Category: software

Evernote for Mac 6

I’ve been making steady progress on my project to consolidate all my notes into Evernote. As I’ve said before, there are a few things that I don’t like about Evernote, but I’ve decided that it’s the best solution for my needs.

Last night, I got the usual client software upgrade pop-up on my Mac; Evernote updates their client pretty frequently, so that’s generally not too exciting. But in the release notes this time, I saw that it was a major version upgrade (5.x to 6.0), and the top item in the feature list was “Sleek new design inspired by OS X Yosemite.” I groaned a bit, but went ahead with the upgrade.

The new version is, indeed, more Yosemite-like, with diminished contrast between foreground and background, making it harder for old folks with poor eyesight like me to use. I’m having the same problem with 1Password.

There’s a good overview of the upgrade at MacStories. Other than the unfortunate Yosemite-inspired design changes, the client still works fine, and they didn’t make any unnecessary changes to keyboard shortcuts or anything else that would affect my ability to use the software productively, so that’s good. (When did we get to the point where the main thing I hope for in a software upgrade is that they don’t make it too much harder to use, though? Was it the Office ribbon? The all-caps menus and horrible color scheme changes in Visual Studio 2012? iOS 7? But I digress.)

I’m also not terribly excited about the new features they’ve added to Evernote recently. Over the last few versions, they’ve added a presentation mode, work chat, and now “context“. None of those things really helps me use the software for its main purpose — taking notes and organizing them. But they’re easy enough to ignore. (I’d be even happier, of course, if they’d let me remove the buttons for these features, so I could use the space more effectively.)

And I’d be really happy if programs like Evernote and 1Password would introduce options in their software to switch to an alternate color scheme, like Visual Studio did after enough people complained about VS 2012’s default color scheme.

Meanwhile, I’m wondering if messing with the system font on my Mac will make things easier to read or harder. I want to try out Fira and Input. While replacing the system font probably isn’t something Apple wants you to do, it’s simple enough and appears to be easily reversible, so I might as well try. (I miss the old days, when you could use a tool like Kaleidoscope to change practically everything in the UI!)

rearranging the deck chairs

I’ve been working on a few things lately to improve the way I keep things organized. I’ve already blogged about my move from KeePass to 1Password. I’m also working on consolidating all my personal notes in Evernote. And I spent some time this weekend cleaning up my GMail inbox, and reviewing my use of OtherInbox Organizer, and thinking about whether or not I want to keep using that.

All of this “work,” when viewed from a certain perspective, looks a bit like pointless busy work, “rearranging the deck chairs on the Titanic,” as it were. GMail, for instance, gives me enough space that I really don’t ever need to delete an email. And the search tools in GMail are good enough that I really don’t need to categorize anything, if I don’t want to. If I need an old email, I can probably find it in a few seconds with no problem. Evernote is almost as good. The limits on even a free account are generous enough that I’m not going to hit them, and the search is good enough that I can find stuff quite easily, regardless of how little I’ve bothered organizing things.

But there is a real point to smoothing out the kinks in the system, reviewing old notes, and cleaning up old cruft. It’s a way of reviewing my own recent history, maybe seeing some patterns that I didn’t notice before, or remembering projects that I had abandoned but would like to pick back up, or sweeping away old projects that aren’t relevant or interesting to me anymore. And, even if none of that mattered, it’s still something to do that just makes me feel a little better about myself and my control over my own life, so it’s worth it just for that mental benefit, even if it’s fleeting and possibly illusory.

So, having said all that, I’m now going to bore anyone still reading this with some details on what I’ve been doing. First, with 1Password, I am now about 80% of the way through moving everything over from KeePass. I have the iOS, Mac, and Windows clients all installed and running, and the Firefox extension installed on my Mac & Windows machines. I’m not sure if I’m entirely happy with the Firefox extension, and its ability to automate logging in to a site; it seems to get that wrong most of the time. That’s probably something I can straighten out with some more work, though I’m not sure if it’s worth spending too much time on it.

With Evernote, I’m trying to convince myself that I can use it to replace Backpack, and I want to try and consolidate all of my random notes from various other systems into Evernote. Backpack is a product that has been pretty much retired by 37signals. They still keep it running for existing users; I pay $7 per month for it, and it works fine. But I know it’s not getting any new updates or features, and I wouldn’t be surprised if they decide to shut it down entirely at some point. So it seems prudent to get my data out of it and into a more actively-supported product. A while back, I paid a flat fee to set up a personal Basecamp account, which is now 37signals’ only active product. I haven’t really done anything with it though. While I could shoehorn my Backpack data into it, it’s not really appropriate as a general note-taking and reference tool.

Looking at some other options, I would be tempted to go with OneNote, since it’s now freely available across Windows, Mac, and iOS, but I’m not convinced that Microsoft isn’t going to pull the rug out from under the Mac and/or iOS versions at some point. Their commitment to alternative platforms comes and goes, so I just don’t feel like it would be a great idea for me to commit to a product that might disappear in the next management shake-up.

Evernote, on the other hand, is (of course) the main product for Evernote, the company. They’ve always been cross-platform, and I can’t think of any reason why that would change any time soon. And they seem pretty stable as a company, and not not likely to run out of money, or get acquired and shut down, or any of the other things that tend to happen with small, young, Internet start-ups.

There are two things, functionally, that I don’t like about Evernote. First, I don’t entirely like the simple linear organization of notes. As stated above, yes, you can easily search through the notes to find what you need, but I still like to have a bit more structure. (OneNote is really good on that front.) And it bothers me a bit that they don’t support plain-text notes, only rich-text. That might not seems like a big deal to most people, but it can get in the way when I want to paste some source code into a note. The “paste as plain text” option helps out there, but I’d really like an option to just have a new note be either rich text or plain text, and maybe to set an entire notebook to be plain-text by default. But I think I can live with both of these slight annoyances.

What I’ve decided to do with Evernote, in terms of imposing some organization on it, is to create multiple notebooks (but not too many) to sort things out into a few major buckets, then use tags to make it easier to find certain things, such as all notes related to comic books, or all notes related to F# programming. I’ve renamed my default notebook to “Inbox”, and I’ll be using it as an inbox in the usual GTD sense (though maybe not being as strict as I could be). New stuff will go in there until I sort it out somewhere else or delete it. The other major notebooks I’ve set up are:

  • Lists: various active lists, such as my list of which Dresden Files books I’ve read and which I haven’t.
  • Reference: various notes that I may need for reference in the future, such as the note reminding me that “sudo killall coreaudiod” is the command I need to use on my Mac whenever sound stops working.
  • Archive: old notes that I probably won’t ever need again, but maybe I will, so I might as well keep them.

That’s probably all I need, but I’ve also created a “Travel” notebook, for travel-related notes, and I may create a few other topic-specific notebooks.

Once I get to the point where I feel like I’ve got a good system going in Evernote, I’m going to want to consolidate the notes that I have in other systems into Evernote. I’ve already mentioned Backpack; that’s been my primary GTD and general note-keeping system for some time now. Copying stuff out of there and into Evernote shouldn’t be too big a problem.

I also have a bunch of old notes on my Mac in DevonThink. I actually really like DevonThink, and I kind of wish I could use it as a front-end to Evernote, but it’s really a Mac-only solution. What I have in there, at this point, is mostly software license info (which could go into either Evernote or 1Password), and some miscellaneous lists and Mac-specific reference info.

And, finally, I have a fair amount of stuff in OneNote on my desktop PC. This all dates back to a time when I was using that desktop PC a lot more often than I am now. I don’t recall entering any new info into OneNote this year. So, again, it shouldn’t be too hard to get that stuff into Evernote, mostly into the ‘Reference’ or ‘Archive’ notebooks.

The benefits of doing all this will be:

  1. I’ll have all my notes in a single store, accessible on my Mac, PC, and iOS devices, and via the web. (The stuff that was previously only on the Mac or PC will now be available everywhere.)
  2. I can discontinue my $7/month Backpack subscription. (I don’t currently have a paid Evernote account, and I probably don’t need one. But if I want one, it’s still a bit cheaper than Backpack was.)
  3. I don’t have to worry about relying on a product that’s not really supported anymore, and might get discontinued at any time.

So this has turned into a pretty ridiculously long blog post, but writing it helped me straighten a few things out in my head, and maybe reading it will help someone else out someday. (Or at least amuse someone slightly.)

trying out 1Password

I’ve been trying out 1Password for the last few days. I have the (now free) iOS client installed on my iPhone and iPad. And I have the 30-day evaluation versions of the Mac and Windows clients installed on my MacBook and my desktop PC.

In a nutshell: I have a few minor issues with the Mac version, but I think I’ll stick with it, and switch over from KeePass.

There are a few major issues that I want a password manager to address, and none of the solutions I’ve tried previously manage to do all of them well. 1Password isn’t perfect, but I think it does better than anything else I’ve tried.

First, since I’m working with multiple platforms, I need something that runs on all those platforms (or that can be accessed from them all), and that syncs my password database across them without any snags. With KeePass, I was keeping the database in DropBox, and that was working well on the desktop, but was a bit awkward to deal with on mobile. (If I switched to something like LastPass, this problem would go away, since it’s a hosted service rather than client software, but there are other things I don’t like about LastPass.)

With 1Password, I can keep the database in DropBox, and all clients (Mac, PC, and iOS) seem to be able to access it with no problems. I haven’t seen much in the way of documentation about the 1Password database (though I haven’t really gone looking for it), but it appears to be structured as a bunch of individual files within a folder, rather than as one big file, like in KeePass. The obvious advantage here is that this should do a lot to resolve the occasional conflicts that would happen with KeePass. The typical issue with KeePass would be that I’d save a change to the password file on my MacBook, while it was disconnected for some reason, then make a different change on my PC, and save the file, then later go back to the MacBook, and have that machine then try to sync the password file, and cause a conflict. Then, I’d have to open the two conflicting password files, copy the change from the conflict file back to the main one, and then delete the conflict file. Not a horrible thing, and it doesn’t happen often, but it’s a pain when it does. With the way 1Password does things, I think I’d be fine in this scenario, as long as I was changing two different passwords on the two different platforms.

I didn’t come up with a good way to export my passwords from KeePass and import them to 1Password, so that was a bit of a hurdle to get over. But I’m now looking at this as an opportunity to clean up my password database, tossing out some old ones and re-organizing things a bit. I’ve manually copied/pasted over 100 entries from KeePass to 1Password now. That’s gotten me through about one-third of the database, I think. I’ve done this all on the Mac client. While it hasn’t been too much trouble, it has exposed a few things about the current version of the Mac client that I’m not too happy about.

The main issue is that they’ve gone a bit too far in embracing the Yosemite aesthetic. The main window just doesn’t have enough contrast between the background color and foreground text. It’s basically grey on grey. This just isn’t working well for my tired old eyes. Maybe it looks better on a Retina screen, but I don’t have one of those. I posted a question about it on the AgileBits forums, suggesting that maybe they could have an option to change this. They replied that I wasn’t the first person to ask about it, but they didn’t specifically commit to doing anything about it. So I may just have to live with that for now. (As a side note, I recently discovered the “zoom” function on my Mac, so I’ve been using that to make text more readable, especially when I’m using the MacBook at night.)

I also have a few other minor nits to pick with the Mac client, but nothing major. For instance, I’ve found that if you have a lot of text in the note field on a password entry, it doesn’t quite refresh the screen correctly when you’re scrolling through it. And I wish the folder and tag lists would default to ‘show’ instead of ‘hide’, when you open the client. But I can live with this stuff for now.

The newest version of the iOS client is great. I can’t really complain about it at all. It can be unlocked with Touch ID, which is really nice and much easier than having to type in a master password every time. (Though Touch ID hasn’t been working well for me lately, which is a subject for a different blog post.) And it integrates with iOS to the extent that Apple allows — which isn’t much, but it’s better than it used to be, and it’s better than any other password software I’ve tried. There’s a good recent review of the new iOS client up on MacStories. There’s not much more I could say about it that they haven’t already said.

So, to summarize, I think I’ll be migrating the rest of my passwords over from KeePass into 1Password, and paying for the Mac & Windows desktop clients. (And maybe paying the $10 to unlock the premium features in the iOS client, though I probably don’t need them.)

password management

I’ve been using KeePass to keep track of all my passwords for several years now, since 2007. I use KeePass 1.x on my Windows machines, KeePassX on my Mac, and iKeePass on iOS. I keep my KeePass file on DropBox, so it stays in sync on the Mac and Windows machines, no problem. And iKeePass pulls the file in from DropBox every time I open it. (I don’t think I can save changes back to DropBox though. If there’s a way to do that, it’s not intuitive.) iKeePass works well enough, but it’s not great, and it hasn’t been udpated since 2012. So, I’m (once again) looking for something better.

I started using an app called DataVault in 2010, but I never really got that far with it. I had the Mac client and iOS client working, but syncing was a hassle, and it was just easier to stick with KeePass. I think the syncing situation with DataVault has probably gotten better since the last time I looked at it, but I really don’t want to go back to it.

This week, I decided to see what was out there in the way of alternative KeePass clients for iOS. I tried MiniKeePass, which is a free open-source program, with source available on GitHub. It’s being actively maintained, and can open files from DropBox, so that’s all good. But, to open a file from DropBox, you have to go into the DropBox program itself, find your KeePass file, then choose MiniKeePass from the “open in” menu. So it’s a bit unwieldy. Once it’s opened, you can just pull it up from within MiniKeePass, but it will never update automatically. To pull in a new version of the file, you have to go back to DropBox. So, it’s a nice enough program, but not quite perfect.

I’m thinking about giving up on KeePass and giving 1Password another try. I’d messed around with it previously, but never really talked myself into committing to it. There were various issues with older versions that kept me from getting too excited about it. But I think I may take another shot at it. They currently have Mac, Windows, and iOS clients, so that’s good. And they support keeping the database in sync with DropBox, so that’s also good. (I’m not sure how seamless that is on iOS, but it’s likely better than iKeePass or MiniKeePass.)

One possible sticking point: 1Password used to support import from KeePass, but they dropped that in version 4 (I think), and I don’t know if they added it back for version 5 (but I don’t think they did). But, really, I should probably take this opportunity to clean up that database and re-organize everything. I’m just not looking forward to how much work it’ll take to do that.

 

Apple iOS devices

I’ve updated both my iPhone 5s and iPad 2 to iOS 8.1. The iPhone is working fine, but the iPad is really showing its age. It’s running pretty slow, and some apps are crashing occasionally.

I’m looking to buy a new iPad, but I’m still not sure if I want to shell out for the new Air 2, or get last year’s Air 1. Either would be much speedier than the iPad 2.

Meanwhile, though, I decided to trade in my old iPad, and my old iPhone 4, which has been gathering dust for the last year. (I’m not sure why I didn’t do something with the old iPhone sooner, but better late than never, I guess.) I was surprised to see that the iPhone 4 is still worth $35 from Apple’s recycling program. I’m not sure if they’ll actually pay that, or if they’ll mark it down for some reason, but I wasn’t expecting anything for it, so whatever I get is fine. And, while Apple’s site gave me a value of $85 for the iPad 2, Gazelle offered me $100, so I’m sending that to Gazelle. (Gazelle’s offer for the iPhone 4 would only be $25, so I’m slightly better off using Apple’s program for that.)

Yosemite upgrade

I went ahead and upgraded my MacBook to Yosemite today. As is usual with recent OS X upgrades, it went smoothly and I didn’t have any problems. My MacBook seems slower, but that may be due to some post-install stuff that’s running in the background or something like that. I’m going to give it some time, and see what happens.

I’m not seeing anything in Yosemite at this point that I’m at all excited about. But I’m also not seeing anything that bugs me too much either, except for the way they screwed around with iTunes yet again.

I just bought the two new Yosemite books from Take Control, and I’m hoping that I’ll learn something from them. Oh, and I should really read John Siracusa’s review. I’m assuming that there will be some useful stuff in there.

Cloud Storage, Yosemite, and other stuff

I haven’t upgraded my MacBook to Yosemite yet, but I probably will soon. Before I do any major OS upgrade, I like to clean things up a bit. One thing that’s been on the back-burner for a while is going through the list of programs that are running in the background and seeing which can be dropped. I’m currently using Bartender to keep my menu bar under control. But even with that, it’s clear that I’ve got too much stuff running.

For a while, it seemed like every company out there, regardless of whether it made any sense or not, wanted to become a cloud storage provider, like Dropbox. So, at various times, I’ve had programs running on my Mac and/or PC to keep a local folder synced with cloud storage services from Dropbox, Amazon, Google, Microsoft, and maybe a few others. Currently, I seem to be running clients for Dropbox, Amazon Cloud, and Google’s Music Manager.

For better or worse, I seem to have drifted into using Dropbox across all my devices. So that stays. And the Google music software just uploads any new music from my computer to my Google Play library, which is useful, so I’m keeping that. (And I think I should write up a blog post on that some time too.) But, after looking into where things stand with Amazon’s cloud drive, it looks like they’ve probably discontinued the Mac client software. If you look at their Cloud drive site right now, there’s no mention of the Mac client, and searching Amazon’s site didn’t turn up any place from which to download it. So I guess they’re not that interested in it anymore. And I’m not really using it, so away it goes.

I haven’t found much else that I’m willing to give up. So I don’t think there’s much else I can do to streamline my OS X install before the Yosemite upgrade. But the MacBook has been running slower than I’d like for a while now, so I’m hoping that either Yosemite speeds things up somehow, or that I can find some (relatively) painless way to speed it up on my own.

LaunchBar 6

I’ve been using LaunchBar on my Mac for quite some time. It hasn’t changed much over the last several years, and, for a while, I don’t think it was very popular, as Mac apps go. But LaunchBar 6 was just released, with a bit of an interface refresh, and it’s getting some attention, including a good review on Cult of Mac, and a lengthy and useful writeup by Shawn Blanc. I just installed it, and paid the $19 upgrade fee for it. That seems pretty reasonable, given that they haven’t done a paid upgrade since 2010. I’d recommend it to any Mac user who likes the idea of being able to quickly launch programs without having to use their mouse or trackpad.

InstaCast

After my issue with podcasts that I posted about last week, I decided to switch from using iTunes and the Apple podcast app to Instacast. I bought both the Mac and iOS versions. After using both for about a week, I’m mostly satisfied, but there are definitely a few shortcomings.

First, on the plus side, Instacast hasn’t arbitrarily deleted a bunch of podcasts from my Mac, as iTunes did last week. Instacast has a pretty interesting way of dealing with podcast files, actually. It’s not quite perfect for the way I’d like to do it, but it’s reasonable. Basically, you set a maximum amount of space that you’d like to use for podcasts, and Instacast deletes stuff once it reaches that limit. It’s pretty sensible about picking what to delete — it goes for episodes that you’ve already played and haven’t marked as favorites first, if I understand it correctly. I’ve set it to use up to 10 GB on my Mac, and 1 GB on my iPhone, so that should be good enough. I kind of wish, though, that you could set certain podcasts to keep forever. There are a few podcasts, like Warren Ellis’ SPEKTRMODULE, for instance, that I’d like to just keep forever. With Instacast, I can’t really do that, and I guess I’d want to copy the files out of Instacast and into a separate folder.

Which brings up a separate point: Instacast does allow you to right-click on a given podcast episode and select “Show in Finder”, so that’s good. But, unlike iTunes, it doesn’t organize individual podcasts into their own folders, now does it keep the original file names. Instead, it puts all of its files together in a single folder, and names them with (I assume) random GUIDs. So, to copy out all of the episodes of a given podcast, I’d really have to do “show in finder” on each one individually, and copy them one at a time. (And if I wanted the copied files to have reasonable names, I’d have to rename them too.) So I’m not too happy about that, but it’s not a terribly big deal.

In terms of the actual functionality of the apps, let’s start with the Mac app. It seems to be a reasonably well-written Mac app, not taking up too much memory or CPU, and launching pretty quickly. (I wish that was something I could take for granted with a commercial Mac app, but alas, no…) I’m using the Mac app mostly to watch Tekzilla. (If there were any other video podcasts that I was interested in, I’d use it for those too, but there isn’t anything else I’m following right now.) It does a good enough job on that. Basically, it just plays the video and gets out of the way, which is what I want. It works fine for playing downloaded episodes, and it can also stream episodes that you haven’t downloaded, which is nice.

For the iOS app, that also works reasonably well. I use it only for audio podcasts, and I follow a few of those. You can set it to download episodes only when on wifi, which is a good thing, as my Verizon data usage has been a problem lately. I’ve had it randomly stop playing a podcast twice so far, which is a bit puzzling. In both cases, I could start the podcast back up where I left off, no problem. I was driving both times, so I didn’t see what happened. I’m not sure if the app crashed or if it just stopped playing. And I think it was the same podcast file both times, so maybe there was just something wrong with that file. If this keeps happening, I’m going to get frustrated with it pretty quickly, but we’ll see what happens over time.

There’s a function built into both the Mac and iOS apps called “Up Next” that lets you create an on-the-fly playlist of a few random podcast episodes, so you can set yourself up if you’ve got a long drive. I used it today for my 90-minute drive down to a friend’s house, and it worked well. There doesn’t seem to be a way, though, to tell it to just continuously play consecutive episodes of a single podcast, which is a bit weird.

There are a few other things I could mention, but this post is long enough as-is, so I’ll leave it there, and just say that I don’t regret spending the $20 on the Mac app and $4 on the iOS app, but I’m still not sure if I’ll stick with it or switch to something else in the long term.

contact and calendar management

A few years back, I wrote up a couple of blog posts on my search for the “holy grail” of contact and calendar management. Back then, I had a BlackBerry, and I was hoping to find a good way to keep things in sync between the phone, my PC, and my Mac. I went through a few less than perfect options, which aren’t worth going into at this point.

Nowadays, I’ve got an iPhone, and I’ve found that iCloud does a fine job of keeping the iPhone, iPad, and Mac in sync. On the PC, I really don’t bother trying to keep a full set of contacts in Outlook anymore, nor do I keep my calendar there. I can always look anything up on icloud.com or on my iPhone. And, while I use Gmail for most of my mail, I don’t really feel a need to keep my Gmail contacts fully up-to-date either. There’s really only a small set of people who I e-mail regularly, and they’re all in my Google contacts, so there’s no problem there.

So, since everything’s working so well, of course I’m starting to mess around with it. I installed the vipOrbit app on my iPhone this week. It’s a program for managing contacts and calendars. Right now, the iPhone and iPad clients are free, the Mac desktop client is $30, and the sync service that I would need to subscribe to is $45/year. So I thought I’d start out by trying the iPhone app, and see if it was worth going any farther with it. The app imported my contacts from the main iPhone contact app with no problems. But, I found that it did not import all the fields. In particular, it didn’t import birthdays or the free-form notes field from contacts. The app has several user-defined fields available, so maybe there was a way to map those and import the birthdays and notes into them, but it wasn’t obvious how I could do that. I played around with the app a bit, and, while I think it might be useful for a salesperson tracking leads and/or customers, it’s not really useful enough for me to justify both the price and the inconvenience of keeping my contacts and calendar outside of the normal default iPhone apps.

Next, I may choose to try out fruux. Fruux is just a sync & backup service for contacts, calendars, and tasks. So, I’d keep using the default iOS apps, but would keep things in sync with fruux instead of iCloud. I honestly have no good reason to do this, except “just for the hell of it”. Or maybe so I can say I’m not 100% tied in to the Apple ecosystem.