Does Time Machine continually display a status message of Preparing Backup and, thus, it fails to ever complete its current backup of your Mac? If so, you might need to delete the InProgress backup file. These InProgress backup files are created as part of Time Machine performing a backup. However, if the backup fails or gets interrupted then these incomplete backups can get in the way of Time Machine being able to successfully complete a backup until this InProgress file is deleted. Read More from “Deleting Incomplete Time Machine Backups”
How To Reveal Missing Mail Folders
Are you missing your email folders in Apple Mail? Did these folders disappear after you upgraded your Mac’s operating system or after you migrated your data to a new Mac? 
If so, there’s likely an easy fix. Apple added a Show/Hide button to Apple Mail. I believe they added it to Mail starting with OS X Lion (aka OS X 10.7). This button can be used to either show your mail folders or to hide them. This button can be quite vexing because this button is not visible all of the time. In fact, it’s invisible by default. It only becomes visible when you move your cursor on top of it. The red ovals in the image to the right show where this Show/Hide button is located.
In the image you can see that the mail folders in my On My Mac section are currently displayed. Thus, if you move your cursor to the circled area you’d see a Hide button. If you click this button your folders would disappear.
Similarly, the mail folders in the iCloud section are currently not displayed. If you moved your cursor to the circled area you’d see a Show button.
The image to the right shows you what the Show button looks like. If you ever discover that all of your mail folders have vanished, please locate the Show/Hide button and click on it to see if your folders magically re-appear. If this is not the solution to your problem, then please quit and re-open Mail since this can also sometimes help folders re-appear.
Everybody Should Have Off-Site Backups
Everybody should have an off-site backup of their data. Off-site backups are good protection against fire, floods, burglaries, earthquakes and similar events. These are rare events, but over the past 20 years, I’ve seen all of these events occur and affect client data.
As you design your backup system keep in mind the primary 3-2-1 rule. You should have 3 copies of your data. The original plus 2 backup copies and 1 of the backup copies should be off-site. Read More from “Everybody Should Have Off-Site Backups”
Common Ways To Eject A Disk From A Mac
Here’s a list of common ways to eject a disk from a Mac. This disk could be a CD, a DVD, a USB flash drive or an external hard drive.
- Some Apple keyboards have an eject key. It is commonly located in the upper right corner of the keyboard. Press the eject key to eject the disk. If your keyboard doesn’t have an eject key but it does have an F12 key, hold that key for a few seconds, instead.
- Locate the desktop icon for your disk. Then click on and drag that icon towards the Trash icon on the Dock. You’ll notice that the Trash icon changes to an Eject symbol, drop the disk’s icon onto this Eject symbol. Alternatively, don’t drag the icon at all. Instead, hold down the Control key and click on the desktop icon, select Eject from the menu that appears.
- Click on the Finder icon on the Dock to open a Finder window. On the left-side of the Finder window click the eject icon that appears to the right of disk’s name.
- Some applications, such as iTunes and Disk Utility, have an eject command in a menu or toolbar. Launch the application and use the eject command to eject the disk.
- If none of these methods work, restart your Mac. If you want to disconnect a USB flash or an external drive, simply do so during the first few seconds after the restart. If you’re trying to eject a CD or DVD then hold down the Mouse button. Continue to hold it until the disk is ejected.
iCloud Login, iTunes Login and AppleID Are All The Same Thing
Did you know that your iCloud username and password, your iTunes Store username and password and your AppleID username and password are all the same? Please re-read that last sentence and give it time to sink in. I commonly hear from frustrated computers users who don’t understand this important fact. All too often, when I look at people’s lists of passwords, I see separate passwords listed for iTunes, iCloud and/or AppleID. I think this leads people to be confused as to why a password does not work. They think it’s a valid password, when, in fact, it is not valid. Read More from “iCloud Login, iTunes Login and AppleID Are All The Same Thing”
Keep A Spare USB Mouse and USB Keyboard Handy
I recommend that everybody keep a USB mouse and USB keyboard handy. Whether you use a Bluetooth keyboard and mouse or ones connected by USB cables, I think you should keep a spare keyboard and mouse and this spare set should have USB cables. I recommend this for a couple of reasons.
The primary reason is that you never know when an accident will happen. A glass of water could easily be spilled and this could cause either a keyboard or mouse to malfunction.
If you typically use a bluetooth keyboard or mouse you could find yourself in a pinch if the batteries die and you don’t have any replacement batteries on hand.
Since it’s impossible to use a computer without a keyboard and mouse, you should have a spare of each device handy. Perhaps you could hold onto an older USB keyboard and USB mouse that came with a previous Mac. Or, you could even use a USB keyboard and USB mouse that came with a PC. If you want to buy some spares Macally offers some basic USB mice starting at about $15. Macally offers USB keyboards starting at $30. They even currently offer both a USB keyboard and mouse for about $39. Logitech also offers some inexpensive peripherals. Logitech offers both a USB keyboard and USB mouse for about $20. Logitech’s M100 mouse has cost about $10 for many years. Their K120 keyboard costs about $20.
How To Install Major OS X Upgrades
Here’s an overview of how to install a major upgrade to OS X. For example, if you would like to upgrade from OS X Yosemite (aka OS X 10.10) to OS X El Capitan (aka OS X 10.11) then you could follow the instructions below. (These instructions assume you have at least OS X 10.6.8 or higher on your Mac.)
Before you start the installation please make sure you have a full backup of your Mac and you’ve researched compatibility of your essential applications and peripherals.
Two Hidden iPhone Features
Do you have an iPhone? Here are two undocumented features that I use everyday on my iPhone.
- Silence incoming calls – You can instantly silence an incoming phone call by pressing either of the volume buttons. By pressing one of the volume buttons one time you’ll immediately silence your phone if it’s ringing or buzzing.
- Jump to the top of a page or list – Have you ever scrolled to the bottom of a long web page or to the Z’s in your list of contacts? Rather than scrolling back to the top, simply tap your the top of your iPhone’s screen. The top area is called the Status Bar. It typically displays the time, your battery level, cell phone signal strength and other information. Tap anywhere on this Status Bar area and you’ll jump to the top of your web page or list.
I have found these features indispensable once I learned they existed. Apple did a good job of hiding them. I discovered the first feature, by accident, many years ago. I stumbled across the second gem while reading a web page of iPhone tips just a few months ago.
Use Email Archiver Pro To Export Emails As PDF Files
Would you like to be able to export some or all of your email messages as PDF files that you can store in a regular folder on your Mac? If so, check out Email Archiver Pro (time-limited demo version available). Previously, I wrote about how to archive email if you use Microsoft Outlook (or Entourage) and using EagleFiler to archive messages from Apple Mail. Email Archiver Pro takes a different approach to archiving emails. First, Email Archiver Pro works independently of your email application, such as Apple Mail or Microsoft Outlook. Second, it exports email message as .pdf files as opposed to .mbox or .eml files which are created by EageFiler and other mail archiving applications. Read More from “Use Email Archiver Pro To Export Emails As PDF Files”
ScanSnap S500M Replacing Roller and Assembly Pads
Does your Fujitsu ScanSnap document scanner have problems feeding documents? I love my ScanSnap and have used it nearly every day for many years. It finally had problems reliably grabbing pages and feeding them. The pages’ leading edge would get stuck and I’d have to fuss a bit to get the paper to feed properly. Earlier this year, I cleaned my ScanSnap and this helped, but didn’t fully resolve the situation. The manual for my ScanSnap S500M recommends replacing the pick-up roller and pad assembly every 50,000 scans or every year. My ScanSnap has only scanned about 8,000 pages but I’ve never replaced these parts in 9 years, so I figured it’s time. I ordered an official Fujitsu Consumables Kit for my model. It cost about $100. The kit contains 1 Pick Roller and 2 Pad Assembly. I followed the instructions in my ScanSnap’s manual and easily replaced the parts in about 20 minutes. This fixed my problem. My ScanSnap now reliably feeds paper again. The ScanSnap only has 1 pad assembly inside but the consumables kit contains 2 so now I have a spare which I can install then the ScanSnap starts acting up in another 7 years.
How To Deal With Loud Fan Noises On Your Mac
Do the fans on your Mac make a lot of noise? In a sense, this is not a bad thing, but it it is worth investigating to try to figure out what is going on. Typically, the fans in your Mac are running all the time. They are just running at relatively slow speeds so they do not make any audible noise. One typically can only hear the fans when they are running at full speed. The fans’ job is to cool the interior of your Mac so you want them to run if the interior is hot. The problem is not that the fans are running. The problem is that something has triggered the fans to run faster. Let’s explore what could cause this. Read More from “How To Deal With Loud Fan Noises On Your Mac”
Four iPhone Typing Shortcuts
Do you type on your iPhone? If so, you should make sure you know these four typing tips.
- Tap the Space key twice at the end of a sentence. This inserts a period and a space and also activates the shift key. You’re now ready to type the next sentence without missing a beat.
- Hold down the Shift key with one thumb while typing a word with your other thumb to capitalize the entire word.
- Alternatively, enable Caps Lock and then double tap the Shift key to turn it on. First, you have to enable this feature by tapping on the Settings app, then tap on General, then Keyboard and turning on Enable Caps Lock. Now, when you double tap the Shift key your iPhone will display the icon shown below to indicate that Caps Lock is on. To turn off Caps Lock tap the Shift key once.
- Quickly enter a number or punctuation mark by tapping and holding the 123 key and then sliding your finger to any number or punctuation mark and then release your finger. You will find that you’re automatically able to keep typing letters without having to press the ABC key.
iPad Recommendations
Would you like some guidance on selecting a new iPad? Clients often ask me to help them select an iPad since this has become a more complicated choice. When Apple first introduced the iPad in Jan 2010, there was only 1 screen-size and a few decisions that needed to be made. Now, iPads come in 3 screen sizes and there are more choices. This article will highlight the important decisions that you need to make. If you would like to read about the differences between the models in greater detail I would direct you to Wikipedia’s iPad page or EveryMac’s iPad page. Also check out Apple’s current lineup of iPad models. Read More from “iPad Recommendations”
How To Locate And View Your Library Folder
Have you ever had problems locating your Library folder on your Mac? If so, let me help you locate it. There are two complicating factors. First, there are typically three Library folders on the Mac so locating the correct one can be tough. Second, Apple made one of these three Library folders invisible starting with OS X Lion (aka OS X 10.7). Read More from “How To Locate And View Your Library Folder”
Increase Your Mac Laptop Storage With A TarDisk
[Note 3/17/23: It appears the TarDisk is no longer in business]
Is your MacBook Air or MacBook Pro running low on storage space? If so you could consider installing a TarDisk which will increase your available storage space. A TarDisk is not your only option, but it’s an easy option that appeals to some. A TarDisk is a micro SD card that can easily be slid into the SDXC slot on the side of most recent Mac laptops made in the last handful of years. Read More from “Increase Your Mac Laptop Storage With A TarDisk”
Sort Albums In iPhoto or Photos
Do you organize your digital pictures using Albums in either iPhoto or its replacement, Photos? If so, did you know that you can sort your albums? iPhoto lets you manually sort or re-sort your albums by name. Photos lets you keep your albums sorted by either name or date. Read More from “Sort Albums In iPhoto or Photos”
Printer Recommendations
Would you like some guidance on selecting a new printer? Clients often ask me to recommend a good printer or tell them which printer they should buy. These requests are actually surprisingly difficult for two reasons. First, there are numerous printer manufacturers and each company makes a range of printer models which are often updated yearly so it is tough to keep track of all of these devices. Second, people’s individual needs vary more than you might realize. Consequently, rather than recommend one or two particular printer models, I often start by outlining the range of printer features that are available to help people select an appropriate type of printer for their needs. This article contains a summary of my guidance. I intend to update this article as the printer market changes so check back before you buy your next printer.
[Aside – If you’d like to look for specific printer model recommendations check out The Wirecutter which tests and offers recommends for The Best Cheap Printer, The Best Multi-Function Printer and maybe other types of printers. ]
How To Delete Multiple Emails On Your iPhone
Do you have dozens or hundreds of messages that you want to delete from your iPhone? Here are two ways to delete multiple messages. [Be aware, that if you’re using an IMAP or Exchange email account that when you delete a message from your Inbox on your iPhone that it’ll be deleted from your Mac’s Inbox as well. If you don’t want this happen then you might not want to delete the messages from your iPhone. If you’re not sure what type of email account you have, then please delete just 1 message from your iPhone and see if it vanishes from your Mac in the next couple of minutes or not.]
- Wake up your iPhone
- Tap on the Mail application
- Navigate to your Inbox
- Tap the Edit button in the upper right corner
- On the left side of the email messages a new “column” appears with empty circles. Tap in the circle to select a message that you want to select
- Click the Trash button in the lower right corner.
[Important Note: Before you click on any circles there is a option to “Trash All”, click this button only if you want to delete absolutely every messages in the Inbox]
Save Photos and Videos From iPhone Text Messages
Do your friends send you a lot of photos and videos as attachments to text messages? If so, these photos and videos could be consuming a fair amount of space on your iPhone or iPad. I recommend that you periodically review these images, save the ones that you want and then delete them. Here are instructions on how to save these images first to your devices’ Camera app and then to your Mac and finally delete them from your iPhone or iPad. Read More from “Save Photos and Videos From iPhone Text Messages”
When To Consider Restoring An iPad Or iPhone
Some iPhone or iPad problems are only resolved by restoring your iPhone or iPad to factory settings. Apple’s support article details how to restore an iPhone, iPad or iPod Touch. Restoring a device is definitively one of the last techniques I invoke when troubleshooting iPhone or iPad problems. I have only invoked it when more traditional troubleshooting steps have failed to fix a problem. Read More from “When To Consider Restoring An iPad Or iPhone”