drafts 4

Recommended: Drafts 4 for iPhone and iPad

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I keep mentioning this software Drafts 4 and often it’s entirely unconscious, more a consequence of how I write so much in it than through any deliberate plan to sell it to you. But I got the chance to expand on exactly why I like it so much when MacNN made it the topic of a Living With column. These are pieces about what something is like after a lot of use, after a long time. It’s interesting because most technology pieces are about today’s new releases and there is only so much you can possibly learn in a short review.

Whereas with a long process of reflection like this, there’s time to have discovered:

It is just a place to write. More than a text editor, less than a word processor, I have been opening it up to write down the odd stray thought for a couple of years. I’ve been opening it up to write the minutes of a meeting. To write a short story. To prepare a script for a presentation. If my brain isn’t somehow befuddled into believing I must open some other writing tool, I automatically open Drafts.

If that were all I did — open, write, rinse, repeat — then I’d be more than happy. I cannot, cannot define or explain this, but there is something pleasurable about writing in Drafts, about the physical typing of words into it, that I don’t get in Word or Pages.

Living With: Drafts 4 (iOS) – William Gallagher, MacNN (27 May 2015)

It isn’t all I do in Drafts 4. Read the full piece for more detail, more explanation and even more enthusing.

Drafts 4 is available for iOS and costs £7.99 in the App Store.

The straightforward and the scary of text editors

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Listen, text editor or word processor: they’re both ugly terms and you can probably marshal brilliantly incisive definitions for what they are and why they are different but they both things you can write in. I think of a word processor as being something capable of handling complex books and a text editor as something for notes. But I have written – hang on, let me check, – just shy of 300 articles for MacNN.com this year and every one of them was in a text editor.

Some of them have been about text editors and I want to show you two that I think represent extremes of this market plus a third I say lies in the middle but which I adore. The first is Simplenote, which was recommended to me by MacNN’s Charles Martin and after a couple of months using it I wrote:

Start quick, get on with writing, finish and move on. There isn’t a Save button in Simplenote, and we just had to look to find that out: it never occurs to us to save, we just know everything always is saved. Compare that to Pages, where Apple tells us it is constantly saving yet we can’t shake that command-s keystroke twitch. One reason we trust Simplenote so readily is that we can see the result: write something on the Mac version, and it’s right there on the iOS one immediately.

We also like the fact that we often compile pieces we’ve written in a dozen different places, and can just paste them all in. No remembering to find some Paste As Special tick box, no reformatting, no format painter, just text right in. That suits us well for weblinks, too, as they just go in as text the way we intended.

Hands On: Simplenote 4.1.1 (OS X, iOS) – William Gallagher, MacNN (16 June 2015)

Simplenote is simple but not all that powerful and nor does it need to be. At the other end, though, you get Editorial. While Simplenote is across Mac, iOS, Android and – via the web – also PCs, Editorial is only for iPad and iPhone. It is so powerful that it honestly frightens me:

Look at the improvements in version 1.2, a more significant update from 1.1 than it sounds. It adds folding for Markdown and TaskPaper, it’s got new bundled workflows, and behind that blank screen, it has new modules for its native programming language, called Python.

If you don’t know what all this means, then in theory you never have to. You can ignore every bit of it, and just write in Editorial whatever you need to write. Yet that would be like buying one of those pens where you have to click to get the ballpoint nib out — and then never clicking it. You could make marks on the paper, but you’d know you were denying yourself the ink and color this app is capable of.

It’s capable of so much that Editorial has fans. Microsoft Word doesn’t, but Editorial so definitely does. Nobody’s actually called it life-changing yet, but they have called it worklife-changing, and they weren’t kidding.

Hands On: Editorial 1.2 (iOS) – William Gallagher, MacNN (17 June 2015)

Since I wrote that review I’ve kept Editorial on my iPad but I can’t help myself, I keep turning to Drafts 4 to write. I love that app and I love that while for some indefinable reason I just enjoy writing in it, it also has some welly.

I’ll open it in a flash, write something immediately and only then think about where I’m going to use it. I’ll write down a stray thought and maybe seeing it there on the screen I’ll think yes, that’s something I should definitely do – so I’ll tap one button and the text goes off to my To Do app, OmniFocus. Maybe I think that’s something I should tell Angela – so I’ll tap one button and it’s sent to her by text message. And on and on and on. As many things as I can need or think of, and all with one button. Sometimes that button takes a lot of setting up, but once it’s done, I can tap away at will.

I think what’s significant is that there is such a range now of software you can write in. So much so that I can spend happy hours trying them all out instead of actually writing anything. Excellent.

Important presenting tip: don’t press buttons

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If it’s a speech or a story, I like to memorise what I’m going to say so that I can look at the audience and perform rather than just read. Fine. But I do bring the speech and I bring it on my iPad where I will have been making changes along the way. Also fine.

Just be careful, okay?

I gave a performance last night reading from a script I had in Drafts 4 on my iPad. I’d changed the settings so that the text was extra large and that it was white text on a black background so that I didn’t have an unearthly glow about my chin.

All very, very fine.

But Drafts 4 is for writing and doing things with text, it isn’t for reading. And at one point, about a third of the way through, I smoothly scrolled down to the next paragraph – and my finger caught an on-screen button.

With two hundred people staring at me, this button highlighted half the script, ran a macro over it all, inserted URL links and pasted whatever in the hell I last had on the clipboard. I watched this thing doing rapid-fire editing changes in front of me and saw my script reduced to unreadable rubble.

I realise now that I could’ve picked up the iPad and shook it to undo but have you ever done that in front of a capacity crowd in a theatre? I’d look like I was twitching.

I’ve listened to the recording and I can tell you the moment it happened. But I did have the speech memorised enough that I could carry on. And it worked out. One woman from the audience told me afterwards that my speech had made her cry. I thanked her but I was actually thinking “yeah, me too”, though probably for different reasons.

Lesson: don’t press buttons. More practical lesson: lock your script early and save it as PDF rather than keeping it as editable text.

Best productivity deals now on

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So you’re stuffed and sleepy and you’re watching Strictly Come Dancing’s Christmas Special. Before Doctor Who begins, go grab some of the very best deals there are for productivity tools and advice.

Email and Paperless Field Guides
All of David Sparks’ Field Guide books are half price. That includes his excellent one on Presentations plus a title I’ve not read 60 Mac Tips and a title I’m not interested in, Markdown. However, by far the best and most useful to you right now are his books on Email and a very wide-ranging one called Paperless.

Read that and you’ll transform your working life. Read his Email one and you’ll make so much more use of your email that you will enjoy it.

David Sparks’ Field Guides are all iBooks that cost now cost around £3 or $5. I actually can’t confirm the UK price because I’ve bought most of these already so the iBook Store doesn’t tell me the price anymore. Get them on the iBooks Store or check them out on Sparks’ official site.

The Blank Screen
My own book is half off too: it costs you £4.11 and after it you’ll be creative and productive. I may have mentioned this book before but this is the first the Kindle version has ever been on sale. Grab a copy now.

Drafts 4
This app for iPhone and iPad looks like a very simple notebook kind of thing. It is. Tap that icon and start typing. If you never do anything else with it, it’s still good because it’s somehow just a pleasure to write in. I can’t define that, can’t quantify it but also can’t deny it. I just like writing in this notetaking app and in fact I am doing so right now.

What happens after you write a note, though, is what makes this special. I’ll send this text straight to The Blank Screen website. But I could choose instead – or as well – pop it onto the end of note in Evernote. Chuck it over to my To Do app OmniFocus. (Which reminds me, OmniFocus for iPad is not on sale but it’ll still be the best money you spend on apps ever.)

Equally I could write a note in Drafts 4 and send it to you as a text message. Or an email. I don’t know that it’s actually got endless options but it must be close. And that combination of so very, very quickly getting to start writing down a thought and then being able to send your text on to anywhere makes this a front-screen app for me.

It’s down to £2.99 from £6.99 on the iOS App Store.

TextExpander 3 + custom keyboard
When I want to write out my email address I just type the letters ‘xem’ and TextExpander changes that to the full address. Similarly, I write reviews for a US website called MacNN now and each one needs certain elements like the body text, an image list, links, tags and so on in a certain order. I open a new, blank document, type the letters ‘xmacnn’ and first it asks me what I’m reviewing and then it fills out the document with every detail you can think of.

The short thing to say next is that this is via TextExpander and that it is on iOS for a cut price of just £1.99 instead of £2.99. So just get it.

Got yet yet? Okay, there’s one more thing to tell you. TextExpander began on Mac OS X and it is still best there. The iOS version wasn’t really much use until iOS 8 when Apple allowed companies to make their own keyboards. Suddenly you could switch to the TextExpander keyboard whatever you were doing or whatever you’re writing on your iPhone or iPad. That meant you could expand these texts anywhere. Fantastic. Except the TextExpander keyboard is somehow less accurate and harder to use than Apple’s.

So what you gained with the text-expanding features, you lost a bit with everything else you typed.

Except many other apps work with TextExpander. Apple’s ones don’t but Drafts 4, for instance, recognises those ‘xem’ or ‘xmacnn’ things and works with them. So buy TextExpander 3 for iOS in order to get these things set up and working. It’s a bonus if you like the new keyboard.

Get TextExpander 3 + custom keyboard.

Hang on, Strictly’s nearly over. These are my favourite deals on productivity books and apps available right now but remember that they won’t stay on sale for long. If you’re only surfacing from Christmas and reading this in February, ignore the prices and just focus on the recommendations. None of these are here just because they’re cheap, it is that they are superb and the sale is a great bonus.

The 2nd best iPhone and iPad app of the year – as chosen by me

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I’ve been thinking about this all evening and especially since Apple announced its pick for the best apps of the year for iPad and iPhone. Apple went for Pixelmator on the iPad, which I like very much and regularly use in the production of this very site, and Elevate or Replay Video Editor (depending on whether you’re in the USA or UK) for the iPhone. And I’d not heard of that.

I think my pick beats all of them. And so does my second-place pick. Okay, I couldn’t get it down to just naming one app, I have to tell you about two, but they are both gorgeous things of beauty that are transformative in my work. The first-place winner, for me, in a mo, but now, an extremely close second place spot goes to… Drafts 4 for iPhone and iPad. Easy. It’s an apparently simple note app where you just fire it up with a tap, write anything you fancy and forget it – or send it off as email. Or a text. Or an OmniFocus task. Or an Evernote note. Or all of the above. And more.

The speed of opening and getting going with your writing is a big deal. It makes Drafts 4 far faster at entering Evernote notes than Evernote itself is. Far. I’ve reached for Drafts 4 in the middle of the night when I’ve had a dreamy idea and I’ve come back to it the next day to send on to email, Evernote – or the trash. Depending.

Drafts 4 also transformed how The Blank Screen site is written. When I’m just pointing you at an interesting article someone else has written, I can go to that, highlight a choice quote and tap a button. Drafts 4 takes in that quote, turns it into an inset block quote, appends the citation including correct link back to the main article and writes me a basic paragraph referring people to that original. One tap instead of back-and-forth to the site several times. I love it for that alone.

But please imagine you’ve just written a bit of an old note. Written it and then tapped one button. This is what you see on iPhone:

drafts

There are ten options right there for what to do with your text and I only created two of them. But I could create two, it is possible to create your own. So the top one appends a note to a journal I keep in Evernote and the second one posts the Drafts text straight to this website. Write, tap, publish, gone.

It’s so good I could’ve made this my favourite app of the year and probably should have done because it came out in this version in 2014 whereas my real best-app-ever pick is one whose iPhone version was last released late 2013. Still, it’s best-app-ever and its iPad one was September this year. Come on. That’s up next.

 

Is it worth automating your work?

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I now write a lot on here via Drafts 4 and there’s a thing that used to take me three steps that now takes one. (If I’m quoting an article, I would take three trips back and forth from my browser to where I was writing the story: once for the big quote, once – if I’m lucky – for the title, author, date and name of the site and then once more for the website URL address. Now I copy the author and date while Drafts 4 grabs everything else and then pops it all into a new article in precisely the sequence and layout I like.)

Call it three steps I’ve lost: two of the copying-and-pasting ones plus one for the layout. Quotes on The Blank Screen are always indented and followed by a block that has the title, author, site plus date and is a link to the original. Also, somewhere in the rest of the article I’m writing I will direct you to read the full piece on the original site. Drafts 4 gives me a typical “read the full piece” line of text and makes the words “full piece” be a live link to that original. I will change that sentence eight times out of ten but it’s there waiting to be changed.)

It shocks me how much speedier I am having got rid of these two or three tiny little steps but I am and it is vastly more so than you would predict by just removing the time they took. Part of it is concentration: the steps were clear and simple but took skipping between apps and in the time that would take, my mind would wander.

So I do resist trying to quantify how much time an idea or a method or an approach will save me and, given how fast I type, I am deeply suspicious of even the great TextExpander‘s claim that it has so far saved me 229 hours typing since 19 June 2013 when I bought the thing.

I’d like TextExpander to give me a clue how long it took me to set up the various little snippets of text that it will expand out for me. And I’d like to know how long it took me to setup Drafts 4 exactly the way I want. It wasn’t trivial: I think Drafts 4 is remarkable and remarkably easy to use but I set it up for me through a fair bit of trial and error. If you told me I spent two hours setting it up, I’d believe.

And I’d think that worth the time because such a small change has made an enormous difference to me. Many automated things have made a big difference, I’m really only surprised that I don’t do more. You know about Drafts 4 now and TextExpander, but there’s also IFTTT. Every time a story is published on The Blank Screen, a copy gets added to an archive in my Evernote account. If you say something lovely about me on Twitter, I’ll tap that little Favourite button – and without my doing anything else, I know your tweet has been saved for me to another Evernote document. I seem to use Evernote a lot.

OmniFocus. I live in OmniFocus. I think the most automatic of the automated options to do with OmniFocus that I use is Mail Drop and I really, really use that. If you send me an email with a task in it, I’ll forward that straight into my OmniFocus To Do list. Apparently I’ve used that 1,977 times and the most recent was 3 hours ago. With a bit of digging and a Wolfram Alpha day-counting search, I can work out that this means that since I’ve had OmniFocus Mail Drop, I’ve used 2.89 times a day on average. I am truly astonished that it is as low as that.

I started using it in December 2012 and there’s no way my little brain can remember how long it took to set up but looking at the process now, I’d say it was ten minutes with nine of them spent reading what I had to do. If you want to use it yourself, it’s free but you need OmniFocus and you should have a look at this Omni Group explanation.)

All of which is a long way to say a short thing: automation can speed up your work like nobody’s business but it takes time to do. So to roll out my favourite quote from The Simpsons, if you’re wondering whether to automate your work: “short answer yes with an if, long answer no with a but”.

If it takes you longer to automate something than this automation will save you, don’t do it. Except I really would not have predicted how much saving those steps by Drafts 4 would save me time and effort. Rather than just shrug and admit that your mileage will vary, let me show you the reason I wanted to say all this to you today:

Screen Shot 2014-10-28 at 09.42.24

That’s by xkcd and while it’s the full image, while you don’t see any more of this one, there is much, much more to see and relish on the xkcd site.