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Archive for the ‘macOS Tips’ Category

by Tom Nelson

AirDrop is a peer-to-peer file sharing system for local Mac and iOS users. It’s easy to set up with just a click or two; no special information or settings are needed. Just drag-and-drop a file to share with others.

In this Rocket Yard Guide, we’re going to take a look at AirDrop’s history, the basics of its use, and a tip or two for improving its use, including adding AirDrop to the Mac’s Dock for easy access.

AirDrop History
Originally developed for the Mac and released with OS X Lion, AirDrop made use of a new Wi-Fi standard called PAN (Personal Area Network) that allowed for the creation of an ad-hoc wireless network. To make setting up the network automatic, Apple made use of its Bonjour service, which allowed Macs to broadcast that they were part of the Wi-Fi network and could receive files from others.

When iOS 7 was introduced, it included its own version of AirDrop, but replaced the use of Bonjour with Bluetooth LE, and kept peer-to-peer Wi-Fi for sending and receiving, though it dropped the use of the PAN protocol.

When OS X Yosemite was released, it included support for both sets of AirDrop protocols, allowing supported Macs to use AirDrop with other supported Macs, as well as iOS devices.

Not all Macs or iOS devices are compatible with AirDrop. You can check this AirDrop support document to see if your Mac or device supports AirDrop.

Using AirDrop
AirDrop requires the use of either Wi-Fi or Wi-Fi and Bluetooth, depending on the version of AirDrop being used.

You can open an AirDrop Finder window by selecting AirDrop from the Finder sidebar, or from the Finder’s Go menu.

The AirDrop window displays nearby devices that have AirDrop enabled. Screen shot © Coyote Moon, Inc.

AirDrop appears as a special Finder window folder that displays any nearby Mac or iOS devices that have AirDrop enabled.

You can drag any file or folder onto a device listed in the AirDrop window. You can also use the share button within an app to send a file via AirDrop. Depending on the version of AirDrop being used, you may be asked to confirm that you wish to send a file to the selected user.

The destination device will display an alert, asking the user if they wish to accept the files being sent.

On the Mac, files being sent will appear in the Downloads folder, once accepted. On iOS devices, the files will be associated with specific apps, such as images being placed in the Photos app.

Can’t find one of your older Macs? Later versions of AirDrop changed the method used to detect AirPort-enabled devices. You may need to use the Search for an Older Mac option. Screen shot © Coyote Moon, Inc.

OS X Yosemite and later support both sets of protocols, but are set to Bluetooth LE/Wi-Fi as the default. To access older Macs, you must select the option to search for older Macs. This will reset the protocol to the older version, allowing you to connect with older Macs, but not with iOS or newer Macs using Bluetooth LE/Wi-Fi. In OS X Yosemite and later, you’ll find this option labeled “Don’t see who you’re looking for?” at the bottom of the AirDrop folder window. Clicking in this text will bring up the option to Search for an older Mac.

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by Tom Nelson

Content Caching is one of the new services available in macOS High Sierra. Designed to reduce Internet data usage and increase the speed of updating Macs, iOS devices, and Apple TVs, Content Caching can also speed up iCloud storage by keeping a local copy of the iCloud data on your local area network.

Content Caching: History
Content Caching was originally one of the services included with Mac OS Server. By using the caching service, a system administrator could designate local storage as a repository for all of the software updates distributed by Apple for its various product families.

This allowed all devices connected to the local network to access the stored information without having to re-download the data from the Internet every time a device needed an update.

Caching was an effective way for administrators to reduce the Internet bandwidth used, while actually increasing overall system update performance for the end user.

Content, such as macOS updates, is cached, allowing others on your network to enjoy faster updates. Screen shot © Coyote Moon, Inc.

Apple ceased development of the Mac OS Server product, but the Content Caching capabilities have made the migration from the server product to the Mac, as long as it’s running macOS High Sierra or later.

Content Caching: How It Works
Once Content Caching is enabled on a Mac, it keeps copies of all of the software updates, App Store downloads and updates, and iCloud data, including backups to iCloud that are initiated by any client connected to your local network.

The next time a client on your network needs to download the same data, such as a macOS update, the data is retrieved from the content cache instead of being downloaded from the Internet. All subsequent client devices that need the data get it from the local network at what will normally be a much faster connection than is possible from the Internet.

Data Types That Are Cached
Not everything that is downloaded from the Internet is cached. Content Caching supports the following data types:

  • iTunes purchases (iTunes 11.04 and later)
  • iBooks Store content (iOS 6 or OS X Mavericks and later)
  • iOS app purchases and updates
  • iOS updates over the air (iOS 7 and later)
  • macOS updates
  • Mac App Store purchases and updates
  • GarageBand downloadable content
  • iCloud photos and documents for OS X El Capitan or iOS 9 and later
  • Apple TV apps and updates
  • iOS 10 and tvOS 10 On-Demand resources
  • iTunes U course material
  • Mobile assets, including high-quality Siri voices and dictionaries

Setting Up Content Caching
To make use of Content Caching, you’re going to need:

  • A Mac that is on 24/7, or at least whenever a client device is connected to your local network
  • A Mac connected to your local network via wired Ethernet (preferred) or Wi-Fi
  • A Mac with either a large amount of free space on the startup drive or an external drive
  • macOS High Sierra or later

Note: Apple recommends that the Mac being used for caching be hard-wired to your Ethernet network using Gigabit Ethernet or better. The caching system can serve hundreds of clients concurrently. To ensure adequate throughput, a high-performance wired Ethernet connection to the Mac is encouraged.

If you’re implementing Content Caching for your home or small business, with a limited number of client devices (Macs, iPhones, iPads, iPod Touches), a Wi-Fi connection may be adequate, though the caching Mac may see some negative performance effects if the cache is undergoing heavy use.

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by Tom Nelson

This is the last of our four-part guide to using the Mac’s accessibility features. If you missed the previous installments, you can catch up by reading:

Our last group of Accessibility options includes the Media and Hearing options, plus a couple of general tips.

Media and Hearing are the last two Accessibility categories we will look at. Screen shot © Coyote Moon, Inc.

To open the Accessibility preference, launch System Preferences by clicking its Dock icon, or by selecting System Preferences from the Apple menu.

In the System Preferences window that opens, select the Accessibility preference pane.

Scroll down the list on the left-hand sidebar until you come to the Media section.

Accessibility Media
The first media option we’ll look at is Descriptions.

Descriptions: This is Apple’s implementation of Audio Descriptions, which involves playing back narration that has been added to the soundtrack of movies, videos, TV programs, and other visual media.

The narration service attempts to describe what is displayed on the screen with concise descriptions of settings, costumes, even sight gags. The narration occurs during pauses between dialog, songs, or major sound effects.

Not all video media includes Audio Descriptions.

To enable Audio Descriptions, launch System preferences, and select the Accessibility preference pane.

Select Descriptions from the list in the Accessibility sidebar.

If Siri is enabled, you can use Siri to bring up the Descriptions configuration by saying, “Hey Siri, open Accessibility Descriptions.”

To turn the description service on, place a checkmark in the box labeled Play audio descriptions when available.

Captions: The Mac’s accessibility options include the ability to display subtitles and closed captions from any media that has embedded captions. Captions are available in two different formats (when provided by the media being viewed): as standard closed captions or as subtitles for the deaf and hard of hearing (SDH).

The primary difference between closed captions and SDH is their appearance on the screen; additional contextual clues are included in SDH, such as who is speaking, background sounds, or music lyrics. SDH also uses a more film-friendly font format that doesn’t block as much of the screen as standard closed captions.

The Captions feature allows you to select a caption style as well as choose between closed captions or SDH. Screen shot © Coyote Moon, Inc.

To configure Captions, bring up the Accessibility preference pane and select Captions from the sidebar.

Once you select the Captions item in the sidebar, you can select or create a subtitle style to use. The Captions feature comes with a few styles already created; you can choose one of the available styles from the list or create your own.

Subtitle styles are displayed in the box above the style list, so you can easily see how each style will look.

To create your own style, select one of the existing styles to use as a template. New styles you create inherit the settings of the currently selected style. Press the plus (+) button below the list of styles.

In the dropdown pane that appears, enter a name in the Style Name field.

Set the color that will appear behind the caption text using the Background Color dropdown menu. You can select from various predefined colors.

The Background Opacity can be set using the dropdown menu. Choose from:

  • Opaque
  • Semi-Transparent
  • Transparent

Set the caption’s color with the Text Color dropdown menu. You have the same color choices as the Background color menu. Remember not to pick the same color or the text will vanish into the background.

You can create your own subtitles style sheet to customize how captioning will look. Screen shot © Coyote Moon, Inc.

Use the Text Size dropdown menu to choose:

  • Extra Small
  • Small
  • Medium
  • Large
  • Extra Large

Use the Font dropdown menu to choose any installed font on your Mac.

You’ll also find that each dropdown menu has a checkbox next to it labeled Allow video to override. Selecting this option allows the embedded settings for the captions to take precedence over the style you created. If you want to ensure your style is always used, remove the checkmark from every “Allow video to override” box.

You may want to let the embedded caption settings override the Background Color and Text Color selections to ensure good visibility against the video. You can always force your style to be used after trying the settings out.

Once you’ve made your choices, click the OK button.

Your caption style will be added to the style list, and will become the selected style. If you would like a different style to be the default, you can select it from the list of styles.

If you would prefer the closed captions to use subtitles for the deaf and hard of hearing (SDH), place a checkmark in the box labeled Prefer closed captions and SDH.

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by Tom Nelson

This is the third installment in the Using the Mac’s Accessibility Features series. If you missed the previous installments, you can catch up by reading:

In this installment, we will look at the Interacting category of the Accessibility preference pane.

Accessibility’s Interacting category covers how you can interact with the Mac’s user interface. It includes a number of features that allow you to use dictation for both typing text and controlling basic Mac functions, modify how the keyboard, mouse, and trackpad work, and set up and use alternate physical controllers to interact with the Mac.

Dictation

The Mac’s dictation system is controlled using two preference panes. Basic dictation, that is, using dictation to enter text wherever you would normally type text, is configured from the Keyboard preference pane. Controlling your Mac by speaking, or by creating custom dictation commands, is configured using the Accessibility preference pane’s Dictation options.

Basic Dictation Services:
Launch System Preferences, and select the Keyboard preference pane. You can let Siri perform the task by saying, “Hey Siri, open keyboard preference pane.”

The basic dictation system needs to be enabled before you can make use of the advanced dictation features, including voice command. Screen shot © Coyote Moon, Inc.

With the keyboard preference pane open, select the Dictation tab.

Use the Dictation radio button to turn dictation on or off.

The option to enable enhanced dictation is available by placing a checkmark in the Use Enhanced Dictation box. I recommend using this option. When it’s selected, Apple will download an extension to Dictation that allows the service to be used offline; the extension also enables dictation commands, a very powerful part of the dictation service.

Use the Language dropdown menu to select the language you wish to use for dictation.

Use the Shortcut dropdown menu to select a keyboard shortcut for turning dictation on and off. This is an important shortcut to remember, as you probably don’t want your Mac trying to convert everything you say to text.

Dictation can use any of the Mac’s audio inputs. You can change the default microphone by clicking on the Microphone icon, and then selecting a mic from the dropdown menu.

You can create custom dictation (voice) commands to control your Mac in the Accessibility preference pane. Screen shot © Coyote Moon, Inc.

To create a custom command, click on the plus (+) button.

Enter a phrase to use to trigger the custom voice command.

Use the While using: dropdown menu to select an app (including Any Application) that the voice command will be used with.

Use the Perform dropdown menu to select what the command will do. You may be taken aback by seeing only a few options available, such as Open Finder Item, Open URL, or Paste Text. But within the list are three very powerful options:

Press Keyboard Shortcut: This allows a voice command to be used to cause any keyboard shortcut to be performed. Most apps have a large number of keyboard shortcuts available, and if the function you wish to perform doesn’t have a keyboard shortcut, you can either create one using the Keyboard preference pane, or use the next option below.

Select Menu: Enter a menu name exactly as it appears in the app’s menu.

Run Workflow: This will allow you to run any Automator workflow you have created. The Automator item must have been saved as a workflow, and not one of the other options.

Click the Done button when complete.

You start Dictation using a voice command by placing a checkmark in the box labeled Enable the dictation keyword phrase. Once you place a checkmark here, enter a phrase to use to activate dictation.

The last two options are:

Play sound when command is recognized.

Mute audio output while dictating.

Place a checkmark in the appropriate box to enable the above options.

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by Tom Nelson

Last week, we started our foray into the Mac’s Accessibility features with an overview of the services available, and a look at the General category, which provides quick access to many of the Accessibility features. If you would like to review Part One of this series, you can find it at:

macOS 101: Getting Started With the Mac’s Accessibility Features.

In Part Two, we’re going to look at the Vision category, including:

  • VoiceOver: The Mac’s built-in screen reader.
  • Zoom: The ability to enlarge or shrink the view on the Mac’s display.
  • Display: Options to enhance the display for easier viewing.
  • Speech: Using the Mac’s speech options to read alerts, speak text, and modify characteristics of the voice used in the VoiceOver application.

VoiceOver
VoiceOver is the Mac’s screen reader app, though it does quite a bit more than just telling you what’s happening on the screen. It provides voice descriptions of each onscreen item, suggestions about how to use them, supports 35 languages and braille display, and offers a wide range of voice options, including the ability to control your Mac with just a keyboard.

Once VoiceOver is enabled, the caption panel will be displayed. Screen shot © Coyote Moon, Inc.

VoiceOver is often thought of as an app that’s included with the Mac OS, but actually it’s a core service of the operating system. This allows third-party developers to integrate VoiceOver into their apps to provide simplified navigation with their products.

To configure and use VoiceOver:

Launch System Preferences by clicking on its Dock icon, or by selecting System Preferences from the Apple Menu.

In the System Preferences window that opens, select the Accessibility preference pane.

If you have Siri up and running, you can say “Hey Siri, open the Accessibility preference pane” as an alternative.

In the Accessibility preference pane, select VoiceOver from the sidebar.

The VoiceOver options will be displayed in the configuration pane.

To enable Voiceover, place a checkmark in the Enable VoiceOver box, or use the command + F5 keyboard combination. You can also use Siri by speaking, “Hey Siri, turn on VoiceOver.”

VoiceOver can also be turned on using the Accessibility Shortcut panel. See Part One of this series, macOS 101: Getting Started With the Mac’s Accessibility Features, for details.

Once VoiceOver is enabled, a caption panel will appear in the bottom left corner of the screen. Within the panel, the text that VoiceOver speaks will be displayed.

VoiceOver will speak and display descriptions of each element on the screen as you interact with them. Besides speaking a description, the VoiceOver caption panel will provide hints and instructions for how to interact with the various elements you encounter.

VoiceOver provides a large number of ways to interact, including an extensive collection of keyboard shortcuts, gestures, and other input methods. A complete list of all the ways to interact are a bit beyond the scope of this overview, however, VoiceOver has a built-in training system that takes the user through the process of using the Mac via VoiceOver commands.

To launch the VoiceOver training, return to the Accessibility preference pane.

Make sure VoiceOver is selected in the left-hand pane, then click the Open VoiceOver Training button.

The training instructions will be displayed. You can move through the training pages using the arrow keys on the keyboard. Use the Escape key to end the training.

Apple also has a VoiceOver Getting Started Guide that I highly recommend. The guide is also available in an English Unified Braille version, and an embossed braille version is available to order.

The Getting Started Guide covers working with text, navigation, VoiceOver basics, working with tables, navigating the Internet, and much, much more.

VoiceOver tip: Control + Option is the default set of VoiceOver keyboard modifiers, and is referenced in most VoiceOver keyboard commands. If you’re using OS X El Capitan or later, the caps lock key also works as the VoiceOver modifier. It lets you press a single key, and when VoiceOver is enabled, the caps lock key doesn’t function as a normal caps lock anyway.

The VoiceOver Utility allows you to customize VoiceOver to meet your needs. Screen shot © Coyote Moon, Inc.

The last component of VoiceOver we will cover is the VoiceOver utility, which provides a way to customize VoiceOver to work the way you would like it to. You can customize the following:

  • Verbosity: Specify the verbosity level for speech, braille, text, announcements, and hints.
  • Speech: Select the voice, rate, pitch, and volume, as well as how certain text is pronounced.
  • Navigation: Customize how VoiceOver works with cursors, groups, redundant items, and more.
  • Web: Control how web pages are navigated.
  • Sound: Change basic sound parameters.
  • Visuals: Control VoiceOver cursor size and movement, caption panel size, braille panel font size and color, and menu font size.
  • Commands: Allows you to assign VoiceOver commands to keyboard characters
  • Braille: Customize settings for an attached braille display.
  • Activities: Create sets of preferences for use with specific activities.

To access the VoiceOver Utility, return to the Accessibility preference pane.

Make sure VoiceOver is selected in the left-hand pane, then click the Open VoiceOver Utility button.

You can also ask Siri to do it by saying, “Hey Siri, open VoiceOver utility.”

VoiceOver tip: Use the Speech options in the VoiceOver utility to try out different voices. Alex Compact and Fred are popular VoiceOver voices to use. Be sure to try a voice with different speaking rates and pitch to find one that intones clearly.

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by Tom Nelson

This is the first in a series of articles that will explore the Mac’s built-in accessibility features that are designed to make using a Mac as easy as possible for everyone. Is the mouse cursor a bit too small? You can change the cursor size within the Accessibility preference pane. Is a standard keyboard difficult or nearly impossible to use? Once again, within the Accessibility set of features you can modify how a standard keyboard works, or create an onscreen keyboard you can control with head or eye tracking technology.

AccessibilityIcon

The range of capabilities in the Accessibility preference pane is so large that one article wouldn’t do them justice. So, let’s get started with a quick overview and a look at some of the more general settings and capabilities.

Accessibility Overview
The Accessibility API became an official part of the Mac with the release of OS X 10.2 (Jaguar), though it was known then as Universal Access. The name change to Accessibility didn’t occur until the release of OS X 10.8 (Mountain Lion). While the initial release lacked many standard features that are taken for granted today, it did include tools for those with partial vision loss, though in its original offering it lacked an important tool for those with visual impairment: a full-screen reader.

With each release of OS X, and later, macOS, the accessibility features grew and were refined to bring equal access to the Mac to all users.

As we delve into the Accessibility options it’s important to point out that not every feature we mention is available in all versions of the Mac operating system. Apple moved the location of some features around within the Accessibility preference pane from time to time. Where possible, I’ll attempt to mention if a feature has been moved, and where it used to be located. I’ll also concentrate on the versions of the Accessibility preference pane starting at OS X Mountain Lion and going forward, with emphasis on the version included with macOS High Sierra. The earlier versions, known as Universal Access, have many of the same features, but the user interface is different enough to make including the older versions cumbersome at best. If I miss any changes, be sure to leave a comment below, letting us know.

The Accessibility options are currently organized into five categories:

General: This category was added with macOS Sierra. The general pane is primarily used to select which Accessibility options will be available in the Accessibility Options Shortcut panel.

Vision: This category was originally called Seeing, but it underwent a name change in OS X Yosemite. This group includes Accessibility options useful for anyone with vision-related impairments.

Media: The Media category was added in OS X Yosemite. It allows the use of subtitles and spoken descriptions in media that supports the feature.

Hearing: Basic audio controls involving alerts and converting all stereo sound to mono.

Interacting: This is the largest accessibility category and covers all the user interface elements used to interact with the Mac, including keyboard, mouse or trackpad, Siri, Dictation, and Switch Control.

The General settings are used to specify which options will be displayed in the Accessibility Shortcut pane. Screen shot © Coyote Moon, Inc.

Accessing the Accessibility General Category
All of the Accessibility options are accessed through the Accessibility preference pane. To bring up the pane, do the following:

Launch System Preferences by clicking on its Dock icon, or selecting System Preferences from the Apple menu.

Select the Accessibility preference pane.

The Accessibility preference pane will open, displaying a sidebar on the left-hand side that contains a list of all of the Accessibility options, organized by category. On the right is the configuration pane, which allows you to control how each of the accessibility options is used.

In the sidebar, select the General item. The General category was added in macOS Sierra to support a new feature: the Accessibility Shortcut panel. You may need to scroll to find the item. If you’re using an earlier version of the OS, you can skip down to the Accessibility Status section, below.

In the configuration pane, you’ll see a list of accessibility services that will be shown in the Accessibility shortcut pane when it’s displayed. You can select which items you wish to have shown by placing a checkmark in the corresponding box.

Note: Placing a checkmark in the box doesn’t enable the feature; it only allows it to appear in the Accessibility Shortcut panel.

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by Tom Nelson

In an earlier article, we looked at 10 Mac Features You Probably Don’t Use But Should. While researching that article we came across a bit more than 10 notable Mac features, so a follow-up article was born.

This time, we have seven more Mac features that are worth checking out. On the premise that there’s no such thing as a free lunch, we’d like to know in return what favorite feature you think doesn’t get enough respect from the typical Mac user. You can add it to the Leave a Comment section, below.

Mine is Stacks, I use them all the time to quickly access the content of folders and smart folders without having to dig through the Finder to locate them, and to have them available no matter how many apps and windows are cluttering up my desktop.

Stacks
Stacks are one of my favorite features of the Mac’s Dock. At its basic level, a stack is just a folder containing items that you’ve dragged to the right-hand side of the Dock. But a stack has a few more capabilities than just a plain folder; you can view the content of a stack by clicking on its Dock icon. You can specify how the content is to be displayed, and you can specify the sorting order of the content when viewed from the Dock, independent of how you have the sorting order set when manually opening the same folder in the Finder.

Screen shot © Coyote Moon, Inc.

To give you an idea of the power of Stacks, we’re going to create a Stack to house all the items we’ve marked using Finder Tags, as mentioned in last week’s article: 10 Mac Features You Probably Don’t Use But Should.

Open a Finder window, and scroll down in the sidebar ’til you see the Tags section.

Drag one of the tag colors from the Finder sidebar to the right-hand side of the Dock.

A new stack will be created in your Dock, which you can use to quickly view all of the items on your Mac that you’ve tagged with that specific Finder Tag color.

Stacks have a number of options you can set that control how they look and behave. To find out more about Stacks and the options available, stop by Spacers, Stacks & Swapping: Mastering the Iconic macOS Dock, Part 2.

There are other Stacks you can create in your Mac’s Dock; another favorite is the Recent Items stack. You can find instructions for creating this stack in the article: Terminal Tricks: Mastering the Iconic macOS Dock, Part 3.

Add Glyphs Directly From the Keyboard
If you use your Mac for just about any type of correspondence, sooner or later you’re likely to need to produce diacritical marks that are placed above a letter to indicate a special pronunciation. In the past, these special marks were hidden away in the in the Mac’s Character Viewer, Emoji & Symbol Viewer, or Keyboard Viewer app (the names of these special character viewer apps change depending on the version of the OS you’re using).

Screen shot © Coyote Moon, Inc.

The viewers can be added to the Apple menu bar:

Launch System Preferences, and select the Keyboard preference pane.

Select the Keyboard tab, and then place a checkmark in the Show Keyboard and Emoji Viewers in Menu Bar box.

You can now access the character viewers directly from the right-hand side of the Apple menu bar.

Of course, there’s an easier way if all you need to do is add the accent glyph for a single character. Ever since OS X Lion, it’s been possible to add an accent glyph by holding down the letter’s key for a second or two, at which point a popover menu will appear directly above the character, listing all of the correct diacritical marks associated with that letter. Simply click on the mark you wish to use, or type the number that appears below the mark.

If none of the glyphs are the correct one, you can hit the Escape key to dismiss the popover menu.

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by Tom Nelson

With each release of the Mac OS, new features are added, older features may be updated, and in some cases, removed or replaced. Over the course of a few OS updates, it’s easy for some very useful system features to be forgotten. That’s why we’re going to take a look at 10 features that don’t get as much use as we think they should.

1) Tabbing Between Fields and Control Elements
The tab key can get quite a workout on the Mac. Besides its obvious use in text editors and word processors to move the cursor a predefined distance, it’s used on the Mac to move between fields in various apps. This makes the tab key extremely helpful when filling in an online form, letting you move quickly to the next field to enter information, or to the next list item to make a selection.

Further Reading: OWC Announces Cutting-edge Thunderbolt 3 Products at CES 2018

Screen shot © Coyote Moon, Inc.

You may have noticed when filling in forms that the tab key will jump past dropdown menus and other types of controls used in forms and dialog boxes. You can make the tab key stop at just about any type of user interface element with this small change:

Launch System Preferences and select the Keyboard preference pane.

Select the Shortcuts button at the top of the Keyboard window.

Near the bottom you’ll find options for Full Keyboard Access. The default is to have the tab key only move between text boxes and lists. You can change the setting to have the tab key move between all controls.

You can also change the tab key behavior on the fly, without returning to the System Preferences, by using the keyboard shortcut Control + F7 to toggle between the two options.

2) New Folder With Selection
This useful Finder feature has been around since OS X Lion, but is still often overlooked when it comes to file management and organization. As long as you select two or more files, you can have the Finder automatically create a new folder and move the selected items into the folder for you.

Open a Finder window and navigate to the files you would like to have placed in a new folder. Select the files; remember you must select at least two files (or folders) for this trick to work.

Right-click or control-click on one of the selected items, and then choose New Folder with Selection (X Items) from the popup menu. The X in the menu name will be replaced with the number of items you actually selected.

You can also select multiple items in the Finder and from the File menu select New Folder with Selection (X Items).

3) Use a Document’s Icon to Move a File or Duplicate a File (Proxy Icon)
The proxy icon is the thumbnail of a document icon that appears in the title bar of the document window of most Mac apps, usually at the top center of the window. It’s called a proxy icon because it’s a stand-in for the actual icon of the document you’re working on.

The proxy icon is more than just a bit of eye candy. It can be used just like the document’s real icon, which means you can:

Drag the proxy icon anywhere on your Mac to create an alias to the original file at the new location.

Option + drag to create a copy of the document at the location you drag the proxy icon to.

Press command or control for a pop-down menu that shows the path to the document.

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by Tom Nelson

Last week, we started our exploration of Finder customization by looking at the Icon and List view options. If you would like to review the first installment, you’ll find it in the Rocket Yard article: Mac 101: Customizing Finder Views, Part 1.

For Part 2 of our series on customizing the Finder, we’re going to look at the two remaining views: Column and Cover Flow.

Column View
Column view is actually a holdover from NeXTstep, the operating system developed by NeXT Computer. NeXT was purchased by Apple in 1997, giving Apple access to the NeXTstep system, as well as marking the return of Steve Jobs to Apple.

Column view was the default view for the file system interface in NeXTstep. It featured a hierarchical view of the file system organized into columns, with each column being part of the path to the file object in question.

You can select Column view by using the highlighted toolbar button shown above. Screen shot © Coyote Moon, Inc.

Column view in the Mac OS has seen a few changes over time, but one look and it’s easy to see the NeXTstep influence.

You can set the current Finder window to display in Column view by selecting the Column view button in the Finder toolbar (it looks like a button with three blank columns), or by selecting View, as Columns from the Finder menu. Lastly, you can use the keyboard shortcut Command + 3.

Column view provides a hierarchical view of the file system, starting at the selected entry point, which can be any folder you open in a Finder window, and then proceeding through each subfolder until you find the file object you’re looking for. The content of each folder you open is displayed within its own column, building a pathway map starting at the entry point on the left, to the subsequent file object on the right.

Column Options
The available column options are few, but they allow you to customize the view to suit your needs. To make changes to the Column view options, select View, Show View Options from the Finder menu bar, or press Command + J on your keyboard.

You can use the Column View option to include a preview column that allows you to see the content of a selected file in a thumbnail view. Screen shot © Coyote Moon, Inc.

The view options window will open, displaying the following options:

Always open in column view: When selected, the current folder will always be displayed using Column view.

Browse in column view: When selected, the Finder will open any subfolder within the current folder using Column view. This allows you to browse through the folder hierarchy and retain the same Column view.

Arrange By: This dropdown menu allows you to select the criteria to be used in arranging the file objects within the Column view. A number of choices are available, including by name; alphanumerically by object name; by kind; similar items together; image, music, folders, and more. You can also choose by size, by tags, and by various date-related criteria.

Sort By: This dropdown menu is used to set the sorting options within the Arrange By selection. For example, if you select Arrange by Kind, then within the list of each kind (images, movies, applications, folders) you would find the items sorted by the selected method. Sort By options include Name, Kind, Date Last Opened, Date Added, Date Modified, Date Created, Size, and Tags.

Text size: The dropdown menu allows you to select a text size to use for the object names.

Show icons: Allows the display of thumbnail icons preceding each item. This can be helpful in differentiating one object type from another, say a folder from a file.

Show icon preview: Some file types have the ability to display a thumbnail view of the file’s content. This can be a small picture in the case of an image file, a thumbnail view of a text document, essentially any file type supported by the Quick Look technology in the OS.

Show preview column: This option allows the last column in the Column view to be used to show a Quick Look of the selected object’s content, as well as information about the object, such as document size, creation and modification dates, and any associated tags. The actual information displayed is dependent on the file object type.

The Best Use for Column View
Column view is one of the better views for using when you need to work directly with file objects, such as files and folders. Column view makes it easy to organize and move files around, as long as the location you want to move or copy a file to is present on the Column hierarchy; then it’s an easy task to drag and drop file objects about. If the location you’re looking for isn’t in the current Column view, you can open a second Finder window and drag between them.

Tip: Columns are dynamically resized to try to best fit the path into the Finder window. As a result, names within a column can become truncated. Hover the cursor over a truncated name; after a moment, the name will be displayed in its entirety.

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by Tom Nelson

The Finder is the operating system’s default file manager for viewing and working with the Mac’s filing system. It allows us to easily see and work with the hierarchical organizational structure inherent in our Macs. To help us easily find, access, and organize our files, the Finder offers four different methods of viewing the filing system.

In these two guides, we’re going to look at each of the four viewing options: Icon, List, Column, and Cover Flow; the viewing options that are available for each view, and some of the quirks and characteristics of each.

We’ll start with Icon and List view, two of the most often used views. In Customizing Finder Views: Part 2, we’ll look at the ins and outs of Column and Cover Flow views.

Icon View
To set the current Finder window to display items as icons, select Icon from the window’s toolbar; it’s the first button in the View section of the toolbar. You can also select View, As Icons from the Finder menu bar.

You can select Icon view directly from the toolbar using the Icon view button outlined in red. Screen shot © Coyote Moon, Inc.

Icon view is the default Finder view, and is characterized by the use of icons to represent the items contained within a folder, usually files and other folders although other item types could be present, such as various types of links.

The icons can be plain default images supplied by the operating system, or custom icons created by an app developer or the end user to bring a bit of color and style to the desktop.

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