Collaborate with Colleagues in Google Docs.

Collaboration is what all the cool kids—well, all the competitive businesses—are doing these days because it’s efficient and effective. See “Stop Mailing Files Around and Use Collaborative Apps” and for users of Apple’s iWork, “Collaborate with Colleagues in Pages, Numbers, and Keynote.” Today we’re going to look at collaborating using Google’s Web-based productivity suite, Google Docs, which businesses can use for free or as part of a G Suitesubscription.

The Google Docs suite competes with Apple’s iWork and Microsoft’s Office 365, providing Google Docsfor word processing, Google Sheetsfor spreadsheet work, and Google Slidesfor presentations. You can manage all your files in Google Drive. Although all are Web-based and work best on a Mac or other desktop computer, Google also makes iOS apps that let you work—a bit less flexibly—on an iPad or iPhone.

You’ll need a free Google account to create new documents, and for full-fledged collaboration, your colleagues will need Google accounts too. You can share documents with people who lack Google accounts or don’t want to sign in, but their comments and changes will be anonymous.

Invite Collaborators

Once your document is ready to share, you can invite collaborators by clicking the large Share button in the upper-right corner of the window.

Flexible permissions let you share with specific people, and for each person, set whether they can edit, comment on, or just view the document (below left). You can also add a note that will be sent with the invitation.

Share-dialogs

If that’s too specific—you’re sharing with a large group, for instance—click Get Shareable Link to turn on link sharing (above right). Then you can set the permissions for the link by clicking the down-pointing arrow next to “Anyone with the link can…” This works well for things like self-service signup spreadsheets. Copy the link and send it however you like, such as via Messages or to a mailing list.

If you add people over time, you can see who has access by clicking Advanced. That view also provides more owner controls, including the option to prevent commenters and viewers from downloading, printing, or copying.

When you’re done, click Send or Done.

Accept an Invitation

People you invite receive an email invitation and click the Open In button to start working on the document. With link sharing, all the recipient has to do is click the link.

Accept-Google-invite

The main gotcha is that recipients must sign in to their Google accounts if sharing has been restricted to specific people. A less common problem can occur when you send an invitation to someone at an email address that doesn’t match their Google account, which prevents them from collaborating. They can then request that you share the document with their Google account; click the Open Sharing Settings button in the request email to grant access.

Request-access-email

Add and Change Data

Apart from the permissions that restrict collaborators to commenting or viewing, there are no limitations on what people can do in a shared document—all editors are equal, and Google Docs works the same whether a document has one person using it or ten.

You can see who is in the document by the little avatar icons in the menu bar. It also tells you when the last edit was, and Google Docs always shows where other users are working with a color-coded cursor and marks when other users have selected content in the document with a colored highlight box.

Using-Google-Slides

Add Comments

The beauty of comments in a collaborative scenario is that discussions can occur in context. To add a comment, select some text and choose Insert > Comment. Comments show up in the right-hand sidebar in Google Docs and Google Slides; in Google Sheets, the cell containing a comment gets a little yellow triangle in the corner, and the comment appears when you click the cell.

Google-Docs-comments

Google pioneered comment conversations, which allow collaborators to reply to each others’ comments and keep the discussion connected to the initial comment. You can edit or delete your own comments by clicking the stacked three-dot More menu. Do that for someone else’s comment and you can get a link to the comment—it’s useful if you need to point someone to the discussion.

To see all the comments in a stream, click the Comment History button in the menu bar, which looks like a speech balloon. It’s especially useful when reviewing comments in Sheets, where you would otherwise have to click all the little yellow triangles in cells.

Google-Docs-comment-stream

View Versions and Suggested Changes

The main way to see who has done what in a document is by choosing File > Version History > See Version History. That displays a right-hand sidebar showing dates when the file was changed; click an entry to see the changes in the main pane. Arrows above the main pane let you highlight each change in turn. If you want to revert to the selected version (which will delete all subsequent changes!), click Restore This Version.

Version-history

For Google Sheets and Google Slides, version history is all that’s available, which can be frustrating because when you’re reviewing edits in version history, you can’t make changes. As a workaround, open a second browser window so you can review changes in one window and make edits in another.

Google Docs (the word processor, in this case) offers another choice: Suggesting mode, which works more like Track Changes in Page or Word. Switch into it by clicking the pencil icon in the upper-right corner and choosing Suggesting. From then on, all edits are non-destructive and are color-coded by the person who makes them. They’re coupled with boxes in the right-hand sidebar that detail the change, provide ✔ and X icons for accepting or rejecting the change, and offer a Reply field that enables discussions of each change—a brilliant feature.

Suggesting-mode

If you want to be guided through all the suggested edits, or accept or reject changes all at once, rather than handling them one at a time in the right-hand sidebar, choose Tools > Review Suggested Changes.

Review-Suggested-Edits

When you’re done collaborating on a document, you can click the Share button and remove people or turn off link sharing. That immediately prevents others from making more changes.

When choosing a collaboration platform, you’ll generally pick what your colleagues use, whether that’s Google Docs, iWork, or Office 365. However, if you’re sharing with people whose platform and app details you don’t know, Google Docs is the best choice—Google accounts are common and the Google Docs apps work equally well on all computers. Plus, since Google Docs was built from the ground up for collaboration, it’s a mature solution that’s quick, easy, and effective.

 

What’s with All These Dialogs Saying, “SomeApp is not optimized for your Mac”?

If you’re running macOS 10.13.4 High Sierra or macOS 10.14 Mojave, you may have seen a dialog that says an app isn’t optimized for your Mac. The message differs slightly between High Sierra and Mojave, with the High Sierra version telling you the developer needs to update the app to improve compatibility whereas Mojave saying bluntly that the app won’t work with future versions of macOS.

64-bit-app-Levelator-warning64-bit-app-BCC-warning

What’s going on here, what should you do, and when should you do it?

What’s Going On: 32-bit and 64-bit Apps

Over a decade ago, Apple started to transition all the chips used in Macs, along with macOS itself, from a 32-bit architecture to a 64-bit architecture. Without getting into technical details, 64-bit systems and apps can access dramatically more memory and enjoy significantly faster performance.

Apple knew it would take years before most people were running 64-bit hardware and 64-bit-savvy versions of macOS, so it allowed macOS to continue running older 32-bit apps. However, maintaining that backward compatibility has a cost, in terms of both performance and testing, so at its Worldwide Developer Conference in 2017, Apple warned developers that High Sierra would be the last version of macOS to support 32-bit apps “without compromise.” At the next WWDC in June 2018, Apple announced that macOS 10.14 Mojave would be the last version of macOS to run 32-bit apps.

Happily, the only “compromise” for 32-bit apps in Mojave is the warning dialog, which appears every 30 days when you launch an older app. But the writing is on the wall: 32-bits apps will cease working in macOS 10.15.

How Do You Identify 32-bit Apps?

Apple provides a tool to help you find 32-bit apps. Follow these steps:

  1. From the Apple menu, choose About This Mac and then click the System Report button.
    64-bit-About-This-Mac
  2. In the System Information utility that opens, scroll down to Software in the sidebar and select Applications. It may take a few minutes to build the list of every app on all mounted drives.
  3. When it finishes, click the 64-bit column header (No means 32-bit; Yes means 64-bit) to sort the list, and select an app to see its details in the bottom pane.
    64-bit-app-System-Information-apps

This technique works in both High Sierra and Mojave, but in Mojave, System Information includes a better-formatted section, called Legacy Software, that also provides a list of 32-bit apps. However, this list may be smaller because it includes only those apps that you’ve launched. Since it’s likely that you open old 32-bit apps only occasionally, you can’t trust the Legacy Software list to be complete.

64-bit-app-System-Information-Legacy-Software

If you find System Information’s Applications list overwhelming, check out the free 32-bitCheckutility from Howard Oakley. It performs exactly the same task but lets you focus on a particular folder and save the results to a text file for later reference.

64-bit-app-32-bitCheck

What’s Your Next Step?

Once you know which apps won’t work in macOS 10.15, you can ponder your options. Luckily, you have some time. We expect Apple to release macOS 10.15 in September 2019, but you don’t need to upgrade right away—in fact, we recommend that you wait a few months after that to allow Apple time to fix bugs.

That said, we do encourage upgrading eventually, and if you buy a new Mac after September 2019, it will come with macOS 10.15. So you need to establish a plan—it’s better to know what you’re going to do than to be forced into action if you have to replace your Mac on short notice. For each 32-bit app on your Mac, you have three options:

  • Delete it:It’s not uncommon to have old apps that you haven’t used in years and won’t miss. There’s no need to waste drive space on them in macOS 10.15.
  • Upgrade it:Apps in active development will likely have a new version available. The main questions are how much the upgrade will cost and if there are compatibility issues associated with upgrading. You can upgrade at any time, although it’s likely worth waiting until you’re ready to move to macOS 10.15 to minimize costs. The apps that cause the most irritation here are things like the Adobe Creative Suite—Photoshop, Illustrator, and InDesign—that require switching to a monthly subscription.
  • Replace it:If no upgrade is available, the cost of upgrading is too high, or upgrading comes with other negatives, it’s time to look for an alternative. This can take some time, so it’s worth starting soon to ensure that the replacement will provide the features you need before macOS 10.15 forces the decision.

Needless to say, if you’d like recommendations about how to proceed with any particular app or workflow, get in touch with us!

MacTLC: Tip of the week

Here’s How to Capture a Full-Screen Screenshot of a Web Page

You know that Command-Shift-3 takes a screenshot of the entire screen and Command-Shift-4 lets you pick a window, menu, or arbitrary selection for your screenshot. And Mojave introduced Command-Shift-5 to give you an interface to screenshots and screen recordings. But how would you capture a screenshot of a long Web page that requires scrolling? Rather than stitching multiple screenshots together, try this trick in the Google ChromeWeb browser. Control-click anywhere on a page you want to capture and choose Inspect. Press Command-Shift-P to open Chrome’s Developer Tools command menu. Type “capture” and then click “Capture full size screenshot” to download a screenshot of the page as a PNG file. (When you’re done, close the Developer Tools by clicking the X in the upper-right corner.)

Chrome-capture-screenshot

Ever Wanted to Get a Custom Email Address? Here’s How (and Why)

Some facts about ourselves are difficult or impossible to change, but your email address doesn’t have to be one of them. Switching to a custom email address might seem overwhelming, and it will take some time, but it’s not that hard or expensive (and we’re always happy to help if you get stuck).

Why Consider Switching to a Custom Address?

Why would you want to take on such a task? Independence. If you’re using the email address that came from your Internet service provider, you could end up in an awkward situation if you have to move and switch ISPs. Any address that ends in @comcast.net, @anything.rr.com, @verizon.net, @earthlink.net, or the like could be problematic. You also don’t want to rely entirely on a work email address—there’s no guarantee that your employer will forward email for you indefinitely if you take a different job.

Also, an email address says something about you, much as a postal address does—there’s a difference between an address on Central Park versus one in the Bronx. If you’re not happy with what your email address implies, you might want to switch.

What can an email address reveal? Those with a free Juno, Hotmail, or Yahoo account likely signed up years ago and don’t take email very seriously. People who use an @icloud.com, @me.com, or @mac.com address are clearly Apple users, and those with an address ending in @live.com, @msn.com, or @outlook.com are probably Windows users. .edu addresses identify students, teachers, and school employees—but if you’re not one anymore, your email looks like you’re wearing a varsity jacket in your 40s. The big kahuna of email is Gmail, which boasts about 1.5 billion users worldwide now—as a result, using a Gmail address is fairly generic.

The ultimate in independence comes when you register your own domain name, which usually costs less than $20 per year at sites like 1&1 Ionos, Domain.com,easyDNS, Directnic, and Register.com. Then your address can be anything you want at your new custom domain, and you never again have to worry about being tied to your ISP or associated with a free email host.

How to Change to a Custom Address

Step 1:Register a new domain name. The hard part here is thinking of a name that hasn’t already been taken. It’s best to stick with the traditional top-level domains like .com, .net, and .org—if you get into the new ones like .beer (yes, that’s available), your email is a bit more likely to be marked as spam. Most domain registrars will also host your email for you, and if you go this route, you can skip Step 2.

Step 2:If you’re already using Gmail or another independent email provider that isn’t tied to your ISP, log in to your account at your domain registrar and configure it to forward all email to your existing email address. In this case, you can skip Steps 3 and 4.

However, if you aren’t happy with your current email provider, you’ll need to set up an account with a new one. There are lots, but many people use a paid email provider like FastMailor easyMailthat usually charges less than $50 per year and supports multiple mailboxes. When you set up the account, you’ll need to create one or more new email addresses at the provider and configure MX (mail exchange) records with your domain registrar—the service will provide instructions for this.

Step 3:If you’re changing email providers as part of this process, you’ll need to configure Mail—or whatever email client you’re using—to connect to your new email account with the login credentials you set up. That’s not hard, but being able to send email that comes from your custom address can require some effort with the free email providers. Gmail provides instructions, and others that support this feature will as well. Unfortunately, iCloud won’t let you send email using a custom address.

Step 4:If you’re moving to a new email provider, you’ll need to forward your mail from your old provider to your new custom address. Most email providers and ISPs have a screen somewhere in the account settings of their Web sites that lets you enter a forwarding address.

Step 5:Tell your family, friends, and colleagues about your new email address, and update mailing lists and accounts at sites like Amazon that send you email. The forwarding you set up in the previous step will ensure you don’t miss anything during the transition, but remember that if you cancel your old ISP account, that forwarding may end immediately, so it’s important to start the process well in advance.

The details will vary depending on your choice of domain registrar and email provider, so again, if you would like additional recommendations or assistance in setting all this up, just let us know.

Considering a New iMac? Wait No Longer—Updates Are Here!

The iMachas long been the core of Apple’s desktop lineup, but it hasn’t received any updates since June 2017. Now, however, Apple has quietly updated the 21.5-inch iMac with Retina 4K display and the 27-inch iMac with 5K Retina display while keeping prices the same. The bargain-basement non-Retina 21.5-inch iMac remains for sale, but received no changes.

iMac-21-and-27

These updates are targeted at improving performance, so you won’t see any changes to the case, screen, or even networking capabilities. But if faster CPUs, GPUs, and memory are what you want, now’s a good time to buy.

The new 21.5-inch iMac boasts speedier 8th-generation Intel quad-core processors and an optional 6-core processor at the top of the line that deliver up to 60% faster performance than previous models. For even greater speed boosts—Apple claims up to 2.4 times faster performance—look to the 27-inch iMac, which now offers 9th-generation 6-core Intel Core i5 processors running at 3.0, 3.1, or 3.7 GHz. If that’s not enough, you can choose an 8-core 3.6 GHz Intel Core i9 processor for the best performance short of an iMac Pro.

Modern computers rely heavily on graphics processors for both silky smooth screen drawing and computationally intensive tasks. By default, both new iMac models have updated versions the previous Radeon Pro graphics chips, but anyone who needs more power can instead choose a blazingly fast Radeon Pro Vega. For the 21.5-inch model, Apple says the Radeon Pro Vega is up to 80% faster; for the 27-inch iMac, it’s up to 50% faster.

Note that both iMacs now use 2666 MHz RAM instead of the previous 2400 MHz RAM. It probably won’t make much of a performance difference, but it’s worth keeping the speed in mind if you’re buying RAM separately from the iMac.

For those ordering an iMac from the online Apple store, if the options you want are in the top-level configuration, start there rather than in the next configuration down. It’s possible to configure two Macs to have the same options for the same price but get a better Radeon Pro graphics processor if you start from the top-level configuration.

For storage, we generally recommend SSDs over Fusion Drives—add external storage if you need more space. Whatever you do, don’t buy an iMac with an internal hard drive because it will destroy the performance.

For those looking for the ultimate power in aniMac Pro, Apple also quietly added options for 256 GB of RAM (for a whopping $5200) and a Radeon Pro Vega 64X GPU ($700) while simultaneously dropping the prices on some other RAM and storage options.

MacTLC: Tip of the week

Apple Music Can Be Your Personal DJ

If you’re an Apple Music subscriber, you probably know that it can play music that’s related to a particular artist or track—just tell Siri, “Play a radio station based on the Beatles” to get a bunch of songs from the likes of the Rolling Stones, Simon & Garfunkel, and Elton John. That radio station will show up in the Radio screen in the iOS Music app and in iTunes on the Mac. But you may not have realized that Apple Music can create a special radio station just for you, based on tracks you’ve played before, added to your library, or “loved.” To create it, just tell Siri, “Play my radio station.” Once made, it shows up with all the other radio stations, with your name underneath—it may not appear immediately. This can be a great way to get a selection of songs you’re almost certain to like, and the more you use Apple Music, the more it should adjust to your listening habits.

Apple-Music-Personal-Radio-screenshot

Gone Phishing: Five Signs That Identify Scam Email Messages

A significant danger to businesses today is phishing—the act of forging email to fool someone into revealing login credentials, credit card numbers, or other sensitive information. Of course, phishing is a problem for individuals too, but attackers more frequently target businesses for the same reason as bank robber Willie Sutton’s apocryphal quote about why he robbed banks: “Because that’s where the money is.”

The other reason that businesses are hit more often is that they have multiple points of entry—an attacker doesn’t need to go after a technically savvy CEO when they can get in by fooling a low-level employee in accounting. So company-wide training in identifying phishing attempts is absolutely essential.

Here are some tips you can share about how to identify fraudulent email messages. If you’d like us to put together a comprehensive training plan for your company’s employees, get in touch.

Beware of email asking you to reveal information, click a link, or sign a document

The number one thing to watch out for is any email that asks you to do something that could reveal personal information, expose your login credentials, get you to sign a document online, or open an attachment that could install malware. Anytime you receive such a message out of the blue, get suspicious.

attachment-phishing

If you think the message might be legitimate, confirm the request “out of band,” which means using another form of communication. For instance, if an email message asks you to log in to your bank account “for verification,” call the bank using a phone number you get from its Web site, not one that’s in the email message, and ask to speak to an account manager or someone in security.

Beware of email from a sender you’ve never heard of before

This is the email equivalent of “stranger danger.” If you don’t know the sender of an email that’s asking you do something out of the ordinary, treat it with suspicion (and don’t do whatever it’s asking!). Of course, that doesn’t mean you should be entirely paranoid—business involves contact with unknown people who might become customers or partners, after all—but people who are new to you shouldn’t be asking for anything unusual.

unknown-sender-phishing

Beware of email from large companies for whom you’re an anonymous customer

Attackers often forge email so it appears to come from a big company like Apple, Google, or PayPal. These companies are fully aware of the problem, and they never send email asking you to log in to your account, update your credit card information, or the like. (If a company did need you to do something along these lines, it would provide manual instructions so you could be sure you weren’t working on a forged Web site designed to steal your password.)

Apple-phishing

Since sample email from large companies is easy to come by, these phishing attacks can look a lot like legitimate email. Aside from the unusual call to action, though, they often aren’t quite right. If something seems off in an email from a big company, it probably is.

PayPal-phishing

Beware of email from a trusted source that asks for sensitive information

The most dangerous form of this sort of attack is spear phishing,where an attacker targets you personally. A spear phishing attack involves email forged to look like it’s from a trusted source—your boss, a co-worker, your bank, or a big customer. (The attacker might even have taken over the sender’s account.) The email then requests that you do something that reveals sensitive information or worse. In one famous spear-phishing incident, employees of networking firm Ubiquiti Networks were fooled into wiring $46.7 millionto accounts controlled by the attackers.

spear-phishing

Beware of email that has numerous spelling and grammar mistakes

Many phishing attacks come from overseas, and attackers from other countries seldom write English correctly. So no matter who a message purports to come from, or what it’s asking you to do, if its spelling, grammar, and capitalization are atrocious, it’s probably fraudulent. (This is yet another reason why it’s important to write carefully when sending important email—if you’re sloppy, the recipient might think the message is fake.)

spelling-phishing

One of the best ways to train employees about the dangers of phishing is with security awareness testing, which involves sending your own phishing messages to employees and seeing who, if anyone, falls for it. Again, if you need help doing this, let us know.

MacTLC: Tip of the week

iCloud Services Being Wonky? Check Apple’s System Status Page

Many Apple users rely on mac.com, me.com, or icloud.com email addresses, along with plenty of other iCloud-related services. So if you can’t send or receive email, if photos aren’t transferring via iCloud Photo Library, or if some other iCloud-related service isn’t responding, the first thing to do is check Apple’s System Status page. It’s updated every minute, and if it shows that the associated Apple service is having problems, you know to sit tight until things come back up. If everything is green, you’ll have to look elsewhere for a solution—or get in touch with us.

Apple-System-Status-page

 

What Is a “Managed IT Services” Model and Why Is It Important for Your Business?

You’ve chosen Apple devices to run your business. That’s great, but are you still dealing with each of those devices individually? If you hire a new employee, do you go to the Apple Store to buy a new Mac, bring it back to the office, spend a few hours installing the right software, and then sit down with the employee to get them started with email accounts and other logins?

That self-support approach can work when your company has only a few users, but as your business grows, how much of your time can you afford to spend on IT? You might enjoy it, but it distracts you from what you need to do to make your company thrive. Sure, you might think you’re saving money by doing this work yourself instead of hiring an IT professional, but that amount may pale in comparison to the amount you could make in your primary role. There’s a better way: managed IT services with device-management software.

In essence, with managed IT services, we become part of your team, creating systems that simplify and speed up the process of onboarding new devices, monitoring their usage, ensuring their security, and providing ongoing support. Here are some of the ways managed services can help your business.

Faster and More Accurate Setup

With managed IT services and properly configured device-management software, you can order a Mac or iOS device from Apple (through an Apple Business Manager account) and when it arrives, your employee can take it out of the box, log in, and have the entire device automatically configured over the network with required apps, server settings, security policies, and more.

If you’ve spent several hours configuring devices manually, it’s magical to watch a device pick up apps and settings automatically. And it’s not just for new devices. If an employee leaves or you need to repurpose a Mac or iOS device, device-management software can automatically wipe it and set it up for its new role with minimal effort.

Increased Security

An important aspect of switching to a managed IT services model that relies on device-management software is requiring security policies. If you’ve ever worried about an employee losing a company device containing confidential data, device-management software can eliminate those concerns by automatically enabling FileVault for Macs or enforcing non-trivial passcodes on iOS devices. Lost devices can even be locked or wiped remotely from a central management console.

Also, device-management software can restrict what apps users may install, so you don’t have to worry about apps that could leak confidential information or malware that could be stealing passwords.

Proactive Monitoring

A managed IT services support model lets your users focus on their work, rather than on their Macs. Monitoring software can report if Mac hard drives start to fail, when laptop batteries start to go, if RAM is faulty, and more. It’s better to know that a drive is dying beforeyou lose data.

Watchman-Report

Monitoring software can also check on important events, making sure that backups are happening regularly, warning if a user has downloaded a potentially problematic operating system update, and making sure anti-malware software is up to date.

Proactive Maintenance

Monitoring helps identify issues early on, but perhaps the most important aspect of a managed IT services solution is how it combines proactive monitoring with proactive maintenance. It uses software and services that go beyond identifying problems to fixing them—blocking undesirable software upgrades, automatically deploying essential security updates, and removing malware—before they impact your workflow. This saves your users downtime and frustration, and lets you focus on your work rather than troubleshooting problems.

Improved Reporting

It may not be difficult to keep track of a handful of Macs and iPhones, but as your business grows, inventory can become daunting. A managed IT services solution helps you know exactly what devices you have, who is using them, and more. It can also report on installed software to make sure you’re in compliance with your software licenses.

Jamf-dashboard

Predictable Pricing

If your company pays for support on an hourly billing model, there’s no way to budget accurately for expenses, since no one can predict what will go wrong. Plus, it takes longer to investigate and resolve problems because of the time necessary to figure out the status of the device in question. Solving complex or recurring problems can get expensive in such a scenario.

With managed IT services, we instead charge a flat monthly fee based on how many devices you have. Thanks to proactive monitoring and device management, we can fix many problems before the user even notices. And if a user does need in-person support, it’s faster and easier to help them when we know exactly what device they’re using, what version of the operating system it’s using, what software they have installed, and more.

A managed IT services model isn’t for every situation, but if your business has more than a handful of Macs, iPhones, and iPads in use by your employees, it could reduce downtime, save you money, and increase security.

 

MacTLC: Tip of the week

Ignore Unsolicited Calls and Texts from Apple and Other Tech Companies

We don’t want to belabor the point, but multinational tech companies like Apple, Facebook, and Google will nevercall or text you personally out of the blue. So if you get a call or text purporting to be from such a company, it’s 99.9% likely to be a scam, and you should ignore it regardless of whether the caller ID seems legitimate. If you’re still worried, look up the company’s tech support phone number separately—never respond directly to such a call or tap a link in a text—and discuss the situation with the support reps. Or contact us, and we’ll talk it through with you.

Apple-text-scam