Software

Software

Get 1Password and then get more out of it

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You should be using 1Password. I don’t care if you’re on Mac, iOS, Android or Windows, you should be using it. I’m not a blind fan, I find fault with it, but it’s a password manager and you have to have passwords so you have to have a password manager. In my opinion, 1Password is the best of the lot. Plus, it’s free.

If you’re looking at me wondering what a password manager is and whether that’s a real job, think of the last time you bought something on Amazon. Or logged into your email. Or opened Evernote from a new machine. You have to have passwords and you can’t use “donaldduck123” any more. You also can’t use 7J8d7fdJK(** – if you use that same one for everywhere.

A password manager creates these strong passwords for you – and then it remembers them. All you have to do is click a button or press a key and it zooms you off to Amazon, say, and it logs you in.

But that’s not why I want to talk to you about it today.

By dint of what it does with passwords, 1Password is extremely useful in other ways. It’s great at being your bookmarking for websites; it is really good at filling in credit card details; and it actively helps you when you’re being good and making a note of your new software licence.

Go read all this at length on the tutorial I wrote about it for MacNN.com today.

OmniPlan and OmniGraffle now run on iPhones

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The Omni Group’s excellent project management application OmniPlan and its impressive graphics software OmniGraffle have both had major new releases with many new features. Dwarfing them all, though, is that the two can now also run on iPhone.

Previously… there was a Mac version and an iPad one but no iPhone. Now that the iPhone 6 and 6 Plus have big screens, the Omni Group has been moving their apps to the phone.

That’s obviously good: even the bigger screen of the iPhone 6 Plus is not as handy as an iPad or Mac but you always have your phone with you so the usefulness is high. What’s nicer still, though, is that if you already have these apps for iPad, you’ve now got them for your iPhone. For free.

It’s the same app in both cases. Just go get them from your Purchases section in the App Store. That’s still true even if, like me, your iPhone is the older, smaller type, an iPhone 5.

I’ve not been on the beta tests for either of these but I have for the other two Omni Group apps are that coming to iPhone very soon. And I can tell you that having OmniOutliner available on my iPhone has been a huge boon. I don’t have to tell you that having OmniFocus on my iPhone is superb.

Of these four apps, only OmniFocus was already on the iPhone – but it was there in an iPhone-only edition. That was good, I used that thousands upon thousands of times, but now that’s gone and instead we get the iPad edition turned universal. That means we get features that were previously only on the iPad. And yes, that means Reviews. We finally get OmniFocus’s reviews feature on iPhone.

I have been using this lots. Lots.

Ulysses for iPad is here

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Cue frustrated Scrivener users switching. Ulysses and Scrivener for Mac are both writing environments – more than word processors, they provide tools for gathering research and using it in books and scripts and stories – but as of today, only one of them is on the iPad.

It’s a big deal and it’s made bigger by the fact that Ulysses for iPad is good. I’m doing a full review for MacNN.com but my impressions after a few days with the beta are all positive. Ulysses for iPad is Ulysses for Mac, on an iPad. It looks the same, works the same and so far all the features I’ve been trying are the same.

In comparison, Scrivener for iPad has been promised for years. There is reason to think it will come soon but it’s proved a longer job than expected. Presumably it’s because it’s a very difficult job: you don’t just want Scrivener or Ulysses on iPad, you need them to work with their Mac counterparts. You want to be able to pick up your iPad and continue writing something you began on your Mac.

That means documents being the same all the time, being synced across the platforms. But with Scrivener, one single document is really a collection of many parts. Keeping everything together and everything mobile has tasked the Scrivener people.

Ulysses has managed it. It’s not really the same thing, the two applications are not really that similar, but the existence of this iPad version is a huge win for Ulysses.

Check it out on the App Store.

Microsoft Office 2016 for Mac Preview

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Quick version: it looks good, mostly – no, wait, here’s how I summed it up for MacNN:

Testing this new beta is, actually, slightly weird: the Mac versions of Word and Excel now look like the iPad versions. That’s mostly true when you first start them up and they present a dialog box with New and Open options, plus templates. Choose one and go into it to edit the document, and the resemblance fades a little.

One thing that made the iOS version of Office a pleasure to use was that it was pared back, that some of Microsoft Office’s more esoteric features were removed. That even makes the Ribbon toolbar more useful, and this new Mac version also tries to balance features with a more minimalist look. We’ll have to see what it’s like after weeks and months of intense use, but at first blush it feels better than it was.

There are points where items seem a bit oversized: certain icons in the Ribbon feel excessive, and intro text as you set up the applications feels loud. That’s not a bad summary of the entire experience of using Microsoft Office 2016; it mostly looks better, Word feels good to write in, Excel feels powerful.

Hands On: Microsoft Office 2016 Preview (OS X) – William Gallagher, MacNN (6 March 2015)

If you’ve got a Mac and some time to kill, go get the Office 2016 preview here. It’s entirely free while it’s in beta and the best way to find out about anything is to use it. Do remember that it’s a beta, though: it’s not complete and it is always possible that you’ll lose work. So don’t do anything important in it.

Also, you could read the rest of my MacNN piece.

Your smartphone is making you thick

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Our smartphones help us find a phone number quickly, provide us with instant directions and recommend restaurants, but new research indicates that this convenience at our fingertips is making it easy for us to avoid thinking for ourselves.

The study, from researchers at the University of Waterloo and published in the journal Computers in Human Behavior, suggests that smartphone users who are intuitive thinkers — more prone to relying on gut feelings and instincts when making decisions — frequently use their device’s search engine rather than their own brainpower. Smartphones allow them to be even lazier than they would otherwise be.

“They may look up information that they actually know or could easily learn, but are unwilling to make the effort to actually think about it,” said Gordon Pennycook, co-lead author of the study, and a PhD candidate in the Department of Psychology at Waterloo.

In contrast, analytical thinkers second-guess themselves and analyze a problem in a more logical sort of way. Highly intelligent people are more analytical and less intuitive when solving problems.

Reliance on smartphones linked to lazy thinking — ScienceDaily (5 March 2015)

Read the full piece on your iPhone.

More on doing fewer things at once

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This may be the thing you need to know most: stop with the multitasking. It is bad. It is rubbish. Here’s someone with a psychology background agreeing with me:

One thing at a time — For many years the psychology research has shown that people can only attend to one task at a time. Let me be even more specific. The research shows that people can attend to only one cognitive task at a time. You can only be thinking about one thing at a time. You can only be conducting one mental activity at a time. So you can be talking or you can be reading. You can be reading or you can be typing. You can be listening or you can be reading. One thing at a time.

We fool ourselves — We are pretty good at switching back and forth quickly, so we THINK we are actually multi-tasking, but in reality we are not.

The one exception — The only exception that the research has uncovered is that if you are doing a physical task that you have done very very often and you are very good at, then you can do that physical task while you are doing a mental task. So if you are an adult and you have learned to walk then you can walk and talk at the same time.

The True Cost Of Multi-Tasking – Susan Weinschenk Ph.D, Psychology Today (18 September 2012)

That last bit about physical tasks was new to me but I think we all need reminding of the problems of multitasking. As ever, read the full piece.

Fitness and Productivity. Oh Dear God.

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We all know that sluggish feeling in the morning. Your body is moving but your mind hasn’t switched on yet. Imagine the impact on your day if you had a dose of endorphins before your morning meetings?

Exercising first thing is daunting, it’s tough, but it truly sets you up for a wonderfully effective day. It gives you a positive, fresh outlook and a real head start. Adding exercise to your day means your productivity will increase because you arrive to work energised, focused and more organised than before. You will be able to think more clearly, your energy levels will be higher throughout the day, you will be less stressed, more creative and better prepared.

Just think about it – you’ve done a workout, had breakfast and are up and at ‘em, feeling amazing – and all before 9am!

Positive Fitness and Productivity – Liz Costigan, ClaireBurge.com (undated

She’s not wrong. I know. I know. Read the full piece for a lot more. Then break it all to me softly.

Do get dressed in the morning, don’t get dressed in the morning

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Whatever. I give up. It’s as if we’ve reached saturation point on articles that say writers working from home should pretend they have a real 9-5 office job and instead now we’re embarking on a round of articles saying they shouldn’t. Here’s a shouldn’t:

I polled some of my freelance friends to find out what rules they commonly break. Here’s what came up again and again:

“Work on a schedule, just like you would at a regular job. ”

No thanks, said writer Christine Hennebury: “I don’t set regular hours. I don’t set aside chunks of time. And I don’t turn off my work at a specific time. The whole point of freelancing and working from home is to blend your work and home life together a bit better.” Instead, Hennebury plans her day using author Jennifer Louden’s “Conditions of Enoughness,” deciding what she needs to get done to be satisfied at the end of the day. Then when she’s done, she’s done.

Trying to stick to a “normal” nine-to-five workday can present logistical problems for freelancers, too, as former freelancer Holly Case pointed out. “I remember one big article I was working on required me to interview an important expert. I spent nearly a week trying to reach him and never could. He finally called me at eleven p.m., explaining that he was on his way to a party in a limo and wondered if I could do the interview then. I said yes because I didn’t know if I would get it otherwise

Always Get Dressed in the Morning, and 6 Other Rules Successful Freelancers Break – Meagan Francis, The Freelancer, by Contently (27 February 2015)

Read the full piece.

This is better: try Microsoft’s vision of Office for Mac now

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It’s fair to say that Microsoft Office is no longer the beast it was. It used to be that if there were a new version of Office, you bought it. Now we’re in 2015 and enough people still use an old version of Word that you’re wise sending documents around in that older format, the .doc one.

But the new format, .docx, was introduced in 2007. It would once have been unimaginable that people skipped eight years of updates but now it’s normal.

So any new version of Office that comes along had better pack some compelling reasons to upgrade. I have no idea whether the next edition has anything that good – but I’m about to find out and you can too.

For Microsoft has today released a free preview of Microsoft Office 2016 for Mac. You can get it here. It’s a fairly big download that is currently struggling on my slow internet connection but yours is faster, off you go.

Microsoft would hope you do. It would also hope that you love it so much that when the preview is over and the real product is released that you’ll pony up and buy it. If you do that, it will be because this is really good and really useful – so let’s hope so too.

This is what I like. Sod the fantasy vision of the future, I like it when a company puts its money where its mouth is and lets us actually use something. I like it even better when they do an Apple and reveal something flashy and end with the line “available today”.