apply standard color profiles to your computer quickly and easily.

Switching from one ColorSync profile to another When you need to switch from one ColorSync profile to another, click the Color tab of the Display preferences, and then click the profile you want. You can select the Show profiles for this display only option to narrow down the Display Profile list to only the default profile that came with your iMac and custom profiles you’ve already created. To see the details of a profile, click it on the Color tab, and then click Open Profile. The ColorSync Utility opens, showing the settings used for different color components.You can then choose File ➪ Save As to save the profile to another folder as needed, or choose ColorSync Utility ➪ Quit ColorSync Utility to quit ColorSync Utility.

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When you no longer need a profile, delete it. Click the profile on the Color tab of the Displays preferences, click Delete Profile, and then click Delete in the Alert dialog box

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that appears.

Setting color-management options when printing When you’re ready to print a photo, make sure you use your preferred color profile. Here’s how to do so:

1. Follow through the printing process until you reach the Print dialog box. If the Print dialog box appears at its small size, click the down-arrow button to expand it to its full size.

2. Open the pop-up menu in the middle of the dialog box and choose Color Matching. The Color Matching options appear (see figure 6.14).

6.14 You can choose a color profile in the Print dialog box to make sure the printer uses your preferred color settings.

3. Select the ColorSync option rather than the In Printer option. 4. Open the Profile pop-up menu, and click Other Profiles. The Select ColorSync Profile dialog box appears.

5. Click the profile you want to use, and then click OK. The Select ColorSync Profile dialog box closes, and the profile you chose appears in the Profile pop-up menu.

6. Choose other printing options as needed, and then click Print to print the photo.

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This technique isn’t specific to iPhoto — you can use your color profiles when print-

Note

ing from other applications as well.

Making your own account icon Apple provides a good selection of account icons, but for that custom touch, you’ll probably want to create your own account icon.You can either take a picture of yourself using your iMac’s built-in iSight or carve an icon out of one of your photos from iPhoto or Photo Booth. Here’s how to create a custom account icon:

1. Choose Apple menu ➪ System Preferences. 2. Click Accounts (in the System section) to open the Accounts preferences. 3. Click your picture (to the left of the Change Password button), and then click Edit Picture on the pop-up panel. The Edit Picture sheet appears, showing your current picture.

4. Open iPhoto and position its window so that you can see the Edit Picture sheet as well. 5. Drag the photo you want from iPhoto to the Edit Picture sheet (see figure 6.15). If you want to take a picture of yourself, click Take a video snapshot instead and wait for the countdown to complete.

6.15 To create your own account icon, you can click and drag pictures from iPhoto or a Finder window to the Edit Picture sheet.

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Instead of clicking and dragging a photo from iPhoto or Photo Booth, you can click Choose on the Edit Picture sheet. In the Open dialog box that appears, click Photos in

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the Media category of the Sidebar, choose the photo from the list of iPhoto events and albums, and then click Open. You can also drag a picture from a Finder window to the Edit Picture sheet.

6. Click and drag the size slider to zoom in to the part of the picture you want. 7. After you zoom the picture, click in the preview and drag if you want to display a different part of it.

8. Click Set. The Edit Picture sheet closes, and your new icon appears in the Accounts window. 9. Close System Preferences.

Displaying your own photos on your Desktop Mac OS X comes with a good selection of Desktop pictures, but if you prefer to use your own pictures, you can do so easily:

1. In iPhoto, select the picture you want to use. If you want to use several pictures, select them. 2. Choose Share ➪ Set Desktop. l If you selected a single picture, Mac OS X makes it your Desktop wallpaper. l If you selected two or more pictures, Mac OS X makes the first of them your

Desktop wallpaper, and opens System Preferences for you to choose how and when to switch pictures. Alter the setting in the Change picture pop-up menu as necessary (for example, choose When logging in or Every hour instead of the default setting, Every 30 minutes), and then choose System Preferences ➪ Quit System Preferences.The System Preferences window closes. You can change the Desktop picture from System Preferences. Right-click the Desktop and choose Change Desktop Background to open the Desktop tab of

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Desktop & Screen Saver preferences. Click the picture source in the left column, and then click the picture you want in the right list box.

Creating and sharing screen-saver slide shows If you use screen savers on your iMac rather than letting it go to sleep as quickly as possible to save power, you’ll love the screen savers you can make using your photos.

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iMac Portable Genius Follow these steps to create custom screen savers using your photos from iPhoto:

1. In iPhoto, create an album or Smart Album that contains the photos you want to use for your screen saver. You can also use your entire library or an existing category such as Last 12 Months, Last Import, or Flagged.

2. Choose Apple menu ➪ System Preferences. The System Preferences window opens. 3. Click Desktop & Screen Saver (in the Personal section) to open the Desktop & Screen Saver preferences. Click the Screen Saver tab unless it’s already displayed.

4. In the Screen Savers list, scroll down to the Pictures section, and then click the album or other item that contains the photos. The first photo appears in the Preview box (see figure 6.16).

Slide Show button

Mosaic button Collage button

6.16 To personalize your iMac, create screen savers using the photos from your iPhoto library.

5. Under the Preview box, click the Display Style button for the effect you want: l Slide show (left button). This setting produces a conventional slide show, showing each

photo for a few seconds, with optional cross-fading transitions and panning.

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Chapter 6: What Can I Do with My Digital Images and Music? l Collage (center button). This setting assembles a collage by gradually spinning in each

photo to add it.You can choose to include the titles and comments to help you identify photos of interest. l Mosaic (right button). This setting

gradually zooms out to a mosaic showing all the photos at a tiny size, repeated as necessary to fill the screen.

6. Click Options. The Options sheet opens. The options available are different for each type of screen saver. Figure 6.17 shows the three different Options sheets.

7. Click OK to close the Options sheet. 8. Click Test to test the screen saver full screen. Press Esc or move the mouse to cancel the test when you’ve seen enough.

9. Click and drag the Start screen saver slider to set the number of minutes before the screen saver starts.

10. Select the Show with clock option if you want to have the time readout superimposed on the screen saver. 11. Quit System Preferences. Your screen

saver runs after your iMac’s keyboard and mouse have been inactive for the length of time you specified or if you move the mouse pointer to the Hot Corner you’ve set to activate the screen saver. (To set a Hot Corner, choose Apple menu ➪ System Preferences, click Desktop & Screen Saver, click the Screen Saver tab, and then click the Hot Corners button.)

6.17 The Options sheet provides different options for Slide Show (top), Collage (middle), and Mosaic (bottom).

If you want to see your screen-saver slide show in its full glory, open the Energy Saver preferences, click the Options tab, and deselect the Automatically reduce the bright-

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ness of the display before display sleep option. Otherwise, the slide show may appear at reduced brightness.

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Using photos as window backgrounds When you’ve taken a great photo, you may want to make it part of the Mac OS X interface so that you see it frequently. You can do so by making it the background to Finder windows you open showing a folder in Icon view.

Using photos as the background for your most useful Finder windows makes it much easier to pick out the window you need when you have several Finder windows

Note

open.The window’s icon in the Dock shows the photo as well.

Here’s how to set a photo as a window background:

1. Open a Finder window to the folder to which you want to apply the photo. 2. Choose View ➪ Show View Options. The View Options window opens. 3. Switch to Icon view if the folder is in any other view. Click the Icons button on the toolbar or press Ô+1.

4. Select the Always open in icon view option. The background doesn’t appear in List view, Columns view, or Cover Flow view, so make the Finder display the folder in Icon view.

5. In the Background area, click the Picture option button, and then click Select. The Select a Picture dialog box appears (see figure 6.18).

6.18 The Select a Picture dialog box lets you quickly apply a picture as the window background to a folder.

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When you set a photo as a window background, the Finder displays whichever portion of the photo fits in the window without resizing it. If you find you’re seeing only

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the upper-left corner of the photo, in iPhoto, choose File ➪ Export to make iPhoto export a version the right size for your Finder windows.

6. Choose the picture you want. To use a picture from your iPhoto library, click Photos in the Media category of the Sidebar.

7. Click Select. The Select a Picture dialog box closes, and the photo appears as the background in the Finder window.

8. Close the View Options window. Click the the Close button or choose View ➪ Hide View Options.

Playing and Sharing Music — Legally If you’re looking to get more out of your music, explore the features iTunes offers. You can tell iTunes to pick out playlists that match criteria you set, and then update them automatically. You can burn songs to disc so that you can listen to them on an audio CD player or an MP3 CD player, or simply back them up to CD or DVD.You can adjust the Visualizer to your liking — and then control it from the keyboard. And you can listen to Internet radio stations using iTunes, even if they don’t appear in iTunes’ own listings.

Creating self-updating playlists Sometimes you want to create playlists that contain only the songs you choose, in exactly the order you prefer them. For example, you might burn such a playlist to a CD so you can enjoy it in the car, or post it as an iMix playlist to the iTunes Store so that others can enjoy your taste in music. (You can find a discussion of iMix playlists later in this chapter.) There are two types of playlists: Unchanging and Smart (self-updating). The easiest way to create an Unchanging Playlist is to select the songs you want (by clicking, Shiftclicking, or Ô-clicking), and then drag them to open space at the bottom of the Source list. iTunes creates a new playlist and puts an edit box around the name. Type the name you want to give the playlist, drag the songs into your preferred order, and it’s ready. Alternatively, choose File ➪ New Playlist, name the playlist, and then drag songs to it. Other times, it’s more fun to have iTunes create playlists for you — playlists that update themselves with new songs. You tell iTunes what kind of songs you want, and how many, and it chooses them for you. iTunes calls these Smart Playlists.

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You can edit any Smart Playlist by Ctrl+clicking it and choosing Edit Smart Playlist, so you can easily peek at the criteria for iTunes’ built-in Smart Playlists to see how

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they work.

Here’s how to create a Smart Playlist:

1. Option+click the Create Playlist button (the + button) in the lower-left corner of the iTunes window to open the Smart Playlist dialog box (see figure 6.19). Alternatively, press Ô+Option+N or choose File ➪ New Smart Playlist.The Smart Playlist dialog box starts with just one line of controls, but you can set up a dozen or more conditions if needed.

6.19 The Smart Playlist dialog box lets you set one or more criteria for choosing songs.

2. Set up the first condition using the controls on the top line. The first pop-up menu contains about 40 fields of tag information and other information iTunes stores about each song, from Album and Artist all the way through Composer and Play Count to Time (length) and Year.The second pop-up menu contains options suitable for the field you set, such as contains, does not contain, Is, Is not, Starts with, and Ends with.The text field lets you type text. For example, to create a Smart Playlist of various kinds of rock music, choose Genre in the first pop-up menu and contains in the second pop-up menu, and type Rock in the text box.

3. Add other conditions as needed. Click the plus (+) button to add another line of controls, and then set up your second condition. For example, to get songs from before 2005, choose Year Is Less Than 2005. As soon as you set up two conditions, iTunes replaces the Match the following rule option in the Smart Playlist dialog box with the Match all/any of the following rules option.

4. Choose all or any from the Match pop-up menu. l If you choose all. This makes each condition depend on the one before it: For example,

the first condition in figure 6.20 restricts the playlist to songs in the Rock genre. From those songs, the second condition chooses only the ones from 2004 or earlier. And from those, the third condition takes only the songs rated in the four-star to five-star range.

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Chapter 6: What Can I Do with My Digital Images and Music? l If you choose any. This applies each condition separately: For example, the first condi-

tion in figure 6.21 chooses songs that have Bruce Springsteen as the sole artist.The second condition chooses songs where the artist’s name includes Tom Petty. So the playlist will contain songs by Bruce Springsteen, Tom Petty, and Tom Petty and The Heartbreakers, assuming the library contains songs by all three.

6.20 Choosing all in the Match pop-up menu applies each of the conditions you’ve created in sequence.

6.21 Choosing any in the Match pop-up menu treats the conditions separately.

5. Choose whether to restrict your playlist to a certain length or number of songs. If you want to create a limited playlist, select the Limit to option. Choose the type of limit in the popup menu.Your choices are Items, Minutes, Hours, MB, or GB.Type the number in the text box before it: for example, 2 Hours. Choose the selection method in the selected by drop-down list on the right — for example, random, least recently played, or most recently added.

6. Select the Match only checked items option if you want to exclude songs whose boxes you’ve unchecked. If you uncheck a box when you decide you don’t like a song that’s playing, as I do, you probably want to select this option.

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iMac Portable Genius 7. Select the Live updating option if you want iTunes to keep updating the Smart Playlist. Automatic updating is one of the most compelling features of Smart Playlists, so selecting this option is usually a good idea. Other times, though, you may want to draw together a Smart Playlist and not update it.

8. Click OK to create the Smart Playlist. iTunes adds the playlist to the Source list and displays an edit box around its name.

9. Type the name for the Smart Playlist, and press Enter. Use the Smart Playlist dialog box’s Limit to option to create playlists suitable for the devices you have. For example, I use Limit to 700 MB when creating Smart Playlists

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for my 1GB iPod shuffle, which contains about 200 MB of data as well.Try using Limit to 70 minutes for creating a playlist to burn to audio CD, or Limit to 20 items for a workout playlist.

The moment you see which songs iTunes has selected for the Smart Playlist, you may realize that your Smart criteria need improving. If so, right-click the Smart Playlist’s name in the Source list and choose Edit Smart Playlist to open the Smart Playlist dialog box again so that you can tweak the criteria.

Burning CDs with iTunes If you want to play your iTunes songs on a CD player, or share them with a friend, you can burn them to CD.You can also use either CD or DVD to back up your songs.

iTunes limits you to burning any given playlist seven times at this writing. But you can then create another playlist — containing the same songs if necessary — and

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then burn that seven times.

To burn songs to CD, you must add them to a playlist.This can be either a regular playlist or a Smart Playlist, which was explained earlier in this chapter. iTunes lets you create three different types of CD: Audio CDs. These play in any CD player or computer, just like any regular music CD you might buy. Most audio CDs can contain 74 minutes or 80 minutes of music. MP3 CDs. These play only in a computer’s CD drive or in a CD player or DVD player that can play MP3 files (which most cannot). It can contain from several hours of music up to many hours, depending on the quality you use.

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Chapter 6: What Can I Do with My Digital Images and Music? Data CDs. These work only in computers.You can use data CDs for backup or to transfer files from one computer to another.

If your iMac has a SuperDrive or other burner, you can burn data DVDs as well as data

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CDs, which is great for backup.You can’t burn audio DVDs or MP3 DVDs.

Here’s how to tell iTunes which type of CD you want to burn:

1. Choose iTunes ➪ Preferences. The Preferences dialog box appears. 2. Click the Advanced button, and then click the Burning tab (see figure 6.22).

6.22 Before you start burning a CD, use the Burning tab on the Advanced pane of the Preferences dialog box to set iTunes to create the type of CD you want.

3. In the Disc Format area, select the option for the type of CD: Audio CD, MP3 CD, or Data CD or DVD. If you choose Audio CD, choose options under it. l Gap Between Songs. Choose None, or the number of seconds from 1 second to 5 sec-

onds. Having a gap is useful if you plan to rip the CD on another audio program.

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iMac Portable Genius l Use Sound Check. Select this option if you want to use the Sound Check feature to nor-

malize the volume of the songs. Normalizing the volume helps avoid having some songs much louder than others but may squash the dynamic range of the songs too much. l Include CD Text. Select this option if you want to include CD text information on the CD.

This is useful if you have a CD player that supports CD text and can show you the name of the artist and song currently playing.

4. Click OK. The Preferences dialog box closes, and you are ready to burn your CD. After you set up the playlist and choose the disc type, burning is easy. Follow these steps:

1. In the Source list, click the playlist you want to burn. 2. Click the Burn Disc button near the lower-right corner of the iTunes window. iTunes prompts you to insert a blank disc.

3. Insert the disc in your iMac’s optical drive. iTunes burns the disc and gives it the same name as the playlist.

4. Eject the disc, label it, and then test it.

The Burn button near the lower-right corner of the iTunes window changes to show your current burning preference: Burn Disc creates an audio CD; Burn MP3 CD cre-

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ates an MP3 CD; and Burn Data Disc creates a data CD or data DVD.

Publishing iMix playlists to the iTunes Store If you want to find a wide audience for a playlist, you can publish it as an iMix to the iTunes Store. Anyone who visits the iTunes Store can find your iMix and listen to it. When you publish an iMix to the iTunes Store, iTunes includes only the songs that are available in the iTunes Store. Similarly, when you share a playlist with a friend by Ctrl+clicking the playlist and choosing Export Song List, iTunes includes only the songs that are in the iTunes library into which your friend imports the playlist.You’re sharing only the list and order of songs, not the song files themselves. Here’s how to create an iMix:

1. In the Source list, click the playlist from which you want to create the iMix. 2. Choose File ➪ Create An iMix. The first time you choose this command, iTunes displays a message box explaining what an iMix is. Select the Do Not Show This Message Again check box, and then click Create. iTunes displays the Sign In To Publish Your iMix dialog box (unless you’ve already signed in to the iTunes Store).

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Chapter 6: What Can I Do with My Digital Images and Music? 3. Sign in with your Apple ID or AOL screen name and password, just like when you’re buying from the iTunes Store, and then click Publish. iTunes checks to see which songs in your playlist are available in the iTunes Store, and then displays the iMixes screen (see figure 6.23).

4. Look through the songs that remain on the playlist. iTunes removes any that are not available in the iTunes Store. (If none of your songs is available, iTunes displays a message box telling you so, but doesn’t display the iMixes screen.) If your playlist needs adjusting, click Cancel, go back to iTunes to fix it, and start again from step 1 of this list.

5. Select the Sport iMix option instead of the iMix option if your iMix is best for sports. 6. Change the title for the iMix if you want (iTunes suggests the playlist’s title), and type a description.

7. Click Publish. iTunes adds the iMix to the iTunes Store list and displays the iMix Received screen. Click Done.

6.23 On the iMixes screen, decide whether your iMix is a regular model or a sports edition, change the title if necessary, and add a description that will help draw the audience to it.

Hacking the Visualizer Being able to have iTunes accompany the music you’re enjoying with dramatic, ever-changing visualizations can be wonderful, especially when you’re kicking back. But what’s even better is that you can control the visualizations so that you conjure up the types you prefer and skip those that don’t appeal.

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Choosing Visualizer options If you haven’t already set the Visualizer’s size and options, do so first:

1. Choose iTunes ➪ Preferences, and then click Advanced. Make sure the General tab button is selected.

2. Choose your preferred size — Small, Medium, or Large — in the Visualizer Size dropdown list.

3. Select the Display Visualizer Full Screen check box if you want full-screen visualizations the moment you turn the Visualizer on. (If you prefer to start visualizations at a small size instead, you can choose View ➪ Full Screen when you want to switch to full screen.)

4. Click OK. 5. Choose View ➪ Visualizer ➪ Options to open the Visualizer Options dialog box (see figure 6.24).

6. Select the check boxes for the features you want. Normally, using OpenGL graphics is a good idea. Having the song info displayed all the time can be good when you have friends visiting, but tends to be distracting when you know all the songs. Select the Faster but rougher display option if the visualizations are awkwardly slow.

6.24 The Visualizer Options dialog box lets you choose whether to display the song info all the time (which is often helpful) and the frame rate (which is not).

7. Click OK. The Visualizer Options dialog box closes, and you’re ready to start enjoying the visualizations. If your iMac is working solely to entertain you, there’s no need to cap the frame rate at 30 frames per second in the Visualizer Options dialog box. But if your iMac is also

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sharing music with the rest of the household or performing automated tasks in the background, capping the frame rate will allow it to devote more processor time to its other tasks.

Using advanced Visualizer tricks Once you’ve chosen basic settings for the Visualizer, set the Visualizer running (press Ô+T or choose View ➪ Turn On Visualizer) and try customizing it.

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Chapter 6: What Can I Do with My Digital Images and Music? The Visualizer uses a combination of three elements to produce its mesmerizing effects: behaviors, color schemes, and color themes.Table 6.2 shows you the keystrokes you can press to control these elements and the Visualizer’s other features.

Table 6.2 Keystrokes for Controlling the iTunes Visualizer Keystroke

Effect

W

Switch to the next behavior.

Q

Return to the previous behavior.

A

Switch to the next color scheme.

S

Return to the previous color scheme.

Z

Switch to the next color theme.

X

Return to the previous color theme.

Shift+0 to Shift+9

Save the current Visualizer configuration (saving up to ten different configurations).

0 to 9

Switch to the specified saved configuration.

R

Change to another visualization at random.

D

Reset the Visualizer to its default settings.

F

Toggle the display of the frame rate on or off.

T

Toggle frame rate capping at 30 frames per second on or off.

I

Toggle the display of song information on or off.

Fixing songs that won’t play iTunes comes equipped to play files in five major audio formats: AAC (Advanced Audio Coding). Apple’s preferred format for iTunes, the iPod, and the iPhone MP3 (MPEG-1 Audio Layer 3). A very widely used format Apple Lossless Encoding. Provides full-quality audio at the cost of large file sizes WAV. An uncompressed format used on Windows, Mac, and other operating systems AIFF. An uncompressed format used mostly on the Mac Normally, all these file types play just fine on iTunes, iPods, and iPhones. But you may sometimes run into problems with AAC files.

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Dealing with problems playing AAC files If an AAC file won’t play, in most cases the problem is that it’s a protected file from the iTunes Store that will play only on authorized Macs and PCs. If you’ve hit your quota of five authorized computers, you won’t be able to play the song on another computer. iTunes should warn you that the AAC file is protected and give you the chance to authorize your iMac to play the song. If iTunes doesn’t warn you, you can check whether the song is protected as follows:

1. In iTunes, Ctrl+click the file and choose Get Info to open the Info dialog box for the song.

2. Click the Summary button if any other pane is displayed. 3. See if the Kind readout says Protected AAC Audio File. If the song isn’t protected, look at the Encoded With readout to see whether iTunes or another encoder made the file.

4. Click OK to close the Info dialog box. If the song is protected, you may need to choose Store ➪ Deauthorize Computer to deauthorize one of the computers that’s currently authorized to play songs you’ve purchased before you can authorize your iMac to play the song. If the song isn’t protected, the problem is most likely that the song was encoded using a program other than iTunes. In this case, if iTunes can’t play the song, it’s genuinely incompatible with iTunes because it uses a different AAC format. You will need to convert the file to another format before iTunes can read it. If you have the application that created the AAC file, open the file, and then export it to another format, such as MP3 or AIFF, and then import it into iTunes. If you received the AAC file from someone else, ask that person to provide it in another format such as MP3 (or AIFF if transferring a larger file is not a problem).

Dealing with file formats that iTunes can’t play If you have audio files in formats that iTunes can’t play, you will need either to convert them to one of the formats iTunes supports or add software to iTunes that enables it to play the files. The audio formats you’re most likely to have trouble with are WMA (Windows Media Audio).This is the format used by Microsoft’s Windows Media Player (usually installed with Windows) and music stores such as URGE and Napster. WMA files can be protected with digital rights management (DRM).

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Chapter 6: What Can I Do with My Digital Images and Music? Ogg Vorbis.This is a free encoder for compressed audio, roughly comparable to MP3 in quality and file size. FLAC (Free Lossless Audio Codec).This is a free encoder with full audio quality, roughly comparable to Apple Lossless Encoding in quality and file size. WMA is widely used, whereas Ogg Vorbis and FLAC are not yet widely used. Here are the two best approaches for adding unprotected WMA files to iTunes: If you have a PC with iTunes available, drag the WMA files from a Windows Explorer window to the library in the iTunes window. iTunes automatically converts the WMA files to the audio format set in the Importing preferences. Copy the files to your Mac, and then import them into your iTunes library. If you don’t have a PC with iTunes available, use a tool such as EasyWMA (www.easywma.com; $10; demo available) to convert the files to AAC or MP3 on the Mac. Import the converted files into your library. To add protected WMA files to iTunes, you must burn them to CD from Windows Media Player on Windows, and then rip the CD using iTunes. Doing this works, but it contravenes the user agreements of most stores that sell protected WMA files. The following are the best approaches for adding Ogg Vorbis files to your iTunes library: Add the free Xiph QuickTime Components to iTunes to enable iTunes to play Ogg Vorbis files:

1. Download the components from http://downloads.xiph.org/releases/xiph-qt/. 2. Exit iTunes and QuickTime. 3. Install the components. Install the XiphQT component to your iMac’s /Library/Components folder if you want every user of your iMac to be able to play Ogg Vorbis files. If you want to be the only one who can play them, install XiphQT to your ~/Library/Components folder (you may need to create this folder manually).

4. Restart iTunes. You can then drag Ogg Vorbis files into your library to add them. 5. If you want to play the songs on your iPod or iPhone, convert them to a format such as AAC or MP3. Use a program such as Audacity (freeware; http://sourceforge.net/projects/audacity/) to convert the Ogg Vorbis files to AIFF, WAV, or MP3.Then import the files into iTunes, and convert them to your preferred format if you used AIFF or WAV.

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iMac Portable Genius To add FLAC files to iTunes, use an application such as xACT (freeware; http://www.version tracker.com/dyn/moreinfo/macosx/21952 and other sites) to decode the FLAC files to AIFF or WAV. Then import those files into iTunes, and convert them to your preferred format. Figure 6.25 shows xACT with FLAC files ready for decoding.

6.25 If you have files in an audio format that iTunes can’t play, use a tool such as xACT to convert the files to a format such as AIFF or WAV, and then import the converted files into iTunes.

Dealing with “lost” CDs If you have inserted a CD in your iMac’s optical drive, and the CD doesn’t appear on the Desktop, in the Finder, or in iTunes, you won’t be able to eject it normally. Instead, try these remedies:

1. Open Disk Utility. Click the Desktop, choose Go ➪ Utilities, and double-click Disk Utility. If the CD appears in the list pane, click it, and then click the Eject button.

2. If that doesn’t work, close all your applications and restart your iMac. When your iMac plays its system startup chime, either click the mouse button and hold it down for the rest of the boot process or press and hold down the Eject key.This may make your iMac eject the CD.

3. Failing the mouse button trick, restart your iMac again. Line up your fingers over the keys Ô+Option+O+F. When your iMac plays its system startup chime, press these keys to enter Open Firmware mode. At the prompt, type eject CD and press Enter. Restart your iMac by typing mac-boot and pressing Enter. If the Radio item doesn’t appear in the Source list, choose iTunes ➪ Preferences, click the General button, and then select the Radio check box. If a message box opens

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telling you that you cannot select radio because the parental controls are blocked, click the Parental button, open the lock icon and authenticate yourself, and then deselect the Disable Radio check box.

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Adding your favorite Internet radio stations When you’ve had enough of your own songs for the time being, you can listen to Internet radio through iTunes. Here’s how to listen to one of the radio stations in iTunes’ listings:

1. Click Radio in the Source list. The list of radio stations appears. 2. Expand the category of radio you’re interested in to see the stations. You can sort the stations by Stream, Bit Rate, or Comment by clicking the column heading. For example, you may want to try 128 Kbps stations first to get higher audio quality.

3. Double-click the station you want to start playing. Click the Stop button when you want to stop the radio playing.

If the radio playback stutters or breaks up, increase the streaming buffer size to give it more of a cushion. Choose iTunes ➪ Preferences, click the Advanced button, and

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then click the General tab. Open the Streaming Buffer Size drop-down list, choose Large, and then click OK.The radio stream will take a little longer to start playing, but playback should be smoother.

If the station you want to hear doesn’t appear in iTunes’ listing, open it like this:

1. Find the URL for the radio stream. For example, go to the station’s Web site, find the URL, and copy it.

2. Choose Advanced ➪ Open Stream to display the Open Stream dialog box. 3. Type or paste the URL, and then click OK.

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7 7

How Can My iMac Help Me Keep in Touch?

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1 2 3 4 5 6 7 8 9 10 11 12 13 Your iMac comes equipped with two powerful applications for keeping in touch online: the Mail application for communicating via e-mail; and iChat for text chat, audio chat, and much more. It’s easy to get started with each application but each one contains many advanced features that you’ll want to dip into in order to get the most from them. For example, if you’ve wondered how to set up multiple e-mail accounts in Mail, create Smart Mailboxes, and process mail automatically with rules, look at the first half of this chapter. And if you want to enhance your iChat chats with video effects, record them for posterity, or display movies in them, read the second half.

Getting the Most from E-mail. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176 Chatting with Friends. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193

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Getting the Most from E-mail To get the most from e-mail, you’ll probably need to set up multiple e-mail accounts, process your incoming messages automatically, and quickly locate the messages you need. You may also need to deal with spam, respond to messages automatically, view messages using the Finder, or access your e-mail via the Web.

Setting up multiple e-mail accounts The first time you run Mail, it runs you through the process of setting up an e-mail account — probably your main account. But after that, you can add as many other e-mail accounts as you need.You can then either manage all your e-mail in a single inbox or view a single account’s inbox at a time. Here’s how to add another e-mail account to Mail:

1. Choose Mail ➪ Preferences. 2. Click Accounts to display the Accounts preferences (see figure 7.1).

7.1 The Accounts preferences is where you start adding a new e-mail account to Mail.

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Chapter 7: How Can My iMac Help Me Keep in Touch? 3. Click the Add (+) button below the Accounts list. The sheet shown in figure 7.2 appears.

4. Type your name (as you want it to appear), the e-mail address, and the password. If the e-mail address is at MobileMe or Gmail, the Automatically set up account option appears. Select this option and click Create to have Mail finish setting up the account, and go to step 11.

7.2 Creating a new e-mail account.

5. Click Continue. The Incoming Mail Server sheet appears (see figure 7.3).

6. Choose the account type, and then fill in the account details. The Description text is for your benefit, so type a name that will help you distinguish this account from your others. For the Incoming Mail Server, User Name, and Password, type (or paste) the details given you by the mail provider.

7. Click Continue. The Outgoing Mail

7.3 Set up the details of the Incoming Mail Server here.

Server sheet appears (see figure 7.4).

8. Type a description for the server, and choose which server to use. You can either type the server name in the Outgoing Mail Server box or choose an existing server from the pop-up menu. If your server requires authentication, select the Use Authentication option and type the user name and password.

9. Click Continue. The Account Summary page appears.

10. Verify the details, and then click

7.4 Specify the Outgoing Mail Server here, and choose whether to use authentication.

Create. If you don’t want Mail to put the new account online immediately, deselect the Take account online option before clicking Create. Mail adds the account to the Accounts list in Accounts preferences.

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The Outgoing Mail Server settings appear straightforward, but you can set Mail to send outgoing mail using a different mail provider if necessary. For example, some

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free e-mail accounts let you send e-mail only through their Web-based interfaces even though you can receive incoming messages freely using an e-mail application such as Mail. In this case, you need to use a different outgoing mail server for that e-mail account — for example, the server for your main e-mail account. Similarly, some ISPs block mail on the standard port to prevent misuse. In this case, you will need to set a different outgoing port for the mail.

11. If you want to rename the account, change its name in the Description box. You’ll probably want to rename a MobileMe account or Gmail account, as Mail’s automatic setup assigns a default name.

12. Click Close to close the preferences window.

Mail can handle four types of accounts: POP (Post Office Protocol), IMAP (Internet Mail Access Protocol), Gmail, and Microsoft Exchange. Mail cannot handle accounts

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such as Hotmail or Windows Live Mail.

Saving and opening attachments E-mail is a great way to transfer files quickly because they simply arrive as attachments in your inbox without your needing to fetch them the way you do with FTP.You can then either view them quickly from Mail or save them to folders. Before you save an attachment, it’s usually a good idea to use Quick Look to see what it is. Knowing this should help you decide whether to save the attachment at all (rather than delete it immediately) and choose the folder in which to save it. To view an attachment using Quick Look, click the message in the Message Viewer window, and then click the Quick Look button. If the message has multiple attachments, you can move forward or backward through them or set them to play as a slide show, even if they’re different file types. You can save an attachment in any of these ways: Drag the attachment icon to your Desktop or a Finder window. Save all attachments to your default folder. Click the Save button on the Attachments line in the preview window or the message window.

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Chapter 7: How Can My iMac Help Me Keep in Touch?

To set the default folder in which Mail saves attachments, choose Mail ➪ Preferences, click General, and choose the folder in the Downloads folder pop-up

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menu.

Save all attachments to a folder you choose. Click and hold down the Save button on the Attachments line for a second, and then choose Save All from the pop-up menu. On the sheet that appears, click the folder, and then click Save. Save one attachment to a folder you choose. Click and hold down the Save button on the Attachments line for a second, and then click the attachment’s name in the pop-up menu. On the sheet that appears, click the folder, and then click Save. After you save an attachment, it’s a good idea to remove it from the e-mail message before filing the message. Removing attachments helps keep down the size of your mailbox, which otherwise can grow rapidly.To remove an attachment, click the message in the Message Viewer window, and then choose Message ➪ Remove Attachments. You can also remove attachments from messages in any mailbox — so if you need to file the message with attachments at first, you can get rid of them when you no longer need them. You can open an attachment by clicking its link in the preview window or the message window. This can be either the link that appears in the message box, or the link at the top of the message (click the disclosure triangle on the Attachments line to display links for the attachments). The problem with opening an attachment like this is Mail protects the original file that came with the message. So if you save changes to an attachment you’ve opened directly from an e-mail message, you create another copy of the file. For example, if you receive an attachment called Letter.doc, open it, and edit it directly from the message, and then save it, Word saves the attachment as Letter-1.doc. Open it again from the message, and you get the original document. Save it again, and you get Letter-2.doc. This is a recipe for confusion, so usually it’s best to save the attachment to a folder before opening it. After you save the attachment, open it either by double-clicking it in a Finder window or by using the Open command from the application in which you want to open the file. If you want to save an attachment on the server but not on your iMac (for example, because you’re running out of space), choose Mail ➪ Preferences, click Accounts, and

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then click the Advanced tab. Open the Keep copies of messages for offline viewing pop-up menu and choose All messages but omit attachments. Close the Preferences window.

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Sorting messages automatically with rules E-mail overload is a sad fact of modern life, and opening your inbox to find a tsunami of messages all clamoring for your attention is daunting. But Mail provides a great tool for dealing with this problem: rules.

Understanding what you can do with rules Mail lets you create rules for sorting out your messages.You can set up rules that use a wide variety of criteria, including these: Who the message is from, who it is to, who is on the Cc list, and what the subject is. Whether the message is addressed to you by your full name or not. Whether the sender is in your Address Book or your Previous Recipients list, or is a member of a particular group in your Address Book. Whether the message contains particular words. What the message’s priority is. Whether the message includes an attachment. Whether the message is a mail message, a note, or an RSS article. When a message matches a rule, you can apply one or more of a healthy range of actions, including these: Move or copy the message to a mailbox. Change the message’s background color (to pick it out). Play a sound, or bounce the Mail icon in the Dock, to alert you to the message. Reply to the message, forward it, redirect it, or simply delete it. Run an AppleScript on the message to take a more complex action that you define.

Creating a rule Here’s how to create a rule:

1. Choose Mail ➪ Preferences. 2. Click Rules to display the Rules preferences (see figure 7.5). Here you’ll find all the rules that have been defined so far in Mail.

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Mail starts you off with one rule, which is called News From Apple and is automatically applied unless you turn it off. If the message comes from any of a long list of

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e-mail addresses associated with Apple, the rule sets the background color for the message in the message list in the Message Viewer to light blue. This is why messages from Apple, Apple Developer Connection, MobileMe, and so on, appear highlighted in the message list.

7.5 Here’s where you start creating rules for processing e-mail messages automatically.

3. Click Add Rule to start creating a new rule (see figure 7.6).

7.6 You can create a rule that has a single condition or multiple conditions.

4. Type a descriptive name for the rule in the Description box. 5. Use the first line of controls to set up the first condition for the rule. For example, choose Sender is member of Group in the first pop-up menu and Clients in the second pop-up menu to make the rule apply to contacts who appear in the Clients group in Address Book.

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If your e-mail provider adds X-SPAM ratings to messages, you may want to add a header so that you can sort by these ratings. To do so, choose Edit Header List in the

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first pop-up menu to open the Message Headers window. Click the Add a Header button (the + button), type the name you want to give the header, and then click OK.

6. Add another condition if needed by clicking the Add (+) button on the first line, and then specify the condition. For example, choose Sender is member of Group in the first pop-up menu and Company in the second pop-up menu to make the rule apply to contacts in the Company group as well.

7. After you set up multiple conditions, choose Any or All as appropriate in the If Any/All of the following conditions are met pop-up menu. l Any. Choose Any when each condition stands on its own: for example, when you want to

identify messages whose sender is either a member of the Clients group or the Company group (see figure 7.7).

7.7 Creating a rule that matches either of two conditions. l All. Choose All when each subsequent condition restricts the previous conditions: for

example, when you want to identify messages whose sender is in your Address Book and whose priority is High.

8. Add further conditions as needed. 9. In the Perform the following actions area, set the action or actions for the rule to take. Continuing the example, you might move your priority messages to a special folder (see figure 7.8).

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7.8 Choose which action or actions Mail should take when a message matches the rule.

10. Add the Stop evaluating rules action after your main action. Adding this action prevents Mail from applying further rules to the message and perhaps doing something with it that you hadn’t intended.

11. Click OK. Mail closes the sheet and asks whether you want to apply your rules to messages in selected mailboxes (see figure 7.9).

12. Click Apply if you want to apply the rule to the messages. Otherwise, click Don’t Apply.

7.9 Choose whether to apply your new rule to your existing messages.

13. Create more rules as needed. Leave the Rules preferences open so you can get your rules into order, as described next.

Getting your rules in order After you create two or more rules, use the list in the Rules preferences to drag the rules into the order in which you want Mail to apply them. If you create many complex rules, choosing the right order for rules can take some work. This is especially true if you don’t use the Stop evaluating rules action at the end of some of the rules, because after matching such a rule, Mail continues to apply the next rule in the list to the message until it runs into a matching rule that does use the Stop evaluating rules action.

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Creating Smart Mailboxes One of Mail’s greatest features is the ability to create Smart Mailboxes — mailboxes that automatically gather all the e-mail messages that meet the criteria you specify. Even if you file your messages consistently, Smart Mailboxes can help, especially for messages that fit into two or more categories. Here’s how to create a Smart Mailbox:

1. Choose Mailbox ➪ New Smart Mailbox. The Smart Mailbox sheet appears. 2. Type the name for the Smart Mailbox. Make it descriptive, as you’ll probably want to create various Smart Mailboxes.

3. On the Contains line, choose Messages or To Do’s (as appropriate) in the first pop-up menu.

4. On the Contains line, choose All in the second pop-up menu if you want each message in the Smart Mailbox to match all your criteria. If you want it to match any of the criteria, choose Any.

5. Set up the conditions for the Smart Mailbox using the techniques discussed in the previous section. Figure 7.10 shows an example of a Smart Mailbox that pulls together messages related to a project.

7.10 Create Smart Mailboxes that automatically draw together the messages you want to view as a group.

6. Select the Include messages from Trash option if you want to include messages you have deleted.

7. Select the Include messages from Sent option if you want to include messages you’ve sent but not yet filed. You’ll often need to select this box to get all relevant messages into the Smart Mailbox.

8. Click OK. Mail creates the Smart Mailbox and adds it to the Smart Mailboxes category in the sidebar. (If this is your first Smart Mailbox, the Smart Mailboxes category appears for the first time.)

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Chapter 7: How Can My iMac Help Me Keep in Touch? You can now click the Smart Mailbox you’ve created to display its contents. If you find you need to change its criteria, right-click it and choose Edit Smart Mailbox.

Dealing with spam Few things are more dispiriting than finding your inbox stuffed with spam, or junk mail. Luckily, Mac OS X includes junk mail filtering to help you cut down on the amount of spam you receive. Here’s how to make sure junk mail filtering is turned on and configured for your needs:

1. Choose Mail ➪ Preferences. 2. Click Junk Mail to display the Junk Mail preferences (see figure 7.11).

7.11 It’s a good idea to configure Mail’s Junk Mail preferences to cut down on junk mail as much as possible.

3. Make sure the Enable junk mail filtering option is selected. This check box is normally selected by default. If you uncheck it, all the other controls in the Junk Mail preferences become unavailable.

4. In the When junk mail arrives area, select the option you want: l Mark as junk mail, but leave it in my Inbox. This option is usually the best choice while

you’re training the junk mail filters, as you get to see all your incoming mail but get a warning about the messages that Mail thinks are junk.You can then check that a message actually is junk and delete it if it is.

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iMac Portable Genius l Move it to the Junk mailbox. Select this option if you’re confident that Mail’s junk mail

filtering is pretty accurate. Having Mail move the junk messages to the Junk folder can slim down your Inbox dramatically, but you will need to check that the filter isn’t catching nonjunk messages as well. Otherwise, a valuable message may end up languishing in the Junk folder. l Perform custom actions. Select this option if you want to customize junk mail filtering.

Select the Advanced button, and use the sheet that appears (see figure 7.12) to set up rules for handling junk mail.These rules work just like those explained in the previous section.

7.12 You can adjust the junk mail filter to catch other messages or to take other actions with them.

5. In the section called The following types of messages are exempt from junk mail filtering, select the check box for each exemption you want to use. Normally, all three exemptions are useful.

6. Select the Trust junk mail headers set by my Internet Service Provider option if you want Mail to accept your ISP’s claim about a message being junk mail. If your ISP is overly aggressive in labeling messages as junk, deselect this check box.

7. Select the Filter junk mail before applying my rules option if you want to apply junk mail filtering before running your own rules. Normally, it’s best to run your own rules first, as these allow you to pick out valuable messages that Mail might otherwise label as junk. When you finish choosing junk mail filtering options, close the Preferences dialog.

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Subscribing to RSS feeds RSS is the abbreviation for Really Simple Syndication, a way for Web sites that change often to publish a list of the changes so that anybody interested can quickly see the changes. This list of changes is called an “RSS feed,” a “news feed,” or simply a “feed.” RSS feeds are a great way of having Web sites send information on changes and updates out to you so that you don’t have to visit the sites to find out whether they’ve changed.

Bookmarking an RSS feed The best way to find RSS feeds is by browsing in Safari. When you find an RSS feed, which is identified by a blue icon with the letters RSS appearing at the right end of the Address box, click the icon to switch to RSS view. If clicking the icon displays a pop-up menu of RSS types, choose your preferred type (see figure 7.13). RSS 2.0 is usually the best choice.

7.13 In Safari, choose the type of RSS feed you want to use.

Safari switches the Web page to the RSS view you chose. You can then create a bookmark for the Web page by choosing Bookmarks ➪ Add Bookmark (or pressing Ô+D) and specifying a bookmark name and location in the sheet that appears (see figure 7.14). To create a bookmark in Safari, select the Safari option, and then choose the location in the pop-up menu — for example, on the Bookmarks Bar or in the News folder.To create

7.14 Safari lets you create bookmarks in Safari, in Mail, or in both.

a bookmark in Mail, select the Mail option. Click Add when you’ve made your choice.

Subscribing to an RSS feed If you’ve already bookmarked RSS feeds in Safari without adding them to Mail, you can import your RSS feeds from Safari into Mail. Follow these steps:

1. Choose File ➪ Add RSS Feeds. The sheet shown in figure 7.15 appears.

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iMac Portable Genius 2. Select the Browse feeds in Safari Bookmarks option.

3. In the Collections box, select the collection of RSS feeds. For example, select All RSS Feeds to view all RSS feeds.

4. Select the check box for each feed you want to add.

5. Select the Show in Inbox option if you want to display the feeds in your Inbox rather than just in the RSS category.

7.15 You can import RSS feeds from Safari into Mail, and add them to the Inbox if you want.

6. Click Add. Mail closes the sheet and adds the RSS feeds.

Reading RSS feeds in Mail To read your RSS feeds in Mail, expand the RSS category in the sidebar, and click the RSS feed you want. Mail displays the list of messages for that feed, and you can click a message to display its contents (see figure 7.16). Most messages end with a Read more link that you can click to see the full story. After you click an RSS feed in the Mail sidebar, you can click the gray up arrow that appears in its name to move the feed up to the Inbox. Click the gray down arrow to move an RSS feed back down from the Inbox to the RSS category.

7.16 Reading RSS feeds in Mail.

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If you have many RSS feeds, create separate folders in the RSS category so that you can sort the RSS feeds into groups.Click the RSS category, and then choose Mailbox ➪

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New Mailbox. In the New Mailbox sheet, make sure RSS is selected in the Location pop-up menu.Type a name for the folder, and click OK.You can then drag the appropriate RSS feeds into the folder.

Configuring your RSS preferences Mail’s RSS preferences (see figure 7.17) let you choose your default RSS reader (Safari, Mail, or another application), how frequently to check for updates (every 30 minutes, every hour, or every day), and whether to remove articles automatically after a specific period of time (for example, one day or one week) or manually.

7.17 Choose your default RSS reader, how frequently to look for updates, and whether to remove articles manually or automatically.

Setting up forwarding and autoresponders You can use rules in Mail to automatically forward messages or respond to them. These are your options: Forwarding. Forwarding is great when you need to manage multiple e-mail addresses. Autoresponder. An autoresponder lets you tell people that you’re out of the office. Or if you set up an e-mail address that’s unique to the rule, you can automatically supply information on a particular topic. For example, you may set up an e-mail address for providing information about your company or services via an autoresponder.

For either forwarding or an autoresponder, your Mac must be powered on and connected to the Internet, and Mail must be running. If either of these is inconvenient,

Caution look into forwarding or autoresponding options that your e-mail provider offers.

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iMac Portable Genius To automatically forward a message, create a rule that uses the Forward Message action to forward the message to the appropriate address. If you want to add text indicating that the message has been forwarded, click the Message button that appears when you select Forward Message, and then type the text in the Reply Message dialog (see figure 7.18). To set up an autoresponder, create a rule that uses the Reply To Message action (see figure 7.19). Click the Reply message text button to

7.18 When you create a rule to forward a message or respond automatically, use the Reply Message dialog to specify the text to send.

open the Reply Message dialog, type the text, and then click OK.

7.19 Setting up an autoresponder in Mail.

Be careful with autoresponders. First, you usually won’t want to apply the new rule to the messages in selected mailboxes.Second,if you create an autoresponder to tell peo-

Caution ple you’re out of the office,turn it off as soon as you come back by deselecting its check box in the Rules preferences. Third, be aware that the autoresponder will include the full message text plus any attachments. If you want to avoid returning the full text and attachments, you need to use an AppleScript such as the one you can download from About.com (http://email.about.com/od/macosxmailtips/qt/et022106.htm).

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Creating custom stationery templates Mail’s stationery templates (which you can apply by clicking the Show Stationery button in a new message window) let you give your messages predefined looks. But what you’ll probably want to do is create stationery templates of your own that contain precisely the text or graphics that you need to create effective messages in moments. To create a custom stationery template, start a new message, and then add the text, graphics, and formatting that the template needs. Choose File ➪ Save as Stationery, type the name in the Save as Stationery sheet, and then click Save. You can then apply the stationery template from the Custom category at the bottom of the Stationery picker.

To make your custom stationery templates more accessible, click and drag them to

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the Favorites category at the top of the Stationery picker.

Viewing recent messages in the Finder Mail’s interface is pretty slick, but wouldn’t it be neat to use Cover Flow view in the Finder to flick through your messages? Here’s how to do just that:

1. Click the Finder button on the Dock, and then choose File ➪ Find to open a Search window.

2. On the left side of the Search bar, make sure This Mac is selected. 3. On the right side of the Search bar, make sure Contents is selected. 4. In the first criteria row, choose Other in the first pop-up menu to open the Select a search attribute sheet.

5. Select the Spotlight items option, and click OK. The sheet closes, and Spotlight items appears in the first pop-up menu.

6. In the second pop-up menu, choose Include. 7. Click the Add (+) button to add a second criteria row. 8. Choose Kind in the first pop-up menu. 9. Choose Other in the second pop-up menu, and type Mail message in the text box. Your mail messages appear in the Search window.

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iMac Portable Genius 10. Click the Add (+) button to add a third criteria row. 11. Choose Created date in the first pop-up menu, and set the time frame you want to view. For example, choose within last 2 days to see your last two days’ worth of messages (see figure 7.20).

7.20 Setting up a Smart Folder to show your recent mail messages.

12. Click Save to open the sheet for saving a Smart Folder. 13. Type a name such as Recent Messages, choose the Saved Searches folder, select the Add To Sidebar option, and click Save.

14. Open a Finder window and click the search in the Search For category of the Sidebar. 15. Click the Cover Flow button on the toolbar or choose View ➪ As Cover Flow to switch to Cover Flow view.

Accessing e-mail on the Web Your iMac may be insanely great, but you can’t carry it with you wherever you go. But you should be able to access your e-mail from pretty much any computer that has an Internet connection. Here are ways to do just that: MobileMe e-mail. If you have a MobileMe e-mail account, you can easily access your e-mail via the Mail feature at the MobileMe Web site (www.me.com). Other ISPs and e-mail providers. Many other ISPs and e-mail providers offer Web mail interfaces. For some, you must set up a password other than your main mail password for added protection in case someone intercepts your Web password.

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Chapter 7: How Can My iMac Help Me Keep in Touch? Web e-mail services. If your ISP or e-mail provider doesn’t offer a Web mail interface, you can forward your messages to a Web e-mail account (for example, a Gmail account or a Hotmail account).

Chatting with Friends If you want to keep in touch with your friends in real time, iChat is the application to use. Basic chat is easy to use, but you’ll probably also want to create custom status messages, chat in groups rather than one-to-one, add video effects, and record your chats.

Setting up status messages iChat’s status readout (just below your user name, near the top of the AIM Buddy List window) lets you quickly choose from around a dozen canned options: Available and Away options. These range from Available or Reading e-mail to Away, Out to lunch, or In a meeting. Custom Available and Custom Away options. Select one of these options to modify your current status message.Type the text you want in the status box that appears, and then press Enter. Current iTunes Song. Select this option to display the artist and song you’re currently playing.Your buddies can click the gray arrow button to launch iTunes and display the song in the iTunes Store. Invisible. Select this option to remain online but hide so that others can’t see your status. Offline. Select this option to go offline. To add custom messages to the status pop-up menu, click the Status button, choose Edit Status Menu, and then work in the sheet that appears

(see

figure

7.21).

Select

the

Remember option if you want iChat to store your custom messages, and choose All, Last 5, Last 10, or Last 20 in the pop-up menu as needed. Click OK when you finish customizing the menu. 7.21 You can customize iChat’s status menu with descriptions you prefer.

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Chatting on a local network iChat has Bonjour networking built in, so you can use iChat to chat over a local area network without your chat going over the Internet. This means that you avoid not only overloading your Internet connection with audio and video signals but also that your chat can take place at higher speeds (because your local network is almost certainly faster than your Internet connection).This is great when you’re chatting via video or sharing your screen. If a Bonjour List window opens automatically when you log in to iChat, you’re all set to chat on your local network. Otherwise, choose Window ➪ Bonjour List to open the Bonjour List window. If iChat displays a dialog saying that Bonjour is not enabled, click the Login button. iChat then displays the Bonjour List window. When the Bonjour List window is open (see figure 7.22), you can click a contact and then click the appropriate button at the bottom of the Bonjour List window to start a chat — you can choose from Text Chat, Audio Chat, or Video Chat, and you can also opt for screen

Text Chat Video Chat

sharing. The icon to the right of the buddy’s name indicates whether he or she is available for video chat (a video icon appears) or audio chat (a phone icon appears).

Audio Chat

Screen Sharing

7.22 From the Bonjour List window, you can quickly start either a chat or screen sharing.

You can share your screen or request to see another contact’s screen by clicking the Screen Sharing button and then choosing Share My Screen with Buddy or Ask to Share Buddy’s Screen (where Buddy is your buddy’s name). You may need to configure iChat’s Bonjour preferences. To do so, choose iChat ➪ Preferences, click Accounts to display the Accounts preferences, and then click

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Bonjour in the Accounts box on the left. The Use Bonjour Instant Messaging check box controls whether Bonjour is on.You can also choose whether to log in automatically, whether to publish your e-mail and instant-messaging addresses, whether to send text as you type (rather than when you press Enter), and whether to block others from seeing that you’re idle.

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Chapter 7: How Can My iMac Help Me Keep in Touch? The picture on the opening pages of this chapter shows screen sharing. Click the miniature My Computer window to switch back to viewing your Mac’s Desktop with the remote computer in a small window. Click the small window to switch to the remote computer again.

Starting a group chat Chatting one-on-one is often the best way to communicate, but iChat also lets you chat with up to nine other people in an audio chat and up to three other people in a video chat. To start a group chat, simply select all the buddies in the AIM Buddy List window or the Bonjour List window by clicking the first name and Ô+clicking each of the other names, and then clicking the appropriate button at the bottom of the window. iChat invites each of the buddies to the chat, and those who accept the invitation join it.

To see a breakdown of which iChat features your Mac can run, choose Video ➪

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Connection Doctor, and then choose Capabilities in the Show pop-up menu.

Initiating a one-way audio or video chat If someone with whom you want to chat doesn’t have a microphone or Web cam, you can invite him to a one-way audio chat or video chat rather than a two-way chat. A one-way chat tends to feel weird, especially for the person on the receiving end of the broadcast, but it can be effective in a pinch.The person on the receiving end can open a text chat window to respond to the broadcaster.

Using Photo Booth video effects To enliven your video chats, you can use the same video effects in iChat as in Photo Booth. Simply click the Effects button at the bottom of the Video Chat window, and select the effect from the panel (see figure 7.23).

7.23 You can add video effects to your video chats in iChat.

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Recording a video or audio chat Communicating via audio or video via iChat is great, but what’s even better is being able to record the chats so that you can play them back later. After you establish a video chat or audio chat, choose Video ➪ Record Chat. iChat prompts the other participant for permission to record the chat. If he or she clicks the Allow button, iChat starts recording and displays a red lamp button in the upper-right corner of the video window to remind you that recording is on. Choose Video ➪ Stop Recording to stop the recording. When you close the chat window, iChat automatically saves the chat in your ~/Documents/iChats/ folder under a name such as Audio Chat with Ron.m4a or Video Chat with Claire.mov. iChat then automatically adds the recording to iTunes. To play back a chat, select the iChat Chats category in the Source list, and then double-click the chat you want to play.

Sending an SMS message iChat even lets you send an SMS message to a buddy when you’re logged in to AIM. To send an SMS message, follow these steps:

1. Click your buddy in the AIM List window. 2. Choose Buddies ➪ Send SMS to open the Send SMS window (see figure 7.24).

3. Type your buddy’s phone number, and click OK. iChat opens a conversation window. 4. Type the message you want to send to your buddy, and press Enter. If your buddy texts a reply, it comes right back

7.24 Sending an SMS message to a buddy from iChat.

to you in iChat.You can also drag a file from a Finder window to your buddy’s name in the AIM Buddy List window or the Bonjour window to start a new chat and transfer the file. For an existing chat, click and drag the file from the Finder window into the chat window.

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Transferring files via iChat You can also use iChat to transfer files to your buddies. iChat lets you transfer only a single file at a time, but the process could hardly be easier: Transfer a file in an existing chat. With the focus in the Chat window, choose Buddies ➪ Send File, select the file in the sheet that appears, and click Open.Your buddy can choose whether to accept the file. Start a new chat to transfer a file. Click the buddy in the AIM Buddy List window or the Bonjour List window, choose Buddies ➪ Send File, select the file in the sheet that appears, and then click Send. iChat starts a text chat with the buddy and prompts him or her to accept the file.

Displaying images, movies, or documents via video chat After you establish a video chat, you can use it to display images, movies, or even documents to your buddy or buddies: Images. To share images from iPhoto, launch iPhoto if it’s not already running, then (in iChat) choose File ➪ Share iPhoto With iChat Theater. In the iPhoto dialog that appears, click the album or event you want to share, and then click Share.Your buddy then sees a slide show of the album or event. Movies. To share a movie via iChat Theater, choose File ➪ Share a File With iChat Theater. In the Share with iChat Theater dialog that appears, select the movie, and then click Share. Documents. You can share most kinds of documents by choosing File ➪ Share a File With iChat Theater, but for files such as word-processing documents or spreadsheets, the resolution on your buddy’s computer is probably too low for him to read the file’s contents. It’s better to invite the buddy to Screen Sharing, where you can control the size at which the document displays to make it more readable. To stop sharing an item, choose File ➪ Stop Sharing With iChat Theater.

When someone’s sharing a file with you via video chat, choose Video ➪ Hide Local

Note

Video to get your own video window out of the way.

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8 8

How Can I Telecommute on My iMac?

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1 2 3 4 5 6 7 8 9 10 11 12 13 Credit crunch, exorbitant gasoline prices, and ever-faster Internet connections... these days, telecommuting makes even more sense economically and practically. And if you can get more done in your bathrobe than in business casual in the office, telecommuting should be an easy sell to your boss as well.Your iMac offers several different ways to connect to your office computer, plus various options for collaborating with your colleagues across the Internet. Maybe, also, you’ve wondered what to do when you simply must run a Windows application to get some work done; you’ll find the answer in this chapter, too. And if you need to use Apple’s iWork suite instead of Microsoft Office, see the end of the chapter for details on this and other alternatives to Office.

Working in More than One Place. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200 Using Windows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217 Using iWork Instead of Office. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229

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Working in More than One Place Your iMac offers several ways of working in multiple places at the same time. If you have a Mac in the office, you can simply access it over the Internet and work on it much as if you were physically there.

Accessing your Mac over the Internet Ideally, you’d be able to reach out from your iMac, take control of your office Mac, and simply work on it. Provided your office Mac and your iMac are both running Leopard rather than an earlier version of Mac OS X, you can do just that by using either Back to My Mac or Screen Sharing. And if your office Mac is running Leopard but your iMac is running an earlier version, you can use Virtual Network Computing (VNC) on your iMac to control your office Mac’s screen. If neither Back to My Mac or Screen Sharing is an option, you can access files on your office Mac by using File Sharing. And if you’re happy working in Terminal, you can connect via Secure Shell (SSH) to transfer files or take actions.

Controlling your Mac via Back to My Mac If you have a MobileMe membership and your office Mac runs Leopard, try Back to My Mac first for remote access. Back to My Mac uses the MobileMe service to track the address of each of the Macs and establish communication between them, which helps avoid problems with firewalls. Turn on Back to My Mac on your office Mac and your iMac like this:

1. Choose Apple menu ➪ System Preferences, and click MobileMe (in the Internet & Network section). The MobileMe preferences appear.

2. Log in to your MobileMe account if you’re not already signed in. 3. Click the Back to My Mac tab to show the Back to My Mac options (see figure 8.1). 4. Click Start. Back to My Mac starts, and the Start button changes to a Stop button.

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Chapter 8: How Can I Telecommute on My iMac?

8.1 Launch the Back to My Mac feature from the Back to My Mac tab of MobileMe preferences.

5. Click Open Sharing Preferences to display the Sharing preferences. Select the check box for each type of sharing you want to use — for example, Screen Sharing (discussed in more detail a little later in this chapter) and File Sharing (discussed in Chapter 4).

6. Choose System Preferences ➪ Quit System Preferences. System Preferences closes. After you turn on Back to My Mac on each Mac, connect like this:

1. Open a Finder window. 2. In the sidebar, expand the Shared category if it’s collapsed. 3. Click the Mac to which you want to connect. The Finder displays connection options. 4. Click Share Screen if you want to share the screen. This is usually the easiest way to work on a remote Mac. Otherwise, click the shared folder that you want to use.

5. When your iMac connects, the Screen Sharing window showing your office Mac appears (see figure 8.2).

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iMac Portable Genius Fit Screen in Window button Get the Remote Clipboard Contents button Window containing the remote Mac’s screen Send Clipboard to the Remote Clipboard button

Application running on the remote Mac

8.2 Your office’s Mac’s screen appears in a Screen Sharing window after you connect using Back to My Mac or Screen Sharing itself. Here, the remote Mac is called MacBook Pro.

You can work in the Screen Sharing window much as if you were working directly on the office Mac.These are the main differences: Screen updating. The screen updates more slowly, depending on the speed of the Internet connection. If updating is uncomfortably slow, try choosing View ➪ Adaptive Quality instead of View ➪ Full Quality.

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Chapter 8: How Can I Telecommute on My iMac? Resizing the screen. You can shrink the office Mac’s screen to fit in the Screen Sharing window by clicking the Fit Screen in Window button at the left end of the toolbar. Usually, though, lowering the resolution until the screen fits in the window gives a more workable effect — but you will need to restore the screen resolution afterward. Transferring Clipboard data. The other two buttons on the toolbar let you retrieve the contents of the office Mac’s Clipboard (to paste on your iMac) or transfer your iMac’s Clipboard contents to the office PC (to paste there). The preferences for the Screen Sharing application (choose Screen Sharing ➪ Preferences) let you choose whether to start with screen scaling and adaptive qual-

Note

ity turned on. You can also choose whether to encrypt only passwords and keystrokes or to encrypt all network data (which is more secure but slower).

When you finish working on your office Mac, you can simply log out and choose Screen Sharing ➪ Quit Screen Sharing. If you don’t need to access the office Mac before you go into the office again, shut it down before quitting Screen Sharing. Remember that your actions appear on the Mac’s screen as normal as you work via Screen Sharing, so anybody near your Mac can see what you’re doing. You won’t

Caution know they’re watching unless they try to wrest control of the apparently possessed Mac from you.

Troubleshooting Back to My Mac At this writing, Back to My Mac is an impressive and promising feature, but it doesn’t work consistently across all connections. If you have trouble making Back to My Mac work, check the following:

• You’ve connected your network router directly to your cable or DSL router. If your cable or DSL router includes the network router, you’re all set.

• Your router supports Universal Plug and Play (UPnP) or Network Address Translation Port Mapping Protocol (NAT-PMP). UPnP is widely used in cable and DSL modems, while NAT-PMP is an Apple protocol.

continued

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iMac Portable Genius continued

• You’ve turned on UPnP or NAT-PMP on the router. For example, to turn on NAT-PMP in an AirPort Express or AirPort Extreme, launch AirPort Utility (see Chapter 4), click Manual Setup, click Internet in the toolbar, click the NAT tab, and then select the Enable NAT Port Mapping Protocol option. Click Update to apply the change.

• If your router doesn’t support UPnP or NAT-PMP, you have a public, routable IP address. This is an IP address that is “visible” from the Internet rather than being hidden behind a router.

• If you’re using a third-party firewall, you’ve configured it to allow UDP connections to port 4500. Leopard’s built-in firewall automatically allows these connections.

• You’ve turned on Back to My Mac on each Mac. • Both the Macs are running the same version of Mac OS X with all the latest updates applied.

Controlling your Mac using Screen Sharing or VNC If you don’t have a .Mac account or can’t use the .Mac service in your office, you can use Screen Sharing or Virtual Network Computing (VNC) instead to control your office Mac from your iMac. VNC is a networking technology that provides screen sharing and remote control on most major operating systems (including Windows, Unix, and Linux). First, set up Screen Sharing on your office Mac. Follow these steps:

1. Choose Apple menu ➪ System Preferences, and click Sharing. The Sharing preferences appear.

2. Click Screen Sharing in the left list box. Mac OS X displays the Screen Sharing controls (see figure 8.3).

3. If necessary, change the name in the Computer Name box. If your network administrator has assigned an impenetrable corporate name, you might change it to a name you can recognize more easily.

4. If you will need to control the Mac via VNC rather than Screen Sharing, click Computer Settings. On the sheet shown in figure 8.4, select the VNC viewers may control screen with password option, type the password, and then click OK.You’ll then need to type your user account password to confirm the setting.You then return to the Sharing preferences sheet.

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8.3 Set up Screen Sharing on your office Mac so that you can control it from home.

5. In the Allow access for area, choose who may access the Mac via Screen Sharing. Normally, it’s best to select the Only these users option and line up the users in the list box.Your name already appears there — and for security, you

8.4 If you will use VNC to control the Mac remotely, set the password on this sheet.

should add other users only when it becomes necessary.

6. In the list on the left, select the Screen Sharing check box. 7. Choose System Preferences ➪ Quit System Preferences. That was the easy bit.The next part is a little trickier:

1. If your office Mac is located behind a firewall, turn on port forwarding and configure it to route the Screen Sharing request to your Mac. Most office networks use firewalls for security. If you don’t administer the office network, ask the administrator to set up the port forwarding.

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iMac Portable Genius 2. Find out your office Mac’s IP address. Open the Network preferences, click your main network connection (for example, Ethernet), and look at the IP Address readout.To make sure the IP address doesn’t change, configure the Mac to use a static IP address rather than a dynamic IP address. Again, you may need to ask the administrator to do this.

3. On your iMac (your home Mac), add Screen Sharing to the Applications folder. Open a Finder window to the /System/Library/CoreServices folder. Click and drag the Screen Sharing application to your Applications folder (or to the Dock, if you prefer) so that you can run Screen Sharing easily. When you finish your preparations, you can connect your iMac (your home Mac) via Screen Sharing across the Internet like this:

1. Launch Screen Sharing from the Applications folder or the Dock. Screen Sharing displays the Connect to Shared Computer dialog (see figure 8.5).

2. Type your office Mac’s IP address in the Host box, and click Connect. Screen Sharing prompts you for your

8.5 The Connect to Shared Computer dialog lets you connect to another Mac across the Internet via Screen Sharing.

name and password.

3. Type your user name and password, and click Connect. Screen Sharing connects to your office Mac and displays its screen in a window. You can now work on your office Mac as described in the previous section. If your Mac doesn’t have Leopard, you can connect via VNC instead of Screen Sharing. To do so, install a VNC client such as Chicken of the VNC (free from www.apple.com/downloads/macosx/ networking_security/chickenofthevnc.html and many other sites), type your Mac’s IP address, and connect.

Connecting via File Sharing If you need to copy files to or from your office Mac rather than control it remotely, you can connect via File Sharing instead. As with screen sharing, you need to know your office Mac’s IP address or have configured port forwarding on the router to be able to reach the office Mac across the Internet.

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Chapter 8: How Can I Telecommute on My iMac? Here’s how to connect via File Sharing:

1. Click the Finder button on the Dock, and then choose Go ➪ Connect to Server. The Connect to Server dialog appears (see figure 8.6).

2. Type your office Mac’s address in the Server Address box. Click the Add (+) button if you want to add the address

8.6 Use the Connect to Server dialog to connect to your office Mac via File Sharing.

to the Favorite Servers list so that you can choose it more easily next time.

3. Click Connect, and type your name and password when prompted. Mac OS X prompts you to select the volumes you want to mount (see figure 8.7).

4. Select each volume you want to use. Shift+click to select a range of volumes, or Ô+click to add a volume to those you’ve already selected.

8.7 Choose the office Mac’s volumes you want to use via File Sharing.

5. Click OK. A Finder window opens showing your office Mac in the Shared section of the sidebar, and the volumes you chose appear on your iMac’s Desktop.You can then manage files as usual — for example, you can copy files from your office Mac to your iMac.

6. When you finish using File Sharing, click the Eject button next to your office Mac in the sidebar to close the connection.

Connecting via Secure Shell When you can’t connect to your office Mac via Back to My Mac, Screen Sharing, or File Sharing, you can fall back on Secure Shell (SSH) and Remote Login.This means working from the command line in a Terminal window, so you don’t have the comfort of the Mac OS X graphical interface and you need to know at least a few Unix commands.

You can connect to your office Mac via Secure Shell from any computer — it doesn’t

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have to be a Mac.

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iMac Portable Genius First, turn on Remote Login on your office Mac. Follow these steps:

1. Choose Apple menu ➪ System Preferences. 2. Click Sharing (in the Internet & Network section) to open the Sharing preferences. 3. If the padlock button is closed, click it and type your user name and password, and then click OK.

4. In the list on the left, click Remote Login. The Remote Login options appear. 5. In the Allow access for area, choose who may access the Mac via Remote Login. The default setting is All users, but it’s best to select the Only these users option. Click the Add (+) button, and add your user.

6. In the list on the left, select the Remote Login option. 7. Look at the login information given under the Remote Login: On indicator. This tells you the login name and IP address to use for SSH; for example,“ssh [email protected].”

8. Choose System Preferences ➪ Quit System Preferences. You can now log in from your iMac as follows:

1. Click the Finder button on the Dock, choose Go ➪ Utilities, and then double-click Terminal. A Terminal window opens.

2. At the command prompt, type ssh and the login name and IP address for your office Mac, and press Enter. If you have a different username on your office Mac than on your iMac, type ssh -l and your username, and then the login name and IP address for the office Mac.

3. Type your password when prompted. You then see a prompt for your office Mac, and you can run commands on it. For example, you can use the scp command to securely copy files from one Mac to the other.

4. Type exit and press Enter when you’re ready to end the session. 5. Choose Terminal ➪ Quit Terminal.

Connecting to your company’s network If your company won’t let you connect directly to your office Mac from home, it may let you connect to the company network instead via a virtual private network (VPN) connection. VPN uses encryption to create a secure “tunnel” across the Internet from your iMac to the company’s VPN server.

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Controlling Your Work PC Remotely If you have a PC at work and a fast Internet connection both at work and home, you can use Microsoft’s Remote Desktop Connection application to work on your office PC using your iMac. You can download Remote Desktop Connection for free from the Mactopia area of the Microsoft Web site (www.microsoft.com/mac/products/remote-desktop/default.mspx). When you use Remote Desktop Connection, you log in remotely to your PC, so anyone at your PC sees only the login screen, not what you’re doing. You can set the size of the Windows Desktop to the size you need without affecting your PC’s screen. And you can run Remote Desktop Connection either in a window or full screen.

Ask the network administrator for the VPN details: Server address or name. This can be either an IP address or a computer name. Your login name and password. This may be your regular login for the work network or a separate remote-access account.The administrator may require you to use a certificate rather than a password to authenticate yourself. Encryption type. This is either Layer 2 Tunneling Protocol (L2TP) over IPSec or Point-toPoint Tunneling Protocol (PPTP). L2TP is more secure than PPTP. Armed with those details, set up the VPN connection on your iMac like this:

1. Choose Apple menu ➪ System Preferences. 2. Click Network (in the Internet & Network section) to open the Network preferences.

3. Click the Add (+) button below the service list. The sheet shown in figure 8.8 appears.

4. Choose VPN in the Interface pop-up menu.

8.8 The first step in setting up a VPN is to create the network entry.

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iMac Portable Genius 5. Choose the encryption type — L2TP over IPSec or PPTP — in the VPN Type pop-up menu.

6. Type a name for the VPN connection in the Service Name. This name is for your benefit, so you can make it descriptive — but keep it short so it fits in the list of network interfaces.

7. Click Create. The sheet closes, and the VPN connection appears in the list of network interfaces (see figure 8.9).

8.9 You can specify the details of the VPN connection.

8. Type the VPN server’s IP address in the Server Address text box.

9. Type your account name. 10. Click Authentication Settings to open the Authentication sheet (see figure 8.10).

11. Choose your means of authentication. For example, select the Password option button and type the password, or choose a certificate type, click Select, and pick the certification.

12. Click OK to close the Authentication sheet.

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Chapter 8: How Can I Telecommute on My iMac? 13. Select the Show VPN status in menu bar option. 14. Click Apply to finish creating the VPN connection. You can now connect to the VPN connection by clicking the connection in the list of network interfaces and clicking Connect. After you connect, you can access folders and resources on the network, but at much slower speeds than if you were connected directly. To close the VPN connection, open the VPN menulet at the right end of the menu bar and click Disconnect.

Moving files with portable drives When you need to transfer files between two computers that aren’t on the same network, a portable drive is often the handiest choice. USB key drives or thumb drives come in ever-larger sizes, with 64GB being the largest size at this writing. If you need to move larger files, use a USB external drive. To move files with a portable drive, simply copy the files from your Mac to the portable drive, eject it and take it to the other computer, and then copy the files across. Another option is to transfer the files by using a storage site on the Internet, uploading the files from one computer and downloading them to the other. If you have a .Mac account, your iDisk provides an easy way to transfer up to 20GB of files, either using your private folders or your Public folder. If you don’t have a MobileMe account, you’ll find plenty of other storage sites to use. Many offer a small amount of free storage to entice you to pay for an upgrade. If you have an iPod, you can use it to transfer files. In iTunes, click the iPod in the Devices category in the Source list, click the Summary tab, select the Enable disk use

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option, and then click Apply. The iPod then appears as a drive in the Finder, and you can copy files to it as you would to any other drive.

Using Google Docs with an iMac When you need to use another computer, taking your files with you on a portable drive is one option — but the other computer must have suitable applications to open and edit the files.To get around this problem, you can use online applications to create and edit your files instead.

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iMac Portable Genius Google Docs (http://docs.google.com) is a free and effective suite of online applications. You can create word-processing documents, spreadsheets, and presentations online; copy files to and from your iMac; and even collaborate with others on the documents. The great thing about Google Docs is that you can access it from any computer using almost any Web browser. On your iMac, simply open Safari, go to the Google Docs Web site, and sign up for an account.You can then start creating documents. Figure 8.11 shows an example.

8.11 Google Docs has a browser-based interface that’s easy to use but packs plenty of features.

Google keeps adding features to Google Docs, and is currently rolling out Google Gears to Google Docs subscribers. Once your Google Docs account is enabled with

Note

Google Gears, you can edit your documents not only when you’re online but also when you’re offline. When you go back online, you then synchronize the changes you’ve made offline with the online versions.

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At this writing, Google Docs doesn’t fully support creating presentations in Safari. For best results, you may need to use another browser, such as Camino (www.camino

Note

browser.org).

These are the main maneuvers you’ll need to take with Google Docs: Create a new file. Click the New button, and then choose Document, Spreadsheet, or Presentation. Save a file. Click Save. Google Docs automatically names a word-processing document or presentation using all or part of the first paragraph (if you’ve typed text). For a spreadsheet file, you can specify the name. Create a folder. Click the New button, and then click Folder.You can build as complex a folder structure as you need to keep your documents in order. Upload a file from your iMac. Click the Upload button on the main screen, and then use the Upload a File form to choose the file and post it.Table 8.1 explains the file formats you can upload. Copy a file to your iMac. In the documents list, check the box for the file and for any other files of the same type you want to copy at the same time. Click More Actions on the toolbar, and then choose the appropriate Save command. For example, select several documents, click More Actions, and then click Save as Word to save them in Word format. Your browser downloads the files to your Downloads folder (set in its preferences). Share a file with others. In the documents list, check the box for the file, and then click Share on the toolbar.The Add collaborators or viewers dialog appears (see figure 8.12).Type the recipient’s e-mail address (or pick it from your contacts). Choose as Collaborators in the pop-up menu if you want the person to be able to change the file; otherwise, choose as Viewers. Adjust the subject line (which shows the document name) and the message as needed, and click

8.12 You can share a Google Docs file with others, either as collaborators (who can change the file) or as viewers (who can’t change it).

Send Invitations. Each of your collaborators or viewers must have a Google Docs account to access the document, but they can create a new account in a minute if necessary.

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iMac Portable Genius Find a file. Click in the Search box, type the term, and click Search Docs.You can also save searches.

Table 8.1 File Formats for Uploading to Google Docs Google Docs Type

File Formats You Can Upload

Word processing

Microsoft Word 2003/2004 and earlier format (.doc) OpenDocument Text (.odt) StarOffice Text (.sxw) Rich Text (.rtf ) HTML Plain text (.txt)

Spreadsheet

Microsoft Excel 2003/2004 and earlier format (.xls) OpenDocument Spreadsheet (.ods) Comma-separated values text (.csv)

Presentations

PowerPoint presentation files (.ppt) and templates (.pps).

You can even start creating a new Google Docs document from your iPhone or iPod touch. Create a note on the iPhone or iPod touch, and then send it as e-mail to the

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address shown in the Email-In Your Documents and Files box on the Upload a File page in Google Docs.

Using online services to collaborate Your iMac and Mac OS X provide a great set of tools for collaborating with colleagues, and services such as Google Docs (discussed earlier) can extend these capabilities with online editing. Here are examples of services you may want to look into when Mac OS X doesn’t meet your needs or you’re away from your Mac: Zoho. Zoho (www.zoho.com) provides a wide range of software, from online word processing, spreadsheets, and presentations to project management and Web conferencing. Zoho’s applications are free if you’re an individual user, but Zoho charges for organizations. ScribbleWiki. ScribbleWiki (http://scribblewiki.com) is great when you need to put together online documentation for a project. By hosting the documents online and providing a structure that’s easy to navigate and search, a Wiki lets you quickly create the documentation you need and identify areas that are deficient.

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Chapter 8: How Can I Telecommute on My iMac? Wikidot. Wikidot (www.wikidot.com) is another site on which you can put together a Wiki, collaborating with your coworkers. Yuuguu. Yuuguu (www.yuuguu.com) lets you share your screen and perform Web conferencing with both PCs and Macs. Use this service when iChat and iChat Theater (discussed next) don’t meet your needs. SendAlong. SendAlong (www.sendalong.com) is a handy tool for transferring files that are too large for normal mail servers.You can send files of up to 100MB. SendAlong accounts are free for low-level use but cost more for extra bandwidth and unlimited use. Use this service when you don’t have a convenient means of transferring large files (such as an FTP site or a shared account on an online storage site). PDF Online. PDF Online (www.pdfonline.com) is a free service that lets you convert many file formats (including Word documents, Excel spreadsheets, PowerPoint presentations, and HTML documents) to PDF.

Collaborating with colleagues using iChat Theater Reaching out to grab control of your office Mac over the Internet via Back to My Mac or Screen Sharing allows you to communicate directly with your colleagues via your office e-mail system. But sometimes you need to go a step further and actually maintain a presence in your office — while you’re not physically present. You can do this by using the iChat Theater feature built in to iChat. Your colleagues must also be running iChat. iChat Theater enables you to give Keynote presentations, display documents, or show QuickTime movies on a remote Mac. You can also run iPhoto slide shows, though these tend to be used more in home settings than business settings. You can use iChat Theater either in an existing video chat window or to start a new video chat. If you have trouble starting iChat Theater with a file, try establishing a

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video chat first and verify that the connection is working satisfactorily before starting iChat Theater.

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iMac Portable Genius To use iChat Theater, launch iChat as usual.You can then share a file like this:

1. Choose File ➪ Share a File with iChat Theater. The Share with iChat Theater dialog appears.

2. Select the file and click Share. iChat Theater displays a message telling you to invite a buddy to a video chat (see figure 8.13).

3. Choose your buddy in the main iChat window, and then click the Start a Video Chat button at the bottom of the window. When your buddy accepts

8.13 To use iChat Theater, choose the file you want to show.You can then select the iChat buddy with whom you want to share the file.

the invitation, iChat starts playing the file you chose.

4. When the file stops playing — or after you stop it manually — you can move on to other forms of communication via iChat or simply close the window. You can also choose File ➪ Stop Sharing with iChat Theater to turn off the sharing. If you want to share your iPhoto library, or an event or album, the process is similar, but you choose File ➪ Share iPhoto with iChat Theater instead. The iPhoto dialog appears (see figure 8.14). Choose the library, event, or

8.14 You can also share an iPhoto album or event — or your whole iPhoto library — via iChat Theater.

album, and click Share.

Tracking your time and billing When you work out of the office, you probably find it vital to keep track of how you spend your hours.You may need to be able to tell your boss what you were doing on your telecommuting days so that you can prove your productivity was at least as high as when you’re ironing the seat of your office chair. Or you may need to bill your clients for the hours you spend on their projects. If you track time on your Mac, one of the best solutions is TimeSlice (www.timeslice.us — not www.timeslice.com). TimeSlice (see figure 8.15) lets you tracks multiple projects at the same time using an easy-to-understand interface.

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8.15 TimeSlice lets you maintain running timers on the projects you’re working on.

If you prefer to track your time online instead, look at services such as these: FreshBooks. FreshBooks (www.freshbooks.com) is an online time-tracking and invoicing solution. FreshBooks offers a free trial, so you can see whether it suits you. myHours.com. myHours.com (www.myhours.com) lets you track projects either in real time or by entering data you’ve logged in another program (or on paper). Harvest. Harvest (www.getharvest.com) is an online program for tracking time spent, expenses, and billing. Harvest offers a free trial, allowing you to test it before buying.

Using Windows Even the most die-hard Mac enthusiast may need to use Windows programs sometimes, either for work or for play. Because Apple has designed your Mac as a kind of super-PC, you can easily install Windows on your Mac and run those programs without getting rid of Mac OS X.

Installing Windows on your iMac If you need Windows on your iMac, you have two choices: Install Windows directly on your iMac. Mac OS X’s Boot Camp feature allows you to create a separate partition on your hard drive and install Windows on it.You can then boot your iMac into Windows instead of Mac OS X. Install Windows in a program on your iMac. Use virtual machine software to run Windows on top of Mac OS X.The virtual machine application provides a pretend PC in software that’s good enough to fool Windows into thinking it’s running on a real PC. See the following sidebar for details on installing Windows on a virtual machine.

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Installing Windows on a Virtual Machine In many cases, installing Windows on a virtual machine is actually better than installing Windows directly on your Mac for three reasons:

• Your Mac configuration doesn’t change. There’s no messing about with your partitions (which can go wrong, although it usually doesn’t).

• You can run Mac OS X and Windows at the same time. If you need to transfer data from one OS to the other, you can do so in moments.

• Backup is easy. If you use a virtual machine to run Windows, you can easily back up all of the Windows hard drive to a DVD or a USB drive. You can then easily restore Windows if the virtual machine has a problem. The principal disadvantage to using a virtual machine is that it runs more slowly than a real computer. But if your iMac has an Intel Core Duo processor and 1GB or more RAM, you will probably find performance acceptable. There are two main virtual machine programs for the Mac:

• Parallels Desktop for Use (www.parallels.com). The package includes Acronis disk-imaging software, which you can use to keep a backup of your Windows installation.

• VMWare Fusion (www.vmware.com). VMWare Fusion includes highly automated setup routines that take the work out of installing many versions of Windows. The chapter opening figure shows Windows XP Home Edition running on VMWare Fusion. Both Parallels Desktop for Mac and VMWare Fusion have a trial version available for download, so you can try installing Windows and decide which works best for you. Both these programs also let you run an installation of Windows that you’ve installed using Boot Camp as a virtual machine instead.

Choosing between Vista and XP Leopard is by far the best choice of operating system for your iMac, because not only does it provide great new features like Spaces and Time Machine, but it also works better than earlier versions of Mac OS X, such as Tiger and Panther.

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Chapter 8: How Can I Telecommute on My iMac? With Windows, however, the choice is less clear-cut — especially when you’re looking to run Windows on your iMac. Windows Vista is the latest and supposedly greatest version of Windows, but it has much heavier hardware demands than Windows XP, which means that it will usually run much more slowly on your iMac. You’ll notice the difference especially if you’re running Windows on a virtual machine, where Windows has to share your iMac’s RAM with Mac OS X. Table 8.2 compares the hardware requirements for Windows XP and Windows Vista. Whether you choose Windows XP or Windows Vista, you also need to choose which edition of Windows you want.Table 8.3 explains the three main editions of Windows XP. Table 8.4 explains the six main editions of Windows Vista.

Table 8.2 Hardware Requirements for Windows XP and Windows Vista Operating System

Windows XP

Windows Vista

Disk Space (Minimum)

2GB

16GB

Disk Space (Recommended)

20GB or more

40GB or more

RAM (Minimum)

128MB

512MB

RAM (Recommended)

512MB or more

2GB or more

Processor

G5 or any Intel Mac

Dual-core Intel Mac

Optical Drive

CD or DVD

DVD

Graphics

4MB

128MB

Table 8.3 Windows XP Editions Windows XP Editions

Explanation

Choose This Edition For Use

Home Edition

For home users who don’t need At home or in a small business on TV and multimedia features. networks that don’t have a Windows server.

Media Center Edition

For home users who need TV and multimedia features.

At home when you want TV viewing and recording features.

Professional

For business users who need complex networking and encryption.

In businesses on networks that do have Windows servers.

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Table 8.4 Windows Vista Editions Windows Vista Editions Explanation

Choose This Edition For Use

Starter Edition

Stripped-down version for “emerging markets” to discourage piracy of more expensive editions.

(Available only in certain countries.)

Home Basic Edition

Minimal edition for firstworld countries. Lacks the highly graphical Windows Aero interface and TV viewing and recording.

On underpowered computers.

Home Premium Edition Main edition for home users. Includes Windows Aero interface and TV viewing and recording.

At home when you want TV viewing and recording features.

Business Edition

For business users who need complex networking and encryption.

In businesses on networks that have Windows servers.

Ultimate Edition

For business users who need networking, encryption, and TV viewing and recording. Includes all Business features and Home Premium features.

At home or in businesses when you need all available Windows features.

Enterprise Edition

For large corporations only.

Available only to corporate customers.

Confused yet? Choosing the best version of Windows can be tough, especially as Windows Vista is more expensive than Windows XP — but Microsoft is ending official support for Windows XP in summer 2008. In the end, your choice will probably come down to what you want to do with Windows. Here’s my suggestion: Business use. Choose Windows Vista Business Edition if you have a dual-core iMac and need to connect to Windows networks. If you have a single-core iMac, choose Windows XP Professional. Home use. Choose Windows Vista Home Premium Edition if you have a dual-core iMac and want the full Vista interface and TV features. If you have a single-core iMac, choose Windows XP Home Edition. Light use. If you just need to run the occasional Windows application, run Windows XP Home Edition or Windows XP Professional under VMWare Fusion or Parallels Desktop. Gaming. Choose depending on the game’s requirements. For example, if the game is designed to run on Windows Vista, choose Windows Vista Home Premium Edition.

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Performing the installation To install Windows on your iMac, take a deep breath and follow these steps:

1. Get a suitable copy of Windows. You need either one of the mainstream versions of Windows Vista (Home Basic, Home Premium, Business, or Ultimate) or Windows XP with Service Pack 2 or Service Pack 3. (Windows XP can be either Windows XP Home Edition or Windows XP Professional.)

2. Locate your Mac OS X install disc. If you bought Leopard preinstalled, your iMac should have included a disc called Mac OS X Install Disc 1. If you bought Leopard new, use the Leopard DVD.

3. Back up your Mac OS X data using Time Machine (see Chapter 12). Boot Camp should be safe, but when you’re partitioning a hard drive and installing an operating system, something can always go wrong.

4. Click the Finder button on the Dock, and then choose Go ➪ Utilities to open the Utilities folder.

5. Double-click Boot Camp Assistant. The Assistant starts. 6. On the opening screen, click Print Installation & Setup Guide to print the documentation.

7. Click Continue. The Create a Partition for Windows screen appears (see figure 8.16). 8. Click and drag the divider bar to increase or decrease the size of the Windows partition. Boot Camp Assistant suggests 5GB, which is enough for a modest installation of Windows XP but not enough for Windows Vista (which needs at least 16GB).You can click Use 32 GB to create a 32GB partition or click Divide Equally if you want to devote half the iMac’s hard drive. Usually, the least-expensive way to get a legitimate copy of Windows is to buy an OEM version or system builder version. (OEM is the abbreviation for Original

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Equipment Manufacturer, which in the PC world means a company that builds PCs it sells.) Most online stores will sell you an OEM version of either Windows Vista or Windows XP. For some versions, you will need to buy a system component to confirm that you’re building a computer. This system component can be any major internal component of a PC, such as a RAM chip or a hard drive. Even allowing for the cost of this component, an OEM version of Windows Vista is normally much less expensive than a stand-alone version that you buy from a retailer.

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8.16 Click and drag the divider bar to set the size of the Windows partition.

9. Click Partition. Boot Camp Assistant creates the partition for Windows, and then prompts you to insert your Windows disc.

10. Insert the disc, and click Start Installation. Your iMac restarts and automatically launches the Windows installation routine.

11. Choose the installation partition. The partition is labeled BOOTCAMP and set to the size you chose, so it’s easy enough to find.

12. Format the installation partition with NTFS. This is required for Windows Vista but optional for Windows XP. l Windows Vista. Click Drive Options (Advanced), click Format, and then click OK. l Windows XP. Choose Format the partition using the NTFS file system (Quick).

Windows uses a tool called activation to discourage software piracy. Windows will run only for a set period (usually 14 or 30 days, depending on the version) before

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requiring activation. The setup routines for Windows XP and Windows Vista include automatic activation, but I strongly suggest you wait until you’ve had a chance to check how well Windows suits your iMac (and yourself ) before tying this copy of Windows to the computer. When installing Windows Vista, deselect the Automatically activate Windows when I’m online option on the Type your product key for activation screen. When installing Windows XP, skip the Activate Windows Now prompt near the end of the setup routine. Windows reminds you aggressively that you need to activate it, so there’s no risk you will forget.

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If your Windows partition is 32GB or smaller, you can use the FAT32 file system for Windows XP. The advantage is that you can then save files to the Windows partition

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directly from Mac OS X (which you can’t do if the partition uses NTFS).The disadvantage is that Windows XP doesn’t run as well on FAT32 as on NTFS.

13. Follow through the rest of the installation, and set up a user account when prompted. Windows then starts.

Getting Mac hardware to work on Windows The first time Windows starts, your screen will probably look a mess, with the gadgets of the sidebar (Windows’ equivalents of widgets and Dashboard) overlapping the Welcome Center window that opens automatically. Worse, the screen will be fuzzy, because the resolution is set too low. You can fix this easily after you install the drivers needed to tell Windows how to work with the iMac’s hardware. Here’s how to install the drivers:

1. Click Start, and then click Computer (on Windows Vista) or My Computer (on Windows XP). A Computer window or My Computer window opens.

2. Right-click the DVD drive and choose Eject. Remove the Windows disc when your iMac ejects it.

3. Insert your Mac OS X disc. The AutoPlay dialog appears. 4. Click Run setup.exe. On Windows Vista, you then need to click Continue in the User Account Control dialog that appears.The Boot Camp Installer window then appears.

5. Click Next, and follow the steps of the installation process. This takes several minutes, and you’ll see pop-up messages and hear audio tones as various components spring to life.

6. When you see the Boot Camp installer completed screen, click Finish. Boot Camp then prompts you to restart your iMac (see figure 8.17).

7. Click Yes. Your iMac restarts. After you log in, Boot Camp automatically sets the display resolution to match your iMac’s screen, so the windows display cor-

8.17 After installing the Windows drivers, you must restart your iMac.

rectly. Boot Camp also displays the Boot Camp help window to help you get started using Windows.

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User Account Control is a Windows Vista feature that double-checks each time someone tries to install software or change an important system setting. This check is to

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ensure that you have requested the action rather than a malevolent software program requesting it.

Windows is a fact of life for hardware manufacturers, so most third-party hardware that works with Macs also has Windows drivers.These are the three main sources for Windows drivers for hardware: Windows Update. Windows Update provides drivers submitted by hardware manufacturers for Windows compatibility testing. If Windows finds a nonfunctioning device attached to your iMac, follow the prompts in the wizard (which starts automatically) to search automatically for drivers. Hardware manufacturer’s Web site. If Windows Update can’t provide a driver, go to the hardware manufacturer’s Web site and search for a driver. Third-party driver sites. Sites such as DriverGuide.com (www.driverguide.com) provide a wide range of drivers, including ones for older equipment whose manufacturers are no longer supporting the devices (or no longer in business). Some sites charge for downloads or require you to become a member.You may be able to bypass membership requirements by searching for the driver on a search engine (for example, Google) and then going directly to the driver’s page on the driver site rather than using the driver site’s search tool. Boot Camp starts Windows Vista using the Windows Vista Basic user interface, which doesn’t have all the flashy visual effects of the Windows Aero user interface. If you

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want to switch to Windows Aero for the full-on Vista experience, right-click the Desktop, click Personalize, and then click Windows Color and Appearance. In the Appearance Settings dialog box, click Windows Aero in the Color Scheme box, and then click OK.

Switching between Windows and Mac OS Because you can run only one operating system at a time using Boot Camp, you must restart your iMac to move between Windows and Mac OS X. First, tell Boot Camp whether to start in Mac OS X or in Windows by default. From Windows, follow these steps:

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Chapter 8: How Can I Telecommute on My iMac? 1. Click the Boot Camp icon (a gray diamond) in the notification area at the right end of the status bar, and choose Boot Camp Control Panel. On Windows Vista, you need to click Continue in the User Account Control dialog that appears.The Boot Camp Control Panel window opens (see figure 8.18).

8.18 Set your preferred operating system on the Startup Disk tab in Boot Camp Control Panel.

2. In the Select the system you want to use to start up your computer box, click the operating system you want to use by default: Macintosh HD or Windows.

3. Click OK. The Boot Camp Control Panel window closes. To shut down Windows and restart your iMac using Mac OS X, click the Boot Camp button in the notification area, and then click Restart in Mac OS X. In the confirmation dialog (see figure 8.19), click OK.Your iMac then restarts with Mac OS X as the default operating system. Here’s how to shut down Mac OS X and restart in Windows:

8.19 You can quickly shut down Windows and restart in Mac OS X.

1. Choose Apple menu ➪ System Preferences.

2. Click Startup Disk (in the System section) to display the Startup Disk preferences (see figure 8.20).

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8.20 Use the Startup Disk preferences to set your default OS and to restart your iMac with Windows.

3. In the Select the system you want to use to start up your computer box, click the operating system you want to use by default.

4. To restart in Windows, click Restart, and then click Restart on the confirmation sheet that appears. Otherwise, choose System Preferences ➪ Quit System Preferences. To override your default operating system when you start your Mac, press Option when you hear the startup chime. Hold Option down until the various startup disks appear. Click the one you want to use, and then click the arrow button to start it.

Connecting to Windows servers Even if you stick with Mac OS X on your Mac, you may well need to connect to Windows servers from time to time to access files. Here’s how to connect to a Windows server:

1. Click the Finder button on the Dock, and then choose Go ➪ Connect to Server. The Connect to Server dialog appears.

2. Type the server’s name or IP address in the Server Address box, putting smb:// before it to specify the Server Message Block (SMB) file-sharing protocol. Figure 8.21 shows an example.

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8.21 Connecting to a server by using the Connect to Server dialog.

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Chapter 8: How Can I Telecommute on My iMac? 3. When the server prompts you for your user name and password (see figure 8.22), type them. Select the Remember this password in my keychain option if you want Mac OS X to store the password, as is usually convenient.

4. Click Connect. Mac OS X exchanges your credentials with the server and then displays the available volumes (see figure 8.23).

5. Select the volumes (the shared folders) you want to use. Click one volume to select it. Shift+click to select a range of volumes, or Ô+click to add a volume to those you’ve already selected.

6. Click OK. Mac OS X connects to the volumes and displays a Finder window showing the contents of each.

8.22 Type your user name and password to get full access to the shared folders.

8.23 Choose the volumes (shared folders) you want to be able to access.

Keeping Windows Protected and Up to Date Whichever version of Windows you choose, update it to the latest service pack so that you have all the latest bug fixes and improvements. At this writing, the latest service packs are Windows Vista Service Pack 1 (released in March 2008) and Windows XP Service Pack 3 (released in May 2008). Microsoft releases smaller updates, called Windows Updates, frequently. Microsoft releases highpriority updates as soon as they are ready and releases less-important updates on the second Tuesday of each month, which is known as Patch Tuesday. The easiest way to get the latest service pack and other updates is to use Automatic Updates. You can do so by selecting the Use Recommended Settings option the first time you start Windows on your PC. You should also install antivirus software to keep Windows (and your iMac) protected against online threats.

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iMac Portable Genius When you finish using a volume, you can disconnect it in any of these ways: Click and drag the volume’s icon from your desktop to the Trash. Control+click or right+click the volume’s icon on your desktop or in a Finder window, and then click Eject. To disconnect all volumes for the server, click the Eject button next to the server’s entry in the sidebar. The next time you need to connect to the server, open the Connect to Server dialog, choose the server from the Recent Servers list (see figure 8.24), and click Connect.

8.24 You can use the Recent Servers list to reconnect to a server you’ve connected to before.

Making sure files translate across platforms When you work with people who use different operating systems (or platforms), use common file formats to make sure they can open and use the files you share with them. At this writing, one of the biggest pitfalls for collaborating with other companies is the new file formats that the Office 2008 applications (on the Mac) and the Office 2007 applications (on Windows) use. For example, Word 2008 and 2007 use an XML-based document format (with the .docx file extension) rather than the binary document format (.doc) Word has used since about 1997. Similarly, Excel 2008 and 2007 use an XML-based workbook format (with the .xlsx file extension) that’s completely different than the old binary workbook format (.xls). If you’re using the Office 2008 applications, check whether the people you work with can use the new file formats. If not, either save each file back to an older format before sharing it, or set the application to use the older format. For example, in Word 2008, choose Word ➪ Preferences, click Save, and then choose Word 97–2004 Document (.doc) in the Save Word files as pop-up menu.

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Microsoft provides a utility called the Microsoft Office Open XML File Format Converter for Mac that lets Office 2004 for Mac and Office v.X for Mac (the version

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before Office 2004) open the new file formats. At this writing, the File Format Converter for Mac is in beta. You can find it at www.microsoft.com/downloads/ details.aspx?familyid=AB66B5BF-37C3-41BB-945E-784782FC582C&displaylang=en.

If the people with whom you work aren’t using Office, choose a common format for your projects. For example, for word-processing documents, you might choose the Rich Text Format (.rtf ), which is available on almost every known word processor and text editor.

Using iWork Instead of Office Most new iMacs ship with a trial version of iWork ‘08, so you can try out its applications — the Pages word-processing application, the Numbers spreadsheet application, and the Keynote presentations application — for 30 days for free by launching the trial versions from your Applications folder. If your iMac didn’t include iWork ‘08, you can download the trial version from the Apple Web site (www.apple.com/iwork/trial/). If you like iWork, you can buy the full version. iWork provides impressive compatibility with the Microsoft Office applications — but not full compatibility.This section shows you what to do to get the best results when mixing iWork with Office.

Translating files The iWork applications create documents in different ways than the Office applications. As a result, you need to translate files when you move them from an iWork application to an Office application or vice versa. Office is the big dog of the office applications market, so usually the iWork applications are the ones in which you’ll perform the translations. Here’s how to translate iWork files to Office formats:

1. With the file open in the appropriate iWork application, choose File ➪ Export. The Export sheet appears. Figure 8.25 shows the sheet for exporting documents from Pages.

8.25 The iWork applications let you export documents in various formats, including the Microsoft Office formats.

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iMac Portable Genius 2. At the top of the sheet, click the format you want to use. For example, the Pages sheet offers you PDF, Word, RTF, and Plain Text. l Select the PDF option if the recipient needs only to view the document, not edit it. l Choose the Office file format (for example, Word) if you want to include as many

features of the original file as possible. l Choose RTF if you need only the text and major formatting. l Choose Plain Text if you need only the text.

3. Click Next, specify the name and folder for the exported file, and click Export. The iWork application exports the document to the file you specified. The iWork applications contain strong features for importing documents in the major Office formats. Simply choose File ➪ Open, select the Office document in the Open dialog, and click Open. The iWork application automatically converts all the document elements that it can read.

Ensuring compatibility The only way to ensure complete compatibility between an iWork document and Office is to use a standard file format such as Rich Text Format (RTF; for word-processing documents), commaseparated values (CSV; for spreadsheet files), or HTML (for presentations). The problem with using these formats is that you lose complex formatting and features — maybe even the features for which you wanted to use the iWork or Office application rather than a more-limited application. That said, by keeping your use of complex features to a minimum, you can minimize problems in translating files between the iWork formats and the Office formats. For example, if you create simple documents that contain only text and basic formatting (including styles), you will usually find that they appear correctly in Word. However, when a document has a complex layout, you may find either subtle or dramatic differences when you export the document from Pages and then open it in Word. There’s no workaround for these differences beyond fixing the formatting in the application in which you open the document. For example, when you open a document exported from Pages in Microsoft Word, you may find that extra paragraphs appear, leaving blank lines in the Word document.You can delete these extra paragraphs, but you need to do so manually. If the person for whom you’re exporting the iWork document needs only to view the document rather than edit it, export the document as a PDF. This format is pretty

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much guaranteed to display correctly on almost all known operating systems, given a PDF reader application.

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Using open source office suites At this writing, it looks as though the world economy is heading into a recession, which means it’s a poor time to be spending hundreds of dollars on software if there’s an alternative. If you’re considering buying either iWork or Microsoft Office, consider the alternatives, because you can install a full-featured suite of office software on your iMac without paying a penny. There are two main contenders for your affections: OpenOffice.org. OpenOffice.org (www.openoffice.org) is a free software suite that includes a word processor (Writer), a spreadsheet program (Calc), and a presentations program (Impress). OpenOffice.org runs under the X11 window system.You see an X11 menu at the top of the screen rather than OpenOffice.org menus; the OpenOffice.org menus appear in the OpenOffice.org window (see figure 8.26), as in Windows applications.This feels odd to begin with, but you’ll probably get used to it soon enough.

8.26 OpenOffice.org keeps its menus within its own window and requires X11 to run, but otherwise is easy to use.

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iMac Portable Genius NeoOffice. NeoOffice (www.neooffice.org/) is a version of OpenOffice.org that’s customized for the Mac. NeoOffice (see figure 8.27) looks like other Mac applications and uses the Mac menu bar as normal.

8.27 NeoOffice is a free and full-featured suite of office software.

Neither OpenOffice.org nor NeoOffice matches Microsoft Office feature for feature, but both have more than enough features for most needs. And because they’re free, you lose nothing by trying them to see if they suit you.

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9

Do I Have to Use the Software My iMac Came With?

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1 2 3 4 5 6 7 8 9 10 11 12 13 The answer to the question posed by this chapter’s title is quite simple: Of course not.This book, and others about Mac computers, tends to focus on the programs that come “in the box” with your iMac, because those programs tend to do their jobs quite well and — of course — they’re free. But if Apple’s software doesn’t fill your needs, you’ve got a lot of choices, from freeware and shareware to shrink-wrapped commercial software. In this chapter, I show you some of your options, along with ways to make the changeover as painless as possible.

Trying Out Alternative Web Browsers . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236 Improving Your E-mail and Chat Experience . . . . . . . . . . . . . . . . . . . . . . . 244 Problems with Using Non-Apple Software. . . . . . . . . . . . . . . . . . . . . . . . . 252

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Trying Out Alternative Web Browsers Safari, introduced in 2003, quickly became so popular with Mac users that Microsoft stopped developing Internet Explorer for the Mac. Now it comes in a Windows version, too, and Windows users love its stability, speed, and ease of use just as much as Mac users have for years. But Safari isn’t always the right Web browser for the job. Sometimes — like any other browser — it runs into a site that it can’t display correctly, usually because the site’s designer has violated Web standards. Safari doesn’t have some of the special features that other browsers offer, such as Opera’s built-in e-mail client. And if you’re a speed demon, you’ll want to head for the fastest browser on the Mac — which may or may not be Safari on any given day. You can install as many Web browsers on your system as you want. You have to designate one of them as the default — the browser that opens when you click a Web link in an e-mail or another program — but you can always switch to another browser to continue working. For example, most of the time I use Safari, but I’ve found that Firefox works better with a credit card site I need to access about once a month. So when it’s time to reconcile my credit card account or pay the bill, I just use Firefox for that single task. If you do any Web design, you probably already know that it’s vital to try your pages out on different browsers to make sure they render as intended no matter which

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browser viewers use. Some Web design programs even enable you to designate multiple browsers for previewing pages; you can open a given page in the browser of your choice or in several browsers at once.

The next few sections cover some special-purpose Web browsers. If you’re just looking to kick the tires on some everyday Web transportation, however, here are a few of your choices: Firefox. This free, open source application (www.mozilla.com/firefox/) is descended from the venerable Netscape Navigator by way of the Mozilla Application Suite. It’s designed for simplicity, security, and extensibility, with hundreds of extensions available; out-ofthe-box, it features Web browsing and display of RSS feeds. Camino. Also based on Mozilla and also free, Camino is intended to integrate seamlessly with the Mac OS in terms of style and usability (www.caminobrowser.org). It’s strictly a Web browser (see figure 9.1); one notable feature is a whitelist for pop-up blocking so that you can block pop-up ads without blocking the pop-up windows created by, say, your bank’s Web site.

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Chapter 9: Do I Have to Use the Software My iMac Came With?

9.1 Camino is not a power user’s browser — instead, think Zen. It’s elegant and simple to use with no extraneous features.

Opera. A Norwegian product (www.opera.com), Opera actually consists of an entire suite of programs, like the old Netscape Communicator. It features Web browsing, e-mail, Usenet, RSS, BitTorrent, and chat access.Though it’s slow to start up, it’s quite speedy once running and has been the fastest Web browser around at times in the past. It’s also free. OmniWeb. Like the Mac itself, the Omni Group (www.omnigroup.com) tends to collect rabid fans. If you like its products, for the most part, you really like them.The $15 OmniWeb was the first Web browser released for Mac OS X, and it’s strong on power user features such as per-site preferences and tab thumbnails (see figure 9.2). It displays Web pages and RSS feeds.

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9.2 OmniWeb’s tab drawer, shown here at the left side of the window, enables you to see exactly what page is displayed in each tab without having to switch.

iCab. The primary reason this browser stands out from the pack is that it still comes in a Classic version that runs on Macs using Mac OS 9 (www.icab.de). But it’s also pretty speedy (especially on slower computers), highly configurable, and very popular with some users. It’s got extensive abilities to filter both ads and objectionable material as well as disable features such as scrolling status bar messages. It’s free for a limited edition, $29 for the Pro version. If your iMac, or another Mac you use, isn’t quite as up to date as you might like, you’ll find tons of valuable tips for making the most of it at Low End Mac (www.lowend-

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mac.com), a site dedicated to celebrating the value of older and slower Macs for more than a decade.

Kid-safe browsers Depending on when you were born, you probably picture computers as devices that fall somewhere on a continuum between “futuristic toys”and “tools just like band saws and typewriters.”For today’s kids, however, computers are much more than toys or tools. Children growing up with the Internet at their fingertips have skills we never imagined at their age, and it will be fascinating to

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Chapter 9: Do I Have to Use the Software My iMac Came With? see what they do with those skills in the coming decades. Meanwhile, though, their parents and teachers need to make sure that the Web (along with the rest of the Internet) remains a safe space in which they can experiment and learn. Kid-safe browsers are all about keeping kids safe on the Web and making sure they’re not exposed to content you don’t want them to see (which may or may not have anything to do with “safety,” depending on your preferences). Safety is about keeping them away from places where they might run into predators and preventing them from providing personal information that could put them in danger. The best kid-safe browser for the Mac is BumperCar ($30, www.freeverse.com). It automatically turns on “safe search” filters for search engines, blocks profanity and obscenity, blocks ads and cookies, disables typing of any personal data that you specify, and uses a customizable whitelist and blacklist to allow and block particular sites. BumperCar can also read sites’ self-assigned content ratings and use them to allow or block those sites. If you’re concerned about the amount of time kids spend using the Web, you can have BumperCar enforce time limits as well as blackout hours.The design and included links on BumperCar’s start page (see figure 9.3) are determined by which of three user levels you choose:Young Children, Older Children, or Preschool.

9.3 You can use BumperCar to surf freely (within the safety settings’ limits), but the browser comes with a great set of preloaded bookmarks.

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iMac Portable Genius SeeMore’s Safety Browser (www.safety4kids.com/safety_browser.html) is a free alternative offered by the producers of the popular SeeMore’s Playhouse public television show. It doesn’t have a URL field where you can type a site’s address; parents must add new sites to the Favorites list before those sites can be accessed. Like BumperCar, SeeMore’s Browser takes over your screen (and blanks the second monitor, if you have one), and parents can disable external links so that kids can only surf on the specified sites. SeeMore’s browser doesn’t have nearly the feature set of BumperCar, but then, it’s free. For SeeMore fans, this browser is a must. Another free option is the Glubble Firefox add-on (www.glubble.com), which restricts surfing to a whitelist of approved sites. You can set up different preferences and whitelists for each child in a household, and the software comes with a variety of presorted lists called Glubbles. With Glubble, kids have to ask for permission to access sites not already approved, and the permission requests can pop up in parents’ Firefox windows even when the parents are at work. Automatic “safe search” filtering is enabled with any search engine, and the software maintains a “family wall” where users can leave messages for each other (see figure 9.4). If you like Firefox and don’t mind that kids aren’t locked out of other programs, Glubble is a great option for kid-safe browsing; it works very well in conjunction with Mac OS X’s existing Parental Controls preferences (see Chapter 2).

9.4 You can create your own Glubble bookmark collections and choose which children have access to each one.

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Better browsers for reading RSS feeds Internet users who visit the same Web sites on a regular basis need RSS, whether they know it or not. With RSS (Really Simple Syndication), you can keep up with the latest news, gossip, chatter, or whatever without having to go check each of the Web sites on which you rely for that information — instead, it comes straight to you automagically. Most sites send out regular updates that can contain anything from a list of headlines to their full content, and RSS is the mechanism they use to do it.You get the news you want, without any visual clutter, delivered right to your browser. Of course, Safari can display RSS feeds. Any time you’re at a Web site that offers an RSS feed, you can click the RSS button in Safari’s address field to view the feed. If you want to return regularly to that site, add a bookmark for the RSS page. Next to the bookmark’s name, Safari displays a running total of the number of articles added to the feed since you last viewed it, so if there’s no number of new articles shown, you don’t have to bother clicking the bookmark — nothing new here! When you do view an RSS feed in Safari, you can adjust article length, sort articles, and filter articles by date, title, or source.

You might also see an RSS feed called an RSS channel, and RSS readers are often referred to as RSS aggregators (because they can collect feeds from different sites

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and display them all at once).

OmniWeb, one of the alternative Mac Web browsers discussed earlier in this chapter, can also double as an RSS reader. But if you really want to harness the power of RSS to make your Web browsing more efficient, you need a stand-alone RSS feed reader. The most popular of these is NetNewsWire (free, www.newsgator.com/individuals/netnewswire/). Like most RSS readers, NetNewsWire features a three-pane interface, in which the window’s three sections display your subscribed sites, the headlines for a selected site, and the article corresponding to a selected headline (see figure 9.5). Using a specialized RSS reader enables you to distinguish between what you’ve read and what you haven’t (Safari doesn’t remember which articles you’ve already seen), organize your feed subscriptions into logical groups (for example, “Morning News,”“Work-Related,” and “Just Wasting Time”), save articles in a “Clippings” category for future reference, and more. NetNewsWire is a good choice, but it’s not the only one. If you like Mail, you might also like PulpFiction, which uses a similar interface, and iPod users may prefer to use Shrook, which can sync all the latest articles in your subscriptions to your iPod.

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9.5 The article summary shows in the lower window; to see the whole article, you can double-click the headline above and see the original Web page.

Web browsers for Dashboard and the Desktop What if you need to monitor the Web all the time? As in, you don’t want to keep switching to a Web browser or an RSS reader to see what’s happening — you want it right there in front of you every minute. Or at least most of the time. No problem! You can make the Web ubiquitous on your iMac by putting your must-see sites in your Dashboard or on your Desktop. To put any Web page, or just a piece of it, in Dashboard, you can make your own widget using Safari’s Web Clips feature. Here’s how:

1. In Safari, open the page you want to add to Dashboard. 2. Click the Open this page in Dashboard button in Safari’s toolbar. 3. Move the mouse over the page until the area you want is highlighted, and then click to highlight the area. Drag the handles at its edges to adjust the size of the area.

4. When you’re happy with the widget’s size and shape, click Add at the top of the window. Your new widget opens in Dashboard. When you view your new widget in Dashboard, you can click the Info button in its lower-right corner to customize it. Click and drag to move the content around within its frame, or drag the lower right-hand corner to resize the widget, and click a thumbnail image to choose an edge style.

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Chapter 9: Do I Have to Use the Software My iMac Came With? Before you spend time making your own widget, however, it’s worth spending a few minutes to find out if what you need is already available at DashboardWidgets (www.dashboardwidgets. com), where you’ll find single-use widgets for all kinds of information. For example Football. Display the latest scores and stats for college and pro football teams (American football, that is). Mount St. Helens Volcanocam. Keep an eye on the United States’ best-known volcano. Gold Price. Track the price of gold (per troy ounce) and set an alarm to go off if the price goes above or below a set range. See? Everything in the world really is on the Web, and now all that information can live in your Dashboard, too. So can your RSS feeds, if you download and install NewsReader (free, www.benkazez.com/newsreader. php). This lightweight RSS reader displays as many feeds as you care to tell it about and is navigable entirely using the arrow keys on your keyboard (see figure 9.6). Finally, if you really want to keep the Web right

9.6 Though it’s a tiny Dashboard widget, NewsReader acts just like most RSS readers — click a headline to see the article summary, and then click a Read More link to see the whole article on its original site.

in your face, give WebDesktop a try (free, rbytes.net/mac/webdesktop-review/). This is the best of many similar applications that layer the Web page of your choice over your Desktop picture.You can set it to update the page image as frequently as every minute, and if you need to move all your windows and read the page’s contents in a hurry, you can always just press F11 (the Exposé keyboard shortcut for Show Desktop) to slide all windows off the edges of the screen and get a clear view of your Web Desktop.

The fastest browsers for the Mac If your only criteria for a favorite Web browser is speed, you’re destined to do a lot of switching around among the available candidates, and you may find that your Web experience suffers in some areas along the way. That’s because the fastest browsers aren’t usually the ones with the most features. Regardless,Web-browser development continues at a furious pace, so the front-runner in the speed category changes every month or so. Three years ago, Camino started up fastest and Opera rendered content fastest once it was running. As I write, the current version of Safari runs faster than either of these, with Firefox not far behind. The secret to their success: The newest versions of both Safari and Firefox are much, much speedier at executing Javascript, which is vital to highly interactive Web 2.0 sites.

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iMac Portable Genius The absolute fastest way to surf the Web on a Mac is to use WebKit; it’s an open source development version of the built-in Mac OS X’s Web rendering engine, sort of a test-bed. If you don’t mind a little risk, you can try out the latest, greatest WebKit engine instead of the one that came with your system. Prerelease versions of any kind of software will almost always be faster than final versions, but you have to decide whether you’re willing to put up with their potential instability.

Safari is based on WebKit, as are OmniWeb and BumperCar, two of the alternative

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browsers discussed earlier in this section.

If you’re ready to give WebKit a try, stop by the organization’s Web site (www.webkit.org) and download the latest nightly build. (That’s right, a new — and theoretically better — version of WebKit is posted every single night.) Double-click the downloaded disk image to mount it, if it doesn’t mount automatically, and drag the WebKit icon to your Applications folder. It looks just like the Safari compass icon, only with a gold rim instead of a silver one. WebKit looks just like Safari when you’re running it, too, and your menu bar will say Safari next to the Apple menu. It shares bookmarks with your copy of Safari, so you can get up and running right away.There’s nothing new to learn; only the Web-rendering engine is different from your current version of Safari, so the program works exactly the same way.

If you get really hooked on using WebKit, you may start to find bugs that you’ll want to report to the developers.That’s great — anyone is welcome to contribute to open-

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source projects — but be sure you read the bug-reporting guidelines on the WebKit site first (www.webkit.org/quality/reporting.html) so that your reports will be as useful as possible. And always make certain you’re running the latest build; you can use the free utility Night Shift (http://homepage.mac.com/reinholdpenner) to automatically download and install the new build each day.

Improving Your E-mail and Chat Experience Sometimes it seems as though the Web is all there is to the Internet, but we know better. Keeping in touch with people via e-mail and instant messaging is just as important as surfing the Web for most people. To serve these purposes, your iMac came with Mail and iChat, so why not use them? First of all, you’ll find more powerful automation and search features and cleaner interfaces with other e-mail clients. Second, third-party chat clients offer connections to services other than AOL Instant Messaging (AIM), such as Yahoo! and MSN.

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E-mail clients for organization freaks I know more than one person who’s been searching for just the right e-mail program for, literally, years. When you spend a lot of time reading and writing e-mail, it’s important to be completely comfortable with your e-mail client. Power users also need comprehensive search capabilities, a filing system that makes sense, and the ability to easily automate as many functions as possible. Fortunately, there are a lot of choices out there, so if Mail isn’t working for you, don’t lose hope. Mail’s searching and sorting capabilities are somewhat limited, which takes it off the table for some users. For example, it can’t sort outgoing e-mail, and you can’t restrict a search to particular folders. My favorite e-mail client for the last decade, PowerMail ($65, www.ctmdev.com), has both of these features. It’s got a clean, flexible interface that’s much less cluttered than Mail’s. Searching is unbelievably fast due to PowerMail’s FoxTrot search technology, and you can also filter messages within a folder quickly by typing text in a field at the top of each window (like the way you can filter iTunes content). PowerMail’s powerful filters can trigger lots of actions (see figure 9.7), such as modifying Address Book entries, automatically replying, moving attachments, and, of course, executing an AppleScript — which means you can trigger almost any action your Mac supports in response to an e-mail message. It comes with SpamSieve, one of the best spam-filtering programs available (more on this later in this chapter).

9.7 I can have PowerMail perform multiple actions on a message that meets the filter criteria I’ve defined.

Eudora, the oldest Mac e-mail program still in development, has traditionally been loved or hated because of its everything-in-a-separate-window interface. A couple of years ago Eudora’s thenowner, Qualcomm, stopped developing the program, instead making it open source, and it was adopted by the Mozilla Project, which aims to combine Mozilla’s Thunderbird with code, features,

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iMac Portable Genius and GUI elements from Qualcomm’s Eudora. Betas for both Windows and Mac are now available, and dedicated Eudora users are not happy with them. The new Eudora (free, wiki.mozilla.org/ Eudora_Releases) features the old Eudora’s toolbar icons, menu structure, and keyboard shortcuts, all grafted onto Thunderbird, the other Mozilla e-mail client, rather than using the “classic” Eudora interface. So if you’re a Eudora-lover of old, don’t expect this new version to look the way you remember the program. You can expect much of the same functionality from Thunderbird itself (free, www.mozilla.com/ thunderbird/). Though some have said that it’s “not Mac enough” (the same criticism often heard about Mozilla’s Firefox), it’s certainly powerful. You can save searches so that you can repeat them at any time; you can navigate back and forth in a message thread’s history just as you would with Web pages; and it’s got built-in support for Gmail and MobileMe accounts. Also like Firefox, Thunderbird is very extensible, so you can customize the program with all kinds of features, including appearance themes (see figure 9.8).

9.8 This copy of Thunderbird is using the Walnut theme, which makes a nice change from all the gray you usually see in Leopard.

Fans of the venerable Mac text editor BBEdit will love Mailsmith ($75, www.barebones.com/ products/mailsmith/) if they’re willing to overlook its rather high price. Because of its text-processing family tree, Mailsmith offers very powerful filters and automatic-message creation using stationery and a glossary where you can store frequently used text snippets. Its pattern-based

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Chapter 9: Do I Have to Use the Software My iMac Came With? search-and-replace feature, multiple clipboards, and quoted-text cleanup ability make it a good choice for detail-oriented power users. More casual users, however, will be disappointed by the fact that Mailsmith doesn’t display HTML e-mail. GyazMail ($18, www.gyazsquare.com/gyazmail/) specializes in speed, stability, and data protection. Its user interface is very similar to that of Outlook Express and the now-defunct Claris Emailer. Data protection is a big plus for GyazMail; the program stores each e-mail message in an individual file so it can’t be affected by corruption in any other messages. As anyone who’s ever lost an entire e-mail database due to corruption can attest, that’s a good thing. You may have noticed that I haven’t talked about Outlook Express or Entourage as alternative e-mail programs for Mac users. If you use one of these programs at work

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and want to avoid confusion by using the same thing at home, great. If you don’t already use one of the two, however, there are much better options available, some of which I’ve presented here.

If you’re a fan of the integrated suite approach — as in Netscape’s now-defunct Communicator product — then you should take a look at both Opera and SeaMonkey. These suites combine a Web browser with an e-mail client and other useful functions. SeaMonkey’s browser (free, www.seamonkey-project.org) is based on the same code as Firefox, which means it can use the same add-on components to extend its capabilities (ScribeFire for blogging, for example), and it comes with a combo e-mail and UseNet newsreader that’s basically the same as Thunderbird. If you use Internet Relay Chat (IRC) for instant messaging, you’ll love SeaMonkey’s built-in ChatZilla IRC client. Opera (free, www.opera.com), on the other hand, includes its own Opera Mail client along with a basic contact manager and a similarly bare-bones IRC client. Opera Mail’s most interesting feature is its ability to classify both received and sent messages by type, such as whether a message was addressed to a mailing list or whether it had an attachment.

Chatting with MSN, IRC, and Yahoo! users iChat is pretty good at what it does, but if you want to do something it doesn’t do, namely chat with users of services other than AOL Instant Messenger and iChat itself, you have to turn to a thirdparty product. Now, if you want to talk to friends who use Microsoft’s Windows Live Messenger service, you can, of course, download Messenger for Mac (free, www.microsoft.com/mac/products/messenger/default.mspx). The same goes for Yahoo! — there’s a Mac version of Yahoo!

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iMac Portable Genius Messenger as well (free, www.messenger.yahoo.com). But if you’re really looking to handle all your instant-messaging needs with one program, Adium is what you need (free, www.adiumx.com). It can handle all the following account types in the same window (see figure 9.9): AOL Instant Messenger (including ICQ and MobileMe) Jabber (including Google Talk and LiveJournal) Microsoft Messenger Yahoo! Messenger Bonjour MySpace IM Gadu-Gadu Novell Groupwise QQ Lotus Sametime On top of that, Adium features encryption, tabbed message windows, file transfer, and Webkit Message Display (which means it can display any HTML or Java). You can change its theme and even its Dock icon’s color, and there are tons of Adium plug-ins that add even more features.

9.9 I can see all my buddies from various services in Adium’s single buddy list window.

About the only thing Adium doesn’t do is IRC, for which you’ll probably want to try Snak ($29, www.snak.com) or one of the Web browsers that support it (Firefox and

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Opera). IRC is primarily used for group chats; it features channels (similar to chat rooms) that you can join at any time by connecting to a network such as EFnet, IRCnet, QuakeNet, or Undernet.

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Adding extra features to iChat If you like iChat — and I do, myself — great! But there are a few add-ons that you really have to know about.These “extras” add vital features to iChat, making it even more useful.

Improving video chat quality Somehow, video chats never look quite as bright and crisp in real life as they do in Apple’s promotional images. But you can wangle a much-improved image out of your iMac’s built-in iSight camera using iGlasses ($10,www.ecamm.com/mac/iglasses/).It works with iChat and other programs including iMovie, Photo Booth, Yahoo! Messenger, Skype, and Web-based chat. You can use it to improve image color and brightness, add fun special effects, and even simulate pan and zoom actions.

Marking up a video chat feed Once your video chat quality is up to par, add ShowMacster ($20, www.showmacster.com) to your toolbox so that you’ll be able to include photos, movies, sketches, and screenshots in an iChat video chat. You can display and transfer files via drag and drop, and ShowMacster has a built-in slide show function as well. Use the Sketchboard (see figure 9.10) to explain your ideas visually, either as a stand-alone sketch or as markups on a photo. For fun, you can assign hotkeys to display icons and play sound files, and you can load up as many of these media files as you want and keep them organized with categories for easy access.

9.10 With ShowMacster, you can mark up a photo or a video feed to call attention to details.

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Giving iChat superpowers If you don’t download any other software mentioned in this chapter, take a minute to download Chax (free, www.ksuther.com/chax/). It’s a collection of what the author calls “minor modifications and additions” (and what I call indispensable features) for iChat. These are my favorite Chax features: A single buddy list for all your accounts that automatically resizes to fit the number of visible buddies Auto-accept text chats without having to click Accept in the new message notification dialog View message senders’ buddy icons in the Dock Automatically set your status to Away when your screen saver turns on But Chax can do much, much more. All of its options appear right in iChat’s preferences, so it’s easy to find what you want and turn it off or on, and you can choose to use all Chax’s features or just one.

Pumping up spam filtering At least 85 percent of the e-mail people receive is spam, according to expert estimates. That varies from individual to individual, of course, but no one’s immune to the plague. Fortunately, most e-mail clients these days include some kind of spam filtering, and Web e-mail providers such as Yahoo! and Gmail can filter spam quite effectively. If you’re still getting too much spam in your Inbox, however, it’s time to look at third-party add-ons to increase your e-mail client’s spam-fighting effectiveness. Two great examples are SpamFire ($40, www.matterform.com/spamfire/) and SpamSieve ($30, www.c-command.com/spamsieve/). Both of these programs use both blacklists and whitelists to help determine what’s spam and what’s not, but more important is their use of Bayesian filtering, in which the software can learn from your response to its actions (see figure 9.11). The difference between SpamFire and SpamSieve is the point at which they filter your incoming e-mail. SpamFire intercepts spam before it ever gets to your e-mail client and sorts it into Definite, Probable, and Borderline folders, which sounds nice but can be a pain when it grabs a nonspam message; you need to remember to check SpamFire’s listings periodically and retrieve any good messages that it caught. SpamFire also checks each URL it finds in a message against a database of

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Chapter 9: Do I Have to Use the Software My iMac Came With? known spammer sites.The developer sends out updated filters frequently, but you must subscribe to these updates at a cost of $13/year after the first 12 months you use the program. My favorite SpamFire feature is its ability to exact “revenge” by reporting spam to appropriate legal and Internet authorities. The program works with any e-mail client, but if you don’t use Eudora, Mailsmith, Entourage, Mozilla, Mail, or PowerMail, you’ll have to configure your e-mail program manually to use SpamFire.

9.11 Bayesian filtering assigns a value to each word encountered in your e-mail that reflects the likelihood of that word’s being found in a spam message.

Another approach is that taken by SpamSieve (see figure 9.12), which doesn’t look at your e-mail until your e-mail client retrieves it — an approach I prefer. At that point, SpamSieve applies its own filtering methods to each message; these include its Bayesian filters, a blacklist and a whitelist that you can edit yourself to deny or allow messages from particular senders, the Habeas Safelist, which indicates messages that are not spam, and the ADV subject tag, which is supposed to be used in commercial e-mail to indicate that it’s spam. One of SpamSieve’s best points is that you can train it with existing messages, so you don’t necessarily have to continue dealing with spam

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iMac Portable Genius during the few days it might otherwise take to get up to speed. It works with Mail, Entourage, Eudora, GyazMail, Mailsmith, Outlook Express, PowerMail, and Thunderbird. If you don’t want to be bothered with reviewing and deleting spam messages yourself, SpamFire is for you. On the other hand, if you hunger for control and worry about losing good messages intermingled with the spam, give SpamSieve a try.

Problems with Using Non-Apple Software Safari, Mail, and iChat are designed to work together and with your other built-in software — iCal, Address Book, and so on. It’s perfectly feasible to use any other programs you prefer, but you may encounter a few bumps in the road when you do.

Making non-Apple programs the default 9.12 SpamSieve tracks the number of messages it has filtered as well as related statistics. In this case, I now know that 94 percent of the e-mail I get is spam.

If you’ve made the switch to a new Web browser, e-mail client, or instant-messaging client, the first thing you need to do is tell your iMac that you want it to use the new program instead of the Apple program.This is very easy to do; follow these steps for all three types of program:

1. Start the program you want to replace (Safari, Mail, or iChat). Choose Preferences from the Application menu next to the Apple menu, and then click the General tab.

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Chapter 9: Do I Have to Use the Software My iMac Came With? 2. Choose an option from the first pop-up menu, which is labeled either Default web browser, Default email reader, or Default IM application, depending on which program you’re working in (see figure 9.13). If your new program doesn’t appear, choose Select, and then navigate to the Applications folder and locate the program you want to use.

9.13 Safari automatically detects all the other Web browsers installed on my iMac.

3. Close the Preferences window and quit the program you’re in. From now on, any time that type of program is invoked from elsewhere in the system (when you click a Web link in an e-mail, for example), your new program starts instead of the Apple one. This method may just be the most nonintuitive thing Apple has ever done. It took me a while to figure it out (real geeks don’t use online help), but once I got there, it kind

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of tickled me. If you’re annoyed by the fact that you have to keep Safari, iChat, and Mail installed just so that you can tell your iMac you don’t want to use them, download RCDefaultApp (free, www.rubicode.com/Software/RCDefaultApp/) to make these preference settings, and then you can trash the programs you’re not using.

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Dealing with compatibility issues The biggest drawback to using “different”programs, as any Microsoft Office user can tell you, is that you may have trouble getting things done when your tools don’t match what everyone else uses and what the system’s set up for. For example, documents and data files may be incompatible with other programs, and “automatic” system features such as MobileMe backup of your Web bookmarks may not be available. But there are ways around these problems; keep reading to learn more.

Converting iWork documents Whether you use Apple’s iWork now and need to make sure Microsoft Office users can read your documents, or you’ve switched from iWork to Office and you need to convert all your own docs, you’re in luck, because iWork was designed from the ground up to be completely compatible with Office. This, in turn, means that your iWork documents can work with any other program or service that reads Office formats, such as OpenOffice or Google Docs; all you need to do is choose File ➪ Export and save in Word DOC format or RTF for text documents, or the appropriate Office format for other kinds of documents.

Automatically backing up data and settings If you use Safari, Mail, Address Book, and iCal, you can automatically back up your settings files and data to MobileMe — but that’s not necessarily so if you use other programs. Here are a few ways around that problem: Bookit. This handy utility ($12, www.everydaysoftware.net/bookit/) can sync bookmarks to .Mac for your non-Safari browsers, as well as keeping your bookmarks consistent across multiple browsers on your iMac. ChronoSync. I use this program to create a complete duplicate of my internal hard drive on another drive every night — I’m a backup fanatic — but it’s also useful for backing up individual files and folders.You can use ChronoSync ($30, www.econtechnologies.com/ site/Pages/ChronoSync/chrono_overview.html) to copy your bookmarks file, your contact database, or any other important data to a specified location on your computer or any drive on your local network on any schedule you can think of. Entourage. If you’ve switched to Entourage, you’re in luck — it has built-in MobileMe syncing, as well as syncing with iCal and Address Book.To turn on Sync Services, choose Entourage ➪ Preferences and click General Preferences.Then click Sync Services and select the check boxes next to the services you want to use: Synchronize contacts with Address Book and MobileMe; Synchronize events and tasks with iCal and MobileMe; and Synchronize Entourage Notes with MobileMe. Click OK, and you’re done.

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How to switch Moving your e-mail or other data to a new program is surprisingly easy. As Apple has grown more used to dealing with a Unix-based operating system in the form of Mac OS X, the company seems to have settled on more industry-wide standard formats for storing data. That means it’s usually just a one- or two-step process to get your e-mail, bookmarks, Address Book, and events and todos into a new program.

Converting your e-mail from Mail Getting your existing e-mail messages out of Mail and into your new e-mail client isn’t too much trouble, because all of the programs discussed in this chapter support either Mail’s native format, the universal standard mbox format, or both. Here’s what you’ll need to do with each of the e-mail clients discussed: Eudora, Thunderbird, and SeaMonkey. These programs can import mbox files.To create an mbox file from your Mail messages, click a mailbox and choose Edit ➪ Select All, and then choose File ➪ Save As to save the messages in Raw Message Source format (see figure 9.14). Give the file a name that reflects the folder or mailbox you’re exporting. Then, In Eudora, Thunderbird, or SeaMonkey, choose Tools ➪ Import and navigate to the file you created. Repeat for each mailbox you want to transfer. Opera. Opera also can’t import Mail messages directly.To make the switch, first create mbox files as detailed for Eudora, Thunderbird, and SeaMonkey.Then, in Opera, choose File ➪ Import and Export ➪ Import Mail; in the subsequent dialog, choose Import Generic Mbox File. Mailsmith. When you first set up Mailsmith, it will scan your hard drive for Mail messages and ask if you want to import them. If you skip this step, you can import messages later by creating mbox files as explained previously, and then dragging and dropping them into either the folder list or a message list, depending on whether you want the messages in a separate folder or added to an existing folder. PowerMail. To import Mail messages directly, choose File ➪ Database ➪ Import. Choose E-mail messages, click Next, and then choose Mac OS X Mail, AppleShare IP, Other Unix Mailbox, and click Next again. Choose whether you want to import all the e-mail in your Mail folder or just one mailbox (if the latter, select the mailbox), and click Go Ahead. GyazMail. When you choose File ➪ Import in GyazMail, the program finds your Mail folder and asks you which mailboxes to import. All you need to do is select the check boxes next to the ones you want to transfer.

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9.14 The name of the mbox file you create will be used as the mailbox or folder name when you import the file, so be sure to name it something that makes sense.

Converting your bookmarks from Safari Developers of alternative browsers are no fools — they know they’d better make it pretty easy for you to switch to their products from Safari. That’s why each of the browsers discussed in this chapter has a built-in import command to transfer your Safari bookmarks to your new browser, as follows: Opera. Choose File ➪ Import and Export ➪ Import Safari Bookmarks. Opera automatically chooses your default bookmarks file (located in your home folder), so all you have to do is click Open to import the bookmarks. Camino. Choose File ➪ Import Bookmarks, choose Safari from the pop-up menu, and click Import.

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Chapter 9: Do I Have to Use the Software My iMac Came With? Firefox. Choose File ➪ Import. Choose Safari in the Import Wizard dialog and click Continue. Select the check boxes next to the things you want to import: Preferences, Cookies, Browsing History, or Bookmarks, and then click Continue. OmniWeb. Choose Bookmarks ➪ Import Bookmarks, choose Safari from the pop-up menu, and click Import. iCab. Choose Bookmarks ➪ Import, choose Safari from the pop-up menu, and click OK.

You can also turn your Safari bookmarks file into an HTML file that you can share with others, store on a flash drive as a backup, view in any browser, and import into most

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browsers. In Safari, choose File ➪ Export Bookmarks, and then give the file a name and click Save.

Exporting your Address Book As explained in Chapter 5, if you need to get contacts out of Address Book to share with someone else, you can create vCard files by dragging contacts out of the Address Book window to the Desktop. Because most contact-management programs can import vCard files (.vcf ) with no trouble, this is also the simplest way to go if you want to switch from Address Book to a different contact manager. Just start Address Book, select the contacts you want to transfer, and drag them onto the Desktop. If you’re moving to a program that can’t import vCard files, you’ll need to use a different format.The free Address Book Exporter program will convert your Address Book database into a tab-delimited text file (www.gwenhiver.net/address-book-exporter.html) that you should be able to import into just about any contact manager, database, or spreadsheet program on Earth. Or, if you need a CSV (comma-separated values) file to feed your new contact manager, first create a single vCard file from your contacts and then check out this Web site: http://labs.brotherli.ch/vcfconvert/ (see figure 9.15). It accepts your vCard file and converts it to CSV without storing either version on its own server, and it’s free. Dragging contacts out of Address Book to the Desktop produces a single vCard file containing all the selected contacts’ information. If the program you’re switching to

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can’t handle multiperson files, create a new folder to store the files in and then press Option as you drag into the folder to create an individual file for each contact.

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9.15 For a free Web service, the vCard to LDIF/CSV Converter offers plenty of options.

Switching from iCal iCal can export to yet another standard format (iCalendar format), so if you want to move from iCal to a different calendar program, you shouldn’t have any trouble. In iCal, just click the calendar or calendar group you want to export in the Calendars column and choose File ➪ Export as Calendar. There are no options to set — just give the file a name and choose a location for it. Its filename extension should be .ics.Your new calendar program can import this file.

Entourage can be a bit odd about importing iCalendar files, so here’s a trick to make it accept your files. Select the exported files in the Finder and press Ô+I to see their

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Info window. In the Open With pop-up menu, choose Entourage instead of iCal. Now when you double-click the files, they open right up in Entourage, adding their data to your Entourage calendar.

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10

How Can I Turn My iMac into the Ultimate Gaming Machine?

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1 2 3 4 5 6 7 8 9 10 11 12 13 Serious gamers have long favored Windows over Mac as a gaming platform because of the Mac’s smaller market share and Apple’s general lack of support for gaming developers — resulting in a scarcity of really exciting Mac games — accompanied by Apple’s tendency to use low-end video hardware, bogging down game performance. Times are changing, however. The Mac’s market share is growing, and Intel Mac models offer two advantages to gamers: They can run Windows (and therefore Windows games), and their architecture makes it easier for game developers to port Windows games to Mac OS. So it’s a good time to take a look at how the iMac stacks up as a gaming machine and how you can optimize your gaming experience.

Optimizing Your System for Gaming . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262 Playing Windows Games on Your iMac . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267 Tricking Out the iMac with Gaming Hardware . . . . . . . . . . . . . . . . . . . . . 272

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Optimizing Your System for Gaming Today’s high-end games require a lot of power in every aspect of your system. Assuming you’re starting out with your iMac, let’s look at the different ways you can beef it up in order to get the best gaming performance. As you’re no doubt aware, iMacs aren’t intended to be modified and upgraded in the same way as are the Mac Pro models. But that doesn’t mean your hands are tied; there are several things you can do to improve your iMac’s performance for both gaming and general use.

Maxing out your RAM It may or may not be possible to be too rich or too thin, but it’s definitely impossible to have too much RAM. Fortunately, RAM is a fairly inexpensive way to power up your iMac. Intel iMacs can accommodate as much as 4GB of RAM, depending on the model, and as I write this, you can buy a pair of 2GB DIMMs to drop into your iMac for $40 (Other World Computing, www.macsales.com). I guarantee you that it’s the best $40 you’ll ever spend. To find out how much RAM your iMac can accommodate, consult the manual that came with it. Or, if you can’t find the manual, you can find complete specs for every Mac ever made at EveryMac (www.everymac.com). If you were buying a 2.8GHz Intel Core 2 Extreme iMac from the Apple Store today, you’d pay an extra $400 to upgrade the RAM to 4GB. Considering that installing RAM

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in today’s iMacs is laughably simple — you don’t even have to open up the case — and that the directions for doing so come with every iMac, it’s definitely a better buy to purchase RAM separately and drop it in yourself. Just follow the directions to the letter, and you’ll be fine.

Maximizing hard drive space The more space you have on your hard drive for games, the better off you’ll be. And, of course, there are two basic ways to get more space on your hard drive. The first is to remove some of the data that’s already there, and the second is to get a bigger drive. Before you decide you do need a larger hard drive, try a little cleaning binge and see how much space that regains. Two great utilities that will ferret out unnecessary files and delete them for you are OnyX (free, www.titanium.free.fr/pgs/english.html) and IceClean (free, www.macdentro.com/MacDentro/). Each of these programs can perform a host of other useful tasks (learn more in Chapter 13), but what you should be concerned with at the moment is their ability to clean out the zillions of cache

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Chapter 10: How Can I Turn My iMac into the Ultimate Gaming Machine? files and related temporary data that your iMac generates every day (see figure 10.1). Each of these two provides a graphical way to execute commands that you could give your iMac using Terminal, which means they do exactly the same things, so which you use is a matter of preference. You can open up a lot of space by using the cleaning function of either tool, as in hundreds of megabytes.

10.1 OnyX can clean up all these kinds of files and free up untold amounts of space on your hard drive.

I prefer OnyX because its cleaning functions are available via its toolbar and because it automatically checks my hard drive’s health every time it starts up. IceClean, on the

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other hand, includes some network functions that aren’t part of OnyX, and its documentation is excellent.

If your internal hard drive is still short on space after your cleaning binge is over, it’s time to look at adding an external hard drive or two. With a Mac Pro, it’s easy to replace the hard drive with a bigger one or add a second internal drive; with an iMac, not so much. Taking out the hard drive requires you to remove the LCD screen to get at the iMac’s innards — not something to attempt lightly. Doing this will invalidate your warranty as well. So for iMacs, external hard drives are the storage upgrade of choice. Here are the specs you’ll want to look for: A high-speed interface, preferably FireWire 800 or better. USB 2.0 is a great interface for fast transfer of small files, but FireWire is much better at sustained transfers of the type you’ll run into when accessing video and large sound files on a drive. High spindle speed, preferably 7200RPM. Using a faster-spinning hard drive can increase disk performance by a surprising amount — up to 88 percent, some tests show.

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iMac Portable Genius A large cache, ideally 32MB or larger. This is RAM within the hard drive set aside to hold data that’s being written to or read from the disk, in order to speed up access to the data you’re using right now. When setting up a drive to be used primarily for gaming, be sure to turn off journaling. You don’t need the backup that journaling provides, and it does slow down disk

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access. To disable this feature, start Disk Utility, choose your new drive from the list, and press Option as you choose File ➪ Disable Journaling. Or, if you’re planning to reformat the drive, just be sure you choose Mac OS Extended (rather than Mac OS Extended (Journaled)) in the Volume format pop-up menu before giving the drive its new name and clicking Erase.

Another way of improving hard drive performance is to use two or more disks together as a RAID (Redundant Array of Inexpensive Disks). You can use a RAID to increase storage capacity, provide backup in case of a drive failure, or speed up disk access. That last goal is what you’ll want to accomplish for gaming purposes, and that requires a “striped array” (otherwise known as RAID 0), in which files are split up and stored in sections on the different disks so that more data from each file can be accessed simultaneously. A RAID set should use your fastest connection (FireWire 800) and should contain disks of roughly the same capacity, because your iMac will treat all the drives it contains as though they’re the same size as the smallest one.

If you store irreplaceable data on a RAID, be sure to run frequent backups. When one

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disk in the RAID crashes, you’ll lose the data on all the other disks as well.

To set up a striped RAID set, follow these steps:

1. Start Disk Utility. (It’s located in the Utilities folder within your Applications folder.) 2. In the list of disks on the left, choose one that you want to include in your RAID, and then click the RAID tab.

3. Type a name for the RAID set, and then click the Add button. 4. Choose Mac OS Extended from the Volume Format pop-up menu, and then choose Striped RAID Set from the RAID Type pop-up menu.

5. Click and drag the disks you want to use onto the RAID set’s name in the list (see figure 10.2).

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10.2 These disks lose their names and custom icons after they’re integrated into the RAID.

6. Click Options and choose a block size for the data stored on the RAID from the RAID Block Size pop-up menu. For gaming, choose 256K, and then click OK.

7. Click Create.

Speeding up your network connection If you’re into networked games, you’ll naturally want to speed up your network as much as possible. Short of upgrading your Internet service to a higher level, you can’t do much about the speed of the network outside your home, but there are a few tweaks you can make to improve throughput on your local network.Start by making sure that all of the components in the network are up to the same specs; it doesn’t help you to have Gigabit Ethernet on your iMac if it’s attached to a 10Mbps hub.Similarly,you’ll also lose the advantage of having an 802.11n AirPort card if your router, whether it’s AirPort or a thirdparty device, is only 802.11b-capable. And speaking of hubs, replace them with switches — there used to be a huge price differential, but that’s no longer the case, and switches are faster. If your wireless network’s signal strength is poor, you may be experiencing interference from another network. Try changing the channel that your network uses. First,

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run iStumbler (free, www.istumbler.net), which lists all the wireless networks it can detect and shows which channels they’re using. Then, start AirPort Utility (in the Utilities folder within your Applications folder). Select your AirPort base station and click the Wireless tab. Choose a channel no one else is using from the Channel menu and click Update.

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Other Routes to the Best Gaming Experience When your iMac is set up for gaming, there are a few other guidelines you can keep in mind to improve your game:

• Choose games optimized for Intel Macs, rather than Universal titles. The latter don’t run natively on Intel Macs — there’s an emulation layer called Rosetta slowing things down.

• Don’t run games from the CD or DVD; install them on your hard drive. And make it your internal drive, which is almost always faster than any external drives you may have hooked up.

• Shut down programs you’re not using while you’re running games, especially anything that’s really chugging. That means don’t burn DVDs, rip tunes, or download huge files while you’re trying to play.

• If you’re looking for someone to play a multiplayer game with, try Only Mortal (free, http://homepage.mac.com/only_mortal/) to locate multiplayer servers, rather than spending all the time to start up the individual game you want to play. Or try one of the Web sites (GameSmith, GameRanger, www.battle.net) that can hook you up with other game players to play free hosted games.

Most wireless networks use the 2.4GHz spectrum band, which means things can get a bit crowded if there’s a lot of wireless activity going on around you. If you’re using wireless, you can try switching to a dual-band router that also uses bandwidth in the 5GHz band, which is not as susceptible to interference. You may find that your range is somewhat lower using 5GHz, but that’s a small price to pay for a seamless network connection when you’re in the middle of a game. No matter which band you use, if your network is wireless, be sure the router is centrally located away from walls, the floor, and large metal objects. Check to make sure you’re not using any 2.4GHz cordless phones, which can interfere with wireless networks, and confirm that your router’s firmware is up to date. With an AirPort, you can do that by running Software Update (choose Apple menu ➪ System Preferences, and click Software Update). So far, you’ve looked at network hardware, but there’s a quick software fix that you can also put in place that may speed things up for your network. By default, Mac OS X enables IPv6 addressing, which allows your iMac to connect to other devices it may encounter that use IPv6. However, because IPv6 isn’t in widespread use yet, the time your iMac uses in trying out IPv6 with each new

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Chapter 10: How Can I Turn My iMac into the Ultimate Gaming Machine? network connection, before falling back on IPv4, is wasted. Reclaim that time by turning IPv6 off. Choose Apple menu ➪ System Preferences and click the Network button. Click each active network interface in the list (indicated with green dots) in turn and click the Advanced button. In the TCP/IP tab, choose Off from the Configure IPv6 pop-up menu (see figure 10.3), and then click OK. After making the change for all active interfaces, click Apply to impose these new settings.

10.3 Turning off IPv6 may speed up network access.

Playing Windows Games on Your iMac Now that Macs are built with the very same Intel chips that many Windows PCs use, you don’t need a PC to run Windows — you can do it on your iMac. But there’s more than one way to go about it; which you choose depends primarily on what kind of games you want to play. Just remember, all of these options require you to supply your own copy of Windows; it’s not included.

You still run Windows software on your iMac if you don’t have an Intel model, but you need a copy of Microsoft Virtual PC 7, which has been discontinued by Microsoft. It is

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available on eBay for less than $100. It includes a copy of Windows, too. Fair warning: Virtual PC is an emulator, and it’s much, much slower than any method of running Windows on an Intel iMac. It’s not at all suitable for intense gaming — but if you want to play “casual” games that don’t have a lot of video, it works fine.

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Running Windows using Boot Camp The absolute fastest way to run Windows on your Intel iMac is to use Apple’s own Boot Camp utility to set up a separate partition on your hard drive that contains a Windows system.You’ll then be able to choose either Windows or Mac OS each time you boot your iMac, and when you start up in Windows, it will feel just as though you’re using a regular Windows PC with the same specs as your iMac (see figure 10.4).This is the only way to apply the full speed of your iMac to running Windows; when you use one of the virtualizers discussed later in this chapter, you’re splitting your computer’s capabilities between Mac OS and Windows, so both operating systems run significantly slower than they would if they were running on their own.That makes Boot Camp your only option for high-intensity gaming. It can accommodate Windows XP SP2 or Windows Vista; if you want to run an earlier version of Windows, you’ll need to look at one of the virtualizers.

10.4 My iMac runs Windows just as happily as it runs Mac OS X.

Setting up Boot Camp is a simple procedure; you start by running Boot Camp Assistant, which you’ll find in the Utilities folder inside your Applications folder. Now, if you’re a “who needs manuals?”type, and are thinking of skipping the very first step (see figure 10.5), which is to print the Boot Camp Installation & Setup Guide so you can refer to it as you work, don’t — you will need the information in this document; I speak from personal experience.

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10.5 Click Print Installation & Setup Guide. Don’t skip past it.

After you print the setup guide, you’ll go on to create a new partition on your internal hard drive for Windows to live in.Then you’ll install Windows using your own discs, and finally you’ll boot from the Windows partition and install some special drivers that enable you to use Boot Camp features on the Windows side. For example, a version of Software Update will run in Windows to make sure that you get updated drivers from Apple as soon as they’re released, and you’ll be able to boot back into Mac OS X using a pop-up menu located in the Windows taskbar. Here are a few important notes: Read the instructions before you start. Again, I speak from experience; my initial installation of Boot Camp would have taken a few hours less than it did if I’d printed and read the Setup Guide first. You can’t install Windows on an external hard drive. Sad, but true. When you get to the point of installing Windows, be sure to put it on the partition labeled BOOTCAMP. Don’t use any other partition, or you’ll be overwriting the contents of your Mac OS X disk. The Windows installer needs to reformat the partition you created in Boot Camp. If you’re installing Windows XP, don’t select the Leave the current file system intact option.

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iMac Portable Genius Choose the right formatting method for your Windows partition. Use NTFS for partitions larger than 32GB and FAT for smaller ones, or NTFS for any partition where you’ll be installing Vista. If you use NTFS, you won’t be able to read and write to the Windows partition while you’re booted into Mac OS X; with FAT, you can treat the Windows partition just like a Mac partition.This makes it much easier to move files back and forth. You really do have to use Windows XP Service Pack 2. Don’t install an earlier version of Windows XP thinking you can upgrade it later; it won’t work. Dig out your Leopard disc while you’re installing Windows. As soon as Windows boots, you’ll need to insert the Leopard disc and install its special drivers.The installer will start up automatically when you insert the disc.

Running Windows using Parallels Desktop or VMware Fusion If you don’t want to reboot your iMac every time you use Windows, then you need a virtualizer.The two most popular options are VMware Fusion ($80, www.vmware.com/products/fusion/) and Parallels Desktop ($80, www.parallels.com/en/products/desktop/). Each of these programs enables Windows to run on your iMac simultaneously with Mac OS X. Because you’re running Mac OS X at the same time, Windows won’t run as fast as it would if you used Boot Camp and rebooted your computer using Windows. That means that these programs aren’t suitable for running really intense 3-D Windows games such as Half-Life and Counter-Strike, but they’re fine for casual games (think Bejeweled). Which one should you choose? Obviously, the faster one, right? But figuring out which one is faster has proven to be a difficult task, even for the experts.Two sets of benchmarking tests conducted by CNET (www.cnet.com) and MacTech (www.mactech.com) in 2007 showed completely different results.Your best bet, then, is to download the trial versions of each and try them out yourself. Both programs enable you to run Windows full screen, in its own window, or nearly invisibly, so that Windows programs appear to be running alongside your Mac OS X applications. For the best of both worlds, you can install Windows with Boot Camp and then use either Parallels Desktop or VMware Fusion to run that installation on a virtual

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machine when you need quick access to Windows programs for casual use while booted into Mac OS X.

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Running Windows games with CrossOver Like Parallels and Fusion, CrossOver Games ($40, www.codeweavers.com/products/cxmac/) enables you to run Windows applications while you’re booted into Mac OS X. However, CrossOver works like a generic version of Windows, providing Windows applications the services they want without requiring you to actually install Windows. That makes it cheaper, because you don’t have to buy a license for Windows, but the trade-off is that it supports only a limited set of programs. So if it works with the program you want to use, great — but be sure to check the compatibility list on the developer’s Web site (www.codeweavers.com/compatibility/) before buying. You can also download a free trial and try installing your Windows games; maybe they’ll work and maybe they won’t. According to CodeWeavers, CrossOver’s developer, the following games are definitely supported: World of Warcraft EVE Online Guild Wars Prey Half-Life 2 Team Fortress 2 Counter-Strike Counter-Strike: Source Civilization IV Peggle Extreme Call of Duty 2 Max Payne 2 Grand Theft Auto 2 CrossOver Games is an implementation of Wine, which is an open source version of the Windows API that runs on X, OpenGL, and Unix. If you have a Linux box (or a Linux

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installation on your iMac) you can try out the latest builds of Wine (available at www.winehq.org/site/download).

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Tricking Out the iMac with Gaming Hardware More than most people, gamers love having just the right accessories to play their games, from surround speakers and big monitors to controllers shaped like anything from guns to airplane flightsticks. It’s true, if you want to get the most out of your games, you don’t want to be stuck playing them with a mouse and a tiny monitor.This section looks at what kinds of extras you may want to consider buying for your gaming iMac.

Apple has its own recommendations for the ideal iMac gaming setup, including a Logitech Extreme 3D Pro Joystick and more. Check out the company’s Web site

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(www.apple.com/games/hardware/) for more information.

Improving audio Sound is such an important part of gaming that gamers conduct endless debates on which speakers are the best. Of course, you can stick with your iMac’s built-in speakers (you’ll still be able to hear what’s going on), but if you want to hear an enemy sneaking up behind you, you’ll need to move to a surround system.You can spend $25 on a low-end two-speaker surround system, or you can shell out thousands for an audiophile-quality set of 7.1 surround speakers (which have seven surround channels). Most of us will probably end up somewhere in the middle.

My favorite set of speakers? The iBean beanbag chair with built-in speakers and sub-

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woofer from Land’s End ($60, www.landsend.com).You can use it with your iPod, too!

Upgrading your speakers For bone-shaking sound,you’ll need to use external speakers instead of the built-in ones on your iMac. You can get a lot more bang for your speaker buck these days than in years past, but you should still plan on spending at least $40.When you’re shopping for speaker systems, you’ll find that a lot of numbers are involved, but don’t worry — you don’t have to do any math. Here are the numbers to look for: Surround sound. At today’s prices, there’s no reason not to have a surround system if you’re setting up an iMac for gaming.The numbers you’ll see when speaker-shopping — 2.1, 5.1, 6.1, 7.1 — indicate how many surround channels the system has.The effect pretty much levels off after five channels, so sticking with 5.1 surround sound is reasonable; that gets you five speakers and a subwoofer.

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Chapter 10: How Can I Turn My iMac into the Ultimate Gaming Machine? Amplifier. Your speakers need to be self-amplified, and their power in that area is measured in watts per channel. Usually, the more watts, the louder the sound. Note that this doesn’t mean that the sound will be better — just louder. Total harmonic distortion (THD). One of the other numbers you’ll see when shopping for speakers is this specification, which should be lower for better sound.You want your speakers to have a THD of 2 percent or less. So what does that mean in terms of actual speaker models? Here are a few to consider — remember, these are what’s available as I write this, and something even better might just come out the day after this book goes to press. Low cost: Altec Lansing VS3251 5.1 Gaming and Music Surround Speaker System ($40). These have great bass for their size, and they come with a handy remote control. Medium cost: Logitech G51 5.1 Surround Sound Speakers ($120). These are quite popular among gamers (see figure 10.6). If you like them but want to spend more or less money, you’ll be pleased to hear that Logitech offers a very wide range of speakers at different price points. High cost: Creative Gigaworks S750 ($500). This system offers 7.1 surround, and it also comes with a remote control.

Courtesy Logitech International

10.6 Shop around, and you’ll be able to find this speaker set for much less than $120.

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Using a headset There comes a time in most gamers’ lives when the people around them just don’t want to be a part of the gaming experience, and that means it’s time to use a headset. Bonus: Decent headphones usually sound a lot better than basic computer speakers, anyway. Of course, when you’re shopping for headsets, you’ll want to take into account comfort (try each pair on for at least 15 minutes) and sound quality (if it doesn’t sound good to you, why bother?). Don’t forget, however, to pay attention to cable length, or spring for a wireless headset; you don’t want to be tethered too tightly to your iMac. Optional features to consider include a microphone (without a microphone, of course, they’re headphones, not a headset), a separate volume control, and force feedback. That’s when the headset vibrates in sympathy with bass tones, intensifying the realism of the action. Two good brands to look at are Logitech (www.logitech.com), which offers a few different models that all include inline volume controls and range from $25 to $50, and Sennheiser (www.sennheiserusa.com),an audiophile brand whose offerings have somewhat higher price tags. For example, the Sennheiser PC-151 headset ($70) is extremely comfortable, and its noise-canceling microphone is not only rotatable but bendable (see figure 10.7). Or you could try the PC-350 model ($250), with circumlateral earcups that shut out all external sound.

Controlling the game If you really want to try landing a plane in a flight simulation game with your mouse or keyboard, feel free. But if you plan to spend a significant amount of time playing modern

Courtesy Sennheiser Electronic Corp.

10.7 Comfort should be one of the most important criteria when you’re picking out a headset.

games, you’re probably going to want to pick up the appropriate controllers for the games you prefer. Most controllers are USB, which means that they’ll work just as well on your iMac as they would on a Windows PC. If you do bring home a controller that doesn’t seem to work, download a copy of USB Overdrive ($20, www.usboverdrive.com), which enables you to program the buttons (and other controls) on any USB device.

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Using a joystick Joysticks aren’t what they used to be — when I was a kid, a joystick had a stick and a single button, and that was it. Now they’re often called flightsticks, and they have many more buttons, throttles, and even force feedback — vibrations that make you feel as though you’re actually experiencing the action in the game. Logitech (www.logitech.com) and Saitek (www.saitekusa.com) both make popular joystick lines. Logitech’s $70 Force 3D Pro has force feedback, and its $20 Attack 3 Joystick is on the low end of the range for budget-conscious gamers. Saitek’s $200 X52 Pro Flight System includes a throttle as well as a joystick, and the throttle has a small LCD screen that can display game information. On the low end, Saitek offers the $15 ST90 Joystick with retractable tripod legs. If you’re looking for a really serious joystick, consider the X-Arcade Tankstick ($200, www.xgaming.com/tankstick-arcade-game.shtml). It’s built from the control surface

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of a traditional arcade game, with 2 joysticks, 22 buttons, and a 3-inch arcade-style trackball. And it weighs 20 pounds.You won’t be lounging around with this monster on your lap, but you will have a true arcade-style experience.

Using a steering wheel or flight yoke For racing games, you’ll need a steering wheel, and these usually come with floor pedals for acceleration and braking. Buttons can be custom-mapped to various game functions. Force feedback is available on more and more steering wheels, so that you can really feel yourself driving. Flight simulators, on the other hand, require a flight yoke and rudder pedals, and they come similarly equipped. Logitech (www.logitech.com) offers two steering wheels: the MOMO Racing Force Feedback Wheel ($100) and the G25 Racing Wheel ($300). Both have force feedback and come with gas and brake pedals, and the G25 has a clutch pedal too, as well as a leather-wrapped steering wheel (the MOMO’s wheel is rubber). Saitek also makes a steering wheel (the $80 R660GT Force Feedback Wheel), but its flight controllers are much more impressive. According to the company, the devices’ designers actually spend time flying in real planes in order to make their products as realistic as possible (see figure 10.8). If you’re serious about flight games, you’ll want to have all of these: the Saitek Pro Flight Yoke System ($150), the Saitek Pro Flight Rudder Pedals ($120), and the Pro Flight Throttle Quadrant ($60).

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Courtesy Saitek plc

10.8 This flight yoke and throttle can make the difference between gameplaying and true flight simulation.

Using a gamepad Some games don’t need steering wheels or flight yokes — buttons work just fine. But it’s a lot easier to get at those buttons in the heat of the gaming moment using a gamepad than if you try to play with your keyboard and mouse. These devices feature several action buttons on the right and a direction controller on the left, and many have extra buttons along the pad’s edges as well as force feedback. The Logitech gamepad line includes five different models ranging in price from $10 to $40.The two Rumblepad models, one cordless and one wired, offer force feedback, and the ChillStream has a built-in fan to keep your

Courtesy Belkin International, Inc.

hands cool while you play. For the latest in

10.9 Who doesn’t want a backlit gamepad?

cool, try the Belkin n52te SpeedPad ($70, www.belkin.com), which is backlit for playing in the dark and has an adjustable soft wrist pad (see figure 10.9).

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11

What’s the Apple Remote Good For?

Courtesy Apple, Inc.

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1 2 3 4 5 6 7 8 9 10 11 12 13 There’s more than one iMac owner out there who’s actually lost the remote that came with that iMac, because it never seemed particularly useful. So it stayed in the box with any unneeded cables and adapters, and eventually no one could even remember where it had gone or what it looked like. Big mistake.The Apple Remote is such a handy little gadget that you’re bound to use it every day for one thing or another — if you know what it’s good for.

Giving Slide Shows and Presentations . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280 Watching Video on Your iMac. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283 Doing Other Dumb Remote Tricks . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 287

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Giving Slide Shows and Presentations For business presentations, school projects, and photo slide shows, a remote is an absolute must. The Apple Remote, of course, works with Keynote and iPhoto. If you’re wedded to using PowerPoint for your presentations, stick around; I’ll show you how you can make the Apple Remote work with PowerPoint or almost any other program at the end of this chapter. Either way, the Apple Remote enables you to control your iMac from up to 33 feet away, and its signal bounces so that you don’t have to point it directly at the iMac’s IR receiver. The Apple Remote works with MacBooks and iMacs, as well as Apple TV, the iPod Hi-Fi, and the Universal Dock. It doesn’t work with Mac Pros. If you have a Mac that

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doesn’t support the Apple Remote (such as an older iMac), you can buy a third-party IR receiver for a relatively low price (less than $50). There’s a great list of options on the Twisted Melon Web site (www.twistedmelon.com/mira/hardware.html).

Controlling Keynote Originally designed for Apple CEO Steve Jobs to use in creating his on-stage presentations for big Apple events, Keynote was released to the public in 2003. Its sleek, easy-to-use interface and support for pretty much every image file format you can think of made Keynote an instant hit. The Apple Remote and Keynote make a perfect pair.

Keynote, which can also import and export PowerPoint presentations, is part of iWork, Apple’s suite of productivity software that also includes Pages (a word-processor and

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page-layout application) and Numbers (a spreadsheet program).Your iMac came with a 30-day trial of iWork, so why not give it a try?

Keynote has multiple view modes, including Presentation mode and Light Table mode (see figure 11.1), and the buttons on the Apple Remote perform different functions in each mode. Table 11.1 shows all of Keynote’s remote functions. Your iMac displays an icon on its screen when the Apple Remote’s battery is getting low. Don’t panic — you can replace the battery yourself with an easily available but-

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ton battery. Open the compartment by pushing a paper clip into the indentation at the bottom-right edge of the remote. Use a CR2032 lithium 3.0 V button cell, which you should be able to find at any Radio Shack or Circuit City.

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Chapter 11: What’s the Apple Remote Good For?

11.1 Light Table view acts as a slide sorter; you can see all your slides at once and reorder them by dragging and dropping.

Table 11.1 Apple Remote Functions in Keynote Button

Presentation Mode

Light Table Mode

Select/Play/Pause

Start or pause the presentation.

Display the selected slide.

Next/Fast-Forward

Move forward through the presentation one slide at a time. Or Press and hold to display first slide.

Previous/Rewind

Move backward through the presentation one slide at a time. Or Press and hold to display last slide.

Volume Up

Turn Mac system volume up.


Volume Down

Turn Mac system volume down.


Menu

Press and hold to end presentation.

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Controlling iPhoto Viewing slide shows has become the new equivalent of paging through the family photo album for many people. Photo slide shows can enhance any party or event, and they’re so easy to pull off using your iMac that there’s no reason not to use them all the time. For a housewarming party, you could display before-and-after shots of the new home; for birthday, anniversary, and retirement parties, of course, you’ll show pictures of the guests of honor through the years. And setting up the kids in front of iPhoto with the Apple Remote is a fabulous way to keep them entertained for a surprisingly long time.

Front Row, the “digital hub” program that makes your iMac work like an Apple TV, can also display images from iPhoto (as can, for that matter, Apple TV) using the Apple

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Remote.You look at how it works in the next section.

When you’re working in iPhoto, you can use the Apple Remote’s Previous and Next buttons to move through the photos in a slide show or to move up and down in the Source pane of the iPhoto window (see figure 11.2). Press Play/Pause to play a slide show of the images in the selected source and to pause the slide show while it’s playing; press and hold the Menu button to end the slide show.

11.2 You can use the Apple Remote to scroll through the albums and other sources in the left-hand pane or to flip through the photos in the right-hand pane.

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Watching Video on Your iMac During the Hollywood writer’s strike of 2007, when U.S. TV offerings comprised mostly reruns and truly awful reality shows, many people turned to their computers for entertainment. Whether they were watching DVDs, renting shows from the iTunes Store, or downloading video from other sources, these viewers discovered that an iMac makes a perfectly good substitute for a real television, especially if you’ve got a remote control.

Using Front Row Front Row is where it all started for the Apple Remote, and it’s the program that starts any time you press the Menu button. (That’s a single press, as opposed to pressing and holding, which often has a different function.) Front Row assembles all the movies, TV shows, music, photos, and podcasts on your iMac, along with shared media from other Macs on your network, into a neat little menuoperated package that you can navigate with your Apple Remote (see figure 11.3).This interface is very similar to the one that Apple TV uses — perfect for couch potatoes.

11.3 When you press your remote’s Menu button, this is what you see.

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iMac Portable Genius When you press the Menu button to start Front Row, you’re presented with a menu containing the following: DVD. You’ll only see this if there’s a DVD in your iMac’s drive. Movies. Choose this option to watch movies from your Movies folder (within your home folder) and movies stored in iTunes. TV Shows. This option plays TV shows from iTunes. Music. Here you’ll find songs and playlists from iTunes. Podcasts. This option includes only audio podcasts. Photos. You can find all your albums and events from iPhoto here. Settings. This is where you tell Front Row you don’t want your screen saver to activate while you’re watching, and you can also turn Front Row’s sound effects on and off here. Sources. The Sources screen enables you to choose where your music and video should come from — the computer you’re sitting in front of, or another Mac on your network. Using the Apple Remote to navigate in the same way you navigate a TiVo screen or a DVD menu, you make your choices and drill down into submenus. All the remote functions in Front Row are shown in Table 11.2.

Table 11.2 Apple Remote Functions in Front Row Button

On a Menu Screen

While Playing Media

Select/Play/Pause

Select an item in a menu or list.

Play and pause audio or video.

Next/Fast-Forward

Go to the next song, photo, DVD chapter, or frame (if watching a paused DVD). Or Press and hold to fast-forward.

Previous/Rewind

Go to the previous song, photo, or DVD chapter. Or Press and hold to rewind.

Volume Up

Move up in a menu.


Volume Down

Move down in a menu.


Menu

Back up to the previous menu screen.


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The last thing you want to happen when you’re watching video via Front Row is for your screen saver to activate. To make sure this never happens, press the Apple

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Remote’s Menu button and choose Settings. On the Settings screen, select Screen Saver and press Play/Pause on the remote to turn the screen saver on or off while Front Row is running.

Using DVD Player No surprises here — the Apple Remote does pretty much the same things for your iMac running DVD Player that your DVD player’s remote does for it. The buttons have two sets of functions, one for when video’s playing and another that kicks in when you’re navigating a DVD’s menu screens. Check out Table 11.3 for the full set of functions.

Table 11.3 Apple Remote Functions in DVD Player Button

On a Menu Screen

While Playing Media

Select/Play/Pause



Next/Fast-Forward

Go to the next DVD chapter. Or Press and hold to fast-forward.

Previous/Rewind

Go to the previous DVD chapter or the beginning of the current chapter. Or Press and hold to rewind.

Volume Up

Move up in a menu.


Volume Down



Menu

Press and hold to resume playback where you left off.

Press and hold to back up to the previous menu screen.

Controlling an Apple TV The Apple Remote’s functions when used with an Apple TV (see figure 11.4) are generally the same as in Front Row, but with a few extras; see Table 11.4 for more details. Also, remember that the Apple Remote can’t adjust the volume on your television itself. If this really drives you nuts, you can use a universal remote such as Logitech’s Harmony model. Be sure to check the remote manufacturer’s Web site before buying to make sure its device is compatible with the Apple TV, though.

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11.4 Apple TV’s interface is more complex than Front Row’s, but it works the same way, with simple menus that you can easily navigate using your Apple Remote.

Table 11.4 Apple Remote Functions with Apple TV Button

On a Menu Screen

While Playing Media

Select/Play/Pause



Or

Or

Press and hold for six seconds to sleep the Apple TV.

Press and hold for six seconds to sleep the Apple TV.

Move forward through the presentation one slide at a time.

Press to skip forward about a minute.

Next/Fast-Forward

Or

Or

Press and hold to display first slide.

Press and hold briefly to fast-forward. Or Press and hold slightly longer to fastforward somewhat faster. Or Press and hold, and then press again to fast-forward at top speed. Or Press while rewinding to slow rewind speed down a notch.

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Chapter 11: What’s the Apple Remote Good For? Button

On a Menu Screen

While Playing Media

Previous/Rewind

Move backward through the presentation one slide at a time.

Press to skip back about a minute.

Or

Or

Press and hold to display last slide.

Press and hold briefly to rewind. Or Press and hold slightly longer to rewind somewhat faster. Or Press and hold, and then press again to rewind at top speed. Or Press while fast-forwarding to slow fast-forward speed down a notch.

Volume Up

Move up in a menu.

Does not control volume.

Volume Down


Does not control volume.

Menu



Or

Or

Press and hold to return to the main menu.

Press and hold to return to the main menu.

Or

Or

Press and hold for six seconds along with Previous/Rewind to unpair a paired remote.

Press and hold for six seconds along with Previous/Rewind to unpair a paired remote.

Or

Or

Press and hold for six seconds along with Volume Down to reset the Apple TV.

Press and hold for six seconds along with Volume Down to reset the Apple TV.

Doing Other Dumb Remote Tricks So far you’ve looked at how to use the Apple Remote to present slide shows and play music or movies. But you’re not nearly done yet; your remote can do other tricks, some built in and some requiring extra software. Keep reading for details.

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Don’t Lose It! If you can’t find your Apple Remote, you won’t be able to do much of anything with it, but keeping track of the tiny things isn’t easy. The first generation of iMacs that came with remotes had magnets in their frames so that you could stick your remote right onto the side of your iMac. But iMacs released starting in the second half of 2007, for some reason known only to Apple’s design department (and Steve Jobs, of course), don’t have this feature. If you have one of these, you’ll need to rig up some other system to avoid losing your Apple Remote in the couch cushions. The most obvious option is to install your own magnets. I recommend against attaching a magnet to your iMac, though; it can interfere with video performance and cause hard drive trouble. But you can certainly attach a magnet to the wall or desk near your iMac. Or you could use Velcro to stick the remote wherever you want it. Another option is to add a protective cover, which also bulks up the remote a bit and makes it less slippery. Two options are the TuneRemote ($20, www.tunewear.com), a red leather case with a removable, swiveling metal clip; and the ISA Key ($15, www.zcover.com), which consists of a silicon cover like an iPod skin. You can press buttons right through the ISA Key, which comes in seven colors including glow-in-the-dark white, and the TuneRemote has holes so that you can reach the buttons.

Sleeping and restarting the iMac Even if you never have time for frivolous pursuits like playing music and videos on your iMac, you can still get some use out of the Apple Remote. No matter what program you’re using, if you press the Play/Pause button and hold it for a few seconds, the Mac goes to sleep. This works with iMacs, MacBooks, MacBook Pros, Intel Mac Minis, Apple TVs, or docked iPods.Wake up the device by pressing any button. If you’ve got more than one startup system, you can use your remote to choose one at boot time. Press the Menu button as an Intel iMac starts up to display the Startup Manager (this is the same as pressing Option during startup). Press the Previous and Next buttons to switch among the available systems and press Play/Pause to choose a system from which to boot. When you face the sticky problem of a disc that won’t eject — maybe your iMac says something on the disc is still in use, or maybe it just ignores your Eject commands —

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you can get the disc out using the Apple Remote. Press Menu as you boot your iMac to open the Startup Manager, and then choose a CD or DVD in the Startup Manager and press Volume Up to eject the disc.

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Using your iMac as an alarm clock If your iMac isn’t waking you up in the morning, you’re clearly not getting your money’s worth from it. All you have to do to remedy this intolerable situation, however, is install Aurora (free, www.metaquark.de/aurora/), a program that starts your favorite iTunes playlist or any TV or radio channel from EyeTV at a given time (see figure 11.5).The Apple Remote connection? It functions as the snooze button.

11.5 With Aurora you can set different alarms for different days of the week.

If you’ve got more than one Apple Remote — or if your roommate has one, too — it’s a good idea to pair your iMac with your remote so that it will only respond to that

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remote. To pair a device and a remote, hold the remote next to the device, and then press and hold both the Menu and Next buttons for five seconds. An image of the remote with a linked chain flashes on the screen. Remove pairing in the Security pane of System Preferences (choose Apple menu ➪ System Preferences and click the Security button). Note that you’ll have to be an admin user to pair a remote or remove the pairing.

Controlling iTunes This only makes sense; if you look at the Apple Remote, you can easily see that its design is based on that of the original iPod Shuffle. Although the remote was created as a way to control Front Row, it’s clearly a great way to run iTunes from across the room as well.When you’re running iTunes, press the remote’s Play/Pause button to start and stop playback, and press the Next or Previous buttons to switch songs.

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Now that Intel Macs can run Windows natively, Apple Remote owners can even use their remotes in Windows. Pressing the remote’s Menu button starts up iTunes in

Note

Windows, and the remote can then control iTunes. It can also control Windows Media Player and the system volume, as well as some third-party programs.

Using third-party software to control anything Your Apple Remote can do a lot right out of the box. And if you want it to do even more, help is on the way. These five programs, each with a slightly different approach, map the remote’s buttons to an appropriate set of keyboard commands for each program with which you want to use the remote. You can usually customize these maps if the default functions aren’t the ones you need, and with some programs you can set up your own maps to make the Apple Remote work with literally any program your Mac can run. In ascending order of price, here are your options: iRed Lite (free, www.filewell.com/iRedLite/). iRed Lite’s biggest advantage over the others listed is that it’s free. Now, that situation might not last, and it’s true that iRed Lite doesn’t have as many features as its competitors, but at this price it’s definitely worth trying.You can map different remotes to different applications (one for iTunes, one for everything else?), and you can tie a remote button to an AppleScript. Telekinesis ($7, http://web.mac.com/olliewagner/iWeb/Telekinesis/). This application, which must be started and stopped manually, has only one configuration, accessible from the menu bar.You can use it to assign a key on the keyboard, with any combination of the Ô, Option, Ctrl, and Shift keys as modifiers, to each button on the remote.You can also assign different functions for a single press and press-and-hold for most buttons. Sofa Control ($15, www.gravityapps.com/sofacontrol/overview/). Not only can you press buttons and press and hold them to activate functions with Sofa Control, you can also double-press them — the Apple Remote version of double-clicking. Sofa Control also comes with a Script Switcher feature to start an application, and its File Chooser can open files using the remote.You can use Sofa Control to emulate a mouse (Virtual Mouse), and it has a “mouselight” that can highlight whatever’s under the cursor. Mira ($16, www.twistedmelon.com/mira/). Probably the easiest of the five to set up and use, Mira is a preference pane that you access via System Preferences (choose Apple menu ➪ System Preferences). It comes with 65 built-in profiles, the developer’s name for groups of settings used with different programs.You can also use Mira to display a special Launch Menu to start programs, and you can use it to open any AppleScript, document, URL, Front Row, your default browser, the Finder, or System Preferences. Remote Buddy (20, www.iospirit.com/remotebuddy/). Produced by a German company, Remote Buddy enables you to choose from configurations that it calls “behaviors,”

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Chapter 11: What’s the Apple Remote Good For? and it comes with behaviors for dozens of programs, some common (Adobe Reader and iCal) and others less so (PandoraBoy and VoodooPad).You can create your own behaviors, but the procedure is a bit more like actual programming than most users will want to tackle.Two more useful features: Like iRed Lite, Remote Buddy enables you map multiple remotes to different programs, and it can also make the remote emulate a keyboard or a mouse (see figure 11.6).

11.6 Remote Buddy’s virtual keyboard comes in handy if you ever spill coffee all over your real keyboard — not that you would do that, of course.

In Case of Emergency When you run into trouble with your Apple Remote, there are a few things you can try to locate the source of the problem. First, make sure the remote is within 30 feet of your iMac, with nothing blocking the line of sight between the two (note that an iMac’s IR receiver is hidden behind the Apple logo). Be sure you’re pointing the correct end of the remote at the computer (the black end) and that the computer is not sleeping or powered off. Look in the Security pane of System Preferences to confirm that the Disable remote control infrared receiver option isn’t selected. If the Unpair option is available in Security preferences, you may be using the wrong remote — another remote may be paired with the iMac. When you’re using — or trying to use — your Apple Remote with an Apple TV, check the status light on the Apple TV. If it flashes white, your remote is paired with the Apple TV, and the problem isn’t with the remote. With an unpaired remote, the status light flashes amber. If you don’t want your iMac to respond to a remote control, you can turn off its remote control reception. Choose Apple menu ➪ System Preferences and click the Security button. Select the Disable remote control infrared receiver option.

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12

How Should I Back Up the Files on My iMac?

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1 2 3 4 5 6 7 8 9 10 11 12 13 Maybe you’ve heard this expression: There are two kinds of computer users, those who have experienced a hard drive failure and those who haven’t — yet. Regardless, you’ve heard it now, and it’s true. Eventually, the worst happens to all of us.Whether a hard drive failure — or any other kind of data loss, such as accidental deletion — is a disaster or just a minor inconvenience depends on how good your backup system is. You can spend a lot of time and money on backing up, or just a little, but any backup is better than no backup at all.

Using Time Machine . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294 Making Online Backups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298 Heavy-Duty Backing Up. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302 Backup Strategies . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306

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Using Time Machine Time Machine is, without a doubt, very cool. This new Leopard feature finally makes complete system backups so easy that most users will have no excuse whatsoever to skip them. For me, Time Machine is part of a seriously redundant backup strategy, but it’s the part that I use most from day to day. Oops — I deleted that file before I was done with it. No problem, Time Machine will bring it back.

Setting up Time Machine To use Time Machine, you need an extra hard drive. Don’t plan on using this drive for anything else; think of it as your sacrifice to the backup gods and just hand it over to Time Machine. The drive should be at least as big as the drive or drives you’re backing up — preferably three times as big; more space allows Time Machine to keep more past versions of your files. So, start by plugging in the new drive and making sure it’s formatted and named the way you want. Your next step is to choose Apple menu ➪ System Preferences and click the Time Machine button. Follow these steps:

1. Click the big Off/On switch to turn on your Time Machine. Don’t you feel high-tech? (See figure 12.1.)

12.1 Time Machine has very few options, making it quick to set up.

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Chapter 12: How Should I Back Up the Files on My iMac? 2. Click the Change Disk button. In the list of drives, choose the one you want to use for backups and click Use for Backup.

3. Click Options. If there are any drives in the list that you don’t want to include in the backup, select them and click the Remove button.To exclude a specific folder from the backup, rather than an entire disk, click and drag the folder from the Finder into the list.

4. Click Done. Time Machine does what’s called incremental backup, which means that it saves not just one copy of each file, but several versions, one for each time you’ve changed it.

Note

As your backup drive fills up, Time Machine deletes older backups (don’t worry, it warns you first), but it always keeps the more recent versions of your files.

You can use the same drive to back up more than one Mac, either by mounting it over your local network on remote Macs or by schlepping it around from Mac to Mac yourself. Time Machine doesn’t mind if the disk isn’t always available; it just waits for it to reappear before starting another backup. Just be sure to unmount the disk by clicking Eject next to its name in a Finder window sidebar before unplugging it from your iMac. If Time Machine is in the middle of a backup when you put your Mac to sleep or eject the backup drive, don’t worry — the backup automatically stops and then resumes when the backup drive is available again. If you want to force Time Machine to do a backup right now — maybe you’re about to install some iffy software and you want to back your system up first — press Ctrl and

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click the Time Machine icon in the Dock. Time Machine immediately begins a new incremental backup.

Restoring files Retrieving files from a Time Machine backup is almost as easy as backing them up in the first place. Here’s how it goes:

1. In the Finder, navigate to the location of the file or files you want to restore. If they’ve been deleted, open the folder where they were before you trashed them.To recover an e-mail message from Mail, open the appropriate mailbox in Mail.

2. Click the Time Machine icon in the Dock. If it isn’t in the Dock, you can start it from the Applications folder.

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iMac Portable Genius 3. If you know the date and time from which you want to retrieve the files, click on that point in the timeline at the right side of the screen (see figure 12.2). If you’re not sure, click the silver arrow pointing away from you next to the folder you’re searching to skip to the last time when that folder changed; click again to go further into the past. Click the arrow that points toward you to return to a more recent backup.

Because Time Machine’s interface is just like the Finder, you can open folders, change view options, re-sort list views, and even use the search field at the top right-hand

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corner of the window. Double-click a file to see its contents.

12.2 Navigating Time Machine backups is just like navigating the Finder.

4. When you locate the files you’re looking for, select them and click Restore. Time Machine puts the file back in its previous location. If this involves replacing the file or files that are there now, Time Machine asks you whether you want to write over the newer files, cancel the restore operation, or rename one of the files so you can keep both of them. If you don’t know where the files you want to restore are located, or if you want to restore files from multiple locations, you can use Spotlight to search your backed-up files. In any Finder window, click the toolbar button if needed to display the search field, and then type your search terms. As results

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Chapter 12: How Should I Back Up the Files on My iMac? start appearing, choose a disk or folder from the location bar. Add search criteria if you want, and then click Time Machine in the Dock (or start it from the Applications folder). Now you can use Time Machine’s arrows and timeline to look through the search results from various times (see figure 12.3), just the way you’d normally use them to flip through different snapshots of a folder’s contents. When you find the file you’re looking for, select it and click Restore. What if your entire disk crashes and you need to restore all your files? Time Machine can handle that. First, either repair or replace the drive — you don’t want to put any files back on it until you’re convinced that it’s in good shape.Then insert your Mac OS X Install disc, and double-click the Install Mac OS X icon. Your iMac will reboot using the installer disc. When the installer starts, choose Utilities ➪ Restore System From Backup.

12.3 As I move back in time, Time Machine conducts the same search on the set of files that existed at that time.

Don’t skip the step in which you choose a search location — if you don’t tell it specifically where to look, Time Machine gets confused and lists all your files in its search

Note

window, not just the ones that fit the search criteria.

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iMac Portable Genius You’ll see a series of dialogs. First, Time Machine asks you to Select a Backup Source; this is where you choose your backup drive. Next comes Select a Backup, in which you pick which backup snapshot you want to restore; usually, this will be the most recent one, but that’s not always the case if you’re trying to go back to a time before you did something that damaged your system. Finally, Time Machine presents you with the Select a Destination dialog, in which you can specify which hard drive you want your data restored to.

Some Apple programs, such as Mail and iPhoto, work with Time Machine, meaning that you can access Time Machine backups from within the programs. If you’re trying

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to locate a missing photo or e-mail, this is a far, far better method of doing so than searching the Finder for the file in question.

Making Online Backups It used to be that backing up your important files over the Internet would only work for people who, well, just didn’t have many files. With slow speeds and high rates for server storage space, doing a serious backup via the Net just wasn’t feasible. But times have changed, and now you have several options for getting your data safely backed up off-site.

Using MobileMe for backups Of course, Apple thinks MobileMe should cover all your online backup needs, with all your backup files residing on your iDisk. There’s just one big problem with that: iDisk is slow — much slower than a dog, in fact. (My dogs are greyhounds — not at all slow.) So I’d never consider backing up more than a few files at a time to MobileMe. But it’s a good option for just that sort of thing — an extra backup of your Quicken file, for example, or your Address Book and iCal databases. To use MobileMe for ad hoc backups, you can simply click and drag files to your iDisk’s Documents or Backup folder. In the Finder, press Shift+Ô+I to mount your iDisk, and then you can use it just like any drive connected to your iMac. I prefer to automate my backups as much as possible, however, so I won’t ever be caught without a recent backup when I need one. For that, you need the Backup program that you can download from the MobileMe home page (https://secure.me.com/ account/). You can use Backup to put backup copies of important files on your iDisk or on a local drive, including removable media. The process of setting up a backup is the same whether you’re backing up to MobileMe or a local disk.

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Chapter 12: How Should I Back Up the Files on My iMac? After you obtain Backup — and a MobileMe membership, if you don’t already have one — double-click to start it. In the initial window, click the Add button to create what Backup calls a “plan.”You’re offered several templates — prefab groups of files Apple thinks you might want to back up (see figure 12.4). Pick one of the plans that looks reasonable, or click Custom to create your own plan, and then follow these steps:

1. Type a name for your backup plan at the top of the window, and then click Add under the Backup Items list. A dialog similar to a standard Open dia-

12.4 Notice that the only built-in plan that backs up to iDisk includes only your personal data, not any document files.

log appears.

2. In the Choose Items to Back Up dialog, click any item and then select one of the two radio buttons at the bottom (see figure 12.5). Select the Include this folder option to add the disk or folder to your Backup Items list, and select the Do not include this folder option to exclude the folder from the Backup Items. Click one of the three tabs — Quick Picks, File & Folders, or Spotlight — to choose different files. Quick Picks is a list of commonly backed-up files that Apple thinks you may want to include, Files & Folders is a column-mode view of everything in

12.5 You can include and exclude as many disks, files, or folders as you want.

your Finder; and Spotlight enables you to search (by name only, unfortunately) for specific files to include. Click Done when you’ve selected all the items you want to include.

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iMac Portable Genius 3. Click Add (+) under the Destination and Schedule list. Make settings in the Choose a Destination and Schedule dialog, as follows (see figure 12.6): l Destination. Choose where you

want to back up your files — in this case, to your iDisk. l Folder. This option isn’t available if

you’re backing up to your iDisk; all backup files are stored in your Backup folder. l Automatically back up at the fol-

lowing times. Choose how often

12.6 Backup’s scheduling options are rather limited.

and when you want the backup to run.The options in the Every pop-up menu are Day, Week, Month, 3 Months, and 6 Months. If you choose Day, the On pop-up menu contains days of the week; if you choose Month, the On pop-up menu has dates of the month instead. And, of course, choose a time in the At field. Click OK when you finish setting the location, time, and frequency options.

4. If you want the backup to run at another time to a different destination, click the Add (+) button again and add another destination and schedule. Click OK when you finish.

5. To run your backup right away, click Back Up Now. If you prefer to wait until the next scheduled time, just click the window’s Close button and then quit Backup.

Never just accept the default time for a backup operation — which is the next hour or half hour after the time when you’re setting up this plan. Instead, choose a time

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when your file upload won’t interfere with anyone’s Internet use and when you know your iMac will be powered up.

Using other Internet backup services Transferring your data to a remote server is a fairly simple process, but online backup vendors have come up with a few different ways to implement it. Here’s a look at three options that work with Mac OS X.

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Chapter 12: How Should I Back Up the Files on My iMac? BackJack was one of the first online backup services (www.backjack.com), and it’s still going strong. The company even has a new backup service that ties into Time Machine. Its original BackJack plan has scheduling options much like those found in Backup, and it costs $17.50 a month to back up as much as 4GB of data, plus an extra $6 per gigabyte. If you want to back up more than one Mac in your household or office, each additional Mac costs $4 per month. You can set how many versions of each file to keep and how long BackJack’s server should keep files after you delete them from your hard drive.Your data is encoded with 128-bit encryption both in transit and on the BackJack servers. The new BackJack service is called Continuum. Rather than running on a predetermined schedule, it’s scheduled to run after your Time Machine daily backup completes, whenever that is. Pricing on this service is expected to be as low as $0.25/GB per month, but a pricing plan hasn’t been finalized as I write. A

less-expensive

option

is

MozyHome

($4.95/month). This service (www.mozy.com) also uses 128-bit SSL encryption (which, incidentally, is the same kind used by bank Web sites) while your data is in transit and 448-bit Blowfish encryption for data stored on the company’s server. It retains versions of your files for the last 30 days. Other Mozy options include MozyHome Free (see figure 12.7), which gives you 2GB of storage space for free, and MozyPro, which backs up every two hours and costs $3.95/month plus $0.50/GB. If you’re looking for a subscription-free option, as well as one that enables you to store data on your own computers, either on your local network or over the Internet, rather

12.7 In Mozy, you can choose files to back up by category or by their location (or a combination of the two).

than someone else’s server, take a look at CrashPlan ($20, www.crashplan.com) and CrashPlan Pro ($60); with this program, you supply the storage space, so there’s no subscription fee. CrashPlan prioritizes files to back up by how recently modified they are, and it sends files to the backup locations that are the closest to complete first. The regular version doesn’t do versioning, but the Pro version can; both use Blowfish encryption,

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iMac Portable Genius with CrashPlan Pro using 448-bit encryption. CrashPlan does offer backup server space; you can store up to 50GB of data at CrashPlan Central for $5/month and an additional $0.10/month for each gigabyte of data after 50GB.

CrashPlan can back up to your own computers, either on a local network or over the Internet, and it can use a friend’s computer if you can talk one into going into a

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backup partnership with you — you back up to the other person’s computer, and that person’s data is backed up on your computer. If you both have plenty of hard drive space, this is a great option.

Heavy-Duty Backing Up The backup methods covered so far in this chapter are all limited in one way or another. Time Machine is comprehensive, but each installation can only back up one Mac at a time. The online backup services are convenient for getting your data offsite easily — vital in the case of a fire or natural disaster — but they don’t enable you to back up your entire system. People who are really serious about backup — which should include anyone working at home — need a backup system that is both automated and complete and that allows for offsite storage.

Don’t feel that you have to pick one backup method and stick to it.You can combine as many methods and backup plans as you need in order to feel that your data is

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truly secure. The “Backup Strategies” section at the end of this chapter shows you how many different backups I have going at once.

Using Retrospect for network backups Retrospect ($129, http://emcinsignia.com) has been the gold standard for Mac backup for years. It can back up data on one computer at a time or over a network, and it can do scheduled backups, ad hoc backups, or a breed somewhere in between, in which it backs up whichever computers happen to be connected to the network during specified hours (see figure 12.8). This last type of backup is intended for providing backup to laptops, which may or may not be connected to your local network at any given time.

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12.8 If you’re serious about Mac backup, you need Retrospect — period.

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Chapter 12: How Should I Back Up the Files on My iMac? To use Retrospect over a network, you install the program itself on one computer and a small program called Retrospect Client on each computer you want to back up. You can back up a network that contains both Macs and Windows computers, and you can use just about any kind of backup media you can think of, including tape cartridges and DVDs. The simplest method, however, is to use portable hard drives; both write and read access to these is very fast, and they’re quite inexpensive these days. Retrospect’s scheduling is incredibly flexible; you can choose any time, any day of the week, any interval, and any combination of these. You can create multiple backup sets and rotate them to ensure that you’ll always have at least one good backup, and you can include and exclude files using a dizzying array of criteria. For example, you can set Retrospect up to back up only files that are tagged with a particular label color, so that you can decide each day what gets backed up and what doesn’t.

It’s not as easy to get files back with Retrospect as it is with Time Machine; you have to go into the Retrospect application and choose a file to restore, and then wait for

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Retrospect to locate it and put it back on your hard drive.

Setting up a RAID You can improve hard drive reliability by using two or more disks together as a RAID (Redundant Array of Inexpensive Disks). In Chapter 10, we looked at how to set up a striped RAID to increase disk speed; here I’m talking about using a mirrored RAID to protect against data loss. In a mirrored RAID setup (also called RAID 1), the entire contents of one drive are duplicated on the other drive, with constant updates to ensure that the two drives are always identical. If you lose one, you can keep right on working with your data, because it exists in the same form on the other drive.

A RAID set should use your fastest connection (FireWire 800) and should contain disks of roughly the same capacity, because your iMac will treat all the drives it con-

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tains as though they’re the same size as the smallest one.

To set up a mirrored RAID set, follow these steps:

1. Start Disk Utility. It’s located in the Utilities folder within your Applications folder. 2. In the list of disks on the left, choose one that you want to include in your RAID, and then click the RAID tab.

3. Type a name for the RAID set, and then click the Add (+) button.

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iMac Portable Genius 4. Choose Mac OS Extended from the Volume Format pop-up menu, and then choose Mirrored RAID Set from the RAID Type pop-up menu.

5. Click and drag the disks you want to use onto the RAID set’s name in the list (see figure 12.9).

12.9 These disks lose their names and custom icons after they’re integrated into the RAID.

6. Click Options and choose a block size for the data stored on the RAID from the RAID Block Size pop-up menu. If you work with large graphics or video, choose 256K; choose a smaller size for smaller files. Click OK.

7. Click Create.

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Using third-party cloning and mirroring utilities A clone is a byte-by-byte duplicate of your hard drive, usually your boot drive. This is the only way to be certain that a copy of your boot drive will itself boot. One popular cloning utility is SuperDuper ($28, www.shirt-pocket.com/SuperDuper/SuperDuperDescription.html), which can do scheduled clones and can update an existing clone to mimic what you’d get if you ran a new clone copy, in a fraction of the time.Two things to consider when you’re creating a clone: Try to avoid having other software running while cloning is happening so that files on the original drive aren’t modified during the procedure. You should also disable Spotlight during the cloning operation.To turn off Spotlight temporarily, choose Apple menu ➪ System Preferences and click the Spotlight button. Click the Privacy tab to see drives and folders that are excluded from Spotlight indexing.To turn off indexing for a drive, just click and drag it into the window; you can remove it at any time by clicking it and then clicking the Remove button at the bottom of the window. Make sure that the drive on which you’re creating the clone is formatted correctly for booting. That means using Mac OS Extended format (either journaled or not, as you prefer), with the GUID Partition Table option set for Intel Macs and the Apple Partition Map option set for PowerPC Macs.To set either of these options in Disk Utility (located in the Utilities folder within your Applications folder), click the disk itself (not the named volume) in the list at the left of the window and click the Partition tab. Choose a volume scheme (most commonly 1 Partition) and click Options, and then choose the appropriate partition option for your iMac. A slightly different way to duplicate part or all of your hard drive’s contents is to use a sync utility. Like iSync and MobileMe syncing, these programs make sure that your duplicate drive is regularly updated to match the original, and they can go the other way, too — adding files to your original hard drive that you created on the other drive. For this job, I like ChronoSync ($30, www.econ technologies.com/site/Pages/ChronoSync/chrono_overview.html). It can save deleted files in a special archive folder so you can retrieve them if you change your mind about trashing them, and it copies files to each drive completely before overwriting the old version of the file on that drive. It’s very simple to set up (see figure 12.10), and once you do so, you never have to worry about it again.

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12.10 You can set up ChronoSync using drag and drop. Here I’m using it to duplicate my internal hard drive, ClickTreat.

Backup Strategies There are a number of factors to consider when you’re deciding how you want to back up your iMac. For one thing, consider redundancy: One backup really isn’t enough — chances that both your original drive and your backup drive will be destroyed or inaccessible at the same time are remote, but not nil. One way to institute redundant backups is to keep several sets of backup media and rotate them. I do that, and I also use multiple backup systems. Here are all the different ways I back up my iMac: MobileMe for Mac-specific data: This includes my Safari bookmarks and the databases for Address Book and iCal databases. MozyHome Free for working documents: I back up the files I’m actually working on each day to MozyHome Free.This usually includes both project files and my accounting data (I use both QuickBooks and Quicken).

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Chapter 12: How Should I Back Up the Files on My iMac? Time Machine for local backup of an entire system: Setting up Time Machine is so easy, and using it is so intuitive, that there’s just no reason at all not to use it if you’re running Leopard.This is the backup system that I use most frequently to restore files, because it’s the fastest way to retrieve an earlier version of a file or a copy of a file I trashed prematurely. Retrospect for network backup of multiple computers: I use three different backup drives, and I rotate them so that one drive is always off-site at a friend’s house.That way, in case of a fire or other disaster, both my husband and I would be able to get back up and running on new Macs fairly quickly. ChronoSync for a nightly mirror of an entire hard drive: With this backup, if my system software or my internal hard drive goes south, I can boot my computer from the mirror and keep right on working. I’ll have lost only a few hours’ worth of work and e-mail, both of which I can retrieve from my Time Machine drive. Now, that’s a lot of different backup methods; don’t let this list intimidate you. For one thing, I’m a paranoid freak, and for another, this combination of backup methods has developed over years and could use an overhaul. I don’t really need to be using ChronoSync and Time Machine, for example, but I set up ChronoSync before Time Machine came out, and it’s still running every night because I haven’t told it to stop. But if you’re still running Tiger on your iMac, ChronoSync or something like it is a good alternative to Time Machine, which is only available on Leopard. You’ll also need to decide how often you want to back up your data. Each of the backups I just listed runs at a different frequency — some daily, some weekly, some hourly. Different kinds of data change with more or less frequency; your e-mail database, for example, can change every minute if your iMac is set up to check mail that often, but your program files generally only change when you download and install updates.They just don’t need to be backed up as often. The number of backup sets you want to use is also important. My Retrospect backup uses three sets, which means I can always have one backup drive stored off-site and two more with which I can alternate daily backups.That gives me two copies of my data right on-site, one of them including yesterday’s changes and the other dating back to the day before yesterday.That gives me multiple versions to choose from for frequently modified files. Whatever choices you make about how to back up, the most important thing is that you do back up. Remember, the worst can and will happen — eventually.

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13

How Can I Keep My iMac Healthy?

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1 2 3 4 5 6 7 8 9 10 11 12 13 I make my living on my Mac, so it’s extra important that I keep it running smoothly and avoid downtime due to computer problems. Even if you’re not using your iMac for work, it’s worth taking a few minutes now to prevent timeconsuming trouble later. In this chapter, you’ll look at local and Internet security, how to figure out what’s happening when something goes wrong, and preventive steps you can take to reduce the odds that anything will go wrong.

Staying Secure . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310 Troubleshooting Problems . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318 Keeping Your Mac Up and Running . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 331

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Staying Secure A big part of maintaining your iMac’s overall health is making sure that outside forces don’t interfere with its operation. That means using a firewall to protect against unwanted access from outside your network, taking appropriate precautions to prevent and deal with virus infestations, and controlling access to your iMac over your local network and at the keyboard.

Setting up the firewall A firewall is a program that double-checks all the data coming into your computer via a network connection and blocks specified types of data such as viruses and outside attempts to control your network. Like a physical firewall, it’s designed to prevent damaging intrusions into your system.You probably don’t actually need a firewall because Macs don’t tend to allow much external access by default — but it doesn’t hurt to lock your doors, so to speak, just in case.

If your account isn’t an admin account, you’ll need to type an admin user name and

Note

password to change any Security or Sharing settings.

You’ll find Leopard’s built-in firewall in the Security section of System Preferences (choose Apple menu ➪ System Preferences and click the Security button). Click the Firewall tab to see its three options (see figure 13.1): Accept all incoming connections. This default setting is the equivalent of turning the firewall off completely. If you feel like living dangerously, select this option. Allow only essential services. Here, you’ll block file sharing, remote access, and related Mac OS X services that you’ve previously turned on.This is the setting you want to use when you join someone else’s network, such as a public network at a school or coffee shop.That way you don’t have to turn off file sharing and all your other sharing services manually. Set access for specific services and applications. With this setting active, you can disable incoming access to network services on an application level. After you select this option, any time you start a program that normally accepts incoming traffic, the system asks you whether you want to block or allow any attempts for an outside computer to connect to that program. If you choose Allow, the program is added to the list you see in the Firewall tab (see figure 13.1). Once a program is included in the list, you can click it and choose a pop-up option to Allow or Block incoming connections, so you can always change your mind later about what you want to let in.

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13.1 Applications listed in the window can accept incoming Internet traffic.

If your iMac is running Leopard, but you see different options in the firewall, you need to update your system software to at least 10.5.1. The original Leopard release

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had the same functionality, but its firewall options were labeled differently, and many users found them confusing.

Automatically included in the list of services and applications are any sharing services you’ve previously turned on in the Sharing preferences. You can’t delete these services from the list in the Security preferences; you need to return to the Sharing preferences and turn them off. Click Show All at the top of the System Preferences window and then click the Sharing button to do that. Regardless of which firewall setting you choose, be sure to click the Advanced button in the lowerright corner of the Firewall tab and select both options (see figure 13.2): Enable Firewall Logging and Enable Stealth Mode. With logging turned on, you can view a report of any connection attempts that have been made and how the system handled them, and Stealth Mode hides your iMac from outside users instead of just disabling connections.

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13.2 Stealth mode is a must.

Protecting your iMac from viruses Viruses? Isn’t that a Windows problem; something Mac users don’t need to worry about? Well, yes and no. It’s true that there aren’t any Mac OS X viruses in the wild — a few have been created in laboratory conditions to test concepts — but there are other types of malware that you need to be aware of. Mac users are also subject to infestation with Word macro viruses and other nasty bugs that hitch rides in Microsoft Office documents; while a macro virus can’t do any harm to your iMac, you don’t want to contribute to its spread. And who knows? Maybe the first true Mac OS X virus will be discovered tomorrow. All of this means two things for you, as an iMac user. First, you need to follow safe computing practices (no snickering, please!), and you should consider installing a virus checker. Safe computing means sticking to a few guidelines: When possible, use e-mail accounts that filter spam and viruses. Free e-mail providers that do this include Gmail,Yahoo! Mail, and Hotmail. Use Firefox with the NoScript plug-in. This add-on intercepts any Web page script or plug-in that could pose a danger to your system. As much as possible, avoid the following: l Installing unfamiliar software from dodgy sources, such as Web sites you’ve never

heard of or programs posted to forums l Installing social networking plug-ins

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Chapter 13: How Can I Keep My iMac Healthy? l Online gambling l Illegal file sharing (or legal file sharing on the same networks)

If you use Windows on your Mac, via any method, be sure to install virus protection on your Windows system.

What’s Malware? Everyone talks about viruses, but there are actually several different kinds of damaging software out there, collectively referred to as “malware.” Here’s a primer:

• Virus. A computer program that can distribute copies of itself by being attached to or embedded in an infected file. Viruses may attempt to delete or modify data on your computer or damage it in other ways, or they might just make your computer into a carrier to spread themselves further, with or without letting you know they’re present.

• Worm. These viruses can spread by themselves, without needing to be attached to another file. Often worms cause damage simply by clogging up a network.

• Trojan. A program that appears to be harmless or even beneficial, such as a faux “security checker” or “speed enhancer,” is considered a Trojan horse if it causes harm or attempts to deceive the user when run. For example, the Imunizator and MacSweeper programs detect nonexistent security problems on your Mac and offer to fix them — for money, of course. Another Mac Trojan is called OSX.RSPlug.A, and it’s far more dangerous. It masquerades as a video codec that’s supposedly required to view content on Web porn sites. When you download and run the program, it changes your DNS server to one that hijacks your Web browser to phishing sites and ads for more porn sites.

• Spyware. This term refers to programs that don’t duplicate themselves, but do subject you to unsolicited pop-up advertisements; steal your personal data; monitor your Web activity; or hijack your Web browser to advertising sites instead of the sites you were trying to view.

• Keyloggers. Programs that record your every keystroke (including passwords, private e-mails, and credit card numbers) are called keystroke loggers or keyloggers. A virus or Trojan may install a keylogger, which then sends the intercepted data back to the program’s creator via the Internet.

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iMac Portable Genius Virus checkers can be real resource hogs, noticeably slowing down your system while they’re active. If you decide to install a virus-scanning program, you can combat this by disallowing automatic scanning and instead scanning incoming and outgoing files manually during downtime. If Macs someday end up in the same boat as Windows PCs with respect to viruses, it’ll be time to go back to those every-time-you-start-up scans. For now, just tread carefully. Because viruses are so rare on Macs, there aren’t all that many virus scanners to choose from. They include Norton AntiVirus ($50, www.symantec.com) and Intego VirusBarrier ($70, www.intego.com), both of which also come in slightly more expensive dual-platform versions that also include a Windows virus scanner. Intego’s VirusBarrier has a free downloadable trial. If you’re supporting more than one iMac, you might be interested in McAfee VirusScan for Mac ($37, www.mcafee.com), which also has a free trial; you have to buy a minimum of three licenses, which makes the total price higher but the price per license is pretty darn low. And, if you’re feeling really cheap, there’s always ClamXav (free, www.clamxav.com), which is based on open source software. The developer points out that when you don’t pay anything, you can’t expect any technical support, but the original open source clamxav program is highly regarded, with frequently updated virus definitions and a good nose for ferreting out unwanted code. Like many powerful new Mac OS X programs, ClamXav puts a graphical interface on a command-line tool, thus making it accessible for the average user (see figure 13.3).

13.3 ClamXav is basic, but it works, and it’s a real bargain.

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Configuring your guest account I don’t mind when other people use my iMac, but I hate it when they mess up my stuff. And, of course, I don’t want just anyone who happens to wander past the iMac at a party to sit down and be able to call up, say, my diary or my credit card data. The answer? A guest account. This new feature in Leopard sets up a temporary account that anyone can use, so that guests can have access to the Web or whatever else you want to allow them without being able to access anything you don’t want them to. To create a guest account, follow these steps:

1. Choose Apple menu ➪ System Preferences and click the Account button. If the preference panel is locked, click the padlock and type an admin name and password.

2. Click the Guest Account entry in the account list, and then select the Allow guests to log into this computer option (see figure 13.4).

13.4 A guest account is handy if you allow visitors to use your iMac, but you do have to decide just how much access you want guests to have.

After you create a guest account, guest users can log in to your iMac without having to type a password by typing guest in the login window’s Account field or by click-

Note

ing the Guest entry in the list of accounts, depending on how you’ve configured the login window. When a guest logs out, any new files created or downloaded by that user are deleted. Be sure to warn guest users that they need to copy files off your iMac before logging out, or they’ll lose them.

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Leopard’s guest account is pretty generic by design, but if you’re in the mood to mess around with it, you can set custom options, such as your preferred desktop

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image and Dock setup. Check out the tutorial here: www.michaelsmac.com/modules.php?name=News&file=article&sid=394.

3. If you want guests on other Macs to be able to mount shared folders over a network, select the Allow guests to connect to shared folders option.

4. To limit what a guest can do once logged in, select the Enable Parental Controls option and click Open Parental Controls. Turn to Chapter 2 to learn more about setting up Parental Controls; in a nutshell, you can use them to choose which programs a guest user can run, limit Internet use in several ways, and keep a log of everything the user does on your iMac.

Controlling access to your wireless network If you’re like a lot of people, you never assigned a password to your wireless network because you didn’t feel like having to remember one more password and you didn’t want to have to type it every time you connected to the network. Well, unless you live miles from nowhere, you should really consider securing your network so that it’s not open to anyone who drives by your house. Why should you care? Well, first, if your network allows guest access to shared folders, anyone at all within range of your AirPort or other wireless network can log in, not just people in your home. Second, it’s possible for Wi-Fi traffic to be recorded by a “packet sniffer” and decoded — which means that any data passing over your network can be intercepted. Finally, you’re paying for your bandwidth, so do you really want to be sharing it with the whole neighborhood? About.com’s wireless guru, Bradley Mitchell, offers a great page of tips for securing your network at http://compnetworking.about.com/od/wirelesssecurity/tp/wifi

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security.htm. It’s definitely worth a read; even if you only implement a few of his suggestions it will make a huge difference in how easy it is for outsiders to glom onto your network.

Setting up password access on an AirPort network takes a matter of seconds, and you can let your keychain remember the password and connect you seamlessly — so there’s really no excuse not to take the plunge. Here’s how:

1. Start AirPort Utility (located in the Utilities folder inside your Applications folder) and select a base station from the list.

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Chapter 13: How Can I Keep My iMac Healthy? 2. Click Manual Setup, and then click the Wireless tab (see figure 13.5). 3. In the Wireless Security pop-up menu choose WPA/WPA2 Personal or, if it’s not available, choose WEP 128 bit. WPA is a stronger encryption standard, but earlier base stations don’t support it.

4. Choose a 12-character password and type it twice, in the Wireless Password field and the Verify Password field. To get the strongest passwords, click the Password Assistant button to have your iMac offer suggestions.

5. Click Update. The base station restarts; when it’s back up, you need to type the new password to connect.

13.5 Make your password a good one, not something that people can guess easily.

Another tactic you can use to increase the security of your network is to make it closed.This means that users can only connect to it if they already know its name; it won’t be detected otherwise.You do this in the same place where you set a password — the Wireless tab of the AirPort Utility. Click Wireless Options (below the Wireless Security menu) to see your choices (see figure 13.6). Select the Create a closed network option, and then click Done. Click Update and wait for the base station to restart for this setting to take effect. Be sure you note the name of your network first! When you connect to a closed network, you need to type the network name and the password, and you’ll also have to specify which type of password security is being

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used. If you give the wrong type, you won’t be able to connect. Be sure to have this information handy for friends who want to hop online while they’re at your place.

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13.6 It’s a good idea to close your network so that the only people who know it’s there are the ones you choose to tell about it.

Troubleshooting Problems Nobody’s perfect, and no iMac is either. Once in a while you’ll encounter a problem with your iMac. Maybe things just don’t work as expected, or perhaps the situation is more serious — crashing or problems with a vital file. Don’t panic; you can figure out what’s going on, and there’s a good chance you’ll be able to fix it.

Figuring out what’s wrong You can’t figure out how to fix a problem with your iMac until you know exactly what’s going wrong. Figuring this out is usually the greater part of dealing with a computer issue, but it’s usually not impossible if you apply some patience and a little logic to the process.The simplest way to figure out what’s causing the problem is by removing variables from the situation to see if anything changes. First, though, you need to be able to reproduce the problem at will. Figure out what you were doing just before it happened: printing a particular document, viewing a certain Web page, running a new program? Then investigate these possibilities: System error. Sometimes new system updates can introduce unexpected problems, and other times an update is needed to address a previously unknown problem. Use Software Update to check for system updates, and check the latest news about problems other Mac users have run into at MacFixit (www.macfixit.com). Don’t forget to search the MacFixit forums for posts about similar situations as well as reading news updates (see figure 13.7).

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13.7 MacFixit is hands-down the best source of Mac troubleshooting information around.

Software conflict. When two pieces of software don’t play well together, you’re going to need to turn one off, at least for the time being. But which one? Start disabling everything you can — quit other programs, deactivate fonts, uninstall plug-ins — and see if the problem goes away. If so, put things back one at a time until one triggers the issue again. This is likely to be the source of your issue if you’ve added any new software recently or changed anything significant in your Mac’s system. Software bug. You could be running into a known bug in your third-party program. Check the developer’s Web site for news and updates, and read any user forums you can locate in search of known issues and workarounds. If you don’t find any useful information this way, try e-mailing the developer to find out whether others have reported the same problem. You can use Safe Boot mode to track down a problem. Shut down your iMac, and then press the Shift key and keep holding it as you reboot the iMac. This procedure

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disables third-party system utilities, extra fonts, login items, and other “extras,” and it forces the iMac to check the hard drive. If you don’t experience the problem you’re troubleshooting in Safe Boot mode, the places you need to look for it are narrowed down quite a bit.

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iMac Portable Genius Hardware problem. Have you added any new devices lately? How about a new hard drive or memory? If you think one of your hardware devices may be at fault, try removing the suspect peripherals or the extra RAM. If the problem goes away, put things back one at a time until the problem recurs. Watch out for odd sounds coming from your peripherals, especially hard drives; they often let you know they’re about to fail, if you’re paying attention. Use Disk Utility or a third-party disk repair program to check hard drives. Another note: When it takes an extraordinarily long amount of time to access data on a CD or DVD, odds are that the disk is damaged. Also, it may seem obvious, but check power cords and cable connections just to be sure everything’s plugged in firmly, and if you can try a different port do that, too. File corruption. The particular document you’re working with, or one of its components such as a font or image, may be damaged. If the problem occurs when you’re printing, try printing just one part of the document, or even one page at a time. If you have a virus scanner, be sure to run it just in case. Log out of your account and try the same sequence of actions in a different account — this will tell you if something in your user folder is causing the problem. You do have a good backup of all your important files, right? Now that the backup utility Time Machine is part of Mac OS X, there’s just no excuse not to have multiple

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versions of everything vital. If you don’t have a backup system in place, and you skipped Chapter 12, go back and read it now.

Working out network and Internet issues Connection problems are my least-favorite kind of computer issue, because in my line of work they have to be resolved immediately. Going for a day without e-mail, FTP, and Web connectivity would throw a large monkey wrench into my routine, so I know I have to track down the problem and fix it — no workarounds will do. Your connection may or may not be this vital to your well-being, but whether you have to fix the problem right away or you can let it go until later, you still need to know where to look for possible solutions.

Distinguishing between Internet and LAN issues When your Internet connection isn’t working, the first thing to do is determine whether the problem is really the connection between you and your ISP or an issue with your local area network (LAN), assuming you have one. If you do have a local network, take it out of the loop and set up your iMac to connect directly to your ISP. If that works, then the problem is with your network setup, not your Internet connection. Perhaps you’re using Internet Sharing and it’s not configured correctly (choose Apple menu ➪ System Preferences and click Sharing to check — see figure 13.8), or maybe you have a cable problem (replace each cable in turn and test the connection).

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13.8 With these settings, only devices connecting to my iMac via Bluetooth will be able to share my Internet connection. Next question: Is that what I intended?

First, power cycle your modem and router (that’s geek-speak for turn them off, wait a minute, and then turn them back on). If that doesn’t make a change, restart your iMac; sometimes it can get stuck with a bad connection, so you need to break that connection and start fresh. Look at the indicator lights on your modem and router (refer to the documentation) to see if they indicate a problem. And check Network preferences (choose Apple menu ➪ System Preferences and click Network) and make sure that the interface you’re connecting to is the right one and that it’s active; if you see a red light instead of a green one next to the interface you’re trying to use (whether it’s AirPort, Ethernet, or something else), the problem is within your network.

Locating wireless problems If you use a wireless network, here are a few diagnostic techniques you can try: Make sure you’re connecting to the right AirPort network. If your signal strength isn’t what it should be, check your AirPort menu or the AirPort interface in Network preferences (choose Apple menu ➪ System Preferences and click Network) to find out what network you’re connected to.This happened to me the other day, and when I checked, I was connected to my neighbor’s Wi-Fi network instead of my own. Check your router to make sure it has the most recent firmware version. For Apple’s own AirPort base stations, you can do that by running Software Update (choose Apple menu ➪ Software Update).

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iMac Portable Genius Check for device interference. Other wireless devices, including 2.4GHz cordless phones, can interfere with your AirPort network. If you have anything of that description around, try turning it off to see if your problem goes away. Turn on interference robustness. You’ll shorten the range of your wireless network but make its connections stronger with this optional setting. Start AirPort Utility (located in the Utilities folder inside your Applications folder) and select a base station from the list. Click Manual Setup, and then click the Wireless tab and click Wireless Options (below the Wireless Security menu) to see your choices. Select the Use interference robustness option, and then click Done. Back in the main AirPort Utility window, click Update and wait for the base station to restart for this setting to take effect. Change wireless channels. Wi-Fi networks can operate on any of several different channels, and if there are nearby networks using the same channel as your network, you may get interference. In AirPort Utility, select your AirPort base station, click Manual Setup, and click the Wireless tab. Choose a different channel from the Channel pop-up menu (see figure 13.9) and click Update to apply the change. Turn off encryption and/or change the protocol you’re using. In AirPort Utility, select your AirPort base station, click Manual Setup, and click the Wireless tab. Choose a different option from the Wireless Security pop-up menu. If you were already using password security, switch to None; if not, try WEP or one of the WPA Personal options.

13.9 Try different channels to see which one works best.

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Chapter 13: How Can I Keep My iMac Healthy? Perform a hard reset of your AirPort base station. You’ll have to set up your network again afterward, but this can sometimes clear the pipes, so to speak, and get you going again. How you do this depends on which base station model you have. If there’s a small unmarked indentation on the back of the base station, you’ll need a paper clip. First, unplug the AirPort, and then press and hold the reset button for a few seconds. Plug the power cord back in, and then release the reset button. Newer models have a real button, one that you can press with your finger, but the method you use to reset them depends on which version of the firmware is involved; check Apple’s Web site (docs.info.apple.com/article.html?artnum=107451) for instructions.

Using Mail’s Connection Doctor and Network Diagnostics When you have a problem with Mail, try asking it what’s going on by choosing Window ➪ Connection Doctor. This useful utility checks all your mail accounts to see if you can connect and log in (see figure 13.10). If at least some of them work, you have an Internet connection. If not, then the Network Diagnostics button becomes available.

13.10 All of my e-mail accounts are functioning properly, but I still have an outgoing mail server from my previous ISP specified, and that’s not working.

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iMac Portable Genius Click Network Diagnostics to have your iMac check the different components of your network: the interface, your Network preference settings, your connection to an ISP, the ISP’s connection to the Internet, and your DNS server’s ability to translate URLs into IP addresses so the data you’re sending can get to the right place (see figure 13.11).

13.11 This situation’s not good — I have no connection at all.

In theory, Network Diagnostics can tell you exactly where the problem lies; in reality, it may not tell you anything you couldn’t have figured out yourself using the tech-

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niques described earlier, but it’s always worth a try, just in case you’ve been overlooking something.

Other ways to get to Network Diagnostics include via Safari (if it can’t connect to the Web, it will show you a Network Diagnostics button that will take you here) and through the Network pane of System Preferences (choose Apple menu ➪ System Preferences and click the Network button). In Network preferences, click Assist Me and then click Diagnostics to start checking your connection.

Dealing with disk problems If you suspect — or are sure — that a hard drive is to blame for the problems you’ve been experiencing, follow a two-step protocol: First, back up your iMac (you do have a backup system, right?) and then go ahead and run Disk Utility. Start by checking permissions; if that doesn’t take care of things check the disk itself.

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Repairing permissions Each file or folder on your iMac has a set of permissions that defines who’s allowed to read the file, change it, or open it (if it’s a program or folder). Installing new programs can modify those permissions, sometimes incorrectly, as can file corruption. Sometimes these errors lead to crashes; most of the time they just slow things down. It’s easy to repair permissions with Disk Utility; here’s how:

1. Start Disk Utility (it’s located in the Utilities folder within your Applications folder). 2. Choose your startup disk in the list at the left-hand side of the window, and then click the First Aid tab.

3. Click Repair Disk Permissions (see figure 13.12).

13.12 Repairing permissions can be time-consuming, but at the very least it won’t cause any problems, and it might fix some.

Disk Utility make take a little while to finish, but that’s all there is to it — all permissions will be set to their default state. Of course, if you’re denied access to a file or folder you need to get into, you can also modify permissions for that individual file or folder in the Finder, following these steps:

1. In the Finder, select the file or folder you want to change and choose File ➪ Get Info. 2. In the Info window, click the disclosure triangle labeled Sharing & Permissions. Click the padlock button to unlock the file’s permissions, and then type an admin name and password and click OK to authorize the changes.

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Don’t mess around with permissions unless you’re sure you know what you’re doing, and never modify permissions for a file in your System or Library folders.Incorrect per-

Caution missions on a vital file can shut you down completely and can be hard to diagnose.

3. Use the Privilege pop-up menus next to each Name entry to change the permissions for that person or group (see figure 13.13), as follows: l Me. This, of course, is you, meaning

the account you’re currently using. l Staff. This group includes all non-

admin users of your iMac. l Everyone. This group is all-

inclusive — every user and any program other than those specified above will have these privileges. If you’re changing permissions for a folder, and you want those changes to apply to all the folders within that folder, click Apply.

Repairing the formatting Before you can use it, any storage device (hard drive, floppy disk, thumb drive, CD, or DVD) must be formatted.Think of disk formatting as being like installing shelves and a hanger rod in your closet; you have to provide places for your stuff to go before you can store it properly in the closet. Over time, the screws can come loose and your shelves and rod can need repair; similarly, disk formatting can require repair occasionally due to heavy use. In this case, you may have trouble accessing the files you want, or your system may just feel slow. It never hurts to check your drives’ formatting and see if there’s a problem.

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13.13 When in doubt, make permissions more liberal, allowing more access rather than restricting it.

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Chapter 13: How Can I Keep My iMac Healthy? You use Disk Utility for this job,as well as for making any repairs that are necessary.Follow these steps:

1. Start Disk Utility (it’s located in the Utilities folder within your Applications folder). 2. Choose the problem drive in the list at the left-hand side of the window, and then click the First Aid tab (see figure 13.14).

3. Click Verify Disk.

13.14 Always verify before repairing, so that you can run a backup before proceeding if you do find any problems.

4. If Disk Utility finds problems, run a backup of the disk, and then click Repair Disk. Don’t skip the backup part of this step — the disk can fail while you’re repairing it.

5. When the repairs are complete, click Verify Disk again. Repeat steps 4 and 5 until no problems are found. If Disk Utility isn’t able to fix some or all of the problems it finds with your disk, it’s time to turn to a third-party utility. Keep reading to learn more. Want to know that your hard drive is going to fail before it actually does? You need SMARTReporter (free, www.corecode.at/smartreporter/), which taps into the SMART

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(Self-Monitoring Analysis and Reporting Technology) technology built into most modern hard drives to act as an “early warning system.”You can always check the status of your drive in the SMARTReporter menu, and if a drive is about to go kablooey, SMARTReporter can e-mail you, show a warning dialog, or even run a specific program (such as your backup software).

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Using third-party utilities Some disk problems are too complex for Disk Utility to handle, but they may be manageable for third-party programs. I would never be without at least one of these programs, preferably both installed on my internal hard drive and available on an external drive or CD for when the situation’s so bad that I can’t even boot my iMac. In descending order of importance, here are my favorites: DiskWarrior ($100, www.alsoft.com). This utility can rebuild the directory of a damaged drive by creating a new directory based on the drive’s contents and then comparing the new directory to the old one. I used DiskWarrior recently to rebuild the directory and retrieve the contents of a “dead” hard drive onto an external FireWire drive. I wasn’t able to salvage all the files — some of them were stored on physically damaged areas of the disk, according to DiskWarrior — but I got the important stuff. Without DiskWarrior, everything would have been lost, because I didn’t have a current backup. (See? Backups really are important.) TechTool Pro ($98, www.micro mat.com). I’ve been using this program for years, starting back in the days when its main function in my toolbox was to zap PRAM (resetting a portion of my Mac’s memory that contains vital system info).TechTool Pro does a lot of stuff, not just disk-related functions. It can still zap your PRAM, and it can check your RAM for flaws. One of the coolest features of TechTool Pro is its eDrive, a small partition of your hard drive that you can use to boot when your system software is damaged. Drive Genius ($99, www.prosofteng.com). Apple uses this product to defrag hard drives at its Genius Bars. As a disk fills up, files are broken into fragments that may be stored far away from each other on the drive. Putting all the pieces back together, so

Courtesy of Prosoft, Inc.

they’re stored in adjacent locations, can

13.15 Drive Genius can run benchmark tests to make sure your hard drive is as fast as its manufacturer says it should be.

speed up disk access to those files. Drive Genius (see figure 13.15) can also repair directories, clone disks, and more.

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Before running any of these programs, or before using Disk Utility to repair your formatting, always run a backup. Every once in a while the problem is so bad that trying

Caution to fix it just makes things worse. In this case, you’ll be glad you have a copy of as many files as could still be read from the damaged disk. All three of these products cost about the same, so there’s no price-based reason to choose one tool over another. If you can have only one, get DiskWarrior — if you have to use it to repair a trashed hard drive even once, it will have been worth the money.

Sharing screens with other Mac users If you end up turning to your friendly local geek (or perhaps one who’s not local) for help with your iMac problem, being able to hand over control of the computer to that person may be very helpful. As long as you’re both using Leopard, you can do this even when the geek’s somewhere else, via screen sharing.When you allow screen sharing, the other person can see what’s on your screen and can control your computer the same way you can. Here’s how you set up screen sharing:

1. Choose Apple ➪ System Preferences, and click the Sharing button. 2. Select the Screen Sharing option to turn the service on. 3. If you want to restrict screen-sharing access to specified users, select the Only these users option and then click Add to start specifying users (see figure 13.16). l To use a person who’s already in your Address Book, click Address Book in the list on the

left and then find the person you want to allow and click Select.That person’s first and last name will be used for the screen-sharing account name, so you’ll just need to assign a password. l If the person to whom you want to give access isn’t in your Address Book, click New

Person and type an account name and password for the new user. Choose the new person in the list and click Select.

4. Click Computer Settings to set additional options. Select the Anyone may request permission to control screen option to allow any user on your network to ask to share your screen. If you want to use a VNC viewer to share your screen, select the “VNC viewers may control screen with password” option and type a password. Click OK when you finish.

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13.16 I can add users from my Address Book or create new sharing accounts.

After screen sharing is set up, you can start a screen-sharing session over your local network from the Finder. On the Mac where you want to view the other Mac’s screen, open a Finder window and click the Toolbar button in the upper right-hand corner of the window (if necessary) to display the Sidebar. Click the disclosure triangle next to Shared to show the computers on the network. Select the Mac whose screen you want to share, and then click the Share Screen button. In the dialog (see figure 13.17), select the As a registered user option if you have a sharing account on the other Mac, or select the By asking for permission option if you don’t have an account. Then the other Mac’s user will see a dialog asking if it’s OK for you to share that Mac’s screen.

13.17 Before I can share the other Mac’s screen, I have to tell it who I am.

If you want to share screens with someone who’s not on your local network, you both need to be running Leopard, and you must both be online in iChat. Click the other person’s name in your buddy list and click the Share Screens button at the bottom of the buddy list.

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The flip side of screen sharing is Back to My Mac, another Leopard feature that enables you to start a screen-sharing connection with any Leopard Mac that has

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your MobileMe user name and password entered in the MobileMe pane of System Preferences, as long as both machines are connected to the network.You can use this feature to retrieve left-behind files or data, start a backup or other important procedure, or even check in to see if anyone’s using your iMac when you’re not around.

Keeping Your iMac Up and Running It’s great to know how to get out of trouble, but it’s better if you stay out of trouble in the first place. There are several tacks you can take to keep your iMac running smoothly — with luck, you’ll never have to use any of the troubleshooting information in the previous section.

Running Software Update automatically Using Software Update is a vital part of keeping your iMac running smoothly. You never know when a problem you’ve been living with for a while will be solved with a new system update, and Software Update also keeps all your other Apple software — such as iChat and iTunes — up to date so that you don’t miss out on new features. You don’t have to install every update Software Update notifies you about, but it’s always better to know about them than not to know. You can start Software Update by choosing Apple menu ➪ Software Update. It starts checking for new updates right away (assuming, logically enough, that this is why you started it up) and lets you know if anything new is available (see figure 13.18).If you want to proceed, check the boxes next to the things you want to download and install, and then click Install Item(s) to begin the process. When you need to reboot after a new update is installed, a small gray reboot symbol appears in the left-hand column next to the Install check box to let you know this. If you’re not ready to install the updates, however — maybe you’re uploading a big file to a server and you don’t want to slow it down — you can just click the Close button at the top left-hand corner of the Software Update to dismiss it until you’re ready for it.

13.18 Run on a MacBook, Software Update shows only updates relevant to that model; it does the same on each Mac model.

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If an update appears in the list that you know you’ll never want, such as a new version of an application you never use, click that list entry and choose Update ➪

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Ignore Update, and then click OK in the confirmation dialog.

Set Software Update options by choosing Apple menu ➪ System Preferences and clicking the Software Update button. In the Scheduled Check tab (see figure 13.19), you can set Software Update to check at specified intervals for new updates. When it finds updates on these checks, a dialog box appears informing you of that fact with a button you can click to go to Software Update to download and install them. Choose Daily, Weekly, or Monthly from the Check for updates popup menu; also, you can select the Download important updates automatically option if you don’t mind Software Update downloading things while you’re not looking. Nothing gets installed until you click Install, so this is safe and a real convenience if you can spare the bandwidth.

13.19 With the prevalence of broadband connections today, it’s only prudent to allow Software Update to check for new updates automatically.

If you click the Installed Updates tab, you can see a list of everything Software Update has installed, going back months.This is a great way to quickly find out your installed versions of Apple software; just click the Name column header to sort the list by program name and scroll through to find the application you’re wondering about.

If you don’t have a constant Internet connection, don’t use Software Update’s Scheduled Check feature; you must be online for Software Update to work, so you’ll

Caution be better off invoking it yourself once you’re connected.

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Checking for third-party software updates Software Update is so handy, I often wish I had a similarly integrated way to find out about updates to all my third-party software. No such luck, but there are a couple of Web sites that can help out with this. First of all, I use VersionTracker (www.versiontracker.com) all the time.This site is a must for any serious Mac user — not only is it a great way to find out about new versions of software you’re already using, but it’s also a fabulous source of information on programs you may not have heard of.When I wanted to post photos to my WordPress blog directly from iPhoto, I went to VersionTracker and searched the Mac OS X section for “WordPress” and “iPhoto” and was immediately rewarded with this little gem: WordpressExport ( 8, www.wordpressexport.co.uk), a snazzy little shareware app that does just what I want. There’s even a Dashboard widget that you can use to search VersionTracker without starting your Web browser (see figure 13.20).

13.20 Software Update for third-party software — only better.

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iMac Portable Genius When you find a program via VersionTracker, you can click a Notify Me link to receive an e-mail from the site whenever an update is posted. Even better, though, is the VersionTracker Pro subscription ($50/year) that automates the process.VersionTracker Pro is a little application that keeps track of all your installed software, not just the Apple stuff, and lets you know whenever a new version is available. On top of that, it supplies user ratings and reviews, developer notes, and systemcompatibility information for each update (see figure 13.20), and then installs your choices automatically. If you can afford it, this is definitely the way to go. If you can’t afford VersionTracker Pro, you can give MacUpdate Desktop a try. Like VersionTracker, the MacUpdate Web site lists software updates and enables you to search its database and download what you want. The Desktop application is very similar to VersionTracker Pro, and it costs $40 per year ($10 less than VersionTracker Pro). Or, for free, MacUpdate can also notify you when an update to a particular program is available, just like VersionTracker.

I love this widget: App Update (free, gkaindl.com/software). It takes an inventory of all the applications I have installed on my iMac and automatically checks for updates

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every day or every week. If it finds updates, it presents me with a list of them, complete with Web links. I think you’ll love it too.

Buying AppleCare: Is it worth the money? Apple would like you to buy an AppleCare three-year extended warranty for every Mac, iPod, or other Apple product you purchase. That’s not going to happen, however, because AppleCare isn’t cheap ($170 for an iMac) and a good number of people don’t feel it’s worth the price. There are times, however, when you should definitely buy AppleCare for your iMac. Here are a few of them: If you’re using it full time to do your paid work. In this case, the money you’d lose by having your iMac out of commission for a while is enough to make AppleCare well worth the price. If you suspect that something really bad is about to go wrong. AppleCare subscriptions don’t have any provisions regarding preexisting conditions. If you expect to need a lot of telephone support. Your free phone support ends after 90 days, unless you have AppleCare. So if you think you’re likely to run into problems you can’t figure out on your own, it’s a good idea to spend the money on AppleCare up front.

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Chapter 13: How Can I Keep My iMac Healthy? If peace of mind is worth $170 to you. When you’re rolling in the dough, go for it. AppleCare service really is world class, and it’s nice to know that if your iMac breaks, you’ll get it fixed quickly and correctly with a minimum of hassle.That’s what AppleCare gets you. One of the best things about AppleCare is that you don’t have to buy it when you buy your Mac. You can wait till your first 90 days of free service is almost up and buy

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it then, to extend your warranty even more. And if you’re comfortable buying on eBay, you can save a bundle — iMac AppleCare plans go for as little as $120 on the online auction site (www.ebay.com).

Upgrading your hard drive Sad to say, if you’ve got an iMac newer than three years or so, you shouldn’t even consider replacing your internal hard drive. It’s too hard to get into the guts of newer iMacs (you have to remove the LCD screen), and there’s too much risk that things won’t go back together the same way they came apart. However, that doesn’t mean you’re without options; external drives are small, inexpensive, and nearly as fast as your internal drive. Here are a few features you’ll want to check: Interface. USB 2.0 is inexpensive and quite speedy for transferring lots of small files; if you’re expecting high sustained transfer rates (such as when you’re playing videos), go for FireWire 800. Spindle speed. The higher, the better. If you bought your iMac any time in the last five years, its internal drive spins at 7200 RPM, which is standard these days for desktop computers. But some lower-end external drives only spin at 5400, which means disk access is slower. It’s worth a few extra bucks to get a 7200 RPM drive. Cache size. This indicates how much internal RAM the hard drive has, and the more the better.The drive uses cache memory (sometimes called a buffer) to store information you’re accessing right now, which speeds up access. Don’t settle for less than 8MB, and look for 16MB or 32MB.

If your iMac is a G5 model or older, you can replace the hard drive. In fact, Apple even supplies instructions for doing the job with some iMac models. Check out the Do It

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Yourself section of Apple’s Web site at www.apple.com/support/diy.

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Adding RAM There’s just no such thing as too much RAM, trust me. And installing RAM in the last couple of iMac generations is so easy, it’s almost frightening. These machines have a little access door at the bottom of the screen; all you have to do is lay the iMac down on its face, remove a couple of screws, and you’re there. No matter which iMac you have, you’ll find specific instructions for it on Apple’s Web site. That should be reassuring, because it means that you won’t be voiding your warranty by doing the job yourself — and you will be saving a lot of money. Most sites that sell Mac RAM can tell you what kind of memory modules your iMac needs — generally, you click through a menu to tell the site what computer you have, and then you’re presented with the RAM that will work on that machine. How much memory should you get? As much as you can afford. I buy my own RAM from Other World Computing (www.otherworldcomputing.com). The prices are good, the service is fast, and the information on its Web site is trust-

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worthy. Best of all, its house brand (OWC) is excellent quality, so you don’t have to worry about spending extra bucks on a major brand. And it even offers a small rebate if you return your old RAM to it.

When you’re ready to install your new RAM, read the instructions in your manual or on the Apple Web site and then go for it. Be aware that you may have to push firmly, but you should never need to hit the modules. Be sure they’re seated firmly, or your iMac may not realize they’re in there.

Cleaning your iMac’s screen and case Grubby computers happen to the best of us, so don’t feel bad if you realize your iMac needs a scrubbing. Just don’t really scrub it. Whether you’re cleaning the case or the screen, use a microfiber cleaning cloth and dampen it with either water or a special screen-cleaning solution such as iKlear (www.klearscreen.com/iKlear.aspx). Apple says that you need to shut down the iMac and disconnect all its cables; I say that you don’t have to do this, but if it makes you feel better, go ahead. Don’t spray anything at all directly on your iMac’s screen or case, and never use anything abrasive (such as Mr. Clean Magic Erasers) to clean it, no matter how tempting. Why shouldn’t you use glass cleaner to clean your iMac’s screen? Because these products include alcohol and ammonia, both of which can damage an LCD display.

Caution They’re fine for cleaning glass — so you can probably get away with using them on glossy-screen iMac models — but they’re verboten for matte displays. It’s best just to get out of the Windex-and-paper-towel habit altogether.

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A

Useful Web Sites

Apple.com Perhaps it goes without saying that Apple.com is a great place to learn about Macs — or perhaps not. Apple’s site is slick, that’s for sure, but it’s not all marketing hype.You’ll find answers to most of your Mac technical questions right here at the source, and the site’s search engine is superb. Check out the discussion forums, too, for argumentation and advice from Mac fans of all stripes. www.apple.com

CNET.com This site isn’t Mac-specific, but it’s a wonderful resource for hardware reviews, buyer’s guides, and just-the-facts articles on new technologies. In the market for a printer? Stop by CNET to learn about the different printer technologies, what features to expect at each price point, and which kind of printer is right for you. The site also offers shareware downloads, price comparisons, and podcasts, videos, and blogs for all interests. www.cnet.com

CoolOSXApps.net If you can imagine a way to computerize something, odds are that there’s already at least one Mac program to do that task. VersionTracker is an incredibly comprehensive archive of Mac software and updates, but if you’re looking for a more personal touch, try this site. Each program listing features a brief write-up and a screen shot — so you can always see what you’re getting before you download — and, best of all, everything listed is free. www.coolosxapps.net

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DealMac.com Looking for a good deal on Macs or Mac-compatible hardware and software? DealMac scours the Web for the best prices so you don’t have to. Whenever you’re planning on buying something for your iMac, start shopping here. The prices even take shipping costs into account, and time limits are clearly spelled out so you don’t waste your time chasing expired deals. Start at CNET or Macworld to decide what you want to buy, and then go here to find the best price. www. dealmac.com

DealsOnTheWeb.com Similar to DealMac, DealsOnTheWeb adds Windows computers to the mix, along with deals on stuff other than tech toys.The site’s publishers claim that their research is superior to that of “other sites.” As far as I’m concerned, the more people who are out there looking for good deals for me, the happier I am. When you’re shopping, plan on stopping by here as well as DealMac. www.dealsontheweb.com

EveryMac.com Here you can locate the complete specifications for any Mac ever made, even those from the days of Mac clones (1995 to 1998). When I want to know how much RAM I can add to my iMac server or what flavor of Ethernet my MacBook speaks, I don’t bother digging out the manuals; I just go to EveryMac. You’ll also find useful information on assorted topics such as running Windows on your Mac and using Apple TV. www.everymac.com

InsideMacGames.com According to its About page,“Inside Mac Games was founded in 1993 as a floppy disk-based magazine.” Wow. Remember floppy disks? Anyway, this Web site continues to provide gaming news, previews, and reviews of all kinds of games and gaming equipment.Whether you’re an avid gamer who desperately needs to know the release date of the latest chapter in your favorite saga or a casual gamer who wants to see what’s out there for games that the kids might like, you’ll find the information you need here. www.insidemacgames.com

LowEndMac.com If you’re not in the computing jet set — that is to say, if your Mac isn’t always the newest, fastest, and shiniest model available — you’re bound to find information you can use here. As publisher Dan Knight astutely points out, every Mac eventually becomes a low-end Mac, no matter how snazzy it was when it was new. So LowEndMac focuses on how to get the most bang for your buck from older or less-speedy Mac models. The site opened shop in 1997 and is still going strong with news, commentary, and how-to articles. www.lowendmac.com

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Appendix A: Useful Web Sites

MacFixit.com If anything goes wrong with your iMac, you can count on the problem having been reported on MacFixit. Before installing a major system upgrade, I always read MacFixit’s reports to see what issues I’m likely to install and make sure I know the workarounds I might need. Useful troubleshooting tutorials, very active discussion forums, and a great library enumerating the best thirdparty utility programs make this site even more useful. www.macfixit.com

Macinstruct.com A nonprofit organization that has provided free Mac tutorials since 1999, Macinstruct is in the middle of an extended makeover for its Web site. You’ll find plenty of holes where content doesn’t appear, just an “under construction” message. But those holes surround some good stuff, such as a tutorial on using VMWare Fusion to run Windows on your Intel Mac simultaneously with Mac OS X. www.macinstruct.com

MacInTouch.com This venerable site is still a good place to find Mac news, information about new and updated software, and reader reports on issues ranging from bad RAM to making Parental Controls work. Founder Ric Ford is a Mac guru of long standing and really knows his stuff; his contributors are also Mac luminaries, such as former MacWEEK editor and technology columnist Henry Norr. www.macintouch.com

MacOSXHints.com Back in 2000, when the Mac OS X Public Beta had just come out, Mac lover Rob Griffiths started this site to aggregate tips and other information about the new Mac operating system. MacOSXHints now offers more than 10,000 hints, or so its header says, and it remains the place to go if you’re convinced that there must be a way to make your Mac do a particular trick but the more mainstream sites haven’t given you the answer. It’s particularly helpful that each hint is marked with the versions of Mac OS X with which it’s compatible. www.macosxhints.com

MacSpeedZone.com If you want to know which Mac is fastest, this is the site to visit. Along with reviews of each Mac model and information about after-market upgrades that you can install, MacSpeedZone also publishes comprehensive performance test results. You can even request a custom performance and features comparison of any two Apple computers. www.macspeedzone.com

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MacTips.org Don’t think of this site as a tips-and-tricks-only site, like MacOSXHints; think of it as a frequently updated compendium of useful information in several categories: useful software, interesting Web services, and, of course, tips and hints. MacTips can help you get more out of your iMac; I recommend it as a daily stop on your Web rounds. www.mactips.org

MacWindows.com Anyone in the business world has run into the problem of making Macs talk to Windows computers and vice versa. Sometimes the best solution is just to run Windows on your Mac, and this site will tell you how. Whether you’re installing Windows on your Intel Mac or trying out an emulator that enables Windows and Mac OS X to run simultaneously (if somewhat slowly), MacWindows will have the information you need to get up and running. www.macwindows.com

Macworld.com Founded back in 1984 when the Mac was first released, Macworld magazine is still publishing its print edition and maintains a huge Web site full of news, reviews, tips, and buyer’s guides. Its discussion forum is well-trafficked and populated with helpful Mac users who often provide just as much useful information as the magazine’s articles. www.macworld.com

MyFirstMac.com Designed as “Mac daycare,” MyFirstMac features articles such as “What Are All These Applications That Came with My Mac?” and “Untie Your Fingers with a Typing Tutor on Your Mac.” It’s intended by its publishers to be the place where you can send Mac newbies who turn to you for technical support. Its content is divided into sections called Before You Buy, Getting Started, Getting Help, Switching from Windows, and Mastering the Mac. Discussion forums also offer helpful advice and a sense of community for new Mac users. www.myfirstmac.com

TidBITS.com The weekly TidBITS e-mail newsletter is an unrivaled source of information both about Macs and about the best ways to do all the things we do with Macs, and it has been around since 1990. It’s accompanied by the TidBITS Talk mailing list, on which readers can indulge in further discussion of topics covered in the newsletter. The TidBITS crew also publishes an excellent series of e-books devoted mostly to Mac topics such as starting a podcast and dealing with spam, as well as how to use a wide range of Mac programs. www.Tidbits.com

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Appendix A: Useful Web Sites

TUAW.com You knew there had to be a blog in the list somewhere; here it is. TUAW stands for The Unofficial Apple Weblog, and it features posts divided into three broad categories of Mac News, Mac Events, and Mac Learning. Begun in 2005, TUAW is an opinionated combination of a news site and a fan site that covers Macs, Mac software, hardware you can use with your Mac, and any related topics that catch the authors’ fancy. www.tuaw.com

VersionTracker.com The first place I go when I want software to fill a specific need is VersionTracker. Listing commercial programs, shareware, freeware, and even demos, VersionTracker offers a truly comprehensive catalog of available software for Mac OS X as well as other operating systems. Each entry tells you how much the program costs, the number of times it’s been downloaded from VersionTracker, how VersionTracker users have rated it, what they’ve had to say about it, and a lot more. www.versiontracker.com/windows

xlr8yourmac.com It’s all about performance at xlr8yourmac, which focuses on performance tuning, overclocking, hacking, and upgrading your Mac’s CPU for improved speed. Product news and reviews, reader reports, and troubleshooting suggestions are all posted by the site’s creator, Mike Breeden, who’s seen it all when it comes to the crazy things people do to speed up their Macs. www.xlr8yourmac.com

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B

Keyboard Shortcuts

Table B-1 Systemwide Shortcuts Shortcut

Description

Ctrl+Ô+Option+8

Reverse screen colors

Ô+H

Hide application

Ô+Option+H

Hide other applications

Ô+Q

Quit application

Shift+Ô+Q

Log out

Shift+Ô+Option+Q

Log out without confirmation

Ô+Option+Esc

Open Force Quit dialog

Power Key

Turn off power, sleep, and restart

Shift+Ô+Option+Power Key

Force shutdown

Ô+Ctrl+Power Key

Force restart

Ctrl+Eject

Open Restart/Sleep/Shut Down dialog

Ctrl+Option+Ô+Eject

Shut down

Ctrl+Ô+Eject

Restart

Ô+Option+Eject or Ô+ Option+Power

Sleep

Ô+Tab

Switch to next application

Shift+Ô+Tab

Switch to previous application

Option+Drag

Adjust volume silently (using volume slider in menu bar)

Option+Click

Switch window and hide current window

Ctrl+Click

Open contextual menu

Ô+.

Stop process

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Appendix B: Keyboard Shortcuts Shortcut

Description

Shift+Ô+3

Take screen shot of whole screen

Shift+Ô+4

Take screen shot of selected area

Hold Spacebar after Drawing the region

Move selected area

Hold Option

Resize selected area

Hold Shift

Resize selected area horizontally or vertically

Shift+Ô+4+Spacebar

Take screen shot of a window

Ctrl+Shift+Ô+3

Copy the screen shot of the whole screen to the Clipboard

Ctrl+Shift+Ô+4

Copy the screen shot of selected area to the Clipboard

Table B-2 Finder Shortcuts Shortcut

Description

Ô+Drag

Arrange menu bar items

Tab

Highlight next item

Option+Drag

Copy to new location

Ô+Option+Drag

Create alias in new location

Ô+Up Arrow

View contents of enclosing folder in window

Ô+Down Arrow

View contents of selected folder in window

Ô+O

Open selected file

Ô+C

Copy files

Ô+V

Paste files

Ô+Delete

Send to Trash

Shift+Ô+Delete

Empty Trash

Shift+Ô+Option+Delete

Empty Trash without dialog

Page Up

Scroll up list

Up Arrow

Select item above

Page Down

Scroll down list

Down Arrow

Select item below

Ô+.

Close dialog box

Ô+W

Close window

Ô+Option+W

Close all windows

Ô+Option+Up Arrow

Open parent folder and close current window continued

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Table B-2 continued Shortcut

Description

Ô+N

New Finder window

Shift+Ô+N

New folder

Ô+I

Get Info

Ô+Option+I

Show Attributes Inspector

Ô+D

Duplicate

Ô+L

Make alias

Ô+R

Show original

Ô+T

Add to Sidebar

Shift+Ô+T

Add to Favorites

Ô+E

Eject

Ô+F

Find

Ô+Z

Undo

Ô+A

Select All

Ô+B

Hide toolbar

Ô+J

Show View options

Ô+[

Back

Ô+]

Forward

Shift+Ô+G

Open Go to Folder dialog

Ô+K

Connect to server

Ô+?

Open Mac Help

F12

Opens Dashboard (Mac OS X 10.4 or later)

Ô+Click (window title bar)

See the path enclosing folders

Ô+double-click (folder)

Open folder in new window

Option+double-click (folder)

Open folder in new window and close current window

Ô+1

Switch to Icon view

Ô+2

Switch to List view

Ô+Option+Right Arrow

Expand folder

Left Arrow

Close folder

Ô+Down Arrow

Open selected folder

Ô+Option+Down Arrow

Open selected folder in new window and close current folder

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Appendix B: Keyboard Shortcuts Shortcut

Description

Ô+Shift+Option+Down Arrow

Open selected folder in new window and close current folder in slow motion

Ô+Up Arrow

Show enclosing folder

Ô+Option+Up Arrow

Show enclosing folder and close current folder

Ô+3

Switch to Column view

Ô+4

Switch to Cover Flow view

Ô+Y

Toggle Quick Look mode

Ô+Option+Y

Toggle Slideshow mode

Shift+Ô+H

Open Home folder

Ô+Option+Shift+Up Arrow

Move focus to Desktop

Shift+Ô+I

Open iDisk window

Shift+Ô+D

Open Desktop window

Shift+Ô+C

Open Computer window

Shift+Ô+K

Open Network window

Shift+Ô+A

Open Applications window

Double-click (window title bar)

Minimize window

Ô+M

Minimize window

Option+Click button

Apply action to all windows in active application

Click and hold (scroll bar)

Scroll quickly

Table B-3 Dock Shortcuts Shortcut

Description

Ô+click an icon

Open enclosing folder in Finder with file selected

Drag the separator

Resize Dock

Option+Drag

Resize Dock to fixed size

Ctrl+Click (Dock)

Show Dock’s contextual menu

Ctrl+Click (icon)

Show item’s contextual menu

Click and hold (icon)

Show item’s contextual menu

Ô+Click

Open the icon’s enclosing folder

Option+Click

Switch to another and hide current application

Ô+Option+Drop

Force application to open files dropped on its icon

Ô+Option+D

Hide or show Dock

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Table B-4 Spotlight Shortcuts Shortcut

Description

Ô+space

Open or close Spotlight menu

Ô+Option+space

Open Spotlight window in Finder

Ô+Return

Open the first search result

Ô+Down Arrow

Skip to next category

Ô+Up Arrow

Skip to previous category

Ô+Click

Open selected item in Finder

Esc

Close Spotlight menu

Table B-5 Dashboard Shortcuts Shortcut

Description

F12

Open or close Dashboard

Shift+F12

Open or close Dashboard in slow motion

Option+Mouse Hover

Reveal a widget’s Close button

Shift+Click (Close Button)

Close widget in slow motion

Ô+R

Reload widget

Table B-6 Spaces Shortcuts Shortcut

Description

Ctrl+Arrow

Switch to Space located in that direction

F8

View all Spaces

Shift+F8

View all Spaces in slow motion

Table B-7 Exposé Shortcuts Shortcut

Description

F9

Show all open windows

Shift+F9

Show all open windows in slow motion

F10

Show all open windows for an application

Shift+F10

Show all open windows for an application in slow motion

F11

Hide all windows

Shift+F11

Hide all windows in slow motion

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Appendix B: Keyboard Shortcuts

Table B-8 Shortcuts for Most Applications Shortcut

Description

Ô+O

Open

Ô+S

Save

Shift+Ô+S

Save as

Ô+P

Print

Ô+W

Close window

Ô+Option+W

Close all windows

Ô+Comma

Open Preferences dialog

Ô+C

Copy selected text or object

Ô+X

Cut selected text or object

Ô+V

Paste text or object on Clipboard

Ô+Q

Quit

Ô+Z

Undo

Shift Ô+Z or Ô+Y

Redo

Ô+B

Bold

Ô+I

Italic

Ô+U

Underline

Ô+F

Find

Page Up or Ctrl+Up Arrow

Move up one page

Page Down or Ctrl+Down Arrow

Move down one page

Shift+Ô+C

Show Colors palette

Ô+T

Show Font palette

Ô+click (Toolbar button)

Toggle through available views for the window’s toolbar

Ô+`

Cycle through windows in application or Finder

Function+Delete (laptops only)

Forward Delete

Tab

Move to next field in dialog

Shift+Tab

Move to previous field in dialog

Return

Perform default action in dialog

Esc

Close dialog

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Table B-9 Universal Access Shortcuts Shortcut

Description

Ô+Option+8

Turn zoom on/off

Ô+Option+= or Ctrl+Scroll Up

Zoom in

Ô+Option+- or Ctrl+Scroll Down

Zoom out

Ô+Option+Ctrl+8

Invert color

Ctrl+Ô+Option+,

Reduce contrast

Ctrl+Ô+Option+.

Increase contrast

Ô+F5

Toggle VoiceOver

Shift+Shift+Shift+Shift+Shift

Toggle Sticky Keys

Option+Option+Option+ Option+Option

Toggle Mouse Keys

When Mouse Keys are active, use these keys

8 - Move up 2 - Move down 4 – Move left 6 – Move right 1, 3, 7, and 9 – Move diagonally 5 – Press mouse button 0 – Hold mouse button . (period on keypad) – Release mouse button after pressing 0

Ctrl+F1

Turn on Full Keyboard Access

When Full Keyboard Access is active, use these keys:

Ctrl+F2 - Highlight menu Ctrl+F3 - Highlight Dock Ctrl+F4 - Highlight window Ctrl+F5 - Highlight toolbar Ctrl+F6 – Highlight palette

Ô+F5

Turn VoiceOver on or off

Ctrl+Option+F8

Open VoiceOver Utility

Ctrl+Option+F7

Display VoiceOver menu

Ô+`

Switch to next window within application

Shift+Ô+`

Switch to previous window within application

Ô+Option+`

Move to Sidebar

Ô+Option+T

Toggle on/off Character palette

Ctrl+Option+;

Enable/disable VoiceOver

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Table B-10 Start Up Shortcuts Shortcut

Description

Option

Select startup disk

X

Force Mac OS X startup

Ô+Option+Shift+Delete

Bypass primary startup volume and seek a different startup volume (such as a CD or external disk)

C

Start up from a CD that has a system folder

N

Attempt to start up from a compatible network server

T

Start up in FireWire Target Disk mode

Shift

Start up in Safe Boot mode and temporarily disable login items and nonessential kernel extension files

Ô+V

Start up in Verbose mode.

Ô+S

Start up in Single-User mode

Hold Mouse Button

Eject removable discs

Ô+Option+P+R

Reset parameter RAM

Table B-11 Safari Shortcuts Shortcut

Description

Option+Up Arrow

Scroll up

Option+Down Arrow

Scroll down

Ô+Click (link)

Open in new tab and stay in current tab

Shift+Ô+Click (link)

Open and go to new tab

Ô+Option+Click (link)

Open in new window

Option+Click (Close button)

Close other tabs or windows

Shift+Ô+]

Select next tab

Shift+Ô+[

Select previous tab

Shift+Ô+H or Ô+Home

Go to home page

Shift+Ô+K

Toggle Block Pop-up Windows command

Ô+Option+E

Empty cache

Ô+Option+R

Reload page without caching

Shift+Click Button

Animate slow-motion effect continued

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Table B-11 continued Shortcut

Description

Ô++

Increase font size

Ô+-

Reduce font size

Ô+0

Original font size

Ô+Left Arrow

Back one page

Ô+Right Arrow

Forward one page

Ô+I

Copy Web page into a new e-mail message

Shift+Ô+I

Copy Web page URL into a new e-mail message

Ô+L

Select current URL in the toolbar

Ô+Option+F

Place cursor in Google search field

Ô+number

Opens corresponding bookmark on Bookmark bar, skipping folders

Table B-12 iTunes Shortcuts Shortcut

Description

Return or Space

Play

Option+Right Arrow

Select next album

Option+Left Arrow

Select previous album

Ô+Right Arrow

Play next song

Ô+Left Arrow

Play previous song

Option+Click (Shuffle Button)

Reshuffle

Ô+Option+Down Arrow

Mute

Ô+E

Eject CD

Ô+T

Turn Visualizer on or off

Ô+F

Turn Full Screen mode on or off

Ô+1

Display iTunes window

Ô+2

Display equalizer

Ô+Alt+right arrow

Fast-forward in a song

Ô+Alt+left arrow

Rewind in a song

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Table B-13 Mail Shortcuts Shortcut

Description

Ô+N

New message

Shift+Ô+N

Get new mail

Ô+Option+N

Open new viewer window

Ô+0

Open activity window

Shift+Ô+Y

Add senders to Address Book

Ô+E

Use selected text to find

Ô+’

Increase quote level

Ô+Option+’

Decrease quote level

Shift+Ô+E

Redirect message

Shift+Ô+F

Forward message

Shift+Ô+R

Reply to all

Shift+Ô+B

Bounce to sender

Shift+Ô+T

Convert message to rich text or plain text

Ô+Shift+[

Align left

Ô+|

Align center

Ô+Shift+]

Align right

Ô+:

Check spelling

Ô+;

Flag misspelling of selected word

Ô+Shift+D

Send mail message

Shift+Ô+K

Select all related messages

Ô+

iMac Portable Genius

iMac Portable Genius

iMac Portable Genius