What Are Those Orange and Green Dots in Your iPhone’s Status Bar?

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In iOS 14 and iPadOS 14, Apple added two new status indicators to the right side of the status bar at the top of the screen. They’re designed to give you feedback about what an app is doing. An orange dot indicates that an app is using the microphone, and a green dot means that an app is using the camera (and possibly the microphone as well). They’re subtle and shouldn’t be distracting, but if you ever notice them when you don’t think the camera or microphone should be in use, look for apps that might be using them in the background.

(Featured image by Bruno Massao from Pexels)

Keep Your Mac Quiet at Night and During Presentations with Do Not Disturb

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We’re all accustomed to the Do Not Disturb feature on our iPhones since they’re with us for most of the day and often spend the night next to the bed. But Apple long ago added Do Not Disturb to the Mac as well, and it’s useful for muting your Mac at night to eliminate unnecessary noises and for preventing unwanted notifications during presentations. In System Preferences > Notifications > Do Not Disturb, you can tell macOS to turn the feature on during specific times, when the display is sleeping or locked, and when mirroring to another screen. Or, you can turn on Do Not Disturb manually—you might want to do this when giving a presentation with Zoom or another videoconferencing app. In macOS 10.15 Catalina and earlier, do this in Notification Center by clicking it at the far right of the menu bar, scrolling up, and enabling the Do Not Disturb switch. In macOS 11 Big Sur, you find Do Not Disturb in Control Center.

(Featured image by Andrea Piacquadio from Pexels)

Forget Adobe Acrobat: Preview May Be All You Need to Work with PDFs

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We regularly hear from people who think they need Adobe Acrobat DC to manipulate PDFs. Don’t misunderstand: Adobe Acrobat is the gold standard, but it’s complicated and expensive—$14.99 per month or as part of Creative Cloud for $52.99 per month. In contrast, Apple’s Preview is easy and free with macOS. Here are six tasks that people may think require Acrobat but can easily be accomplished in Preview.

Remove and Rearrange or Export Pages

Have a PDF with unnecessary pages? You can delete them in Preview. First, make sure page thumbnails are showing in the sidebar by choosing View > Thumbnails. Then select the pages you want to remove and press Delete. Choose File > Save when you’re done—you’ll need to do that after all the rest of these tasks too.

Rearranging pages also happens in the sidebar—just drag the thumbnails as needed. If you drag a thumbnail to the Finder, Preview exports the page as its own PDF file.

Merge and Add Pages

What about putting pages from one PDF into another? Preview has your back there too. Open both PDFs, make sure their sidebars are showing page thumbnails, and then drag one or more thumbnails from one sidebar to the other, dropping them between the desired pages in the destination.

You can also drag a PDF from the Finder into the sidebar to add all its pages. Or, to take a photo or scan a document and insert it into the document, Control-click in the sidebar and choose Import from iPhone or iPad.

Annotate Text

Let’s say someone asks for edits or comments on a PDF. Although you can’t change the text with Preview, you can mark up the document.

  • Highlight text: They may give you flashbacks to high school, but Preview provides a handful of colored highlighters, along with underline and strikethrough styles. Choose one from the Highlight menu in the toolbar and then select the desired text.
  • Add highlight notes: To ensure that your highlights make sense to others, add notes to them. Control-click the highlighted text and choose Add Note. Then enter your note in the colored box that appears. It shrinks when you click away from it and expands when you click it again.
  • Add general notes: You can also place faux sticky notes anywhere on a PDF page. Reveal the Markup toolbar by clicking the Markup button, and then click the Note button. Dag the closed note box to position it on the page. See all your notes in the sidebar by choosing View > Highlights and Notes.
  • Add shapes and text boxes: The Markup toolbar also contains controls for creating various shapes (including lines with arrows) and text boxes. At times, the best way to show what you mean is to put a box, line, or text directly on the page. Click a shape to add it—text you type while it’s selected sticks with the shape, like the speech balloon below and the arrows above.

If you do need to edit the text of a PDF, that’s a job for Adobe Acrobat or another PDF tool like Smile’s PDFpen.

Redact Text

Sometimes, when you’re sharing a PDF, you want to redact sensitive information so it can’t be read. macOS 11 Big Sur’s version of Preview can permanently obscure and delete selected text from the document. Choose Tools > Redact and select the text you want to hide.

In earlier versions of macOS, you can simulate redaction by covering text with a colored rectangle. Unfortunately, recipients could delete your rectangle or copy the text underneath it. Don’t depend on this workaround to protect confidential information. For true redaction in older versions of macOS, use Acrobat or PDFpen.

Fill PDF Forms

Although Preview cannot create fillable PDF forms (again, turn to Acrobat or Smile’s PDFpenPro), it works fine for entering information into such forms. If you have to fill out an IRS form for your employer, for instance, Preview should work fine. Just click in a field and type, or click a checkbox to select it.

One warning. We’ve heard occasional reports that Windows users reading PDFs with forms filled out in Preview sometimes don’t see the entered text. When returning an important form, it’s always best to ask the recipient to confirm that it worked. If it doesn’t, fall back on the free Adobe Acrobat Reader DC.

Sign Documents

Now that so much paperwork has gone digital, we often need to sign PDFs. The most important documents will probably use a service like SignEasy that’s designed for collecting legally binding, secure signatures. But for something like a simple permit application, you can add your signature in Preview by clicking the Signature button in the Markup toolbar and choosing it.

Inserting (and resizing) an already created signature is easy, as is the one-time process of making one. Click the Signature button, and then click Create Signature. If your Mac has a trackpad, write on it with your finger or a rubber-tipped iPad stylus. Or use a marker to write your signature on paper and take a picture of it with the camera. In macOS 10.15 Catalina and later, you can also create a signature on an iPhone or iPad. Once created, the signature sticks around in Preview and even syncs to your other Macs through iCloud.

Note that Preview’s signature is just a graphic that could be copied, so it’s no more protected than a handwritten signature that could be scanned or photocopied.

Useful as all these features are, they’re just the tip of the iceberg when it comes to what Preview can do, particularly with graphics. For a complete look at Preview’s features, check out the 178-page ebook Take Control of Preview.

(Featured image by Cytonn Photography from Pexels)

Getting Started with 1Password

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We’ve long recommended that everyone use a password manager like 1Password instead of attempting to memorize or write down passwords. Although there are other password managers, 1Password is the leading solution for Apple users, thanks to a focus on macOS and iOS from its earliest days.

1Password offers numerous benefits, including:

  • Automatic generation of strong passwords so you don’t have to invent them
  • Secure storage of passwords, even if your Mac or iPhone were stolen
  • Automatic entry of usernames and passwords that’s much easier than manual entry
  • Auditing of existing accounts to see how many use the same password
  • Easy access to all your passwords from all your devices (Mac, iOS, Windows, Android)
  • Sharing of passwords among a family or a workgroup

The hardest part of getting started with 1Password, like any password manager, is overcoming the inertia of trying something new. Here’s what you’ll need to do.

1: Sign Up for a 1Password Account

In this step, you’ll decide which 1Password plan is most appropriate. For individuals, 1Password costs $2.99 per month, or 1Password Families is $4.99 per month for a family of five. For businesses, 1Password Teams adds features and admin controls for $3.99 per user per month, or 1Password Business provides significantly more admin controls for $7.99 per user per month. You can compare the individual and family accounts, along with the Teams and Business plans, but if you’re still unsure which to pick, ask us for help.

Once you’ve decided on a plan, click through to the associated page linked above and sign up. Of course, if your family or business already uses 1Password, the person who created the account should invite you first.

Make sure to create a master password that’s strong yet easily typed because you’ll need to enter it regularly (or use Touch ID, Face ID, or an Apple Watch) to unlock 1Password. Since you’re putting all sorts of valuable eggs in your 1Password basket, be sure to download and fill out your Emergency Kit in case something happens to you. It also contains the QR code that makes it easy to sign in on new devices.

2: Install the 1Password Apps and Extensions

Next, install the 1Password app on each of your devices and connect it to your 1Password account. 1Password provides instructions for each, but in short:

  • Mac: Download and install the app, sign in to your 1Password account in your Web browser, click your name at the top right, and choose Get the Apps. Click “Add your account directly,” and let your browser open 1Password. Enter your master password and click Sign In.
  • iPhone/iPad: Download and open the app, and tap 1Password.com > Scan Setup Code. Then find the Setup Code ➊ and scan it using the camera. Enter your master password and tap Done. Next, go to Settings > Passwords > AutoFill Passwords, enable AutoFill Passwords ➋, select 1Password ➌, and deselect Keychain.
  • Web Browser: The 1Password X extension makes it easier to sign in to sites using Safari, Google Chrome, Firefox, Microsoft Edge, and Brave. The 1Password app installs the Safari extension for you; the rest you’ll need to get manually.

With any security solution, there’s a tradeoff between ease of use and security. 1Password provides options so you can adjust that tradeoff to your liking.

  • Mac: In 1Password > Preferences > Security, you can enable unlock using an Apple Watch if you have both an Apple Watch and a Mac with a Secure Enclave. Also, set the various Auto-Lock checkboxes as you desire—if your Mac is in a shared space, err on the side of more security; if only you and trusted people can access it, you can be less strict.
  • iPhone/iPad: Tap the Settings button, then Security, and enable Touch ID or Face ID. They let you avoid entering your master password to access 1Passsord while maintaining a high level of security.

3: Save and Fill Passwords

Now it’s time to start using 1Password. The first thing you’ll need to do is save your website logins as you go—you’ll need to do this only once per site. Again, 1Password provides instructions for both the Mac and the iPhone or iPad, but here’s a summary:

  • Mac: Whenever you enter your username and password in a Web login form, 1Password will ask you to save your credentials. Click the Save In 1Password button and edit the title of the login button if desired. If you don’t yet have an account at the site, enter your username, click the 1Password icon in the password field, and choose Use Selected Password to accept the strong password 1Password has generated for you. Finally, click Save.
  • iPhone/iPad: When you tap a username or password field, either in an app or in a website in Safari, the iOS keyboard will appear. Tap the key icon ➊, and then tap Create Login ➋. Enter your credentials. If you don’t yet have an account at the site, enter your desired username ➌ and tap the gear icon ➍ to generate a strong password. Finally, tap Save & Fill ➎.

With logins saved in 1Password, when you want to sign in to one of those sites in the future, it has just become extremely easy.

  • Mac #1: If you’re already looking at a website’s login fields, click the 1Password button in a username or password field and then choose the login you want to fill.
  • Mac #2: Alternatively, click the 1Password button in the browser’s toolbar. If 1Password’s suggestions aren’t right, type a few characters from the site name in the Search field. Click the AutoFill button for the desired result to load that site and auto-fill your credentials.
  • iPhone/iPad: Tap a username ➊ or password field in an app or Web page. Your username appears above the keyboard; tap it to fill in the username and password and tap Go if necessary. If you have multiple logins at that site, tap the key icon ➋ to choose a different one ➌.

We’ve just scratched the surface of what 1Password can do. If you explore the 1Password support site, you can learn how to enter two-factor authentication codes (1Password calls them one-time passwords) automatically, create and share vaults with others, add and auto-fill credit card information, and use the Watchtower feature to see which of your logins use weak or duplicate passwords.

(Featured image assembled from originals by 1Password)

Home Sharing Lets You Access Media on Your Mac from Other Local Apple Devices

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In the heyday of iTunes, Apple users stored their music, movies, and TV shows on their Macs and shared them with other Macs in their homes, as well as their iPhones, iPads, and Apple TVs. Of late, however, streaming has become Apple’s preferred media consumption approach, thanks to the rise of Apple Music and the way the Apple TV app aggregates video streaming services like Netflix.

Nevertheless, even though iTunes has been replaced by the Music and TV apps on the Mac, it’s still possible to maintain your libraries of music and videos on your Mac. When you do that, sharing that media with your other Apple devices over your local Wi-Fi network continues to work through Home Sharing, but how you manage that technology has changed. To be clear, we’re talking about content stored in the Media folders specified in the Music and TV apps’ preferences—they may still point to an old iTunes Media folder.

One note first. We’re focusing on network sharing here, not syncing media to an iPhone or iPad. That’s possible too, but is a separate topic—for more details, check out Take Control of macOS Media Apps, by Kirk McElhearn.

Set Up Home Sharing on Your Mac

With the demise of iTunes, Apple has moved the Home Sharing controls to the Sharing pane of System Preferences. Follow these steps to enable it:

  1. Open System Preferences > Sharing > Media Sharing.
  2. Give your library a recognizable name.
  3. Select the checkbox for Home Sharing.
  4. Enter your Apple ID credentials. You’ll need to use this same Apple ID for every computer or device on your Home Sharing network. (There is also a guest option that  others in your household can use; see below.)
  5. Click Turn On Home Sharing.

Home Sharing provides three options via checkboxes:

  • Devices update play counts: Select this option if you want each play from one of your devices to update the play count in your Home Sharing library.
  • Share photos with Apple TV: This option lets you share photos from your Photos library—either everything or just selected albums, with an option to include videos. You can also share photos from your Pictures folder, any folder inside it, or any folder at all.
  • Share media with guests: Normally, you can access media using Home Sharing only from devices signed in with your Apple ID. With this option, however, you can allow guests to access your songs, movies, and TV shows. If you live in an apartment or other situation where people unknown to you can see your Wi-Fi network, it’s a good idea to require a password, and regardless, you can share just selected playlists if you want. Guests access Home Sharing media just like you do.

Access Media from a Mac

The process of accessing media from another Mac using Home Sharing is the same for music and video—the only difference is that you use the Music app for music and the TV app for video. In either, click Library in the sidebar and choose your shared library under Public Sharing. Library changes to the name of your shared library, and all the items underneath display its contents. You’ll interact with them just like any local or streamed media.

Access Media from an iPhone or iPad

As on the Mac, the trick on the iPhone or iPad is simply to use the correct app. For instance, to access your videos, open the TV app, tap Library ➊ at the bottom, and tap the name of your Home Sharing library ➋ above. You’ll then need to tap to select the type of content you want to view, and then you’ll see thumbnails for the actual videos. Tap one to play it.

Access Media and Photos from an Apple TV

Finding Home Sharing media is a little different on the Apple TV. Open the Computers app, select your library, and then choose from music, photos, or videos at the top. A sidebar at the right lets you drill down into your content.

You can also have the Apple TV play a randomized slideshow of your photos as its screen saver. Go to Settings > General > Screen Saver > Type > Home Sharing > Photos, and select either Photos to show all available photos or Albums to limit the selection. In the Screen Saver preferences, you can also set a preferred transition.

We won’t pretend that Home Sharing is the latest and greatest technology from Apple—it’s definitely yesteryear’s solution—but if you have a lot of music and video on your Mac, it’s a good way to share it throughout your house and get a personalized screen saver on your Apple TV.

(Featured image based on an original by Erik Mclean from Pexels)