Do you want to remotely access your Mac so you can open applications and edit files on it? This is an increasingly common request. Here’s a quick overview of a few ways to remotely access your Mac.

Back To My Mac

Apple’s iCloud service includes a feature named Back To My Mac. While Back to My Mac doesn’t work in all circumstances, it’s a powerful and free option that lets you remotely access your Mac. MacLife has written a succinct overview of Back To My Mac. Apple has written articles about troubleshooting Back To My Mac and related security considerations. I should note that Back To My Mac requires that you use a Mac to remotely access another Mac. In other words, you can’t use an iPad, iPhone or PC to remotely access your Mac with this feature.

LogMeIn

LogMeIn is one of many products which offers remote access services for both Macs and PCs. LogMeIn offers a free version as well as a paid version called LogMeIn Pro that offers more features. This MacFormat article gives a good overview of LogMeIn Free and LogMeIn Pro. LogMeIn supports remote access of Macs from a PC and vice versa. Additionally, there is a LogMeIn iOS application which works on both iPads and iPhones, though I can’t imagine using it on the iPhone’s tiny screen. The iOS application lets one remotely access either Macs or PCs.

I use LogMeIn to provide remote support to many of my clients. One can download and install the free LogMeIn client software from my web site to give me remote access to their computer.

Apple Remote Desktop and  VPN

Small business clients often prefer to setup their own VPN (Virtual Private Network) and use Apple Remote Desktop or Apple’s free Screen Sharing application to remotely view and manipulate Macs on their office network. Setting up a VPN requires purchasing a router which supports VPN capabilities. Screen Sharing is a free tool built into the Mac operating system starting with OS X 10.5. Apple Remote Desktop costs $80 and provides advanced features to install upgrades and created detailed reports.

Messages’ Screen Sharing

The first three methods listed above require the remote Mac to be awake, but nobody needs physically to be at the remote Mac. If, however, you have a friend or family member at your remote Mac then you could use Messages’ Screen Sharing application. Messages used to be named iChat, which offered this feature for a number of years. Messages was introduced in OS X Lion and works in OS X Mountain Lion. If both of your Macs are using Lion or Mountain Lion then this Apple article gives you an introduction on how to initiate screen sharing.

Would you like to quickly delete files from your Mac using a few keystrokes on your keyboard? Here’s how to do it.

1. Click on the icon of the file or folder to select it.

2. Simultaneously press the Command key and the Delete key.

That’s it. The file is moved to the Trash Can.

I use this keyboard shortcut daily to throw away files on my Mac. Clients that see me using this keyboard shortcut ask me what I just did, and I’m happy to share. Give it a try. I’m sure you’ll find it increases your productivity by saving you a bit of time.

While viruses are not  a major risk for Mac users, it’s still prudent to have an anti-virus application installed on your Mac. Sophos offers a free Macintosh anti-virus application for use on home computers. Give it a try.

Why would you need an anti-virus application on your Mac? I can think of a couple of reasons.

1. While there aren’t many Mac viruses, there are some Mac OS X Trojan Horse viruses. I still occasionally come across some Word Macro viruses also, which were common on Macs in the late 1990s.

2. You might receive an email attachment which contains a PC virus. While this virus can’t do any harm to your Mac, would you want to pass this virus on to a friend or family member who has a PC? Sure, that person should have their own anti-virus protection, but it still doesn’t look good that you’re passing on viruses.

If you have business computers you can also use Sophos, but you’d have to buy an initial license. Sophos requires the purchase of a minimum of 3 licenses for about $34 per license. Volume discounts kick in at 10 licenses.

Check out Sophos Anti-Virus. It’s free for home users. It can detect if your Mac already has any infected files and can prevent you from getting infected in the future.

Spring-loaded folders is one of the Mac’s best features since it’s convenient and it can save you time when you’re putting files into folders. Interestingly, this feature is not widely known or used. Clients are always amazed when I show them. Below are some simple written instructions on how to use spring-loaded folders, but a video demonstration is the best way to understand how it works. Woopid, a web site full of free training videos, has a great video demonstrating spring-loaded folders. Be sure to watch this video.

Spring-loaded folders lets you drag a file from one folder through another folder and into a sub-folder. Here are some step-by-step instructions.

1. Click on the icon for a file and drag it on top of a folder, but don’t release the file’s icon. Instead, simply continue to hold this icon as though you were hovering it over the folder.

2. After a second or two the folder will automatically open and display all the files and folders inside. Now, continue dragging your file’s icon on top of one of these sub-folders. Again, hover the file’s icon on top of this sub-folder. This sub-folder will automatically open.

3. Finally, release the file.

You have just dragged a file through one folder and into a sub-folder. If the words aren’t clear or meaningful to you, please watch the video mentioned above.

It’s convenient that the folder or folders one traverses, as you move a file into a sub-folder or sub-sub-folder, automatically close themselves. This is very nice and reduces screen clutter.

If you try to use spring-loaded folders and they don’t work for you, the feature could be turned off on your Mac. Here’s how to check:

• Click on the Finder icon on your Dock.

• Go to the Finder menu and select Preferences.

• Click on General then make sure there is a checkmark in the box labeled Spring-loaded folders and windows. Note that you can also adjust the amount of time or delay, that you need to wait before a folder automatically opens. Refer to the image to the right which depicts these preferences.

Are there occasions when you’d like to print just part of an email message or web page? Here’s a technique you can use to print selected text from just about any application on your Mac. I’ll use an email message in Apple’s Mail application as an example.

• Open Mail and select a bit of text in an email message.
• Go to the Mail menu and select Services. From the sub-menu select Make New Sticky Note. (If you’re using an application other than Mail you won’t have a Mail menu. Instead, go to the menu named after your application. For example, if you’re using Firefox, select the text and go to the Firefox menu.)
• The application named Stickies will open and you’ll see a new sticky note on your screen that contains the text you selected in your email message.
• Go to the File menu and select Print.
• Click the Print button to print that sticky note.

That’s it! (You can delete the sticky note by clicking the small square in its upper left corner.)

You can use this same technique in Safari, Firefox, Word 2011 and most other Mac OS X applications. This technique will not work in some older Mac applications such as Word 2004 and Quicken 2005.

Sometimes an application stops behaving properly and doesn’t respond to menu commands or keyboard commands. When this happens, you’ll often want to use the Force Quit command to force the application to quit. There are several ways to issue the Force Quit command.

1. The easiest way is to click on the Apple menu and select Force Quit. A window will pop up listing all of the applications which are currently open. Click on the one that you want to force quit, then click the Force Quit button in the lower right corner. You’ll be asked if you’re sure that you want to do this. Click the button to indicate that you’re sure.

If the Apple menu is not responsive, you may not be able to use this method. In this case, try the next method.

2. Hold down the Option key while simultaneously clicking on the Dock icon for the application which you want to force quit. A menu should pop up after a couple of seconds. Select Force Quit from this menu.

If the Dock is not responsive, you may not be able to use this method either. In this case, try the next method.

3. Simultaneously press the following 3 keys: Command, Option and Escape. The Escape key is labeled “esc” and is above the “1″ key. A window will pop up listing all of the applications currently open. Click on the one that you want to force quit, then click the Force Quit button in the lower right corner. You’ll be asked if you’re sure that you want to do this. Click the button to indicate that you’re sure.

If none of these methods work then you aren’t able to force quit applications. Typically, the only option at this point is to force the computer to turn itself off. This is accomplished by pressing and holding the Power button for 5 seconds. The power button is the round button used to turn the computer on. Hold this button for 5 seconds. The entire computer will turn off and the screen will go dark. Press and release the power button to start up the Mac again normally.

Firefox and Safari for Mac are the two most popular web browsers for Mac users. At times, both of them can act up and not perform properly. When this happens, here are a couple of basic troubleshooting steps you can take.

In Safari, go to the menu named Safari and select “Empty Cache”. This will remove the local (cached) copy of recently visited web sites. This might be all you need to do to fix your problem. If not, you can continue by going to the Safari menu and selecting ”Reset Safari.” This is a very handy feature that lets you easily remove some of the saved information which can get damaged and cause Safari to misbehave. By default, all of the options are checked in the Reset Safari window. Typically, I recommend that you only select and reset the following since they seem to cause the most problems:

• Remove all webpage preview images
• Remove all website icons

If your Safari problem is not resolved, you can go ahead and select other items to reset. Be aware that removing saved names, passwords and AutoFill data can mean that you’ll be prompted to re-enter this information down the road. Consequently, I try to reset these items last.

Firefox doesn’t have a handy reset feature the same way as Safari. However, you can empty its cache by doing the following. Open Firefox and go to the Firefox menu. Select Preferences, click on Advanced, then click on Network. Click the “Clear Now” button in the Offline Storage section. To do more advanced troubleshooting in Firefox, I recommend checking out this helpful troubleshooting article written by the makers of Firefox.

Did you know that Apple’s Preview lets you easily annotate and merge PDFs as well as delete and re-order pages within a PDF? Preview is a free application which comes bundled with Mac OS X. Apple has been quietly updating over the years and it has become quite capable and user-friendly. Just a few years ago one would have needed to buy the relatively expensive Adobe Acrobat Standard or Professional PDF Editor to do many of these tasks.

Note: There are slight differences in how certain tasks are done if you’re using OS X 10.5′s version of Preview. All of these demonstrations are done using OS X 10.6′s version of Preview.

It’s also important to know that the following techniques may not work on all PDFs. It’s possible for a person who creates a PDF to lock the file which prevent others from manipulating it. Typically, locking a PDF like this requires use of an application like Adobe’s Acrobat.

I’ve created short video tutorials on how to do the following tasks. Read the brief text description and then click the link to watch the video.

If you need more extensive editing capabilities then what is offered by Preview you should check out the relatively affordable PDFPen.

1. Reorder pages in a PDF – Open a PDF file then click the Sidebar button to view the thumbnail icons for each page. Click on one of the thumbnails and drag the page up or down. Look for the horizontal blue line that appears indicating the new location of the page. To remove a page you can simply click on the thumbnail icon for a page to select it and the press the Delete key on your keyboard.

2. Extract pages from a PDF – Open a PDF file then click the Sidebar button to view the thumbnail icons for each page. Click on the first page you want to extract. If you want to extract additional pages then hold down the Command key and click on additional thumbnail icons. Release the Command key and drag the thumbnail icons to the Desktop. A new PDF file will be created on the Desktop. Rename the file as desired. Open this new file by double-clicking to verify that it contains the pages that you want. You can re-order the pages by following the tip listed above.

3. Move pages between PDFs (Merge PDFs) – Open a PDF file then click the Sidebar button to view the thumbnail icons for each page. Open a second PDF and click its Sidebar button too. Position the two PDFs so you can view both file’s Sidebars at the same time. Select one or more pages from one file’s Sidebar and drag them into the other file’s Sidebar. Look for the horizontal blue line that appears in the receiving file’s Sidebar. This blue line indicates where the new page appear. You can re-order the pages by following the tip listed above. Go to the File menu and select Save to save the changes.

4. Annotate text in a PDF -  Open a PDF file, click the Annotate button to review a row of tools at the bottom of the window. Use these tools to highlight text in a variety of colors, draw a line through the text, enclose text inside a rectangle or oval, or add a note in the margin of the PDF.

Are you having difficulty getting Verizon Wireless UMW190 Aircard working on your Mac running OS X 10.6? If so, make sure you’re using the proper version of VZAccess Manager. I know that the UMW190 works with version 7.0.5.

Verizon Wireless’ web page for Support Devices & Platforms lists the incorrect version of VZAccess Manager. It indicates that if your Mac is running OS X 10.6 then you should use VZAccess Manager version 7.2.1 (2595a). I spent a long time banging my head against the wall to find out that this is incorrect.. You can install version 7.2.1 and your UMW190 will be able to establish a connection to Verizon Wireless. It even gets an IP number assigned, but it can’t ping its WAN IP number, it can’t ping typically available public IP numbers and it doesn’t respond to pings. I spoke to Verizon Wireless tech support on a handful of occasions and we repeatedly reviewed which version of VZAccess Manager I had installed. I indicated version 7.2.1 and none of them indicated that this was wrong. So, either they refer to the same web page that I found or their internal documentation lists the wrong version also.

The clue that lead me to try the “wrong” version was the ReadMe file for the 7.2.1 Installer. I read through the list of supported Aircard devices and the UWM190 wasn’t listed. I then revisited Verizon Wireless’ Supported Devices & Platforms page and saw that the UMW175 and UMW 150 cards use VZAccess Manager 7.0.5.  I guessed that the UMW190 was probably a pretty similar device, so I downloaded version 7.0.5 and read its ReadMe file. Sure enough the UMW190 was listed! I installed this version, restarted my Mac, established a connection. Voila. That was it. Everything worked. I was able to view web pages and send and receive email.

Update March 2013: Added instructions for OX 10.8, Mountain Lion.

Did you know that Mac OS X has a built-in zoom feature? This feature lets you zoom in on your screen so everything on the screen is larger. Of course, when you zoom in you can only see part of the screen on your monitor. You’ll need to scroll around to see the other parts of the screen.

I use the zoom feature frequently when I’m giving presentations especially when I provide Mac training. I project my Mac laptop’s image onto a wall or screen using a projector. Then when I want to show audience members something on the screen, I zoom the screen so that everybody in the audience can see what I’m trying to highlight on one part of the screen.

Zoom is off by default. For Mac OS X 10.4-10.7, follow these instructions to turn it on:

• Go to the Apple menu and select System Preferences.
• Click on the Universal Access icon.
• Click on the Seeing button.
• In the Zoom section set the button to On.
• Optionally, click the Options button and make sure in the section titled “When zoomed in, the screen image moves:” that it is set to “Only when the pointer reaches an edge”. Click Done. The other options lead to too much screen movement which I find distracting or even annoying.

For Mac OS X 10.8, follow these instructions:

• Go to the Apple menu and select System Preferences.
• Click on the Accessibility icon.
• Click on Zooming in the left-hand column.
• Check the box “Use keyboard shortcuts to zoom.”
• Check the box next to “Use scroll gesture with modifier keys to zoom.”
• Optionally, click the More Options button and make sure in the section titled “When zoomed in, the screen image moves:” that it is set to “Only when the pointer reaches an edge.” Click Done. The other options lead to too much screen movement, which I find distracting or even annoying.

Once the zoom feature is enabled then you can invoke it at any time to zoom in on your Mac’s screen by simultaneously pressing these 3 keys: Command, Option and the Plus Sign (which is typically the same as the Equal Sign key). Each time you press these three keys your Mac will zoom in a little bit more.

To zoom out simultaneously press these 3 keys: Command, Option and the Minus Sign key which is typically to the left of the Plus Sign key.

Do you want to give your computer to another person, but before giving it away you want to remove all of your data? If so, here’s an easy way to accomplish this. We’ll create a user account for the person who’ll be using the Mac, then delete your user account.

These instructions were written for OS X 10.5 and 10.6, but should work on previous versions as well, though some of the names and wordings have changed subtly.

• Turn on the Mac and let it start up.
• Go to the Apple menu, select System Preferences and click on Accounts.
• If the padlock in the lower left corner is locked, click on it to unlock it. Enter your user account’s password when prompted to do so.
• Click the plus sign button to add a new user account. Set “New Account” to “Administrator”. Enter the real world name of the new user of the Mac in the “Full Name” field. Enter a name in the “Account name” field; this name can not contain spaces, capital letters or punctuation marks. Enter a password in both the “Password” and “Verify” fields. Enter a password hint if you’d like.
• Click the “Create Account” button.
• Go to the Apple menu and select Log Out which appears at the bottom of the menu.

• You’ll be presented with a login window. Type in the account name and password for the account you just created. You’ll be logged into this new user’s account. Now that you’re no longer using your account, it can be deleted.
• Go to the Apple menu, select System Preferences then click on Accounts.
• If the padlock in the lower left corner is locked, click on it to unlock it. Enter this new user account’s password when prompted to do so.
• Click on your old user account which will be listed on the left-hand side of the window.
• Click the minus sign button to delete your old user account.
• Select “Delete the home folder” to have all of the data in your user account deleted.
• Click the OK button. The actual deletion process could take 10-15 minutes, especially if there is a lot of data in your account.
• When the deletion process is complete, you can close the System Preferences window.

Here are instructions on how to use Disk Utility to securely erase a hard drive connected internally or externally to your Mac. These instructions were written for Mac OS X 10.4 to 10.6. The process is very similar on older versions of Mac OS X but the screens will look a bit different.

Requirements – You’ll need either the Mac OS X install disk that came with your Mac or another OS X install disk that’ll boot your Mac, such as a retail copy of the Mac OS X 10.5 or 10.6 install disk.

I recommend securely erasing a hard drive before you recycle it or give it away. The instructions below include the option to re-install Mac OS X onto the hard drive at the end of the process.

If you’re securely erasing an external hard drive you do not need to use a Mac OS X install disk. Instead, you can simply open Disk Utility which you’ll find in the Utilities folder inside the Applications folder. In Disk Utility, select the external hard drive and then follow the last few steps of these instructions to erase it using one of the Security Options described below.

Background – Technically, it’s not possible to erase or remove data from hard drives. Thus “securely erasing” is a misnomer. Instead, what we’ll be doing is over-writing the data on your hard drive with gibberish, a random string of bits of data. When you securely erase your hard drive you’ll have a choice of how much over-writing you want to do. This process can take many hours if you select the 7-pass overwrite procedure. I recommend starting this process and then letting it run over-night.

• Insert the Mac OS X install disc that came with your Mac.
• Note: The disc will begin the process of installing Mac OS X on your Mac. Whether or not you actually choose to install Mac OS X is your choice, but if you do, you’ll do it AFTER you’ve securely erased your Mac’s hard drive.
• Select your preferred language from the list presented.
• When you see the welcome screen for the Mac OS X Installer, go to the menu named Utilities and select Disk Utility.
• In the left pane of the Disk Utility window, click on the hard drive you want to erase.
• In the right pane of the Disk Utility window, click the Erase tab.
• Click the Security Options button.
• I recommend that you select the 7-Pass Erase options, but you could choose the 35-Pass Erase option. Here’s my description of these options.

Don’t Erase Data— This option does not provide any security. This option only over-writes the directories on the hard drive. Your files could still be recovered.
Zero Out Data— Provides a pretty good level of security. All of your files are over-written with a string of zeroes. There are forensics utilities that in theory could retrieve some data.
7-Pass Erase— Provides a lot of security. This is considered sufficient by government standards to erase data from a disk. It writes a random string of ones and zeroes over your data files seven times. It may take several hours or more to complete this process.
35-Pass Erase— Provides the maximum amount of security offered. This option takes an extremely long time, possibly more than one day.

• Click the radio button in front of 7-Pass Erase.
• Click OK.
• Click the Erase button next to the Security Options button.
• Confirm you want to erase and the process will be begin.
• If you want to install Mac OS X then go to the Disk Utility menu and select Quit after the erase is complete.
• You’ll be taken back to the Mac OS X Installer welcome window. Click Continue.
• Agree to the software license.
• In the “Select a Destination” window click on the icon for the hard drive which you just erased and then click Continue.
• Click the Install button to start the installation process. Depending upon the speed of your Mac and the version of Mac OS X which you are installing this process could commonly take anywhere from 20-60 minutes.