But I hate computers

Posted by William Gallagher

Writers tend to think I am very technical. Every technical person I know thinks I'm an idiot. I'd like to say that the truth is between the two, but that suggests it's in the middle whereas I suspect I'm only a pixel away from the idiot side. But it's a significant pixel to me because whatever I am capable of ever understanding technically, I did also choose to walk away. I chose to leave computing and go into first media, then journalism, then drama. And I wouldn't change that.

But you don't forget any dabbling you do in technology, just as you never really forget anything if you were raised Catholic. And it is certainly true that I spend my days surrounded by this stuff and might even be said to wallow in it all.

Except it's not technology. It's not computing. At least, it isn't to me.

There is a very easy way to say that, for instance, this morning I have been heavily using iTunes Radio, Pages, Numbers, Excel, Word, Mail, OmniFocus, Editorial, Final Cut Pro X, iMessages and possibly more. Reeder. That's another one. Pocket, a bit.

But I had to think about that. If you had asked me what I'd done so far today I'd have told you I cooked breakfasts, drafted a radio proposal, emailed a lot of people about a lot of things, done my regular financial stuff, got up to date with everything I'm supposed to be working on. I put the bins out and emptied the dishwasher. I would never imagine, never conceive of telling you the make and model number of my dishwasher. It's my dishwasher and I cannot remember what type it is, I just know dirty plates in, clean plates out.

When I like technology, it is enabling me to do something more interesting than play with technology. Yet telling you any of this always sounds like a list of software and hardware – usually iPads more than dishwashers, but there you go – and I'm thinking that's a barrier.

Yes, if you use all these tools they will help you stay creative yet become more productive. Guaranteed.

What I can't guarantee is which tools will help you: for something as abstract and technical as software, applications are vividly too personal to make grand recommendations or rules. I know this, you know this, but in the talking about it all and what might help you most with what, I end up sounding like a geek rather than a writer. I'd be okay with that if I thought I were and if I knew it would be of use to you, but I geek out and imagine every real technical person I know stepping away from me.

Use this stuff. Start with whatever you've already got: you're a writer, you write on a computer, there is no question but that it can do more for you than you realise or you let it. And when you've poked around a bit with that, then start looking into other applications and tools to help you more. You will find them, at some point you will become addicted to them, and you will find that they are not just useful, they are transforming.

I'm not kidding.

Maybe the five productivity apps you need but probably not

Posted by William Gallagher

Two reasons to show you one article about five productivity apps: first, they might help you. But second, I'm fascinated how differently we all approach what we do. I very heavily use exactly one of the five applications mentioned here (iWork with Pages, Numbers and Keynote) and I can't fathom how anyone would leave out 1Password, Evernote and my beloved OmniFocus.

And I shudder at the idea anyone would include a fitness app. Shudder. Told you.

You know and I'm slowly realising that there is no one way to do what we want and that if there were, many of us wouldn't like it. I think I'm at the point where my work flows along just about as well as I can make it and if I pootle around trying other things, it is more curiosity than it is a necessity.

Still, I have a terrible weakness for articles such as Apple Gazette's 5 Apps to Boost Your Productivity.

Tag. You’re it

Posted by William Gallagher

In the olden days, like thousands and thousands of years ago, you would save a document and never find it again. I used to spend a lot of time split between PCs and Macs and regularly I would struggle to understand where something had been saved. (Especially with downloads: where the hell did they go?) More recently, we've had Spotlight on Macs and Windows Something on Windows 7 that mean you can find anything you like pretty instantly.

I know the Spotlight stuff the best: I regularly use it to search for, say, the word “invoice” and tell it that I want to see only Word documents created between April 2012 and March 2013. (Can you guess what I was doing there?) Wallop, there they all are.

That one feature, which so many people simply do not know is right there on their 'puters, has undone two decades of how I work. And it's undone it for the better. I no longer spend time creating chains of folders so that I can find, say, all Acme invoices done for copywriting in February 2013. I just save all my invoices in one place and they're waiting for me. If I want a particular one, Spotlight finds it. If I need to compile something about them all, I just open that one folder.

I think that's probably saved me a gigantic amount of time and effort. So much so that I'm very glad I listened when I was told about it, I'm certain that I have no need for any other solution – but I am also willing to listen again if you've got something better.

And people are saying they have something better. Hand on heart, I do not know. And I have ignored it for years. But now this thing is built in to the OS X Mavericks that I use most days and it's right there. Doesn't make me use it. Doesn't require me to do anything. I can continue ignoring it. But it looks at me. It looks. Like that, that's what it looks like. And all the time I'm hearing people talk about how great this thing is. They say it's so great that it is about bleedin' time that Apple added it.

It is tags.

If I save that Acme invoice, I already have a habit now of calling it by a fairly descriptive name so that I can see what it is right away whenever I open the invoices folder. I stole this idea from David Sparks and his extremely good Paperless book wherein I learnt to name files like this: “2014-01-10 Acme invoice DRI0001”. (To just nip off the subject of tags for a second, because this has proved so useful, Sparks also recommends using TextExpander to put that date in. So I go to save and instead of checking the date, I type the letters “;df” with the semi-colon and without the quote marks, and TextExpander pops in today's date for me. If, as usual, I'm playing catch up, I will then change that date but it's still faster. Now, carry on.)

So I've got Spotlight, I've got this descriptive filenaming system which without my doing anything is always sorted into date order. I don't know that I need anything else.

But still there are tags.

If I save my invoice “2014-01-10 Acme invoice DRI0001”“ then before I hit the actual Save button, I can type in some tags. I can type a row of words like invoice, Acme, copywriting, difficult client, bad day, don't do this again, paid really well, used the word purple, invoiced, not paid yet. And on and on and on. I can type these, they are tags, and so far I have never done it.

Except I guess that's a lie. Tags are new to OS X Mavericks – they're already in Windows, at least since Vista, and that would be great except I read Microsoft's advice on how to use tags and I glaze myself over – but they've been in other things. There are tags in Evernote. And I have used them there.

Just inconsistently.

Hang on. Let me check. How do you check how many tags you've used in Evernote?

Apparently it's 316.

I truly do not remember typing more than one. I remember typing 'recipe'. And I remember that because I spent some time thinking, have I already typed 'recipes'? It turns out I had. So now I have two and I don't know which to use when I search for a recipe. Instead, I just go to my Food notebook or I use Evernote Food. Or I use Paprika, an entirely different recipe app altogether. ("An entirely different recipe app.”)

I told you I don't know. Hand on heart, I said. Are tags any use to me? If they're not, why have I written 316 of them in Evernote? If they are, why have written zero in OS X Mavericks?

I can tell you one reason for that: if you create a tag in OS X Mavericks then every folder you open includes that tag in a list on the side. Brilliant: tap or click on that tag and you only see the files that have it. Tap or click on several tags and you'll see all those files that have both. So with a couple of clicks I could see all invoices sent to the bad client who pays well. But I have 316 tags in Evernote, if I did that in OS X Mavericks, how long would the list of them be? It would be 316 long and by the time I've scrolled through, I could've found the documents.

Oh.

Consider this a live blog.

Because right now, this moment, exactly as I reached for an example to tell you and then wrote it out, I've just changed my mind.

I do think having 316 tags listed out on the screen is ugly and a chore to read through, but I do suddenly see that being able to pick out invoices from a bad client who pays well is something that I would like. And it is something I would use.

I may have to look into tags a bit more, then. I was telling you all this by way of showing that time spent knowing how you can find things on your computer will help you save a lot more time later. And recently I seem to have been in many conversations with fellow writers who complain they can't find anything. But now I'm thinking I should spend that time myself to understand more about tags.

Thanks.

Also, I was telling you this in order to then point you at someone who knows what they're talking about or at least doesn't write to you until they know what they're talking about. That won't catch on. But here's a particularly interesting take on it all from Lifehacker: I've Been Using Tags All Wrong.

Tips and a sale on 1Password

Posted by wg

I picked 1Password as one of the pieces of software I am dependent on and there’s now a sale. You can get this password manager – seriously, it’s so very good – for 30% off. That’s for the Mac version only but the iOS one is also gorgeousness. With the sale, the price is $34.99 US or £24.49.

Checking that price for you, I also found that Agile Bits has a blog with a new and handy tip. My one criticism of 1Password is that I’ve somehow ended up with a lot of near duplicates or redundant old versions of logins and passwords but there is a way to fix that.

‘Appy days 2013

Posted by wg

I’m a bit disappointed with Apple’s Best of 2013 pick of apps. There’s no real reason I should be, it’s just a list of what’s sold best and what Apple staff seem to like, but I thought I’d find something great in there that I wasn’t already using. And I admit, I unthinkingly expected to see software that helps you be more productive. This year, more than any, I’ve leant on software to get my work done and it’s been a terribly rewarding, satisfying kind of time because I’ve done so much more in so many more areas.

So when I wrote to you about Apple’s pick yesterday, I started in the expectation that I could show you some great tools.

Since that didn’t really work out, since the Best of 2013 became more of a curiosity than a grab bag of productivity tools, let me do what I wanted it to do. Let me show you the best productivity apps of the year.

Two very, very big caveats. One, I’m on a Mac so if you’re on a PC today then this is of precisely zero use to you. Well, not quite: there are some things here that are cross-platform. Platform-agnostic. But I’ll never have the patience to read through a list of Windows applications to find the single thing that will also run on my Mac, so if you’re in that boat, have a mug of tea instead and we’ll chat later.

Two, I’m sure some of these apps came out in 2013 but I’m never going to check. These are the tools that have made me enormously and enjoyably productive in 2013 and that includes ancient apps I’ve only just discovered and it includes old stalwarts that I have used for years. I know. Crazy. Maybe that’s why Apple’s list is more entertainment and games: maybe not much came out this year.

Enough. Here’s the list. I tell you now, it’s not as long as I thought it would be.

OmniFocus

(Mac: £54.99/US$79.99, iPhone £13.99/US$19.99, iPad £27.99/US$39.99)

Yes, I have all three and once you’ve bought any of them, you’ll go get the other two as well. So let me add that up for you: in the UK, the triptych costs you £96.97 and in the US it’s $139.97. Prices must vary a bit as I’m sure I spent nearer £80 when I bought them but if you’ve gulped, so have I: I’m going to be buying them again in 2014.

That amuses me a little: I keep saying that this price is incredibly cheap considering what OmniFocus has meant to me and that I would gladly pay it again – and now I’m going to. Because there are new versions coming and they are all paid upgrades. I expect there’ll be a discount for existing users of the Mac one but I know there won’t be for the iPad version because there wasn’t for the new iPhone one.

Nonetheless, the second that new iPhone version was out, I bought it. Actually, it requires iOS 7 so what I did was upgrade to iOS 7 and then immediately buy OmniFocus 2 for iPhone. I liked the previous version very much but I like this even more and use it even more. I’m not entirely sure that is possible, but I do.

All of which is a lot of detail to throw at you when you may have never even heard of OmniFocus. It’s a To Do task manager. But that is a bit like saying War and Peace is a stack of paper with some ink on it.

OmniFocus may not be for you: it is very powerful and it tends to do your head in a bit at first before you get a whole series of Damascus moments and love it. I wrote in a Mac magazine once that “first it destroys your mind, then it owns your soul” and I meant it as a compliment.

But if it’s more than you need or it’s more than you can face, then £96.97 isn’t cheap, it’s suddenly a lot of cash. So tread carefully but do tread, okay?

While The Omni Group has not announced its plans, the fairly smart money says that the new OmniFocus 2 for iPhone will be followed soon to soonish by version 2 for the iPad and then at some point for the Mac. This makes things a tiny bit tricky. I’d like to tell you to wait but I also want you to get the benefits of this right now. If the Mac version were easier to use, I’d say pull the trigger: the odds are that if you buy OmniFocus 1 for Mac now you will get version 2 for free when it comes. No guarantees, but it’s highly likely. And that dispenses with the money concern.

But it is a concern that this Mac one is hard to use. I’m happy that I put the work in and I enjoy that the Mac one is very powerful. But I got on the beta test for OmniFocus 2 for Mac early in 2013 and have found it hard to go back. That beta has closed and it looks like whenever OmniFocus 2 for Mac comes out for real, it will look and act substantially different to the beta because OS X Mavericks has brought some new possibilities. But still, even the unfinished beta was easier enough to use that I suddenly found version 1 to be a chore.

How’s this? Right now the very best version of OmniFocus is the one for iPad. It will be updated and it will be radically updated if the iPhone is a clue, but even if you buy it an hour before a new version comes out, it’s still a fantastically tremendous application that will transform you. Not your life, it will transform you.

Enough so that I really did pay the money again for the iPhone one and I really will immediately, no IMMEDIATELY, buy the new versions for iPad and Mac whenever they come.

Take a look at the video about the iPhone version on this Omni Group page. Then this is a longer video about the iPad version – did I mention it’s great? – and a much, much longer but very good series of videos by independent writer David Sparks about the Mac version.

I promise to be more concise about everything else on the list. <Smiles nicely but has fingers crossed behind his back>

Evernote

Free or US$35/year for premium (gets you extra features)

It’s an app you can make notes in. There must be eleventy-billion such apps. And okay, you can also pop PDFs in there. Images. You can make a clipping from a web site and drag that in to Evernote. Okay.

But I was in a meeting, right, and suddenly needed a contract that had nothing to do with that day’s work. “Oh, yeah, that one,” I said and then called it up on my iPad exactly as if I’d been a soothsayer and known to bring it with me.

That worked and made me look very good because whatever you put in Evernote, you can get out of Evernote – wherever you are. I enter a gigantic number of notes in Evernote for iPhone and Evernote for iPad but I also use the Mac one a lot and I’ve used the PC version on occasion. I’ve been waiting in someone’s office and I’ve used their computer to open the Evernote website. And in each case, wherever I am, whatever I’m using, every single note I’ve ever made is right there.

Pages

Now free

I was on a bus going to my mother when I had an idea for a book. Because I had my iPad and it had the Pages word processor on it, I started to make some notes – and by the time I’d got to her, I’d written the first thousand words of what became The Blank Screen book. That book became a workshop that I’ve now run for individuals, students, university staff, colleges and in online seminars. And it became this blog, which is how I got to meet you. I’d call that worth the price of admission.

Mind you, I would like to mention now that I paid for Pages. It only became free toward the end of 2013 and if you think I’m narked by that, no. Fine. I think it is very undervalued but if you can get it for free, terrific. I’ve got so much out of this software already that I am completely fine with having paid whatever it was. Something preposterously cheap, I remember that.

Incidentally, I do have Word on this Mac. I’ve had Microsoft Word on every machine since the 1980s and I’ve used it on every machine. But the other day someone emailed me a Word document when I was using my MacBook. I’d had a problem with the hard disk on that and had wiped it completely, installed OS X Mavericks and got back to work. And there I was with this Word attachment, suddenly realising that I didn’t have Word.

Not only did I not have Word on there, for the first time in all those years, but I also hadn’t noticed. I’d reformatted that drive a month before and used the machine endlessly. Hadn’t noticed Word was gone.

And I didn’t have to notice now, either. Because my Mac just opened the document for me in Pages.

I had to send that document back in Word format and Pages just did that for me too.

Adobe InDesign

Part of Adobe Creative Cloud, monthly rental cost varies

I used to work a lot on Radio Times, the website, and a bit on the magazine. There was this job where the site regularly needed some text from the mag and by chance of the schedules, it was always a bit easier to get it straight out of the magazine pages before they went to press. I leapt at it. It was a tedious, trivial and surprisingly slow job and I sped it up with some Word macros that would take the heavily formatted magazine text and make it heavily unformatted for the website.

But it also meant using the page layout program, Adobe InDesign. It is ridiculous how little you needed to know in order to do the thing I needed to do, but I would take the time to just explore InDesign for a minute or two each week. And over the years, especially since I was taking text from some superbly designed Radio Times pages, I learnt a lot. Taught myself InDesign.

To the extent that earlier this year Radio Times hired me back to work on a book specifically because I knew Adobe InDesign. And I learnt even more from doing that book work, to the extent that when I got back to my own office, I could and did design my The Blank Screen book in Adobe InDesign.

Read more about it and the whole Adobe Creative Cloud.

Keynote

Now free

Presentation software. This – and the Pages and Numbers spreadsheet that I use daily – is part of Apple’s iWorks suite of productivity applications and I’m really surprised they weren’t in the company’s pick of the year. They were great and cheap, now they’re pretty great and free. This year’s new versions shed some features (that are apparently coming back slowly) and gained some others.

For the work I do, I have barely missed any of those features, whatever they are, and I have very much enjoyed using the latest versions. So far I’ve only used Keynote to present The Blank Screen workshop once but it was a pleasure. No one has ever said that about PowerPoint.

Read more about Keynote for Mac (and the iPhone/iPad ones are the same) on Apple’s page.

Reeder 2

Universal for iPad and iPhone: £2.99

In 2012, it was for iPhone, iPad and Mac. And I used them all. It’s a newsreader, an RSS newsreader, which means rather than my going to a couple of hundred websites to read news and articles, they come to me. I’ve already messed with your head and your patience by going in to immense detail, so lemme just say that the world has changed. Right now Reeder for Mac is no longer available while a lot of work is being done under the hood.

I miss it more than I can say. And I’ve used alternatives but still Reeder and most particularly the new Reeder 2 are so well designed and just, you know, right, that I simply don’t read RSS on my Mac any more. The second it’s back out for Mac, I’m having it and I’ll get back to using it on all my machines.

Read more about Reeder and a tiny bit more about what’s happening with the Mac version on the official site.

1Password

Angela showed me this on her iPhone one day and I wondered why anyone would want such a thing as a password manager. By the end of that one day, it was on my iPhone and on the front screen too. Later, I showed Angela the Mac version and that’s now on her machine.

This is why. I need to do some financial things in a minute so I’ll press the Apple and / keys here on my Mac and it will open 1Password. With one tap 1Password will open up my bank’s online banking website, enter my account numbers, passwords and all that. It doesn’t go all the way on that site: I have one last page to go through, one last piece of security, but it’s so fast getting to that point that I use it constantly.

And then later if I am booking train tickets – I’m always booking train tickets – 1Password will log me in to thetrainline.com and it will enter all my credit card details when I tell it to.

I appear to have a preposterous number of websites I use that require passwords and so I have a preposterous number of passwords – an increasing number of which are generated by 1Password to be extra hard to crack. No more using the word ‘pencil’ as a password here.

There is one thing I don’t like and it is the agony when you upgrade from one version to the next on iOS. It isn’t an upgrade, it isn’t an installer, it is alchemy. I can’t fathom how it can be so hard to do but once it’s done or if when you’re buying it for the first time, everything is so well done and easy that I can’t resist it. I know for certain that I use 1Password every single day, without fail, and I suspect I usually use it many times.

We could stop now

Those are the tools I spend my life in at the moment. I do also lean on iTunes a lot because I like telling it to play me an hour’s worth of music and then I’ll write until it stops. Plus I’ve been addicted to the new iTunes Radio which this very day also went live in the UK.

Then I came to really relish using iBooks Author to do the iBooks version of The Blank Screen (here’s the UK iBooks one and here’s the US iBooks one). TextExpander is one of those utilities that is so useful you forget it isn’t part of the Mac generally, but I’ve forgotten that it isn’t part of the Mac generally. Same with Hazel and Keyboard Maestro, both of which I’m just coming to use.

I really did expect that this would be a vastly longer list. Can you imagine that? In any average day I must surely use above twenty different software applications and I use them hard, but it’s only this set that I can honestly point to do as being the key productivity tools for me this year.

Next year may be a little different. I expect to carry on with all of these but I did a couple of projects using OmniOutliner for Mac (an outlining program from the same firm that makes my beloved OmniFocus) and now I’ve just got that for iPad too so it’s featuring more in my usual workflow. Bugger. I’ve been trying to avoid the word workflow. Ah, what can you do?

Similarly, I’m actually writing this to you in MarsEdit, the blogging tool that I’ve heard so much about for so long. I’m only on the trial version but it’s pretty much as good as advertised so I may very well continue with it. We’ll see. It doesn’t exist on iOS and I write a huge amount there so it’s not a guaranteed mandatory purchase or if it were, it isn’t guaranteed that I’ll use it a lot.

Whereas I want to give an honorary mention to some hardware. The best thing I ever bought was my 27in iMac last December: Macs do last a long time so my previous office Mac was a good six or seven years old and this new one boomed, just boomed into my working life. But then maybe the best thing I ever bought was my iPad Air as right now it is the thing I use most. I use it more than my kettle. I know.

I had thought that I used my original iPad a lot and while I didn’t regret giving it to my mother, I missed it more than I expected. And then I bought the iPad Air and am using it perhaps ten times as much as I did that original one.

I know what you’re thinking. You’re thinking that I never step away from one keyboard or another and I see why you say that, but I can prove you’re wrong. By going now.

I need tea. Can I make you one?

Apple says these are the best productivity apps of 2013

Posted by wg

They don’t, actually. The word productivity doesn’t come in to it. But the company has published lists of the best apps of 2013 for iPhone and iPad – and amongst all the games, there is some tremendously useful software.

I’m not sure what the metric is for defining best: there’s certainly a heavy weighting due to the number of times they’ve each been downloaded, I imagine sales income must be a factor, but there is also an editor’s pick element. You can see the entire list, which features movies, music and TV too, here but note this takes you to iTunes automatically if you have it installed: http://search.itunes.apple.com/WebObjects/MZContentLink.woa/wa/link?path=Bestof2013

If you don’t have iTunes installed, it takes you to a very boring page suggesting you install iTunes.

But while we’re talking, here are the highlights.

Duolingo

The language-teaching software is the App of the Year for iPhones. Interestingly, the App of the Year for iPads is less immediately obviously productive: it’s Disney Animated, a tour of the film studio’s work. None of the runners-up for iPad are work tools but the iPhone’s pick includes Citymapper, a free journey planner for London and New York. It’s good, it’s free and it’s about New York? I’m sold.

There are also further lists of, presumably, didn’t-quite-make-it items and these include some noteworthy entries. For the iPhone, there’s the calendar replacement Fantastical 2 and the iOS IFTTT app for the If This Then That service. On iPad, the list features the superb Reeder 2 – can you tell that’s the only one so far that I’ve used, and used a lot?

But if you look away from software and into the other categories that iTunes sells, you get some notable inclusions such as Sheryl Sandberg’s book Lean In and the particularly absorbing Letters of Note by Shaun Usher.

Seriously, though, how many links must a man write down? Have I overdone it this time?

Apple improves Gmail support in OS X 10.9.1

Posted by wg

Right now my Mac is nudging me. Oi, William, it’s saying, I’ve got something for you. That’s nice but what’s nicer is that I can say nudge me again in an hour or maybe try me tonight or perhaps tomorrow and the nudging will go away.

And it will come back so I don’t have to add to my To Do list that there is a new version of OS X Mavericks, I certainly don’t have to remember that lottery-number-length “10.9.1”. I can just agree to it being downloaded the next time I leave my desk.

The significant digit of the 10.9.1 is that last .1 because this is a small, minor, trivial update so I’m happy to just let it loose while I go off somewhere. But it’s also one of those teeny updates that bring important things – to some people. If you are a heavy Gmail user then you’ve apparently been narked by how OS X Mavericks broke Apple’s support for Gmail. It didn’t break it enough that you could see it had died, no, it just bent it a bit so that you’d be working away unaware that something wasn’t right.

I don’t believe anyone lost any data, this was a matter of convenience but an important matter of convenience. Apparently.

I’m not particularly a fan of Gmail – ask me why some day, it’s trivial but it sticks with me – so I don’t need the update for this. But there are also tweaks akimbo for software that I do use, such as the Safari web browser.

Plus, it’s such a quick download and such an automatic don’t-need-to-think-about-it kind of job that if you’d started it instead of reading this, you’d be updated now. Sorry about that.

Your Mac will be telling you the update is available but if it hasn’t yet, check up the Software Update option in the App Store.

Email your To Do tasks right into OmniFocus

Posted by wg

I can’t tell you that I am obsessed with OmniFocus and then go away. Equally, I can’t ram a thousand enthusiasms down your throat. So let me compromise by giving you one reason, just one, that OmniFocus works for me.

Emailing tasks.

There’s a feature called Maildrop and it is extremely simple yet transformative. Do I mean the word ‘yet’? Maybe it’s so useful, maybe it became so instantly part of my work specifically because it is simple.

Here’s the thing. I’m a writer so I spend a huge amount of time at the keyboard and easily the majority of things I have to deal with come via email. So I’ll read the email and if I can deal with it right then, I’ll deal with it right then. Otherwise, I forward it.

To my secret OmniFocus email address.

I’ll tap or click the forward button, Mail will auto-complete the address as soon as I type the first couple of letters, and then wallop, sent.

And then the next time I look in my OmniFocus To Do list, there it is. The task is the subject heading of the email – so I might well change that to something more specific either when I’m forwarding it or now as I poke about in OmniFocus – and the body of the email is a note within the task.

Many, many times I will get one email that has several tasks in it. Highlight one of them, tap forward and Mail creates a new message that has only that text in it. Then whack it off to OmniFocus. Go back to the original email, highlight the next bit, whack and wallop.

You could also set rules to do this automatically: any email from your biggest client gets routed straight into OmniFocus for you. I have never once tried this. But you could.

What I have done very often is email in to OmniFocus from wherever I am. OmniFocus only runs on Apple gear but if you’re at a PC or you’re on someone’s Android phone and need to note down a task, email it to your secret address.

Last, if I’ve got an email where my reply is about the task, I’ll BCC it all to my secret OmniFocus address: in one go, my recipient gets his or her reply and I have that task in my ToDo list.

Once I forgot to BCC it and the secret address showed up in the email I sent someone. Next time I went in to OmniFocus, there was a task waiting: “Pay Jason the £1 million you owe him”.

Harrumph.

I can’t remember a time when Maildrop wasn’t a feature in OmniFocus or when I wasn’t using it. I don’t just mean that as a way of saying cor, it’s great, it’s indispensable. I do think that, although I wish it could do more, but I also mean it literally: I’ve not a clue when I started using it. Which is a huge shame because if you can be bothered to poke about a bit, OmniFocus will tell you how much you use the feature.

I just went to check for you and it says: “Used 982 times, most recently 2 hours ago”.

And the very big surprise for me is that it’s a whole two hours since I last used it.

Learn more about OmniFocus Maildrop here and have a look at the Mac, iPhone and iPad versions here.

SlydooTasks To Do Manager

Posted by wg

Full disclosure: I’m an OmniFocus obsessive (nee user) and I’ve said before that it would take primacord explosive wrapped around my waist to get me to move away from it.

But then, I was pretty addicted to Appigo’s To Do app before finding OmniFocus so I can be moved. More, OmniFocus isn’t cheap. Actually, I think it is ridiculously cheap given how much use I get out of it and how enormously it has helped me but if you buy it and it just doesn’t do it for you, then it’s expensive. There are three OmniFocus versions (iPhone, iPad and Mac) and I spent £80 ($130 US) on all three.

Whereas SlydooTasks is 69p or 99c US. It’s too soon to say that it’s being recommended to me but I am hearing about it and the thing that keeps being said is that it is particularly good at filtering your tasks: letting you see the wood for the trees.

Before you spend that whole 69p and, more significantly, the time that it will take you to explore a new app and decide if it’s the one for you, take a look at a YouTube video by the developer that walks through it all: http://youtu.be/g7wJJhc5sk0

And if you then fancy it, SlydooTasks is in the iTunes App Store (UK link, US link).

Updated 1Password now available

Posted by wg

A particularly good update for the password-management software is now out on both the makers’ own website and the Mac App Store. This is specifically an update to the Mac version: doubtlessly the Windows one will come soon and the iOS ones have already been updated with these features or the equivalent.

The best of these features being how 1Password handles the times you change your password on a site. I’ve often hit the issue where I’m not sure if I’ve updated the 1Password entry or I’ve created a whole new one. So for my ISP account, for example, I currently have five entries: same username, same website, different password. Every time it’s been that I’ve had the most enormous rush on and couldn’t stop to figure this out, so I’ve ended up saying yes to saving the new password as a new site and given it names like “ISP login FROM JULY 2013”.

Now when you are on a site and you change the password, 1Password says oi, do you want to make a new one or is this an update? One tap, done.

There are also lots of little nice twiddles in the mini 1Password that lives in your Mac menu bar. I use that more than anything: wherever I am, two key presses and mini 1Password either whacks the username and password in for me on a site or it pops up with a choice of sites or options, whichever I want.

This is release 4.1 of 1Password and it’s free to existing users. We’re special. If you’re not an existing user and you don’t already have anything like 1Password, you need 1Password because there is nothing like it.

Cost: free to existing users, £34.99 or $49.99 (but check for volume discounts, family packs and special bundles)

More details and download links: http://blog.agilebits.com/2013/12/06/1password-4-1-for-mac-the-little-big-update/