The Computer Next Door

Notes on Notes

An example of a laminated note I made for my digital camera

We all forget how to do things. The less you do something, the sooner you forget how to use it ("use it or lose it" after all).  And when it comes to high-tech, there are so many things to remember, it's easy for almost everything to go down the old memory drain unless you're doing that certain tech-related thing on a regular basis, whether it's related to a piece of software, your computer hardware, your mobile phone, your remote access to your office or home phone, your digital camera, or your home entertainment system.

I have always been attuned to the fact that I must keep notes on technology.  Way back in college I was making notes on the use of still and movie cameras (I still have these little notes, and they still come in handy).

Recently I wrote about forgetting how to use a digital SLR (my much beloved Canon Digital Rebel). What I didn't mention was the fact that I had kept a little note (and even laminated it) right in the camera case, to jog my own memory.  This was useful when I was using the camera a lot.  It's even more useful when I came back to it, without a sharp clear idea of which buttons to push, or why.

I also keep notes in a folder on my computer Desktop on how to use various pieces of software for things i want to do most often.  I call this my "Notes on Apple" file.  I have categories of how-to notes on everything from Animation to Chat to Printing to Web development.  Whenever I need to delve into something I don't do frequently (such as audio recording), my field notes from the last few years experience with different recording software are there to help me get back up to speed.

I makes notes on such things as:

• Steps in a process (like how to do certain things with a certain piece of equipment or software). Here's an example of the notes I made on using one of my cameras: Download canon_rebel_notes.rtf
• Check lists (equipment, batteries, or other items to bring with me when I'm shooting digital pictures or video)
• Commonly used settings or formats (such as your TV settings when I switch between watching a DVD, a VHS cassette, and watching television)

What's most important about keeping notes on technology?  It saves me from reinventing the wheel every time about the best way to do "X."  It's really a great time saver.

My notes on taking notes are...

1. Keep it simple. If you only have a few things you need to do, try to fit them on 3x5 cards if you prefer having them in hard copy, or as simple text files if you prefer electronic notes.
2. Name each electronic note in a logical manner (like, "Burning a CD").  A single folder is good until you have 15 or more notes - then it's time to start setting up sub-folders (Audio, Video, Photography, Office Software, etc.).
3. Keep current. If you find yourself changing the way you do things, modify your note IMMEDIATELY.  I can't recommend this highly enough - the whole point of the notes process is it has to reflect your most current preferred methodology.
4. Laminate the best of the best.  I have laminated camera notes (to protect against rain) and home entertainment notes (to protect from over-use by, say, house guests).  This may be over-indulgence on my part, but then I don't have to keep printing them out.

That's basically it.  If more people kept their own notes on how to use their technical doo-dads,  I am convinced the world would be a better and happier place...

Rethinking the All-in-One Printer

My new HPJ6480 has recently replaced...

2 Inkjet printers...

A copier, and a fax machine...

Five years ago, when I first bought my Apple PowerBook G4, I got a "great deal" on an Epson All-in-One printer.  The CX5400 was offered to me for $50.  Since then,of course, I have spent many hundreds of dollars on Epson ink jet cartridges - the sale of which I now understand to be the real cash cow for companies selling ink jet printers and related devices.

I was never 100% satisfied with the old Epson All-in-One machine.  It boasted Print/Scan/Copy as its 3 main functions. The color fidelity was so-so, although the fast color draft mode was useful in office documents and printing Web pages.  The Epson's scan quality has always been pretty good, but the process to scan something in was  tedious, especially if the ultimate goal was to convert the scan to a PDF.  I had to keep detailed notes about the process, it was so complex.

So I wasn't too upset when the Epson CX5400 gasped its last All-in-One breath.  One day it simply stopped printing out normal copies, preferring instead to print alternating, garish stripes of pure color.

I called Epson, who walked me through a number of diagnostics tests.  At the end, the technician on the phone recommended the next step up to a newer machine.  Within about a week, another office machine broke down - an old, large format HP ink jet.  Similarly, the problem seemed "unfixable."

It was time to replace the office printers.

After reviewing some of Consumer Reports recommendations, I went shopping (at Staples) for office machines.  I was open to ink jet, color laser, and All-in-one printers.

I came back with a solution that would replace the 2 kaput ink jet printers, my old Brother fax machine, AND the Canon copier: the HP J6480 All-in-One.

The reason I bought it was I wanted the ability to do 2-sided copying (a nice feature if you're trying to reduce the amount of paper you use for your print-outs), but it also has:

• Printing speeds up to 31 ppm
• Color and B&W copying
• Scanning up to 4800 dpi
• OCR Scanning
• Faxing
• Auto-feed mechanism
• Built-in wireless networking

The advances in the underlying technology from the old All-in-One to my new model is impressive.

The J6480s's Device Manager allows a quick scan to PDF file.  I use this all the time when I need to, for example, send documentation to our accountant.  With the old Epson All-in-One, I had to hop out of my chair constantly for each page, scan, then convert the scan to a PDF (then REDUCE the size of the usually large PDF created, which added a step or two).  Now, the J6480 Device Manager takes care of all that for me.  I just feed the document in, press "Scan to PDF" and off it goes.

Equally easy is the fax capability.  You can do this from your computer, again with the built-in Device Manager or by pressing a few buttons on the machine itself.  It pleased me to me to find out you can also set up the fax capabilities on the Web, such as programming in speed fax capabilities.

But perhaps the best feature of all is that I now freed up considerable desk and counter  space throughout the office.  And for a very affordable price ($169).  It seems All-in-One office machines have come of age.

When Do You Buy A New Computer?

I already know I sound like a complete Mac fanatic.  After using Apple products for over 20 years, what can I say? 

It might surprise you to know that I don't own a single Intel Chip machine. That's right, Ms. Machead has an iMac PowerPC G5 and an a Powerbook PowerPC G4.  For those of you who have no idea what that means, let me phrase it more simply.  I'm running an iMac that's more than 2 years old and a laptop that's closer to 4.

Here's the question.  When is it time to buy a new machine?  Some people change their cars every 3 years.  While one friend of mine has over 300,000 miles on his Plymouth.  What kind of transportation are you looking for?

In late April, Apple upgraded the specifications of its iMac line.  Apple is still configuring its entry-level 20"  iMac with 1G of memory, although it's now a speedier 2.4GHz.  The 24" machine starts with a 2.8 GHZ processor and 2 Gigs of improved memory. 

Readers may recall from our March post that Meryl experienced an unbacked up disaster with her underpowered G4. Lately, My G5's been very slow.  I considered doubling the memory and installing a new hard drive to pep up performance.  It's certainly a cost effective improvement.

That's the path I would've taken until this past week.  Now that Apple's upped the speed again I'm taking the plunge and moving forward.  Why?

Logically, I should  be replacing my PowerBook and not my iMac.  My PowerBook is no longer covered by AppleCare, (Apple's service contract which extends warranty from an initial period of one year to three years of coverage).   Which means should a problem arise, I could face a costly repair.  Plus the PowerBook has less than a Gigabyte of memory and  a slow processor.  So why am I hanging onto it?

Apple doesn't make a 12" computer anymore.  The PowerBook is encased in robust metal and it's probably my favorite all time laptop. It's a kind of collector's item in the Mac universe. Yes, it's maddeningly slow from time to time, but this is a second machine for me.

I think Apple will unveil something along the lines of the MacBook Air in the next few months at a lower price point.  The MacBook Air is a glorious looking machine, touted as the world's thinnest notebook. At a starting price of $1799, it's not only got high style, it has a high price with too little bang for the buck.

For the same price I'll be getting a 24" machine with more memory, processor speed, etc. I happen to prefer working at my desk with a desktop machine.  Currently my iMac sports a 20" screen,my previous one was 17" and the one before that 15", I think.  24" is huge.  Positively luxurious.

The  iMac I own  still has 6 months of AppleCare on it.  Therefore, I can sell this machine to someone and they get the benefit of warranty repair.  If I wait until the AppleCare runs out, my machine will have less resale appeal.

Someone else who totes their computer from location to location might prefer the stylish and ultra light Macbook Air.  This is a case where basic transportation comes in a fancy (and costly) package.

So when do you buy a new computer? 

1) Always consider an upgrade path.  Increasing your memory and hard drive can make an appreciable improvement.  In many instances you can be adding years of life to your machine.

2) Do you still have a warranty?  Just like with a car, the older the machine, the more chance of costly repair.

3)  How important is the new and nifty?  Don't jump on the bandwagon every time a new machine comes along.  Evaluate what you have, what you need and what you'll get.

Before closing,  I'd like to add a couple of points to Backing Up Is Hard To Do (March 25th).

One of the key advantages of Leopard, its built-in backup system, Time Machine, is further enhanced with Time Capsule.  Time Capsule is a wireless device which seamlessly backs up onto its hard drive all of your computers using Time Machine.  I've just ordered a 500G version which will be enough to back up both my new 320G iMac and my current 160G PowerBook.  After the transition, I'll report on the results.

My current external drive will be employed as a repository for those items that don't need to be stored in the primary drive, but that I don't want to trash.  Back-up, don't crack up!

Backing Up is Hard to Do (or is it?)

We don't know about you, but we love a surprise.  However, Meryl ended up with a nasty one on the eve of her birthday no less.  Late that evening a mouse she was using suddenly started acting erratic.  She watched in horror as the cursor started "moving" files from folder to folder, as if the entire computer (she runs a PowerBook G4) was going crazy.  She shut down her computer, and when she started it up again, tried to restore some of the "moved" files.  The next morning, many of her basic preferences had been inadvertently lost.

Luckily, Meryl has the help of her partner, a brilliant technologist (Frederic Rudman), who, with the aid of Apple Technical Support (and many, many hours of time) were able to restore the computer to working condition, and reconstitute her applications, documents, preferences, and other settings.

But here's the rub: it was TREMENDOUSLY TIME CONSUMING.  Overall, not recommended for the faint-of-heart.  "Fred alone spent an entire day of his life," Meryl comments.  "Then, I had to spend another two days at least re-installing serial numbers or product keys on applications, testing things out, etcetera.

She ended up with an entire new way of doing backups, and has now upgraded her Mac OS to Leopard, which has built-in backup capabilities known as Time Machine.

There are 2 morals to this story:

1) For God's Sake, back up everything.

2) For God's sake, don't operate without a hell of a lot of disk space.

That, as it turned out, was the cause of the "crazy mouse" antics.  Because Meryl's computer had been operating with under 2 GB of memory, things were very vulnerable indeed on her PowerBook G4. In her defense, who knew?  Certainly this was NOT in the manual, and can only be considered an insider secret.

AS FAR AS BACKING UP GOES

You need to know your own work habits, and needs. Some people keep 3 copies of everything.  Some folks back up  to services like Apple's iDisk.

(Linda  always backs up to an external drive automatically, and so has been saved from the perils of what happened to Meryl).

Whatever works for you, do something.  NEVER have files in only one location (unless you don't care about them).  Back up on hard drives, back up to a Web service, or back up to DVDs.  But back up.

AS FAR AS DISK SPACE GOES

Well, there are a lot of options for getting things OFF your computer and ONTO something else. What Meryl is now examining is what can come off her computer (documents, pictures, videos, and applications she doesn't use), to be stored elsewhere.  She is now happily operating with closer to 25 GB of space on her hard drive, and hopes to double or triple that amount of space in the near future.

All's well that ends well.

Trying Out Microsoft Office 2008 for Mac (Slowly)

I have been trying out Microsoft Office 2008 for Mac for the last week or so, and have a few comments, for those considering the move to the new office suite:

FIRST, THE POSITIVES

• The built-in template documents are professional looking, I must admit.
• I also like the new cover pages that are a click away in Word. Cover pages are just one of those things I don't want to have to design by myself, and it is nice that there are some good design defaults for this.
• I like the new approach to the floating formatting palettes, which are much more like Adobe's applications now. Even though it feels derivative (gee, what a surprise - Microsoft being derivative!) it is nice to have a consistent experience between the Office applications.

I liked the new formatting palettes - which are a lot like Adobe's

NOW, THE NOT-SO POSITIVES

• It feels slow to me.  Mighty slow, sometimes.  Compared to the original Office (I never had Office 2004, just the original version), some operations feel twice or three times as slow, even simple things such as highlighting or drag and drop.
• It crashes far too frequently.  The first few days of using Office 2008, I find myself having to re-open applications that shouldn't be crashing (such as Excel, which rarely crashed before) with alarming frequency.
• It took up a ridiculous amount of space on my hard drive when I installed it.  After loading it, I had to go delete gigabytes of other data just in order to run any of my programs.
• Sometimes even simple things don't feel, well...intuitive.  I find myself scratching my head (or chin) at times, wondering...now, I wonder where I go to do that?  An upgrade shouldn't feel this way.

I suppose if I/when I upgrade my Mac (I am running a PowerBook G4), some of the speed issues may go away, but I must say I am overall disappointed at the performance and usability of this new suite of Office tools.

My Favorite Site for Learning Software

One of the leading reasons for the digital divide is that some people learned about computers in school, and some people (maybe you) did not.  If you were never formally taught about computers, the Web, or interactive media and you don't have a "shucks, let's-just-hack-away-at-it" approach to things, you may find it difficult to play catch-up with software these days.

This becomes especially critical if it's a productivity software, is in any way related to the work you do (or long to do), or is a software program that otherwise keeps you in business - whoever you're working for. So if you don't have a deep-pocketed employer picking up the tab on software or computer training, what do you do, and where do you go?

Your choices will most likely boil down to: 1) Enlist a friend or family member to help you, 2) sign up for a class near you, 3) read a book on the subject, or 4) find help online.

In the past I tried options #1 and #3 with limited success - until I discovered online learning. I find the online learning approach to be the most effective approach because of the way I personally like to learn. I like a lot of visual reinforcement on new concepts, and therefore prefer some form of  multimedia presentation.  Multimedia training allows me to see and hear the material, and work along at my own pace.  It's easy to literally "rewind" the multimedia program (which usually takes the form of an online or DVD video) to review something I didn't quite get the first time around.

I have checked out a few of the online trainers, and always come back to Lynda.com.  Lynda.com is a venture started by Web designer Lynda Weinman. Weinman wrote some leading books on Web graphics and Web design many years back which I found helpful (not to mention funny).  Weinman has subsequently expanded her business (greatly) to cover subjects from numerous other trainers (there are currently over 24,000 video tutorials available online on Lynda.com).  It is a great resource.

There's only one hitch:  It isn't free. You can sample a few sections of courses online, but eventually if you want more you will need to subscribe.  Monthly the site subscription runs $25; annually, subscriptions start at $250. What you'll get is unlimited access to the instruction - all you can view. (Check out the free titles available).

If you're trying to be more proficient with a particular computer software program, it's useful to go through the full tutorial on the application - made up of multiple QuickTime movies that allow you to follow along as the instructor uses the program.

Additionally, the site has instruction on general computer-related topics that are not software specific (e.g., using graphics for business presentations, or general concepts about digital photography.) These type of courses tend to be more presentation-like rather than the "over-the-shoulder" tutorials.

I'm a monthly subscriber, and a happy one.  Whenever I have a question about a major software program that can't be easily answered by the manual or the online help, I just go to Lynda.com, and then select one or two of the little sections within the related online course that seem most appropriate.  Usually I find what I'm looking for.  They don't have instruction on absolutely every computer program out there, but they have a lot.

For more information or to try a free lesson (or two, or three), go to: www.lynda.com.

Yes, Virginia, There IS Such a Thing as E-mail Etiquette

Clearly, not everybody subscribes to e-mail etiquette.  This might actually be because many people don't realize there is such a thing, or perhaps they would prefer it didn't exist.

Like any form of etiquette – it’s a good idea to consider e-mail etiquette in order to prevent misunderstandings and avoid offending people you communicate with via e-mail.  It also goes a long way to helping make business communications more effective.

So, here are a 6 rules of "Netiquette" as it is sometimes known:

1) DON’T VENT

It's a bad idea to send angry or violent or verbally abusive communications by e-mail – ever. E-mail is a very "cold" medium - there are no visual or audio cues to help interpret the message.  It's therefore an inappropriate medium for negative communications. Some people also have a tendency to “hide behind e-mail” when they don’t have the wherewithal to confront a person directly.

If you have a beef with someone, find another way to resolve it – personally. If you feel you need to send something confrontational, sleep on it.  The stronger your communication, the longer you should think about it. And if you get something in your e-mail box that is confrontational, stop the process and pick up the phone.

2) DON’T SHOUT

Don't use capitals in an e-mail message.  It comes across as harsh and is very hard to read.

3) KEEP IT FOCUSED

Get to the point, for God's sake. Some people have a habit of rambling on and on in their e-mail communications and wasting everybody's time. It can be sheer drudgery and a waste of time to slog through these e-mails.

4) ASK BEFORE SENDING ATTACHMENTS

Don't send  that 5 MB attached file without checking to make sure your recipient can handle it on their end (they may have a slower Internet connection, or their business network may  reject attachments over a certain size.).

5) READ IT OVER BEFORE YOU SEND

Check the entire message before you send - including who it's addressed to.  Everyone is in a hurry to get things out the door but with e-mail you can make an irretrievable mistake if you accidentally "cc"  someone who should not be on the recipient list (this happens a lot when people click "Reply all" instead of just "Reply.") Oops!  E-mail is permanent, remember (corporations have fallen on the audit trail they leave behind).

And yes, do correct those typos.  E-mails are notorious for having more typos per square inch than any other form of written communication.

6) NEVER FORWARD SENSITIVE E-MAILS

Always ask if it's OK to forward a sensitive e-mail communication. The sender might not want it distributed to certain parties.

FOR MORE INFORMATION

Some businesses have e-mail policies about what you can and can't do with e-mail while you're at work. (Something to keep in mind is that your employer has access to your e-mail communications.  If that doesn't make you careful about what you send, I don't know what will.

If you're not sure, ask your employer about their email policies.

Likewise, many colleges and universities post their versions of e-mail etiquette on their websites.

 

Better E-mail with Google

Recently I started using Gmail, Google's new, Web-based e-mail service, which is currently in pre-release.  I have to say, so far, so good.

Gmail is available for free for individuals and small businesses, and can be used in conjunction with other e-mail software. I for example, am using it in conjunction with Mail on my Macintosh.

You need to get a Google account in order to use Gmail, either for a business or for yourself. It works with all major browsers, and has several key features, including a top-notch SPAM protection technology that Google developed.

I signed up to use it so I could get my e-mail when I travel. I don't like to read mail on a small screen (such as my cellphone), but when I travel with my laptop, I like being able to access my e-mail

Google is also promoting other other special features, like the ability to get your mail on your mobile phone, the ability to easily search any of your messages by keyword, and the ability to chat from within the Gmail application.

Like most Google products, Gmail has a plain vanilla, simple interface.  A few things seem slightly counterintuitive. But it's  is easy to get started and to use it.  And for me, the power is in two aspects:

1) Simplified Web-based access to my e-mail

2) A powerful, comprehensive SPAM filter.

I wrote recently about how a SPAM filter (Spamfire) had helped me tone down the amount of Junk mail I received.  Well, Gmail is another order of magnitude beyond what I was getting with Spamfire.  It's like Google has declared war on SPAM.  And those of us who use it, can now benefit.

Life is a whole heck of a lot quieter now with Gmail working for me in the background. There's really no  need for me to go to Gmail to check what it's doing - Gmail simply cranks away in the background, "Frying the SPAM" as they refer to it, and, acting as our mail server.  I continue to use my e-mail program, only with a lot fewer SPAM messages.

To find out more about Gmail and how you can get it, go to:

Gmail from Google

Out, Out, Damn SPAM!

SPAM, or unsolicited junk e-mail (as opposed to unappetizing canned meat) is surely one of the worst  scourges of the wired world.  Everybody with an e-mail account is well-acquainted with SPAM.  Sadly, people fall victim to SPAM cons on a regular basis.

The "CAN SPAM" Act of 2003 (the full name is "Controlling the Assault of Non-Solicited Pornography and Marketing" Act)  was intended to stop or prevent unsolicited emails. It has not - although it has made them illegal.

SPAM isn't a minor problem - a great many of  SPAMMers are actually cybercriminals of some stripe -  trying to get you to do something – whether to go to a Website, buy a stock, or set up a home-based business - so they can steal your money in some way shape or form.

So, what can you do to fight SPAM?

Short of becoming a member of congress, there are really only four different ways to deal with SPAM:

1. You can protect your e-mail address, so it has less chance of getting distributed to SPAMMers.
2. You can filter incoming SPAM messages.
3. You can delete SPAM.
4. You can report SPAM

PROTECT

This one is on you.  Change how you use your e-mail, and who has access to it:

• Don't give out your e-mail address any more than you you really need to. (For example, refrain from signing up for e-mail newsletters willy nilly).
• Read the PRIVACY policy on the Website you’re shopping on.  If they look like they're going to play volley ball with your e-mail - don't shop there.  Go somewhere else.
• Some internet service providers (e.g., Earthlink) will let you set up  "temporary" or "anonymous" e-mail names when you shop online.  When you're done using them, simply delete them.

FILTER

Most e-mail software packages have different settings that allow you to "train" your software to recognize SPAM. At this point, however, you probably need Anti-SPAM (or SPAM filter) software.  This may come as part of an Internet Security software package.

The Gold standard in security software has always been Norton line of products from Symantec, but there are many other options - most available to try for free for 15 to 30 days you buy.

In order for any filtering software to work, however, you need to train it.  You need to "flag" what is a good message and what is a junk message.  And for that to work, you really need to keep track of your legitimate e-newsletters and things you've signed up for.

I have been using a program called Spamfire on my Macintosh for several months now. My inbox used to be a mess - with literally hundreds of junk e-mails going into it every day.  Now, all those messages go into a "junk" folder, and only a handful make it to my inbox.  Spam software isn't 100% perfect - but it sure as heck helps.

DELETE

You really should go through your email folders (inbox folder, junk folder, etc.) at least once a day and clean everything up.  I usually do scan my "junk" folder just to make sure a good message (or two) hasn't ended up there, but then I "Select all" and hit the delete button.  Feels good.

REPORT IT

This is not going to get you very far very fast, but you should know that you can do it! 

SPAM filter packages usually have some sort of “reporting” mechanism that allows you to report something that’s particularly bothersome to you. Let them take that on - just hit the button.

Of course, you can also make the FTC's life more fun by reporting SPAM to them.

They've set up a FTC - SPAM site  for consumers where you can learn more about SPAM and report it to your heart's content.