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Mac |Life
iPad for
BUSINESS The complete guide to working with an iPad
Work smarter! Improve your productivity with thousands of great business apps
Edit documents and spreadsheets on the move
Make stunning presentations in minutes
Get great financial reporting and much more!
With an iPad, you can take your work on the move 06 08 10
iPad for Business 10 business uses for the iPad A replacement for a laptop?
12 14 16
10 presentation apps 10 collaboration apps 10 planning apps
Office apps Use these iOS tools to create, calculate and evaluate… 20 22 24 26 28 32 34
Go mobile with OfficeSuite Edit Office files in Quickoffice Work with PDFs and other files Word processing with Quip Master Pages for iPad Create a business newsletter Create a flyer in Pages
36 38 40 42 44 48 50
Make beautiful business cards Create a job-winning résumé Using Numbers on the iPad Track your finances Using Keynote on the iPad Build a business presentation Better iPad presentations
Utilities Apps to help with organisation, task management and collaboration 54 56 58 60 62 64 66 68
Get organised with Evernote Record meetings on iPad Use desktop apps on iPad Scan docs on the move Scan and edit text documents Digitally sign any document Use Dropbox on your iPad Work together on projects
70 72 74
Create and share mind maps Track your time Log and claim your expenses
Essentials The iPad’s built-in apps that will prove invaluable for your business needs 78 80 82 84 86 88
Print from your iPad Share with AirDrop Using the keyboard Use Bluetooth accessories Keep in touch with Contacts Using the Calendar app
90 92 93 94 96
Get alerts with Reminders Do Not Disturb Video calls with FaceTime Using iCloud for your data Free up space on your iPad
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FEATURE | iPad for business
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iPad for business | FEATURE
iPadfor Business Find out how your iPad can revolutionize your business at home, in the office and on the road
nce upon a time, taking your business on the move with you involved either filling a briefcase with paper documents or lugging a heavy laptop around. Now the iPad and iPad mini have arrived on the scene, you can lighten your load without compromising in any way your ability to work and develop your business when you’re away from the office. If anything, your working life on the road is more flexible than ever, as you no longer need to hunt down a table on a train on which to perch your laptop, or find yourself trying to cram in as much as you can while your battery drains away with alarming speed.
You may already have started using your iPad for some business uses – a quick glance at email on the way home or brushing up on some reading ahead of an important meeting – but in this feature we’re going to show you how you can put the iPad firmly at the heart of just about everything you do with your business. From centralized pointof-sale tool to being your go-to device for mobile presentations, the iPad can do everything you need of it, quickly and without leaving you at the mercy of your internet connection or available power points. We’ll start by introducing you to just some of the more novel ways your iPad can be used as a business tool, the kind
of things you may not have considered previously. We’ll also take a look at how it measures up against your laptop, plus reveal how renowned entrepreneur Stephen Fear has embraced the iPad 100 per cent in his daily work. You’ll then discover a range of useful apps for presenting, collaborating and planning through your iPad, with a range of handy services and tools at your disposal. Some of these iPad apps are free to trial or download, so even if you or your business are on a tight budget, you should be able to find something to suit your needs perfectly. If you thought that your iPad was a simple extension of your laptop, now’s the time to think again…
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FEATURE | iPad for business
10 business uses for the iPad There’s very little you can’t do on an iPad when it comes to business hen it comes to pressing your iPad into service as a tool for your business, the possibilities are almost endless. We covered the really obvious stuff in the introduction, but these ideas only represent the tip of the iceberg – there’s plenty more. Below and to the right you’ll find ten ways in which your iPad can be used within all aspects of your business, proving once and for all just how capable and versatile it is, whatever your business needs happen to be.
Take things further Over the next few pages you’ll also see how your iPad can be used to help you
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with business planning, from managing specific projects to creating a business plan for start-up or expansion purposes. You’ll also discover how your iPad can be used as a tool for presenting ideas to others, whether through simple sketches or through presenting complete slideshows. And you’ll find out how collaborative services can be accessed from your iPad for the purposes of completing tasks, editing documents or taking business ideas to the next level. The net result? Not only is your iPad business-savvy, it might even be the only piece of business tech you need. Still don’t believe us? Turn the page to find out more.
The sky’s the limit when integrating your iPad into your business – On-Site.com uses iPads for signing leases via its paperless platform, for example.
Work on documents
Accounting
Price: free to $16.99 No need to lug your laptop with you should you need to edit a document or two while on the go, your iPad offers a wide range of apps for that very purpose. There’s the iWorks series of apps from Apple, or you could opt for Google Drive. Other office apps to consider include Documents To Go and Polaris Office, but also check out our tutorial on Quip (page 26) if you’d like to be able to collaborate while on the move too.
Price: free to $39.99 If you’re responsible for making sure your business’s figures add up, you’ll find plenty of apps to can help you. If your business involves working for others, you’ll find plenty of invoicing apps with time- and expensekeeping features, such as FreshBooks or Zoho Invoice and Time Tracker. One app that combines invoicing with general bookkeeping features is Easy Books, which also supports doubleaccounting methods.
Boost sales
Business email and calendar
Price: free to $2.99 You’ll find myriad ways your iPad can help you deliver better sales, but one of the most innovative has to be Showpad, which is a service that turns your iPad into a fully featured sales and presentation tool. Look out too for apps like Sales Assailant, written by sales people for sales people, and Profit Story, a calculator tool aimed specifically at calculating margins using sell price, cost price and other factors.
Price: varies Whatever system your company opts to use for its email, task management and calendar, there’s almost certainly an iPad app for it, like the OWA app for those using Office 365 or Exchange Server from Microsoft. If you’re looking for a standalone tool for managing tasks and your daily schedule, take a look at Gneo – it’s great for organizing your day and helping you focus on what is most important.
iPad for business | FEATURE
Document scanner
Translation services
Price: $4.99 Your iPad mini or retina iPad’s rear camera makes a great scanner thanks to its high resolution. All you need to do is choose the right app – see page 60 for our tutorial on Faster Scan HD – and you can snap your document, crop and frame it, then optimize it as a color or black and white document before archiving it and sharing it as a JPEG or PDF file. It is also possible to fax or upload your files, too.
Price: free to $1.99 There are two apps worth checking out if you need help with foreign languages: iTranslate Voice 2 and DuoLingo. Want to converse in a foreign language yourself? DuoLingo helps you learn for free. Alternatively, use the iTranslate Voice 2 app to hold a spoken or typed conversation with a business partner or colleague without having to worry about the language barrier getting in the way.
Data capture
Point of Sale terminals
Price: from free Getting user feedback is a critical part of improving any sort of business, and your iPad makes the whole process – from setting up a survey to posting it online and analyzing the final results – as simple and straightforward as possible. All you need is the right app, and there are plenty of them to choose from. We like Zoho’s free Survey app as it is brilliant for this very purpose.
Price: varies Implementing an iPad-based Point of Sale system is a no-brainer when you look at how cost-effective and easy it is to set up. Your staff can be trained in hours and you can add in all the additional hardware, such as chip-and-pin readers and cash registers, for a fraction of the cost of an electronic system. Many cloud-based POS systems come with short-term rolling monthly contracts.
Voice recorder
Take and organize notes
Price: 99¢ If you’re in the habit of recording meetings, lectures or other business-related interactions, then leave your Dictaphone at home and press your iPad into service instead. One of the best voice-recording apps for business use is Recordium Pro – see our tutorial on page 56. One of its most innovative features is the ability to insert searchable text notes, images and tags into your recordings.
Price: varies Staying organized is a critical part of any business, and your iPad has a range of well-established apps, including Evernote and Notability, that can help you not just record ideas, memos and other note-related things, but also to organize them in a useful way and search them too. You’ll find a range of tutorials covering various organizing and planning apps throughout the rest of this bookazine.
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FEATURE | iPad for business
A replacement for a laptop? Can your iPad really take the place of your laptop? We think so… here’s little doubt that mobile devices have successfully gatecrashed the computing party in recent years, with sales of traditional desktops and laptops continuing to fall while tablets and phones grab an ever increasing share of the market. Yet even now, most people can’t envisage a life without a PC or Mac in their life. But here’s the rub: if you have a laptop and a tablet, does that mean you have to always lug both around to meetings or between home and office? Do you always need the laptop to accompany you through your entire working day? Or do you even need a laptop at all?
using your iPad. Don’t believe us? Don’t just take our word for it – renowned entrepreneur Stephen Fear has all but ditched his laptop from his working life. He explains how he’s been seduced by the iPad’s business qualities in the interview below. That’s all well and good, but everyone’s needs are unique, so check out the list of pros and cons opposite to determine if your laptop is ready for the recycling heap, or still useful as a backup to your iPad.
The post-PC era The fact is, pretty much everything you use your laptop for in terms of business can be achieved
Even Apple’s renowned MacBook Air range can’t hold a candle to the iPad in terms of portability, and you’ll pay a hefty premium for it too.
Interview: Stephen Fear Please describe yourself and your business. I am a businessman with many interests in different industries, and am Entrepreneur in Residence at the British Library, as well as being an ambassador for the Library. I travel extensively putting deals together in both the UK and overseas. For instance, we are currently working on a £68m (approx $115m) deal and the iPad handles all my work associated with it very easily.
Stephen Fear not only believes the time has come for the iPad to take center stage, he’s already made the switch entirely.
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What business-related tasks do you find yourself performing regularly on your iPad? Making and updating notes, creating and adding to files, research on the web… basically I use it as my complete traveling office. I have an iPhone and a Mac as well, but most functions other than phone calls are performed on my iPad. My favorite apps are Evernote, Pages, London Maps Offline, World Map for iPad and UK Map. I also found iTranslate very useful. The best of all, though, is Dropbox, as it makes for easy access to all my files. Was it a conscious decision to switch primarily to the iPad, or did it happen in an organic fashion? It was a conscious decision. My progression to the iPad occurred when I found the need for a lighter and easier-to-use tool than a laptop. As soon as I could see that a small, slim, powerful device was available that enabled me to manage
emails, messages, photographs and documents, I bought one. What advantages do you feel the iPad brings to your working life? Total flexibility for starters. Reliability is another factor. What I also like is that I am able to have my iPad in front of me during meetings and make notes as I go. Laptops have the screen facing up which impedes conversation and enables others behind you to read your private notes easily. I like having everything in one place and I hate scraps of paper hanging about. What are its current limitations? Are there any things you still use a laptop or desktop for? I rarely use my Mac because I update things minute by minute and the iPad’s retina display is so clear, I see no need to use anything else. Everything is backed up to the cloud, though, which is essential.
I never use a keyboard any more as I prefer the tactility of finger tapping. Is there an app, peripheral or service you’re crying out for? Not really, although I do search the App Store regularly just in case I’m missing anything. Dropbox is brilliant as it allows so much immediate data download capacity. Can you foresee a future where your business needs could be solely catered for by your tablet? Yes – mostly it is already. I find it just as easy to work from the back of my car, a coffee shop, or on a plane. I am in the process of transferring all my filing system from paper to electronic so that I can access everything on the move. I will almost certainly buy the next generation iPad but at the moment am happy with the one I have. It would be difficult to find a more enthusiastic user of iPad than me. It’s brilliant.
iPad for business | FEATURE
iPad vs Laptop
See how the iPad and laptop square off as business-friendly tools Portability The iPad is much slimmer and lighter than any laptop, will fit into just about any bag and is easier to hold and use in cramped spaces, such as on the train or a plane.
Battery life You can expect your iPad to last at least eight hours between charges – making them suitable for all-day use when you’re out and about.
Connectivity All iPads come with built-in Wi-Fi and Bluetooth connectivity, and 3G/4G is an added option depending on your model.
Display If you have a third-generation iPad or second-generation iPad mini or later, then your Retina display offers a much higher resolution, even with the smaller screen.
Performance Apps load swiftly thanks to the built-in flash storage, while intelligent use of multi-tasking ensures you can run a number of apps together without too much penalty.
Storage If you can only afford a 16GB iPad then the space can soon fill up with apps and other files. Make sure you’ve got a decent cloud storage solution in place.
Portability Even the super-slim MacBook Air still weighs nearly twice as much as the heaviest iPad. They also take up more space and exude a lot of heat when on your lap.
Battery life Only expensive Ultrabooks can hold a candle to the iPad; most need recharging after only a few hours’ use. Don’t forget to pack that bulky, cumbersome charger!
Connectivity Like iPads, laptops come with Wi-Fi as standard, and most ship with Bluetooth too. You can easily add 3G or 4G via a USB dongle or using a Mi-Fi wireless device.
Display Most 15-inch laptops only offer a paltry 720p HD display. The screen may be bigger than your iPad, but the resolution is significantly worse.
Performance Unless your laptop has a solid-state hard drive installed and plenty of RAM, it’ll soon start to creak under the pressure of even just a few programs.
Storage One area where the laptop wins out is with its storage capacity. It means you can store all your documents and files offline for easy access, even without a connection.
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FEATURE | iPad for business
10 presentation apps Make a positive impression with the help of your iPad resenting, whether it’s a list of statistics, a start-up business plan or sales pitch, is a key part of any business. Whether your presentations take place internally or involve heading out of the workplace, your iPad is the perfect tool for the job. Firstly, it’s light and mobile, so you won’t have to lug a heavy laptop around. Secondly, it’s more than just a tool for hosting and broadcasting existing presentations – as this collection of apps proves, it’s capable of both editing existing presentations and creating new ones from scratch too. You’ll find general-purpose presentation apps in this roundup as
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well as tools and services geared towards specific uses, such as creating presentations from the latest sales data and showing off handwritten notes on the big screen. While your iPad’s display is sharp enough for presenting to one or two people, do think about how you’ll broadcast to larger groups of people. While AirPlay wireless technology is built into the iPad, it’s likely most meeting places still have projectors or displays that require the more standard HDMI or VGA cable connection. So if you’re going to spend a lot of time making presentations, investing in one or both of these would be a very wise move.
Make your presentations stand out with the help of SlideShark and the other great apps in this collection.
SlideShark
Keynote
Price: $96 per year for Pro features This is the ultimate tool for broadcasting PowerPoint presentations from your iPad. Hook up your iPad to a projector or broadcast your show over the internet. Presenter Mode lets you see your slide notes, timers and so on from your iPad while the presentation is shown on the big screen, while you can use your iPhone as a remote, annotate slides during the presentation and track viewing behaviour.
Price: $9.99 If you’re looking to build slideshows directly from your iPad, then Apple’s Keynote is the obvious choice. It has all the tools you need to create slideshows from scratch, plus supports PowerPoint. Video mirroring lets you display your presentation on the big screen via AirPlay or an adapter with the help of additional presenter controls, and the latest version can be used as a remote control.
Roambi Analytics
Fuze Meeting HD
Price: $99.99 per year for Pro This app taps into your Roambi Business or ES subscription to provide you with analysis and presentation tools for your company’s numbers. It’s designed to present these in easily digestible form, with different views available from card to squares and even multiple layers. All of this can then be embedded into a digital magazine for reporting and sharing with the help of companion app Roambi Flow.
Price: $19.99 per month for Premium If you’re looking to present remotely to a large audience, then Fuze could prove exceptional value. You can set up meetings with up to 25 participants, 12 HD video feeds, unlimited VOIP and 1GB cloud storage for file sharing for free, with a Premium package supporting up to 125 recipients. The app enables you to both manage the meeting and remotely show off presentations and other documents from your iPad.
iPad for business | FEATURE
Polaris Office 5
Power Presenter
Price: $12.99 What we like about this office app are its presentation tools and support for a range of cloud storage services, making it easy to get your PowerPoint file on to your iPad, perform any necessary tweaks and then present it direct from your tablet. Hook it up to a TV to present on the big screen, then use the pointer and freehand tools to draw attention to each slide during the show for maximum effect.
Price: $1.99 This app lets you present either locally stored PDF files or run a web-based presentation through a projector connected to your iPad via a VGA or composite video cable. The screen is mirrored, enabling you to focus on your iPad while annotating or highlighting parts of the presentation using the supplied controls, and there’s a chalkboard for writing notes too.
Showpad
Haiku Deck
Price: €108 - €228 per user per year This app enables you to use your iPad as a fully featured sales and presentation tool. Upload and manage your sales material to your Showpad account, then create content that can be dynamically updated, assigned to different levels of user and then pulled together to create a compelling online or offline presentation you can use to capture leads, generate sales and generally market your brand.
Price: free with In-App Purchases If you need to create a visually eye-catching presentation, but lack the designer’s touch, then Haiku Deck may be the tool for you. There’s a built-in image search tool for accessing freely usable images (as well as importing your own from a variety of locations), options for easily adding charts to your presentation and the ability to share your presentation via projector or web browser.
Prezi
Note Taker HD
Price: free for basic app This platform takes a novel approach to the traditional slideshow. Instead of multiple slides, you place all of your elements, from text and charts to graphics and quotes, on a single canvas, then trace a path that zooms into each element in turn as you navigate through the presentation in animated fashion. A free basic plan is available, or price plans start from $4.92 per month.
Price $4.99 This app is primarily used for writing and organizing handwritten files. You can embed clip-art and images, plus annotate PDF files. Critically for the purposes of this round-up, you can also present your notes on the big screen via VGA, HDMI or AirPlay connections, with the ability to zoom into your notes, pan around them and also highlight key parts using a pointer.
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FEATURE | iPad for business
10 collaboration apps Tap into the minds and imaginations of others to grow your business wo minds are better than one, and many minds – when utilized correctly – can really push your business to new heights. Collaborating with others – whether it’s working on a small pitch or developing and implementing a major project – requires good organizational skills and the right supportive framework to channel everyone’s energies efficiently and appropriately. There are many collaborative services available for businesses, and we’ve pulled together some of the best ones in this round-up, covering a variety of applications and – where applicable – highlighting particular strengths.
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You’ll find apps for staying in touch with colleagues and partners worldwide, plus apps for encouraging users to share ideas and ask for help in return. Many apps provide a variety of collaborative tools, from task and project management to document editing, so it’s likely you’ll want to choose one major service to go with. Then, where necessary, flesh it out with more focussed services, from document collaboration on the go with Quip to creating a collaborative environment for field-based businesses with SimpleCrew. In any case, whatever your teamwork needs might be, the iPad has an app (or two) for you.
Turn your business into a hive of productivity with the help of the right collaborative services and apps.
Teambox HD
Quip
Price: $5 per user per month This service – now called Redbooth – offers a range of project collaboration tools. A limited five-user free account gives you task management, file sharing, notes, private conversations, time tracking and Gantt diagrams, but upgrade to the Pro package and you also gain group chat, HD video conferencing, user reports and wider cloud support (Box and Dropbox in addition to Google), all from your iPad.
Price: $12 per user per month What sets this collaborative app apart from others is its support for real-time, collaborative editing of documents and notes on top of the usual mix of project and task-based tools. Each document comes with its own chat thread, so people can post comments as they edit, and the app supports offline use too, so you can work on documents whenever, wherever. It’s free for up to five users, with a Business plan also available.
Evernote
Huddle
Price: free or $10 per user per month for Business package Evernote has built up a deserved reputation as one of the best tools for personal note-taking and organizing, but it’s keen to sell itself as a business-friendly app too. Sign up for its Business package and you gain additional collaborative tools to help boost your company’s collective knowledge, such as shared business notebooks and automatic suggestions for related information when creating new notes.
Price: $20 per user per month for Workgroup package If your business has more than 25 employees and is looking for a more secure, yet user-friendly alternative to Microsoft SharePoint, then Huddle is well worth a test drive. It boasts all the key collaborative features for storing, sharing and working with content, plus features a full audit trail and is fully functional from the iPad app, which lets you work even when you are not connected to the internet.
iPad for business | FEATURE
SharePlus
MangoApps
Price: free or $19.99 If your company is built on Microsoft’s SharePoint collaborative tool, SharePlus lets you access all your content – documents, intranets, calendars and more – from your iPad, even when offline. An Enterprise version is also available, offering more collaborative features such as meeting workspaces – install the free SharePlus Lite to road-test a readonly version.
Price: free or $5-$8 per user per month MangoApps offers a unified platform for intranet and collaboration across businesses and enterprises. The iPad app gives you access to all its major collaborative features, including its project, task and documents. You can’t physically edit documents in MangoApps, but you can post them here, plus “follow” documents to get updates and comments posted directly to your tablet.
SyncSpace
Smartsheet
Price: $9.99 Get help with your sketches using this collaborative-friendly whiteboard that boasts an incredibly deep zoom, giving you and your colleagues ample space to work with. Anyone with the iPad or Android app can get involved – send out invites by email or iMessage, or share the drawing via the Bonjour protocol in a meeting and everyone can contribute, with no limits on how many get involved.
Price: $14-$39 per user per month This online project management and collaboration tool will appeal to Excel aficionados, as it takes a spreadsheet-like approach to how it looks and works, and is suitable for any department from sales to HR. The iPad app enables you to access your information and collaborate on sheets, check and update your status, plus get a Gantt chart-like view of your project’s development.
Cisco Jabber
SimpleCrew
Price: app free, pricing varies This is the app you’ll need if you use services provided by Cisco. Jabber features the usual voice and video collaboration tools, with interoperability to Cisco TelePresence and other video endpoints, and there’s support for instant messaging chats too. Should the need arise, the app makes it easy to transform a single call into a full-scale conference via Cisco WebEx Meetings.
Price: $25-$180 per month This photo-based collaboration tool is aimed at businesses that operate in the field. Your team can snap and upload photos from their iPad while working remotely, and each photo is tagged with its GPS position before being organized into neat, linear timelines – complete with any comments they choose to share. The cheapest plan supports up to ten users, with the price rising.
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FEATURE | iPad for business
10 planning apps Bring order to your business with the right selection of planning tools lanning and staying organized are obviously critical parts of a successful business, and the good news is the iPad is blessed with a multitude of apps that can help you. If you’re just starting out you’ll find a number of apps willing to help you create that vitally important business plan – doing much of the hard work for you, helping you to see if your idea has legs, and even steering you towards potential sources of investment. It can also help you when brainstorming new ideas, with a host of mind-mapping apps enabling you to freely sketch your ideas and start to bring some kind of order into play.
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You’ll also find complete projectmanagement solutions for steering your grand schemes all the way from drawing board to a successful finish. Your iPad can help keep you organized in other ways, too. So in our top ten round-up of great planning apps here, we’ve found space for solutions that can help you plan smarter business trips and manage your expenses, and a general purpose calendar and task-based app that can be used to help keep you on top of your daily business life. In short, whether you’re at home, in the office or on the road, your iPad has your business day covered from morning to evening.
Your iPad can even help you in the embryonic stages of setting up your business, by helping you write a plan.
OmniPlan 2
SG Project Pro 5
Price: $59.99 This impressive project management tool focusses on helping you visualize your project at all times, however large it gets. You can collaborate with others, track changes (with the power to approve or reject them) and use a handy visual timeline to plan each task’s execution. OmniPlan will even alert you to impossible demands in your schedule and can help you plot critical paths to ensure your project hits its deadline.
Price: $59.99 SG Project works with MS Project files, but is perfectly at home as a stand-alone project management app for the serious business user. It includes task-based planning, issue and risk management, costing and visually appealing but powerful and clear reporting. It works seamlessly with multiple projects and allows you to set up and manage team members. The single-project version costs $19.99.
iThoughtsHD
Concur
Price: $9.99 Brainstorming is a key part of the planning process, and iThoughtsHD offers a clever way of mapping out projects, papers and processes using flowcharts. Your ideas are neatly organized for easy access, and the interface is simple, intuitive and customizable, allowing you to be both creative and loose without sacrificing organization and structure. Finished maps can be shared via email, app or via the cloud.
Price: free app, services vary Like TripIt, Concur (page 74) is designed to simplify business travel arrangements, and integrates with Tripit accounts as part of the process. You can book airfare, hotels and more through the app as well as manage your itinerary and check flight statuses. It also has a handy Receipts Store where you can snap your expense receipts, itemize hotel charges and submit (or approve) expense claims. Five plans are available.
iPad for business | FEATURE
Stratpad
Business Plan Premier
Price: free to $34.99 Whether you’re just starting out with an embryonic business idea or want to expand your existing business, Stratpad is the app for you. It provides tutorials, documentations and a step-bystep approach to generate a business plan you can print or email in a form loved by investors and bankers alike. Paid-for versions start from $9.99, but the more you pay, the more advanced features you get.
Price: $9.99 Like Stratpad, Business Plan Premier is a tool for creating a business plan. It takes you through all the various steps you’ll need to follow, from writing mission statements to developing SWOT analysis and formulating your balance sheet. Its USP is that it also gives you access to over 3,000 potential investors. A free Lite version lets you test-drive some of the app’s features before purchase.
MindMeister
TripIt
Price: free to $14.99 per user per month If you want to add collaboration to your mind-mapping process, then MindMeister’s cloud-based service will appeal. The iPad app is fully functional offline, syncing everything when you’re next connected, and a free Basic account gives you a flavor of the service with support for three mind maps, including full collaboration features. The Pro account costs $9.99/user/month.
Price: free, $49 for Pro version Turn your iPad into your personal concierge for organizing business trips for yourself and – with a TripIt Team subscription – your entire company. Simply forward confirmation emails to the app and they’ll be automatically turned into an itinerary you can access and customize from your iPad with maps, directions and other useful notes to make your trip as painless as possible.
Pocket Informant
Mocking Pad
Price: free, $14.99 for Premium version Staying on top of your planning means keeping to a schedule, and Pocket Informant keeps you in order by bringing your calendar, tasks, notes and calendar from multiple providers – including Google and Evernote – into a single, centralized, easyto-read app. Save time by speaking to create new events and tasks, and find out how far you are from your next scheduled event.
Price: $9.99 If you’re a web designer or app developer, Mocking Pad is a great tool for planning your next site or app using wireframes. It offers device-agnostic stencils including shapes, graphs and text. A bit of patience is required when laying out the elements, but cloud backup support through Dropbox and a nifty “Pass the Pad” feature for locking down wireframes before sharing make it work.
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Office apps Get your iPad armed with these useful business tools so that you can create, calculate and evaluate… 20 22 24 26 28 32 34 36 38 40 42 44 48 50
Go mobile with OfficeSuite Edit Office files in Quickoffice Work with PDFs and other files Word processing with Quip Master Pages for iPad Create a business newsletter Create a flyer in Pages Make beautiful business cards Create a job-winning résumé Using Numbers on the iPad Track your finances Using Keynote on the iPad Build a business presentation Better iPad presentations
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OFFICE APPS | OfficeSuite
Go mobile with OfficeSuite This free Office app is just the place to start for mobile workers SKILL LEVEL Anyone can do it
IT WILL TAKE 25 minutes
YOU’LL NEED iPad, OfficeSuite Free
It’s rather odd that the iPad didn’t feature what we’d consider a fully fledged Office suite when it launched, but Apple thought making iOS versions of its iWork apps would be sufficient. Whilst those apps are very good, and we cover them extensively in this section, if you’re coming to the iPad after being a Windows-using business person you’ll probably be crying out for something more similar to Word, Excel and PowerPoint. OfficeSuite Free is one of a few excellent apps which might just be the thing for you. It
You’ll probably be crying out for something more similar to Word, Excel and PowerPoint
has an instantly recognisable interface and uses the iPad’s on-screen keyboard, naturally, for input. Oddly, however, certain default iOS options, such as the highlighting and magnification tool, are of the OfficeSuite developers’ own making. Almost every major tool for word processing, spreadsheets, presentations and PDF generation are catered for by OfficeSuite however, ensuring you really can make new documents and edit exisiting ones just like you would have done on a more expensive laptop running costly software like Microsoft Office. OfficeSuite is compatible with Microsoft Office 97-2010 documents such as .doc, .docx, .xls, .xlsx, .csv, .ppt and .pptx. With the paid-for version of OfficeSuite you can go ad-free and add spellcheck.
HOW TO | ACCESS ALL YOUR CLOUD DOCS
1 Connect to the cloud
Fire up the OfficeSuite app and you’ll see that on the left you have Documents, which is where you create and store OfficeSuitegenerated files, but below it is cloud. Tap this and you’ll see a list of cloud services, such as iCloud, Dropbox and Google Drive. If you’re logged into iCloud this will already be connected, but other services need authorizing. 20 |
2 Navigate folders
Once you’ve connected an account (here we’re using Google), you’ll see your service appear under a new header, Remote Accounts. Tap this and you’ll be able to browse your cloud account just like you would through the web. In the case of Google Drive it reverts to a folder structure that’s like the Google Drive desktop rather than the web interface.
3 Open a doc
Each document will have an icon next to it denoting its file type, which you can tap to open it. So Word docs will now have the OfficeSuite documents icon (blue), and Excel sheets will be green. Folders are orange but if the file type is not recognized you’ll see a grey question mark icon. You’ll get an ‘Unsupported file format’ error if you try to open that file.
OfficeSuite | OFFICE APPS
HOW TO | DO BASIC WORD PROCESSING
1 Open a document
Just tap on an existing document to open it or choose Document from the Home screen of the app. Here we are using a Google Document. You’ll see the document in the usual Word-like format. Tap the screen to bring up the on-screen keyboard and begin typing. Tap the Save icon to save your work – it’s not autosave like Google Docs. Name your document and tap Done.
2 Font/Paragraph styles 3 Navigation & Tools
To change a document’s fonts and stylings, you can either use the gray toolbar that sits below the editing window, or the Font/Paragraph styles area on the top menu bar. There are a few differences, however. For example, line spacing is an option that’s only available in the Paragraph tab and not the gray toolbar. Fonts, sizes and colors are on both.
Tap the three lines on the right-hand side and you’ll see the page navigation sidebar pop out. This makes it much faster to browse large documents with multiple pages. Under the Tools menu (cog icon) you can print and share, search within a document, zoom and access the Spell Check (Professional version only). Scroll down further for Word Count.
HOW TO | MAKE A SIMPLE SPREADSHEET
1 Add columns and rows 2 Create simple formulae 3 Formatting options
From the Home screen in the app tap Spreadsheet. You’ll now see a blank grid like you do in Excel or Google Spreadsheets, made up of rows and columns. You’ll be on Sheet 1 by default, just enter some values in the cells. Other sheets can be accessed from the dark gray tabs at the bottom of the screen. The active sheet is actually part of the light grey editing toolbar.
As you know spreadsheets are all about formulae. With a cell highlighted (in green) type a known formula into the formula bar. Common formulae from Microsoft Excel are permissible, such as =SUM(A2:A27). Tap FX on the formula bar to get access to various formulae built in to the app. OfficeSuite offers a wide array of classes including Financial, Math and Database.
Just like the Document editor in OfficeSuite, this icon allows you to format your spreadsheet’s cell font, border or type. As you would expect, these can be applied to single cells or groups of cells. There are three tabs for your formatting options; Font, Cell and Number. On the Number tab you can change the cell type, such as Number, Currency and Date/Time. | 21
OFFICE APPS | Quickoffice
Edit Office files in Quickoffice View and edit Microsoft Office files with Quickoffice SKILL LEVEL Could be tricky
IT WILL TAKE 30 minutes
YOU’LL NEED iPad, iOS 7, Quickoffice, Google Drive on Mac OS X, Google Account
Quickoffice (Free) is an powerful iPad app from Google that enables you to view and edit Microsoft Office documents. It works in conjunction with Google Drive, Google’s popular cloud storage service: you can store Office files in your Google Drive, and then access and edit them on the iPad using Quickoffice. Google also has a Google Drive app on the App Store, which is used to view and edit documents in Google’s own Google Docs format. But Quickoffice is better if you need to save your files back to a Microsoft Office format, for example if you’ll want to work on them further on your computer. Quickoffice is a surprisingly versatile editor. As well as opening and editing documents you can track changes, add comments and even zip files up to share them. In short, Quickoffice is a great tool for anybody who works on an iPad.
With Quickoffice you can edit and share Microsoft Office documents, and keep track of changes.
HOW TO | USE QUICKOFFICE TO EDIT AND SHARE FILES
1 Sign in to Quickoffice 2 Set up Google Drive
Download the Quickoffice app from the App Store and sign in using your Google account name and password (you’ll need to sign up for a Google account if you haven’t done so already). You should also install the separate Google Drive app from the App Store and sign in with same account. Quickoffice will now be able to access files from your Google Drive, including any Office files you have stored in your Google Drive account. 22 |
You can just use Quickoffice on your iPad, but if you use a Mac or PC to work you should install Google Drive on your computer as well. This enables you to drag and drop files from the computer to Google Drive – and they will then appear, as if by magic, in Quickoffice on your iPad. Go to drive.google.com and follow the installation process with your Google Account and Password. Then copy any Microsoft Office documents to your Google Drive folder.
3 Looking at accounts
When you start up Quickoffice you’ll see a group of tutorials called ‘Get started with’. These are dummy documents stored locally in the app, not on your Google Drive. Tap on your Drive account in the sidebar at the left to view the files (and any folders) you have added to your account. You can open files stored in Drive, or create new folders and blank Office files using the New Folder and New Document buttons in the bottom right corner.
Quickoffice | OFFICE APPS HOW TO | USE QUICKOFFICE TO EDIT AND SHARE FILES CONTINUED
4 Viewing Office docs
Tap on a document in Quickoffice to open it. You can flick up and down the screen to read the document text, but one neat trick is to hold your finger down on the screen to activate Quick Scroll. This semicircular page viewer enables you to quickly move through pages in a document – handy if it’s particularly long. Simply slide your finger up and down the screen and let go on any page to quickly move to that part of a document.
5 Editing Office docs
Double-tap some text in the document to edit it. The iPad’s on-screen keyboard will pop open, and the usual cursor and viewing loupe options enable you to move around text with the normal controls. Bold, Italics and Underline buttons can be found in the top left, while at the top right of the screen is a Multi Edit Toolbox icon (it looks like an A with a cog on it). Tap this to change the font, color and size and access Paragraph style options.
7 Spelling & word counts 8 Save As
Turn on dynamic spelling by tapping on the Spelling icon in the top right. Now when you type into your document, any text errors will be automatically highlighted. There is no way to check the entire document for spelling errors, though. Tap the Search icon to the right of Spelling for Find & Replace and Word Count Options. You can highlight a word and tap Find & Replace to insert it automatically: type a replacement, then Replace or Replace All.
When you’ve finished with a document, tap on Close in the top left corner to save it. You have the option of Save As (to save a copy with a new name) or Save, and you can save the document back to your Google Drive or save it locally to the Quickoffice app. You can also save the document as a PDF by tapping on the Print icon (top right) and choosing Save As PDF. Pick a location in the Quickoffice folder and give the PDF a name, then tap Save to confirm.
6 Tracking changes
One neat feature of Quickoffice is its ability to track changes. Tap the Tracking button at the top-right and the Review Toolbar appears above the keyboard. Now tap Track Changes to turn tracking on. Any changes you make to the document will be marked with your name (as specified in Settings > General > About). You can also tap on Accept or Delete to manage changes made by other people, and add comments using the New Comment button.
9 Zip and share
One neat trick in Quickoffice is the ability to zip files before sharing them. (Zipping files makes them smaller, and thus easier to share via email.) Tap and hold on a file in Quickoffice and three large icons will appear at the bottom of the screen. Just drag the file to the middle icon to zip it up. The file will appear with the same name but with a .zip extension. Tap and hold this file and drag it to the Mail icon to share the zipped document with your contacts. | 23
OFFICE APPS | Goodreader
Work with PDFs and other files Read and annotate PDFs, open Zips and more with Goodreader SKILL LEVEL Taking things further
IT WILL TAKE 20 minutes
YOU’LL NEED iPad, Goodreader
The ability to open PDFs is built into your iPad, and you can handle big, multipage PDF files using apps such as iBooks (free from the App Store). However, installing Goodreader ($4.99) will enable you to do much more with PDFs, such as extract the text from them and add notes, highlights and even freehand annotations, which can be very handy for briefings or working collaboratively with others. In addition, Goodreader can open and edit a range of file formats including Microsoft Office files. Goodreader can even unzip archives, so you can see and open the files within, and it can also create archives, so you can compress files – or sets of files – for easy transfer when bandwidth or server space might be limited. In short, it’s invaluable for handling many types of file widely used in business and making it much easier to work on the move.
Open in Goodreader
You can unzip archives, share or upload PDFs you’ve annotated, and open many types of file in Goodreader.
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Once you’ve installed it, there are a number of ways to get your PDFs or other files into Goodreader. You can tap the app’s settings cogwheel (among the icons at the bottom right of its main My Documents screen), then tap General Settings and scroll down to Use iCloud. Switch this on and an iCloud folder will appear in the documents list on the lefthand side; you can then simply tap this to access documents you’ve stored in iCloud. If you use other online storage
Don’t just read PDFs, annotate them with your own notes and markups in Goodreader.
You can view PDFs, extract the text from them, and add notes, highlights and even freehand annotations services such as Dropbox, SugarSync, Google Drive or SkyDrive, you can link to your account: in Goodreader tap the Connect icon (top right), then tap Add and follow the instructions; in future, you’ll be able to tap Connect, then the account name in the list, and finally the file you want. You can connect to FTP, SMB, WebDAV and Mail servers in a similar way – and, naturally, you can save files from Goodreader back to any linked server or storage account, too. Even more simply, if someone sends you a PDF as an email attachment for example, you can tap and hold on the attachment (or tap the Share button in the app you’re viewing the file with) and select Open In > Open In Goodreader. Goodreader offers so many features, its interface can be a little daunting at first. The main My Documents screen lists all the files and folders in the app: tap one to open it (or if it’s a Zip archive, to unzip it); tap and hold on an item or
first tap the Manage Files icon (top right) and then tap a file to access the various file management options available for it. When you open a file, you’ll see a toolbar of options along the bottom, which vary according to the type of file. If it’s a PDF, you can dim the screen for night-time reading, jump back to the previous page and rotate the view, among other viewing options. You can navigate through multi-page PDFs by swiping between pages or dragging the navigation bar at the bottom. Even more usefully, you can extract the text from the current page, search for text, add bookmarks and create your own notes, highlights and annotations.
Adding annotations The annotations toolbar at the right offers a range of handy options. You can highlight, strike through or underline text; add a pop-up note or type onto the page; create lines, arrows, rectangles and ellipses, or draw freehand shapes. You can edit your notes and markups later, flatten them onto the PDF so that others can’t edit them, or even save and share them separately. Goodreader has a few limitations – it can’t, for example, handle 3D elements in PDFs – but for working with PDFs and other business files, it’s a must-have.
Goodreader | OFFICE APPS
HOW TO | ANNOTATE A PDF IN GOODREADER
1 Add notes, lines etc.
Open a PDF in Goodreader, and tap the pin icon at the top of the annotation toolbar on the right; otherwise, like all the tools, it will vanish after a few seconds to give you an uncluttered view. (To show all the controls again, tap with three fingers.) Tap a tool, then tap where you want to add a note (pop-up or overlay), line, arrow, rectangle, ellipse, etc.
2 Highlights and markup 3 Edit and modify
To highlight or underline text (with either a line or a squiggle), tap the tool you want and then drag a finger over the text. Tap the drawing tool icon (the flipped S shape) to draw freehand shapes with your finger; use the eraser tool to remove any unwanted marks. Whichever tool is selected, you can zoom in and scroll around by pinching and dragging using two fingers.
To view a pop-up note, tap it. To modify it, tap and hold for a menu of options; tap, hold and drag to move items. With text, you can drag the handles to select more or less text, then pick a highlight or other option. Tap the book icon in the middle of the bottom toolbar (see the grab opposite) to view a summary of notes and markups; you can email or print this separately.
HOW TO | OPEN OR CREATE A ZIP ARCHIVE
1 Open in Goodreader
Ordinarily, iOS apps can’t show you the contents of Zip archives. (We’re using the Dropbox app here just as an example.) Tap the Zip file to select it, then tap the app’s Share icon, select Open In, then Open In Goodreader. When the file has been copied to it, Goodreader will open and offer to unzip the archive for you. Tap Unzip to give it permission to go ahead.
2 View files
Just as on your Mac or PC, the contents of the Zip archive will be extracted to a new folder with the same name as the Zip file. Tap this in Goodreader’s My Documents list to see the contents, then tap on these in turn to view them. Goodreader can display a wide range of files, including very large TXT files, high-res images and password-protected PDFs.
3 Create and share a Zip
Want to create a Zip archive? Tap top left to return to the folder containing the files you want to include, tap Manage Files, then tap the files you want. Now simply tap the Zip button in the right-hand pane. Goodreader will create a new Archive.zip file. Tap this, optionally tap Rename to give it a more helpful name, then tap Email or Upload to share it. | 25
OFFICE APPS | Word processing
Word processing with Quip Quip is a free alternative to MS Office with some powerful features SKILL LEVEL Could be tricky
IT WILL TAKE 25 minutes
YOU’LL NEED iPad, iOS 7, Quip
Sometimes there are things in life that do come for free, such as this brilliant word processing package from ex-Facebook guru Bret Taylor. Quip is a document editing app that enables you to create the same sort of word documents you’re used to with an application such as Microsoft Office. It’s in no way as fully featured, as you might expect, but you can still easily create a basic document – and Quip adds another feature that anyone in
the Microsoft Office circle will recognize: you can also collaborate on documents with people you know. They can view anything you share with them, as well as edit them and chat with you in real time. Even if the people you wish to share with don’t have an iPad, it doesn’t matter – Quip works with a variety of platforms, including a simple web browser. Should you wish to use Quip for professional use (up to 250 users), you’ll need to pay for the privilege: it costs $12 per person per month.
Create the same sort of documents you’re used to with an app such as Microsoft Office
VISUAL GUIDE | THE QUIP INTERFACE Keep your documents organized with Quip
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Get in touch You can send messages to the people in your contacts list by tapping the speech bubble icon with the + inside. Conversations will appear on the desktop. You can also add contacts to your list by tapping the people icon and selecting them to import them from your email contacts.
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Import docs You’re not just confined to the documents within Quip - you can also import your own documents from other apps on your iPad, such as Dropbox or Mail, if the fancy takes you. To do this, tap the cog icon near the top, hit Import Documents and select the service you want to use.
View all In the left-hand menu you’ll see a handy list of all the documents currently on your desktop, whether they are contained within a folder or not. Just tap on a document to open it. You can use the tabs at the top to refine your view to Unread or Private docs. 26 |
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New folder
The desktop
New docs
Rather than have your desktop bursting at the seams with documents, Quip allows you to neatly file each one away into a folder. To create a folder, tap the folder icon with the + symbol within. Choose a name, select the color you’d like to use and tap Create.
The blue area of the main menu in Quip is the desktop, and consists of files and folders you’ve saved to it. Tap on something to open it, or alternatively hold down on it to edit its properties. You can delete a file this way, or change the name and color of a folder.
When you want to create a new document in Quip and start editing it on your iPad right away, just tap the + button in the lower right corner. The screen will change to a new document, but you can quickly swipe right from the left side of the screen to get back.
Word processing | OFFICE APPS
HOW TO | CREATE AND EDIT NEW DOCUMENTS
1 Style it up
To start editing a document, tap the + button in the bottom right corner. Tap anywhere on the screen to start typing text. You can change the style of text by tapping the text icon in the bottom right corner. Change font size by selecting H, choosing an option and tapping the tick button. The third icon lets you add a bullet or checklist.
2 Add extras
Quip allows you to insert extra features using the Insert… button in the bottom left corner. You can choose to add images from your iPad, insert live URLs, and even mention contacts or previously-saved documents. There’s also the option to add a table – once it’s on the page, just tap and hold on it to insert text, or add or remove columns and rows.
3 Fix mistakes
One of the most commonly used features of a word processor is the undo button for those times when you make a mistake – and, of course, we all do! Thankfully, Quip comes with this ability too; just tap on the left-facing arrow in the top right corner of the screen to undo. The opposite arrow performs a redo if you need to reinstate the change you made.
HOW TO | COLLABORATE ON DOCUMENTS
1 Start sharing
When you want to start collaborating on documents with other people, simply open a document and then tap the sharing button in the bottom right-hand corner (the icon that looks like two people). You can add people from your contacts list by searching for them in the Add People box – hit Done and they will be added to your list of sharers.
2 Instant messaging
Once contacts have been added to Quip, a messaging pane appears on the left side of the screen (provided you’ve got your iPad in landscape mode). You’ll be able to instant message anyone you’ve shared the document with. Once they’ve signed in at their end (simply by entering an email address and password) they can reply here too.
3 Shared editing
As well as being able to view the document and send messages, sharers will be able to make changes to the document. When they’ve made a change, it will be displayed in the messaging pane as a thumbnail clipping. Words that have been removed will be highlighted in red and crossed out, while words that have been added will be highlighted green. | 27
OFFICE APPS | Pages
Master Pages for iPad Powerful publishing on the move is now even easier with Pages SKILL LEVEL Could be tricky
IT WILL TAKE 20 minutes
YOU’LL NEED iPad, iOS 7, Pages
All the iWork apps got a makeover with the release of iOS 7, and for owners of devices bought after 1 September 2013, all three are now free. Using Pages on an iPad is a much more pleasant experience than on an iPhone because of the screen size, and creating documents on your iPad is very straightforward, largely thanks to the templates available and the effective use of touch controls. Start by choosing one of the 63 available templates, and then customize it until it fits the bill precisely. Don’t like the headline typeface? Change it. Size and color? You can change those, too. Images
can be replaced with photos from your Photos app, and there are dozens of shapes to choose from to add to documents. We particularly like the image masking feature, which lets you choose which part of an image to display and mask out the rest. The range of style options for objects is huge, and formatting is excellent, too. When you’re done creating, you can print your work if you have access to an AirPrint printer, save it to your iCloud, send it to iTunes or share it over email. Pages on iPad is easier and more fun to use than the small-screen version, but if you also have an iPhone you’ll still find it a great app to do quick edits.
HOW TO | MAKE PAGES WITHIN PAGES
TOOL SCHOOL Pages on iPad benefits from iWork for iCloud, so you can create and edit documents on various devices and sync them in seconds. When you launch Pages for the first time, you’re prompted to use your iCloud account.
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1 Getting a new page
Sometimes, Pages’ pretty, stripped-back interface can be somewhat irritating. And here’s a case in point: you could spend ages trying to work out how to get the application to create a fresh new page for a multi-page word processing document, when in fact the command is hidden behind a menu. With the keyboard showing, simply tap the + button and you will get all the options you need for line breaks, column breaks and the allimportant page breaks.
2 Adjust page margins
To adjust the size of your document, you can manipulate the page margins simply using the ruler. To show the ruler, just tap the wrench icon at the top, followed by Settings > Ruler. To align your text, set the tab stops along the ruler to align text on the left, right, center or decimal point. Tap to place the insertion point and then drag the icon for the tab stop until it’s in the correct position. You can insert as many tab stops as you want, and then hide the ruler by tapping Done.
Pages | OFFICE APPS
HOW TO | EDIT TEXT LIKE A PRO
1 Selecting text
It’s not obvious how you select text in Pages. You can double-tap to select a word, or triple-tap to select an entire paragraph at once. If you want to select all the text, you can either tap and hold, then choose Select All from the menu that pops up, or use ç+A on a paired Bluetooth keyboard. If you want to adjust the selection, tap to grab the blue handles and drag forwards or backwards with your finger.
2 Using the spellcheck
Suspected misspellings are shown with a dotted red underline. To correct them, double-tap on the typo and then tap Replace and pick the correct word from the suggestions. If there’s only one available suggestion, you’re shown this as soon as you tap on a word, and you can tap to accept it. This menu also tells you if the spellchecker is totally stumped and has no replacement word available.
3 Undoing text errors
Sometimes you move an image accidentally or make a mistake while you’re typing. This can be easily fixed in the iPhone version of Pages by simply shaking your phone and then selecting either Undo or Redo, as appropriate. If this doesn’t work, make sure you’ve tapped Done or finished your current task and then try shaking your phone again. This doesn’t work for the iPad version.
HOW TO | MAKE DOCUMENTS MORE INTERESTING
1 Anchoring images
Images and shapes can be anchored so they move with the text – this is usually referred to as an inline image – or float above the text, with the option of wrapping text around the graphic. Insert your image, and then tap the Paintbrush icon. Tap Arrange > Wrap, and configure your anchor and wrap options from there (a little diagram helps describe the effect).
2 Cropping pictures
If the picture you want to use is the wrong shape for your layout, you can use the Edit Mask command under the Image tab in the Paintbrush menu. This lets you crop images, as well as zooming and panning the picture inside the mask. It’s a bit like moving a huge poster around outside a window, except you can alter the size of the window, and the size of the poster, too.
3 Skim long documents
Even with flick gestures, it could take you a long time to scroll through a big document. Happily, Apple has you covered: tap and hold for a split second at the right of the screen, and up pops the navigator. Slide your finger slowly up and down the screen, and you see the pages stream past in the magnifying glass under your fingertip – the pages in the document are displayed as thumbnails. | 29
OFFICE APPS | Pages
HOW TO | GO EVEN FURTHER WITH PAGES
1 Undo/Redo
2 Adjust margins
While in your document, tap the wrench icon and choose Document Setup. The view changes to vertical and displays the margins. Adjust these by tapping and dragging the arrows. Alter the paper size by tapping Change Paper Size at the bottom of the screen.
To turn an image into a watermark, add the image you want to use, then resize it to fit the area, tap the Paintbrush icon and choose Style Options (Style tab) > Effects. Now drag the opacity slider down. Options for Shadow/Reflection are above the slider.
4 Create tab stops
5 Headers and footers
6 Page numbers
If you’ve spent ages typing out a long document only to delete a section by mistake, or if you’ve simply mistyped something, you want to be able to undo. You get an Undo button in the top left. On an iPhone you can simply shake to bring up the Undo option.
Bring up the ruler by tapping on some text, select the text you want to adjust, and then tap along the ruler to insert tab stops. Doubletap the icon to change tab type: a diamond indicates center-aligned, a triangle pointing left is right-aligned, while a circle is decimal-aligned.
Open your chosen document, tap the wrench icon and then choose Document Setup. At the top and bottom of the page you can type in the little boxes. Type your text and you’re done. This adds it to the Section Master so the header/footer appears on every page.
3 Image watermarks
To add page numbers, follow the same route as for headers and footers, but when you tap on either the header or footer bar, select the Page Numbers tab that pops up at the same time as the on-screen keyboard. Select the numbers from the menu and then tap Done.
QUICK TIP
7 Tidy up
You can group documents into folders and arrange by date or by filename. In the documents view, tap Edit and then tap to select the documents you want in a folder. Tap and hold one until they all merge, then drag them over another document you want. 30 |
8 Find text
Tap the wrench icon, select Find and a Search bar appears on the page. Enter the text you want to search for and it’s highlighted. Tap the Settings icon (the cog) on the left and you can also do a find/replace of words in the text of your Pages document.
You don’t have to use iTunes to get documents into Pages on your iPad. You can send Pages or Word documents as an attachment to an email. On receipt, tap and hold the file’s image in the email and select Open in Pages from the options.
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OFFICE APPS | Making newsletters
Create a business newsletter Use Pages to design your own work newsletter from scratch SKILL LEVEL Taking it further
IT WILL TAKE 1 hour
YOU’LL NEED iPad, iOS 7, Pages
Pages is a very competent word processor, but it also has all the tools you need for designing quite complex – and attractive – documents. Although Pages includes a large number of templates to help you get started, they can sometimes be tricky to adapt to your own purposes, which is why it often proves better to start from a blank canvas. In this tutorial we’ll show you how to design your own newsletter from scratch using Pages’ layout tools. You’ll discover how to create a striking masthead for your publication, then add multiple stories that contain headlines and captioned images to break up the text and make things easier to read. As for design, remember that ‘less is more’. Use the preset text Styles for consistency. The only catch is, you can’t customize these, so instead, once you’ve styled up a block of text, select it, then tap Style… > Copy Style in the pop-up menu. Now repeat the procedure and use Paste Style to apply all the styling to any other text.
HOW TO | SET UP YOUR OWN NEWSLETTER
1 Create document
Create a new blank document. Tap the wrench icon and select Document Setup. Tap to edit the header, then tap inside the right-hand column and type the month of publication. With the text selected, tap the Format Painter icon (the paintbrush) to change its font and style – choose the same font as your body copy, keep it small and then italicize it. Now tap to edit the footer, inserting the page number. Match its style to the header. Tap Done to finish. 32 |
2 Add masthead
Tap Settings > Settings and enable all the guides and rulers. Now tap + and select the T tab. Select the first text option to create your masthead’s text box. Drag the box to the top so it sits directly beneath the header. Expand it to the entire width of the page. Now double-tap the box and type in your newsletter’s name – if it’s a long title, place one or more words on a separate line. Now type any secondary messaging on a single separate line below this.
3 Style up masthead
Next, select all of the newsletter title text and tap the Format Painter (the paintbrush). First choose a font – one appropriate to your subject matter. Make it bold using the ‘i’ button next to the font name. Now increase the text size so it stands out – if your title is on two lines, select each line separately to resize it independently of the other. Align the text centrally. Now repeat for your sub-head, using a different style of the same font (such as italics) and making it smaller.
Making newsletters | OFFICE APPS HOW TO | SET UP YOUR OWN NEWSLETTER CONTINUED
4 Lock masthead
5 Set up lead headline
6 Add body text
Tap on the masthead’s text box to select it. Open the Format Painter again, tap Style Options and experiment with fill, border and other text effects. Once the masthead is done, protect it by switching to the Arrange tab in Format Painter and tapping Wrap. Flick Move with Text to off, then tap back and tap the Lock button that appears. This prevents you from accidentally making unwanted changes (until you tap the box and select Unlock).
Creating the headline (and sub-head) for your first story is a similar process, but this time don’t use any fill or border effects, and remember to use the same font you plan to use for your body copy. Make sure it’s easy to read and apply a heavier style that will help it stand out from the rest of the page. Limit its length to one or two lines. If possible, apply a lighter style (say medium) to the sub-head, and make it around half the size of the headline.
Add another text box below the headline that fills the rest of the page – make sure it sits above the page number at the bottom. Tap the box to select it, then open the Format Painter. Switch to the Arrange tab and increase the number of columns to 2. You can now type or paste your story text into this box, then style it following the advice in previous steps. To break up the text, add crossheads in a heavier variant of the same font at around 14pt in size.
7 Insert images
8 Add boxout
9 Add more pages
Tap + and select the photos option to insert images from your iPad’s photo albums or Photo Stream. Resize these and place them where you like, with the body copy or headlines flowing around them. Position images in one of the four corners of your body text so they don’t interfere with the flow of text. Also consider adding a small caption below them in the form of a small text box. Style your captions with a smaller light or italic variant of your body text.
If you want to include a boxout on your opening page – perhaps a table of contents or list of credits – then start by creating another text box the width of one column and place it at the end of your main story. Type and style up its content, including header and any body copy using the same font as for your body. Now give the box a fill color and – if applicable – the same border style as your masthead. If the box is a dark color, try making the text white.
Tap and hold at the end of the page to bring up the keyboard. Tap + and choose Page Break to add another page to the document. Add new stories as before, keeping the body text, crosshead and caption fonts consistent in all of them, but experiment with different-sized headlines and sub-heads to give certain stories more weight than others. Insert lines between multiple stories on the same page, and try some three-columned stories for variety too. | 33
OFFICE APPS | Posters in Pages
Create a flyer in Pages Discover how to make posters, flyers and notices on your iPad SKILL LEVEL Taking things further
IT WILL TAKE 50 minutes
YOU’LL NEED iPad, iOS 7, Pages, photos
Pages is not only a fantastic word processor, it’s ideal for picture-led documents like posters and flyers. Although it’s not pre-installed on your iPad, Pages is available as a free download from the App Store if you activated your iPad on or after 1 September 2013. Pages comes with a wide range of templates that can be used to create everything from party invitations and birthday cards to posters, flyers and brochures. Polished documents can be put together quickly, using photos from
your Camera Roll or albums you’ve compiled on your iPad, and then easily shared with colleagues or clients, and somehow Pages magically makes everything you create look stunning. It’s really easy to create something that looks pretty professional. Your flyer can then be emailed and shared online, or you can print to an AirPrint-compatible printer. In this tutorial we’ll show you how to put together a real estate flyer, but no matter what subject you’re dealing with, you’ll find a template to get you started.
It’s really easy to create something that looks pretty professional
VISUAL GUIDE | USING TEMPLATES Produce a poster or flyer for your business in Pages Changing the image
Sharing your poster
Each template comes with placeholder images that you can replace. Tap the + icon next to a placeholder image to bring up the Photo Viewer. You can use images from your Camera Roll, or pictures synced with your iPad using iTunes or Photo Stream. You can also replace images by tapping the Format icon and selecting Replace.
You need to share your poster for it to be useful. You can share a poster you’ve made by Mail, Facebook or Twitter by tapping this Share button, or you can print it out using an AirPrint printer.
Adding text There are 66 different templates available in a range of categories. Each template comes with sections that you can use to add your own text. These are pre-loaded with dummy text that you can replace (or delete).
Formatting options You can format text and images using the Format icon (it looks like a paintbrush). The options will change depending on what you tap in the document. If you have an image highlighted you’ll see tabs for Style, Image and Arrange; if it’s text you’ll see Style, List and Layout tabs.
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Style options You can add borders and effects to images using the Style menu. The Styles tab displays various borders and effects (like Drop Shadow and Reflection) for images, or font styles for text. On posters and flyers, images often stand out best if you add the Photo border effect (bottom right corner).
Getting help You can get on-screen help by tapping the questionmark icon. Yellow help bubbles will appear on the screen describing the function of key controls. Just tap the Help button again when you want to remove the distracting on-screen help guide.
Posters in Pages | OFFICE APPS HOW TO | CREATE A FLYER IN PAGES
1 Choose a template
2 Change the images
The first thing you should do is update the images. When you first open a template the placeholder images have a small white + next to them. Tap this and the Photo Browser will open. Choose an image from your Camera Roll or albums to replace the photo in the document. If you want to swap this to another image at any time, highlight the photo in the document and tap the Format icon (the paintbrush). Now tap Image > Replace to choose the new photo.
Double-tap the main text headline to highlight it and bring up the keyboard. Type the text you want to go in. You might find it doesn’t fit into the space properly, so you’ll need to edit it. Above the regular keyboard sits a range of options that give quick access to fonts, text size, bold, italics and underline. Tap the name of the font to choose something different. You can choose a type weight (Condensed, Regular, Bold and so on) using the Info (i) button.
4 Style options
5 Sharing your flyer
6 Email your flyer
Install the Pages app from the App Store. Once you’ve got it, open Pages and tap Create Document. Now tap Show Categories (top right) and choose Flyers & Posters. This gives you a wide selection of templates on which to base your flyer or poster; tap Show All to reveal other categories again. We’re going with the For Rent flyer, but they are all worth investigating. Tap the template and a new document will appear containing dummy text and images.
You can tap the Format icon to access Style options (font size, font and typeface, bold, italics and so on). This offers a fuller set of options than the options above the keyboard. Each template has a range of Paragraph Styles which use preset fonts and colors. Sticking to these will ensure that your flyer looks good. The Format window changes depending on whether you’re editing words or an image. Tap Undo if you change your mind about an edit.
When you’ve finished your flyer, it’s time to share it. If you have an AirPrint printer on the same network as your iPad, you can print out a copy by tapping the Tools icon (shaped like a wrench) and then Print. You can share a digital copy by tapping the Share icon followed by Share Link via iCloud, then choosing either Mail, Twitter or Facebook. This will host an image of the document on your iCloud account and you can send people a link to it.
3 Update the text
Alternatively, you can send your flyer to specific recipients via email. To do this, tap the Share icon, then Send a Copy. Now choose Mail > PDF (which is a file format that most people can open). You’ll now see a New Mail window with an image of your flyer. You can now enter your recipients’ addresses in the ‘To’ field. If you want to keep the list anonymous, enter your own address in the To field and add people to the ‘Bcc’ field. Click Send and it’ll be on its way! | 35
OFFICE APPS | Makr
Make beautiful business cards Design and print professional-looking business cards in minutes SKILL LEVEL Anyone can do it
IT WILL TAKE 20 minutes
YOU’LL NEED iPad, Makr
Whether you’re just about to get married or you’ve come up with a great new business idea, you’re going to need some assistance with marketing. You could pay a princely sum for a professional to step in and take the reins. Or, you could don a creative cap and try your hand at it. Makr (free) sorts the graphic design so that you can get on with simply putting the right words in place. Want a smart label for your thirst-quenching new beer? What to make the perfect wedding invite?
You can do that, and much more. Makr comes with full templates devoted to announcing an occasion, such as a wedding or party; alternatively, you can use it to equip your business with essential marketing tools, like product labels, business cards and more. It’s a great way to bring your product to potential buyers. To sign up for a Makr account, hit the M in the top left corner to access the main menu and use your Facebook account or email address to sign in. Enter your details, hit Sign Up and that’s it.
Announce an occasion or equip your business with essential marketing tools like labels and business cards
VISUAL GUIDE | GET MAKING WITH MAKR Explore the wealth of design options that Makr can offer Settings menu The M in the top left corner of the Makr screen allows you to access the settings menu, with options to view your order history, turn off the helpful suggestions and even – handily – adjust the print alignment of your PDFs to accommodate for printing misalignment.
Top menu At the top of the screen is the main navigation menu. The Home button takes you back to the main screen, while the folder icon reveals your saved work and the speech bubble M takes you to Makr’s blog. When you want to purchase your designs, click on the shopping cart icon.
Nitty gritty While browsing Makr’s brilliant interface is a joy, you might just want to create something quickly without any of the fuss. By tapping the + button in the top right corner, you’ll be taken to a Create a New Project menu. Here you can refine what you’re looking for by format or size.
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Get inspired
Main menu
More ideas
When you open Makr, the first thing that you’ll probably see is the big image that makes up the majority of the screen. This is your inspiration – from making your business branding to having the perfect wedding day – just swipe through these ideas and tap them when you want to find out more.
Above the main image is the main menu in Makr, consisting of different idea areas, including Business, Home and more. Tap on one of these to go to an area and see what templates are available. Each template has a range of formats, such as labels or a dinner menu. You can use them all, or pick and choose the ones you want.
Beneath the main image you’ll see a feed of all the new updates on the Makr blog, with new design ideas for you to use, examples of products that use the designs and even handy advice when it comes to creating things.
Makr | OFFICE APPS HOW TO | MAKE YOUR OWN BUSINESS CARD
1 Choose a theme
First of all, you’ll need to head to the appropriate section of Makr – in this case it’s the Business one, so tap on the Business heading in the top menu. On the screen that follows, you’ll see a range of themes that are available to choose from. Scroll down and select the one that you think suits the feel of your company best. Each theme contains 10 formats with individual content, but they should all have a business card option contained within.
2 Select an option
When you’ve selected a theme, you’ll be taken to a visual overview of what’s contained within that theme, and it will also have the text counterparts to the right. We’re after the Business Card option, so tap on this to open it and you’ll see a larger preview image of how the card will appear in the flesh. Tap the ‘i’ next to the image and it’ll give you some information, such as printing options and dimensions. You can also switch between the front and back.
3 Start editing
Happy with your selection? Then it’s time to start personalizing your business card to suit your company profile. Tap the image preview and you’ll be taken to the editing area. Take note of the Save option (top left) – you don’t want to lose your work so use this wisely. The default name for your business card is, unsurprisingly, ‘Business Card’, but you can change this if you like. Just tap the name and enter the name you prefer.
How to print?
4 More options
Each design consists of individual elements, which you can select and edit separately. For example, you can select the zigzag border on this design and swap it for another pattern, color or texture, and you can adjust its opacity using the slider. When you adjust an element, there are plenty of options – just swipe left or right to see more. When you change the color, you can also use the Picker tool which allows you to create a custom color.
5 Changing elements
If you don’t like an existing element, select it and tap Trash in the lower right corner. If you’d like to move an element in front of or behind another, hit Layer Down or Layer Up. You can also drag and reposition elements as you wish by holding them and moving to a new location. To edit the text on your card, double tap the text box and new editing options will appear. Here you can change the size, color and position of the text, and much more.
Once you’ve made some amazinglooking designs in Makr and saved them for later, you might be wondering how you get to the next stage, that is – printing them off as real things. There are two ways to go about turning your digital creations into reality: you can either get all your designs professionally printed by Makr – this is only available in the US – or you can go down the DIY route… All you need to do is download a high-res PDF from Makr and then do the printing legwork yourself, which costs just $3.99 a time. To access the printing options, hit the Make button when you’ve created a new design. Hopefully, the in-house printing options from Makr will come to the other areas outside the USA later on.
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OFFICE APPS | Shine
Create a job-winning résumé Get an edge in job-hunting and create an amazing résumé with Shine SKILL LEVEL Anyone can do it
IT WILL TAKE 30 minutes
YOU’LL NEED iPad, iOS 7, Shine
The résumé is one of the key tools that job seekers need to land that vital first job – or to embark on the next step in their career. A candidate’s résumé should tell the potential employer all about who they’re interviewing. It should contain all the usual key skills, interests, hobbies and achievements, but also the candidate’s dreams and aspirations, plus all basic information such as name, address and telephone number.
The difference between an average résumé and a truly great one can be the difference between landing the job of your dreams, and working in the same place forever – or even not having a job at all – so it’s well worth the effort. Shine ($4.99) is a fantastic app designed to help people create eye-catching résumés. Enter all your personal information into preset fields, and Shine turns it all into a powerful infographic that displays all the details in a clear and highly visual style.
Shine is a great app designed to help people create eye-catching résumés
VISUAL GUIDE | THE SHINE INTERFACE Shine takes the grind out of building a dazzling résumé – here’s how it works The résumé itself
Download a copy
This is how your final résumé could look based upon the information you insert into Shine: flick left and right to view additional résumé styles.
You can download a copy of your résumé in either PDF or JPEG (image) format.
Social media sharing You can share a résumé from Shine to Facebook and Twitter. Tap the Share button and choose the appropriate service.
Edit your details Tap this Edit button to change all your personal details. The tutorial opposite will guide you through the process of editing information for Shine.
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Print it out If you have an AirPrintcompatible printer you can print out a copy of your résumé using this button.
Additional layouts You get a range of résumé styles with your purchase of Shine, and three other styles – Mizar, Vega and Atik – can be bought as In App Purchases.
Shine | OFFICE APPS HOW TO | CREATE A STUNNING RÉSUMÉ IN MINUTES
1 Enter basic info
2 About Me
3 History and Milestones
When you first open the Shine app you’ll see a résumé, but it doesn’t contain any information. Instead, the fields are full of dummy text that you need to replace. Tap the Edit icon (the pen-shaped icon at the bottom left). This takes you to the Edit window. Make sure Basic Information (on the right) is selected, and enter your details into the First Name and Last Name text fields. Now tap Job Title in the column on the left and fill in the job title field.
When you’ve filled in all your info, tap About Me in the right-hand column. This window presents you with a single box to fill in, but it’s probably the most important one, so take your time over it. It’s wise to keep About Me short (Shine recommends staying within the text field box), and don’t use any returns. It’s also a good idea to read the text in this box out loud, just to hear what it sounds like coming from you, as you’ll be asked about it in interviews.
The next set of fields is History and Milestones, which is a combination of work and education experience. You should start with your most recent job at the top, and enter your current position (if you have one). It also asks for three key achievements, so consider these and then and fill them in. Then tap Career/Education 2 in the sidebar and continue working backward through your work and education history.
4 Fast Facts
5 Personal Attributes
6 Preview and email
Tap the Fast Facts tab to get to this interesting set of fields. You should fill out four fast facts about you as a person; these can be anything you want, although it’s probably best to tailor them to the job. Now tap Skills, and rate yourself in areas such as Management, Presentation, and Punctuality. Be honest, but not overly critical. A final box lets you enter answers to a few lighthearted questions – feel free to skip these if you prefer.
Finally, you need to enter your Personal Attributes. These are basically keywords that describe you, such as Empathy, Routine, and Punctuality. You also get to enter Likes and Dislikes, as well as quotes from other people about you – useful for adding that business relationship aspect to a résumé. As with Fast Facts, this is another great area for getting your personality across, so make sure you spend a bit of time on this element.
As you enter information in the app, the lights should turn green, and in the top right you should see a percentage circle stating how much information has been filled in. The more information you enter, the better the result. Tap the Preview button (top left) to see how the final résumé will look. Finally, tap Download and Email PDF to get a copy of the résumé by simply emailing a copy to yourself. Now you have all you need to send your new résumé off! | 39
OFFICE APPS | Numbers
Using Numbers on the iPad Spruce up your spreadsheets just using your tablet SKILL LEVEL Taking things further
IT WILL TAKE 15 minutes
YOU’LL NEED iPad, iOS 7, Numbers
If the thought of creating and working with a spreadsheet on an iPad – with just touch-screen controls – fills you with terror, don’t worry: Numbers has been built from the ground up to be easy to use on both a Mac and iOS devices, such as your iPad and even iPhone. Initially, Numbers didn’t work in landscape mode on these devices. Fortunately, with the iOS 7 update, it does now, which is a relief – after all, how many spreadsheets have you created or used that were taller than they were wide? As in the desktop version of Numbers, documents are split into sheets and tables. Each sheet has its own tab and can host multiple independent tables. Moving from one sheet to another is simply a matter of swiping a finger along the tabs. Hit the + at the end and you can add a new sheet.
Pick from horizontal or vertical bar charts, line graphs, pie charts and scatter graphs in different colors The same button also offers you the option of adding a new form. The form can be linked to any table in the spreadsheet and makes it very easy to enter data. Instead of having to type values into cells on the spreadsheet, you punch them into the bigger boxes on the form, as if you were adding to a database. It’s a brilliant idea and makes the process of updating tables on a small screen about as easy as it’s ever going to be.
Support for charts is excellent, too. Pick from horizontal or vertical bar charts, line graphs, pie charts and scatter graphs in six different color schemes. Once you’ve chosen a graph type, populating it requires nothing more than selecting the cells that contain the data you want to use by dragging your finger over them – and, of course, you can edit titles, labels and legends for charts, for both their content and their style. To enter data in a cell, tap on it three times and it zooms into view. The context-aware keyboard slots into place beneath it, with a formula bar above. You can format a cell entry by tapping on the relevant icon: T for text, 42 for numerical, = for formula, or the clock symbol for time or date. Tasks such as specifying the date format and specifying that a numerical entry is a percentage or currency are, a bit confusingly, done from a different menu (Format tab). All in all, though, Apple has done an incredible job of turning something that should be completely unusable into a tool that works well on an iPad. The form view makes it
ridiculously easy to enter data when you’re on the move.
FAR LEFT Simply pick one of the 31 templates to suit the type of data you’ll be entering.
LEFT You can label the axes of a chart using these options, which includes the ability to choose a label angle.
RIGHT The use of forms in Numbers makes entering a large amount of information as easy as it gets. 40 |
Numbers in iOS 7 sports a clean new look. Oddly, the manual that came with the previous version has been removed, but if you had it before it will remain.
Numbers | OFFICE APPS HOW TO | GET THE MOST FROM NUMBERS
1 Using the templates
Before you go hunting around the App Store for apps that do math-y kinds of things, be sure to have a poke around the templates in Numbers. There are presets here that cover lots of normal tasks such as budgeting and mortgage calculation, and are ready to be customized to your own needs. In fact, Numbers is good for a whole load of other things as well, as you can see from some of the template ideas Apple has supplied. Take a look and you’ll see templates here to organize sports teams, check attendance within a class or group, and even plan holidays.
2 Entering formulae
SAVED! There’s no need to manually save your work in Numbers, because the app automatically saves your work every 30 seconds by default.
To enter a formula, double-tap on the cell into which you want to enter it, then, in the pop-up formula bar that appears with the on-screen keyboard, tap the = symbol. Now pick the functions you wish to enter, tapping on the cells that you want to reference. Happily, Numbers categorizes its huge number of available functions, so it should be simple to find the ones you need. If you’re unsure about what a particular function does, you can tap the up arrow next to its name for an explanation and even see an example of its usage. You may get some basic options for the columns too.
more rows 3 Adding and columns It’s not immediately obvious how you add more rows and columns to a table in Numbers, but it’s actually really easy. To add a single row/column, tap the little icon that looks a bit like a round button at the bottom left (for rows) or top right (for columns). To add more than one, drag the relevant icon down (for rows) or right (for columns).
4 Creating forms
To make handy data-entry forms, start by creating the table that will receive the data. Take care to first select the empty columns and apply formats such as star ratings,
You can customize your tables with a logo or appropriate image, or just brighten up your data with some attractive pictures. Drag points to scale the image.
You can set a password to keep your most important spreadsheet data private.
tickboxes or dates so the appropriate data will be entered, then tap the + tab at the top of the screen. Now choose which of the tables you want to make into a form, and you’re done. Any data that’s entered into the form will be flowed automatically back into the spreadsheet.
5 Selecting the entire table
Normally, tapping on a table enables you to select the individual cell you tapped on. If you want to select the entire table – to apply formatting to the whole thing, or even just so you can move the whole table around the document – use the circular icon that appears at the top left of every tapped table.
6 Using Table Options
You can use the formatting menu – the one accessed by tapping the paintbrush icon in the menu bar – to change the appearance and behavior of tables. Select the whole thing, as described in the previous tip, and then set up the table to reflect your personal preferences. Be sure to explore the Grid Options sub-menu for some settings that can help make your finished table look really slick.
7 Adding pictures
Add a title and border to your table, and edit the Grid Options too – there are plenty of templates to choose from to make your spreadsheet clear and distinctive.
To create duplicate versions go to the Spreadsheets view, tap Edit, tap the spreadsheets you want to copy (one at a time) and then tap the + icon.
Don’t forget that you can add pictures to Numbers documents alongside tables and charts. As well as just brightening up your spreadsheet, you could use this handy feature to add, for example, your company logo to give a professional appearance to an invoice you’ve created. | 41
OFFICE APPS | Monitor spending
Track your finances Monitor spending with a simple and effective Numbers spreadsheet SKILL LEVEL Taking things further
IT WILL TAKE 25 minutes
YOU’LL NEED iPad, iOS 7, Numbers
The best way to save money is monitor exactly what goes into and out of your bank account. Not only is it the most accurate, up-to-date way to track your finances, it lets you see where your spending is going, letting you take a tighter grip on your bank account. Numbers comes equipped with a number of personal finance templates, but we’re starting from scratch with our spreadsheet. It lets you record all your transactions quickly and simply, plus gives
you tools for analyzing overall spending and how it breaks down according to categories like expenses or outgoings. The great thing about this spreadsheet is that it’s a great starting point for taking control: once you’ve mastered the basics, why not experiment with adding extra functionality of your own? Track what money goes into your account, for example, or see how your spending breaks down over a specific period, all to help you save money in a simple, effective and cost-free way.
With this kind of spreadsheet, you can track what money goes into your account
VISUAL GUIDE | FORMATTING YOUR SPREADSHEET Set up the sheet for recording your transactions Sheets Create a blank spreadsheet, then tap + next to Sheets 1 to create a second sheet. Rename Sheet 1 to “Transactions” and Sheet 2 to “Analysis” by double-tapping each one in turn.
Set up headers Tap the Format Painter button, select the Headers tab and reduce the Header Columns to 0.
Enter column headings Next, double-tap the top left cell and type “Date” as its header. Type “Payee” into the cell to its right, then type the following headers to the next four cells: Payee, Category, Payment, Deposit, Balance.
Format date/time Tap above the Date cell to select the entire column. Open Format Painter, switch to the Format tab and tap Date & Time to select it as the preferred format. Now tap the “i” next to it to set its format. The Date format – MM/DD/YYYY – should be fine as it is; more critically, you need to scroll down and set Time to None so only the date is displayed in this column. 42 |
Resize column widths
Set up Categories
Now select the Payee column using the same technique as you did to select the Date column. Once highlighted, tap and drag the || symbol to the right to make it wider. Repeat for the Category column.
With the Category column still selected, tap Format Painter, switch to the Format tab and choose Pop-Up Menu. Tap add new item and set up categories for different types of deposit or payment: examples include salary, rent or
mortgage, utilities, groceries, cash withdrawal, and so on. You can always add more later – for now, though, add as many different categories as you wish to track spending. Leave the Category item in place at the top of the list. Your spreadsheet is
now set up, ready to use.
Monitor spending | OFFICE APPS HOW TO | ENTER AND ANALYZE YOUR FINANCES
1 Enter opening balance 2 Record first transaction 3 Add more transactions
Double-tap the cell underneath Date, then tap the Today key to insert the current date. Tap the Next key, then tap the T button next to the input box before typing “Opening Balance” into the Payee cell. Type the current balance into the Deposit box; if you’re in the red, enter it under Payment. Select the Balance cell and tap the = button. Enter the formula =E2-D2 by tapping cell E2, the minus key and cell D2 then the green tick (far right of the formula bar).
To enter the first debit or deposit into your account, enter the date as before, then type a suitable description into the Payee field. Tap Category to choose a category to record the transaction under, then either enter the figure under payment to subtract it from the balance, or deposit to add it to the balance. Finally, select the Balance cell as before, then tap = and enter the following formula: =F2+E3-D3. Tap Done and the balance will automatically update.
Additional transactions are entered in an identical way. To save time updating the balance, tap the cell containing the current balance and choose Copy. Now select the Balance cell immediately beneath it and choose Paste followed by Paste Formulas. Numbers will update the cell references automatically to provide you with the correct balance based on the balance in the selected cell adjusted by the figure you’ve entered for the current transaction.
Create a chart
4Analyze spending
To get an idea of what you’re spending, first switch to the Analysis sheet and use the Format Painter to set Header Rows to zero. Once done, you can quickly create a formula that shows the total amount you’ve spent. Type “Total Spend” into cell A1 and then double-tap cell B1 and tap =. Tap SUM and then switch back to the Transactions sheet. Select the Payments column and tap the green tick button. You can create a similar formula to track money going in.
5 Analyze categories
To track spending by category, type the name, as it appears in the Category column, into cell A2. Now double-tap cell B2 and tap =. Tap functions, then select Categories > Numeric > SUMIF. With test-values highlighted, select the Category column from the Transactions tab. Tap condition, switch to the Analysis tab and select cell A2. Tap sum-values and select the Payment column from the Transactions tab. Finally, tap the green tick button to complete the formula.
The formulas you created as part of your spending analysis will update automatically as you add new transactions to them, so why not track every category you’ve created? If you do this, you can get a quick visual glance at where all your money is going with a pie chart. On the Analysis sheet, tap the + button and select the graph tab. Select the pie chart under 2D. Tap when prompted to add data to the sheet, then tap on each of the category results to select them individually. Once all of your category spending has been selected, tap the Settings icon in the top right and select Plot Rows as Series to make it easy to see which part of the chart refers to which category. Tap Done to create your analysis chart.
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OFFICE APPS | Keynote
Using Keynote on the iPad Produce, polish and deliver stunning presentations on the move SKILL LEVEL Taking it further
IT WILL TAKE 25 minutes
YOU’LL NEED iPad, iOS 7, Keynote
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There’s a lot to be said for Keynote, Apple’s presentation software, on a mobile device. The ability to carry a presentation around on your iPad and optionally connect it to a projector or TV using one of Apple’s cables will make life much easier for many people, especially when lugging round a larger device, such as a laptop, isn’t really feasible. And thanks to AirPlay support, with the option of AirPlay Mirroring, you can share exactly what’s on your iPad screen with a projector or HDTV connected to an Apple TV. For rehearsing or delivering presentations, this a great addition. Like Pages and Numbers, Keynote is template-driven; and also like those two apps, its templates are of the highest quality. Charts, tables, shapes and images can all be added to your slides at the tap of a couple of buttons. You can also now import charts and tables from Numbers and edit them directly in your slides. Headlines, bullet points and body text can be formatted
according to predefined styles or by specifying the typeface, weight and size you prefer.
The magic of Magic Move Editing the content of a slide is one thing, but slick presentations need stylish animation, and Keynote provides it. In the iPad version, tap a slide in the sidebar, then tap Transition in the menu which pops up (or tap the Tools button, which looks like a wrench, at the top right, then tap Transitions and Builds), and you can add various animations between slides. You can select the type of transition for each slide and specify the amount of time it takes. You can give any elements a Build In, a Build Out or both, enabling you to specify an arrival and departure transition for each component of the slide. You can set builds or transitions to be triggered by a tap, begin as soon as the slide opens, or occur after a set delay of your choice. Of all the builds and transitions on offer, Magic Move is far and away one of
the most entertaining options available to you purely because of the versatility it offers, but also thanks to how quickly it can liven up a Keynote presentation. At its simplest, it creates an animated transition from the start position of an object on one slide to the end position you set for that object on the next slide. The effect is simply stunning but can be achieved with just a few simple taps. It’s one of the features you’ll find gets used in almost every Keynote presentation you produce. Possibly the most useful option of all for presenting is Presenter Notes. You can make your own notes for each slide and have them displayed on your iPad, like a digital cue card, while the presentation itself is being shown on a connected TV or projector. Also useful is Keynote’s ability to import PowerPoint presentations. You can even make those vital last-minute edits on your mobile device before heading in to deliver the presentation. With AirPlay, of course, you can connect via an Apple TV for presenting on a big screen too.
Keynote | OFFICE APPS HOW TO | GET THE MOST FROM KEYNOTE transitions 1 Add between slides By default, the slides that you add to your Keynote presentation don’t have any transition styles applied to them. That is to say, when you actually play the presentation and advance from one slide to the next, it will simply cut from one to the other with nothing in between. Keynote, however, offers a range of transition styles. To apply one, tap the slide you want to transition from and then tap Transition on the menu that pops up beside it. Scroll down to pick one of the wide range of transition styles, then tap Options to configure it. If you want to know what they look like first, tap one of the styles’ names, then tap Play to view a live preview.
2 Magic Move
Speaking of transitions, Keynote has an amazing trick up its sleeve to make PowerPoint users green with envy: Magic Move. Create a slide with your text and images on it, and then tap it in the sidebar. On the pop-up menu that appears, tap Transition and then select Magic Move. When asked if you’re happy to duplicate the slide tap Yes. Now, on the duplicate, move objects around, scale them, change them and even apply Builds to them. When you’re happy, tap Done. When you play the presentation, Keynote will automatically generate dazzlingly smooth animations between the corresponding objects on the two consecutive slides.
3 Using Builds
As well as transitions between slides, you can use Builds to affect how objects on your slides – text, images, charts and more – appear on the canvas and disappear from it. You don’t have to apply Builds to objects, though. While every object you add to a slide can have both a Build In action (how it arrives onto the screen)
Magic Move creates a smooth transition between the start position of an object on a slide and the end position to which you move the same object on the duplicate slide. To begin,
simply tap the slide, then Transition, and select Magic Move.
DESIGN OPTIONS Keynote offers plenty of design choices for the image-heavy presentation. Just tap on an object and then on the paintbrush icon to access a range of border styles and effects including drop shadows. From here you can also manage masks and positioning. Tap the wrench icon for more control over presentation features such as transitions and builds. and a Build Out action, don’t feel you have to apply both or either. Applying only a Build In, for example, could bring on a sequence of bullet points. You don’t have to Build Out the block of text – you might be happy for the entire slide to change when you advance. To apply a Build to an object, tap the object and, in the pop-up menu, tap Animate. You’ll then see the options to Build In or Build Out. Tap the option you want and choose the effect you want for your text or object. Keynote will show you a brief preview of how it will work and then return to the Effects screen so you can either select another or make further adjustments. You can set options for what kind of Build is applied, any variables specific to that style, and a duration. You’ll also notice that you can have Builds happening alongside others, triggered automatically after a preset delay or requiring manual advance – explore the options and controls in the Build pane.
4 Organizing slides
You can “nest” slides inside others simply by grabbing a slide (or a group of slides – tap and hold on one thumbnail, then tap the others you want to select) and then dragging them a little to the right under another slide. Now, tap
Add a transition between slides, then tap Options to configure how it behaves. Drag the sliders for duration (the time taken) and Delay (how long before the transition starts). You can also set whether a transition starts when you tap or automatically.
To undo actions, tap Undo at the top left; tap again to undo more. To redo, tap Redo in the pop-up if it’s available. Simple!
Tap and hold on an object and you’ll see grid lines appear, which will help you line objects up neatly. the little arrow at the left of the “parent” slide to collapse or expand the group. You can have subfolders for slides too. To reorder slides, simply tap and hold on the slide or group that you want to move, and drag it to the new position. Want to keep a slide but not present it? Just tap it, and then select Skip in the pop-up menu.
5 Presenting your slides
When you’re ready to present your slides, tap the Play icon (the arrow) in the toolbar. The presentation will move to full screen and you can navigate through it using a single tap, or a page-turn-like right-to-left swipe to advance to the next slide, or a left-to-right swipe to move back one. A double-tap or a screen pinch with two fingers ends the slideshow. As mentioned opposite, you can even present your hard work on a big screen directly from your iPad either by streaming wirelessly using AirPlay and an Apple TV or by using Apple’s optional Lightning-to-VGA adapter ($29). This system has another lovely little touch: when you’re plugged into a projector, tap-andhold on the iPad’s screen and a laser pointer appears on the external display, enabling you to direct your audience’s attention to particular areas. Now that’s clever! | 45
OFFICE APPS | Keynote
HOW TO | GET EVEN MORE FROM KEYNOTE
1 Add Builds
As well as adding transitions between slides, you can animate any element within a slide: tap it, then tap Animate in the pop-up menu. You can add a Build In, a Build Out or both. Tap the button above the object to select which, pick an effect, then configure its options.
2 Add links
Tap the Tools icon (the wrench), select Presentation Tools > Interactive Links, then tap an object or selection of text on the page. You can now link to a specific slide, a URL or an email address by using the tabs at the bottom of the pop-up box. When you’re done, tap OK.
3 Working with masks
You can mask or crop an image to display only part of it. Double-tap the image you want to edit, then drag the slider to adjust the size of the image within its frame. Drag the blue dots to resize the frame. Drag the image to reposition it within the frame; twirl two fingers to rotate it.
DUPLICATE OR DELETE
4 Styling text
You may have chosen a cool layout but want a different font. To change it, double-tap the text you want, then tap the paintbrush icon. You can change the font (typeface), alignment, size and other attributes, create bulleted lists, or apply standard Styles to whole paragraphs.
5 Add Presenter Notes
You can add Presenter Notes to remind you what to say for each slide. Tap the Tools (wrench) icon, select Presenter Notes and enter your text. Do this for each slide. To view your notes you need to be in Presenter Display mode, activated if connected to an external display.
6 Access on all devices 7 Export and share
To get your Keynote presentation on all your iOS devices you need to enable iCloud. Go to Settings > iCloud, sign in using your Apple ID and then switch on Documents & Data. Next, go back out to Settings, but this time tap Keynote and enable the Use iCloud option. 46 |
With a presentation open in Keynote, tap the Share icon, then tap Send a Copy. You’ll see a range of options for sharing it via AirDrop to nearby iOS devices, attaching it to a Message or email, or sharing via iTunes or a WebDAV server. Alternatively, share it online at icloud.com.
To make a copy of a presentation, tap Presentations, tap the Edit button (top right), then tap the presentation you want to duplicate. Now tap the small + icon at the left of the blue bar at the top. To delete the presentation, tap the trashcan icon.
8 Export in other formats
If you tap Open in Another App, you get the option to convert the file to other formats. First select a format – you can choose PDF or PowerPoint in addition to Keynote. Wait a moment while the file is converted, then tap Choose App to send the file to compatible apps.
OFFICE APPS | Keynote slideshows
Build a business presentation Create a themed slideshow with Keynote on your iPad SKILL LEVEL Taking things further
IT WILL TAKE 50 minutes
YOU’LL NEED iPad, iOS 7, Keynote
You don’t need your laptop or desktop computer to build a professional looking, fully featured presentation. All the tools you need can be found in Apple’s Keynote app, which is a free download for any iOS devices activated on or after September 1 2013. In this tutorial we’ll show you how to build an interactive slideshow combining photos and audio clips with the story or sales pitch you wish to make. If you’ve used Keynote on the Mac, you’ll find the iPad version does pretty much exactly the same: not only can you combine text, photos and audio into a series of attractivelooking slides, you can also add in animations to keep your audience interested and even interactive elements so they can steer the story in the direction they want to follow. For the purposes of this tutorial, we’ll assume that any photos and audio clips you plan to use are ready to go: if they’re not already on your iPad, use Photo Stream for your photos; and save your audio clips into a presentation in the Mac version of Keynote, then upload it to your iPad via iCloud – you can then copy and paste each clip between that document and your new presentation. With the raw materials in place, you’re ready to bring everything together with the help of our step-by-step guide.
Use Keynote features to keep your audience engaged in your presentation.
HOW TO | BUILD A SLIDESHOW PRESENTATION
1 Pick your template
Open Keynote and opt to create a new presentation. Switch to the Wide tab if you plan to exhibit your slideshow on a widescreen TV screen via AirPlay. Scroll down to find a theme to match your presentation – we’ve chosen Blueprint. When the presentation appears, tap the + button (bottom left) to choose a cover template with a photo for a more striking presentation. Next, tap and hold the original title slide and choose Delete from the menu. 48 |
2 Jazz up the title
Now tap the + button next to each dummy photo in turn; choose a replacement from the photos on your iPad. Double-tap the photo to crop and resize it. Now double-tap each section of text to edit the content. Once done, tap once on each block to select it, and tap the paintbrush to change its style; use the drag handles to make it bigger or smaller, or tap and hold on the block of text to reposition it – guidelines will appear to help you.
3 Create animations
Objects – including text and pictures – can have animated effects called Builds applied to them: a Build In effect can used to bring the element into the slide, and a Build Out to whisk it away. To apply one, tap your chosen text block or picture and select Animate. Tap + next to Build In or Build Out, then select an effect – tap Play if you want to preview it. A subtle effect like Dissolve will work better than the likes of Flame, considering the subject matter.
Keynote slideshows | OFFICE APPS HOW TO | BUILD A SLIDESHOW PRESENTATION CONTINUED
4 Fine-tune animations
5 Single-slide slideshow 6 Change running order
Tap Option to configure various settings, which vary depending on the effect you choose. Duration indicates how long the effect lasts; you may see a wheel that indicates the direction in which the effect will travel. Start Build options determine whether the effect starts automatically with or after the previous build, or after the user taps the screen – particularly useful for Build Out effects where you may want the slide to remain static for a while.
You can present a slideshow of related images on a single slide by overlaying two or more images and using Build effects to display each in turn. Set up the first image, then tap it and select Copy. Tap again and select Paste to create a copy, including Build effects. Position this over the top of the first image, then tap the paintbrush > Image > Replace to change the photo. Modify the new image’s Build as needed, then repeat until your slideshow is complete.
Effects are processed one at a time in the order you create them – numbers next to each object help you see what the current running order is. To change this, switch to the Order tab and then drag the effects into the order you want. Tap the play button at the top of the page to preview all of the effects together full-screen. Tap an object to edit any associated effects if necessary, and tap Done when you’re happy to return to the main interface.
7 Build slideshow
8 Interactive elements
9 Present your slideshow
For your second (and subsequent) slides, tap the + button at the foot of the screen to choose a template for the new slide. Populate the slide in exactly the same way as the first – to add additional elements such as a soundtrack, tap +. To change the formatting of an element – for example, the frame of a photo – select it and then tap the paintbrush icon. Tap-and-hold on a slide in the sidebar and select Transition to set the effect with which the next slide appears.
You can add links to enable you to selectively move to different slides by tapping different objects, or open a web page (perhaps to demonstrate something live, network permitting, or view updating info). To add a link, tap the wrench and select Presentation Tools > Interactive Links. Experimentation is the name of the game – the Undo button makes it easy to try different ideas without worrying about ruining your presentation.
To show your presentation manually, select the first slide and tap play. To move forward, tap the slide or swipe right to left; swipe the other way to move back. Pinch to exit. You can set your presentation up in other ways: tap the wrench icon, then Presentation Tools > Presentation Type, and make it, for example, a self-playing slideshow with set delays between transition and build effects. For help, tap the question mark, then the ‘Learn more’ link. | 49
OFFICE APPS | Create great presentations
Better iPad presentations Enhance a visual demonstration with this stylish app SKILL LEVEL Could be tricky
IT WILL TAKE 30 minutes
YOU’LL NEED iPad, iOS 7, Prezi
Creating and performing a great presentation can be a truly rewarding experience – and if you manage to make it visually interesting at the same time, it makes what you’re saying that much easier to understand. There are several ways to create presentations on the iPad. The most popular is Apple’s Keynote or the ubiquitous PowerPoint, for a rather more traditional approach. Prezi (Free) is a genuine alternative to either PowerPoint or Keynote and one that’s rapidly gaining in popularity. It enables you to create animated frames of text and images from a single giant board – and this is spectacular to view. Prezi is also really easy to use, and you can work collaboratively with other people when creating a presentation. So let’s take a look at how to use Prezi to create a presentation on the iPad.
Prezi makes it easy to use large images and captions to create a visual treat for your audience.
HOW TO | BUILD A STUNNING PRESENTATION WITH PREZI
1 Log in
Note that Prezi is really an online service, so you’ll need to sign up for it first. You can go through the sign-up process by tapping “Don’t have an account”, signing up and then entering your email and password. Alternatively you can connect Prezi to your Facebook account; tap “Log in with Facebook” to sign up that way. Before joining up, you can take a look at what the app offers by tapping Featured Prezis if you’re unconvinced. 50 |
2 Create a new Prezi
Tap the New Prezi icon (top right) to get started. You first need to choose a template; tap on the different images in the Templates box to see what they look like. Each gives your presentation a different look, feel and function. Tap outside the Templates box or the Settings icon when you’re good to go. Note that you can’t edit the background image on the iPad app, so try to pick a neutral background that fits with your subject.
3 Tap and edit a frame
Tap to edit the title bar in the middle of the screen, then use the keyboard to enter a title for the overall presentation. Now tap Frame 2 in the sidebar; this will be the first frame of the presentation. Frames are similar to the traditional slides you get in Keynote and PowerPoint. Again, tap to edit the title and add one for the frame. Prezi zooms between different frames, which combine to build up the whole single presentation slide.
Create great presentations | OFFICE APPS HOW TO | BUILD A STUNNING PRESENTATION WITH PREZI CONTINUED
4 Add a photo
5 Change frame template 6 Reorder frames
Now add a photo to a frame. Use the sidebar on the left to find a frame that contains an image box (a gray box with a silhouette of a mountain and sun graphic) and tap it. You can use either Image Search, Take Photo or Choose Existing to add images. Tap Choose Existing to use one from your Photo library, or tap Image Search and enter a search term to look for images direct from Google Image Search. These are added directly to your template.
Each frame has a template style that determines what it looks like. You can choose a different style for the frame using the five buttons at the bottom. These types are: a large image; a title; a title with an image and a text box; a title and image with text that also contains a further slide; and a title that contains a further two slides. The last two options add additional slides to the sidebar. Play around to see how this changes your presentation.
7 Navigating
8 Showing presentation 9 Sharing it
There are two ways to move around your presentation in Prezi and make edits to it. You can tap the frames in the sidebar, which will move the main window to that frame. Alternatively, you can tap the home image at the top of the sidebar, then tap a part of the slideshow and select Edit Frame. You can also rearrange the frame order of your presentation simply by tapping and dragging the frames around in the sidebar. Easy!
Now tap the Present button (top right of the iPad’s screen) to start running through the presentation. You’ll see that the sidebar and editing options all disappear, leaving just the frames. You move from one frame to the next by tapping the right side of the screen, or move back by tapping the left side. Note that you can also use a pinch-to-zoom gesture to zoom in and out. Tap the X icon in the top right when you’ve finished.
You can add additional frames by tapping the Add Frame button in the sidebar. The new frame appears as a new image in the sidebar underneath the currently selected slide. Additional slides also change the look and function of the overall presentation, because it zooms from one slide to another. There’s no real limit to the number of frames you include, but common sense dictates that you should call it a day on 15 slides in most presentations.
Presentations often need to be shared and Prezi caters for this well too. Tap the Home icon in the top left, then choose Save and Exit. You’ll see a list of your presentations on the home screen; tap the Share icon next to one to either email it, or to get a URL from where you can access it online. The Can Edit switch determines whether the person you’re sharing it with can also make edits as well as viewing it. Leave Off if you want it to remain uneditable. | 51
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Utilities Get on top of your daily admin tasks and collaborate on important projects with these powerful facilitators 54 56 58 60 62 64 66 68 70 72 74
Get organized with Evernote Record meetings on iPad Use desktop apps on iPad Scan docs on the move Scan and edit text documents Digitally sign any document Use Dropbox on your iPad Work together on projects Create and share mind maps Track your time Log and claim your expenses
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UTILITIES | Evernote
Get organized with Evernote Let your iPad become your complete digital notebook using this app SKILL LEVEL Anyone can do it
IT WILL TAKE 10 minutes
YOU’LL NEED iPad, Evernote
Evernote is a free cloud service that enables you to store virtual notes, either individually or in sets within ‘notebooks’. These notes can include text, documents and even audio recordings, and they can all be accessed from your computer, a web browser or your mobile device. Trouble remembering where you put something? You can tag notes, or simply search by keywords to find what you’re looking for. Better still, your notes are automatically stored in your
online account, so whichever device you happen to be accessing Evernote from, you’ll always have access to your latest notes so long as you’re connected. Although Evernote offers a premium service for $5 a month or $45 a year, most people find the free account more than sufficient. You’ll need to be online to access your notes with a free account, and you’re limited in the amount of content you can upload on a monthly basis (60MB), but for most people it’s
one iPad app you just have to have.
You can tag notes, or simply search by keywords to find what you’re looking for
VISUAL GUIDE | EVERNOTE FOR iPAD The iOS app’s interface puts all the key features at your fingertips – literally Settings
Note preview
To access Evernote’s settings, tap the elephant logo to go back to the main menu (green column), then tap on your user name. This brings up a drop-down list. One useful piece of information is displayed here: how much you’ve uploaded compared to your monthly allowance. You can also tap Sync Now to make sure your iPad is synced with your Evernote account correctly.
In this view you’ll see your note, taking up two-thirds of the right-hand side of the screen. For a full-screen view, just tap the diagonal arrows icon next to the note name at the top.
Create a note Tap the + button to create notes from scratch. Using this method just gives you a normal style blank note, but if you look on the bar above the on-screen keyboard you’ll see the options for reminder, list or bullet points.
Reminders & Favorites Tap the clock icon to add a reminder to your note. You then need to set a date to be notified, so tap Notify Me. This brings up a drop-down menu for you to select a date and time. Tap Done when you’ve finished. Tap the star icon to mark the note as a favorite. Favorites are grouped and accessed from the main menu (green column).
Share & Attachments Recent notes Your most recently accessed notes are displayed here – tap one to open it, or swipe left to delete it. When a note is selected it’s highlighted in gray.
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The Share button enables you to share your note via email, Facebook and Twitter, or to print it via AirPrint to a compatible printer. You can also export the note into another app if you like.
Evernote | UTILITIES HOW TO | CREATE AND ORGANIZE YOUR NOTES
1 Type a note
2 Post-it Notes
3 Scan documents
Open Evernote and choose an option from the Type a Quick Note options at the bottom, or open your existing notes and tap +. Now type away; the note is saved automatically as you do. You can attach images in one of two ways: take a photo (under Type a Quick Note) or pick an existing photo from your Camera Roll using the Add Attachment option. You can add multiple images, but remember your monthly allowance is 60MB. Tap the blue tick when done.
When you choose to take an image with the camera the default option is Photo, but tap the option on the left and you get Post-it Note. This gives you a square crop on the screen so you can line up with a real-life Post-it Note to capture it digitally. After you take a Post-it Note photo, Evernote adds it to the small tray in the lower-left corner and stays in Post-it Note camera mode, so you can take multiple photos. When you’ve finished, tap the tick.
In camera mode you can also choose the Document option, which is used for scanning pages in A4 format. You can access this camera at any time from the camera screen using the option on the right; when you choose to add an attachment there’s also the option to go straight to Document Camera. You can capture a page in either portrait or landscape modes (although the black menu remains static). Tap the tick and the scan is added to your new note.
4 Add some audio
5 Edit and share
6 Places
Evernote is so versatile that you can even add an audio note alongside any text, or on its own if you want to. Tap the paperclip (Add Attachment) icon and choose Audio to embed a voice recording into the note. You’ll now see a gray bar on the top with a timer on the left. Once your recording is complete, tap Done. Listen to the recording by tapping it, which gives you a play bar. However, you can remove an audio recording only by deleting the note.
Once a note has been created, editing it involves tapping the note in question, then tapping (and waiting) inside the body of the note. After a short pause, you should see the on-screen keyboard appear, enabling you to make any changes. Notes can be emailed, shared via Facebook or Twitter, or printed to an AirPrint printer. Just tap the Share button in the top menu bar. If you email it, the body and any attachments are placed in the body of the email.
Evernote also has the ability to view your notes on a map of the world, according to the location you’ve assigned them. It’s another great way to organize your notes – in this case, by the places they’re linked to, perfect for jogging your memory of where you were at the time! To access Places you need to be on the main menu (green column) and you’ll see the option above Type a Quick Note. It shows you a small map with pins for your notes, plus a small search bar. | 55
UTILITIES | Recordium Pro
Record meetings on iPad Make audio recordings and annotate them with Recordium Pro SKILL LEVEL Taking things further
IT WILL TAKE 15 minutes
YOU’LL NEED iPad, Recordium
Why take two gadgets into a meeting when your trusty iPad can consign your digital voice recorder to the scrapheap? Whatever you need to make a sound recording of – whether it’s a meeting, interview or just your own voice as you take some audio notes of your own – your iPad, coupled with the fabulous Recordium Pro, has everything you need. Recordium Pro, available for $3.99, has all the usual dictation tools, from setting the recording volume to one-click pause
and resume, but it also has some handy extras. It can be configured to work unattended, pausing automatically during lulls in the conversation. You can edit your recording when it’s done to remove superfluous or sensitive information, plus highlight important passages, and even insert searchable text notes, images or tags into specific points for context. Once you’ve finished, you can even share the recording with others or upload them to your online cloud storage provider. Read on to find out how.
It can be configured to work unattended, pausing during lulls in the conversation
VISUAL GUIDE | GET TO GRIPS WITH RECORDIUM PRO You know how to record… but you can do so much more Folder management Your recordings are organized logically into folders. Add your own folders or swipe right over an existing folder name to rename (or delete) it. Tap a recording to select it for playback, or swipe right over its name to access additional options, including sharing, renaming and moving to a new folder. 1
Change recording quality Tap the Settings button to set Recordium’s audio quality as well as the file format recordings are saved in. The default settings of Best and MP4 strike a good balance between quality and file size; you can choose a different format if you need to, but note the larger file size. 2
Make a new recording Tap this button to start a brand new recording, using the step-by-step guide opposite to find out how to pause, annotate and edit it when you’re done. 3
transcribing purposes or speed things up for an overview. Skip five seconds back or forward using the buttons, or use the slider on the timeline to move to a section.
Playback controls Tap play to listen to your recording – you can then use the speed controls on either side to slow things down for 4
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Annotate your recordings 5
The yellow button lets you highlight passages throughout your recording,
and this can be done during the recording. To add it in afterwards, place the position slider at the beginning of the section to be annotated and tap the button. Move the slider to the end and tap it again to highlight everything between.
Labels Labels appear on the timeline slider – tap one to view its contents, and tap again to edit or view a larger photo. To remove a label or annotation, tap and hold one, then when X appears tap it and confirm you wish to delete it. 6
Recordium Pro | UTILITIES HOW TO | RECORD, ANNOTATE AND EDIT WITH RECORDIUM PRO
1 Start recording
Launch Recordium and tap the microphone button in the bottom left-hand corner of the screen to start recording instantly. As the app records, it displays a waveform at the bottom of the screen to indicate the recording level – if this seems too low, tap the volume button to the left of the record button to adjust the input gain. Make sure the waveform doesn’t spike too high, though – reduce the level if it does to prevent a distorted recording.
2 Pause recordings
You can pause the recording manually at any time by tapping the red button (tap again to resume the recording). If you’d like to set up an unattended recording, tap the AP Button. Recordium now automatically pauses the recording when the volume drops below a certain level for five seconds or more, then resumes as soon as the volume level increases. Use the AP slider to manually adjust its sensitivity if necessary.
3 Annotate as you talk
You can add labels and annotate important parts of the recording as it progresses. Tap the yellow highlight button at the start point of your desired annotation and tap it again when you reach the end point. To add a searchable text label, image or tag, tap the + button followed by your choice of label – it’ll be added to the recording at the point it’s selected, so all you need to do is type your note, select your image or tag, or take a photo.
Share your recordings
4 End and organize
Before you end the recording, change its name from the default (“New Recording 1”) to make it easier to identify in your recordings list, then tap the blue folder button at the top of the screen to choose which folder the recording will be stored in. To end the recording, tap the Stop button to the right of the red record/pause button. You’ll be returned to the main screen with the recording pre-selected, so you can play it back to check it.
5 Edit recording
Recordium allows you to edit your recording in one of three ways: tap the scissors button to start. Select the portion of the recording you want to either lose or keep using the two sliders, then tap Delete to remove the selected portion, or Trim to keep it while removing everything else. Tap Snip to create a new recording from the selected part, choosing whether or not to include any annotations within it. It’s saved to the same folder.
Recordium makes it easy to share your recordings with other users via various methods. Swipe right over the recording in the folders list to reveal two options: tap the Mail button to send it as a mail attachment, or Share to open the recording in another app, which can help you upload it somewhere else, such as to Evernote, Dropbox or OneDrive. You can also transfer files wirelessly over your network: tap the wireless button next to the Search box and make a note of the web address – typically http://192.168.x.y:9090, where x.y is the IP address of your iPad. Type that address into the web browser on a network-connected computer, and you’ll be able to browse and download any recordings you’ve made.
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UTILITIES | Parallels Access
Use desktop apps on iPad Launch and run Windows and Mac OS X apps right from the iPad SKILL LEVEL Could be tricky
IT WILL TAKE 30 minutes
YOU’LL NEED iPad, Mac OS X, Parallels Access and Access Agent, a Parallels account
The iPad has turned out to be a fantastic business tool over the years. What started out as a kick-back-and-relax device has, thanks to some cracking software, become a serious alternative to using a laptop. For all that, though, there’s a big difference between using an iPad and firing up a professional Mac or Windows computer. Wouldn’t it be incredible if you could run both Mac and Windows software on the iPad as well as iOS apps? The good news is you that can. In this tutorial we’re going to take a look at a fairly advanced app called Parallels Access. This enables you to access your Mac or PC and run programs as if they were native iPad apps. The service costs $49.99 per year (for each computer you connect), but you can sign up for a 14-day trial to get a feel for it.
Running Mac and PC apps directly from, and on, your iPad – what sorcery is this?
HOW TO | SET UP AND START USING PARALLELS ACCESS
1 Install Access Agent
The first thing you need to do is sign up for a Parallels Account at https://account. parallels.com. This is used to connect the iPad to the computer using the same account. Then you need to download and install Parallels Access Agent at https://access.parallels.com to make everything work properly. Launch Parallels Access Agent, enter the same email and password information from your Parallels account and click Sign In. 58 |
2 Download Access app 3 Identify the computer With the Access Agent installed on your computer you should switch to the iPad and open the App Store. Search for “Parallels Access” and download the app. When you launch Access you’ll need to enter the Parallels Account email and password (make sure it’s the same one from Step 1). Tap Sign In to connect the app to your account. If you used the same password on both devices then Parallels Access will automatically find your computer.
Typically, you’ll only have one computer listed with Parallels Access, but you can add more if you want. To add more computers you simply need to install the Parallels Access Agent on them using the same account details. You can slide left and right to view the multiple machines. Tap the gray arrow icon next to your computer’s name (such as Mac Pro) to launch Parallels Access and begin controlling that machine from the iPad.
Parallels Access | UTILITIES HOW TO | SET UP AND START USING PARALLELS ACCESS CONTINUED
4 The App Launcher
5 Using menus
6 Access the keyboard
The App Launcher screen shows programs installed on the connected Mac (or Windows programs if you’re using a PC). Amazingly, it works exactly like the iOS Home Screen, so you can rearrange and remove the app icons by holding down an app icon till they jiggle. You can add more programs using the + button. Opening a program couldn’t be easier; simply tap on its app icon and it will launch on the computer.
You use the Mac and Windows programs as normal but with iPad-style interaction. Tap on menus directly to access them, and select items as you would normally with a mouse. Drag up and down with one finger to scroll; tap and hold to select text or to drag and drop items. You can double-tap to perform a double-click, and tapping with two-fingers performs a rightclick. Here we’re using the Microsoft Office File menu option to open a document.
Tap on text to start editing it. The keyboard doesn’t appear automatically as it does in an iPad app; you need to bring it up using the Toolbar to the right of the screen. Tap on the Keyboard icon at the bottom of it to display keys. It’s just like the normal Apple iPad keyboard, but with additional Windows- and Mac OS X-specific keys at the top. You use the Toolbar again to get rid of the keyboard, and can drag it up and down to reposition it.
7 Select and adjust
8 The App Switcher
9 On the screen
One really neat thing about Parallels Access is that you can select text, as well as cut, copy and paste it, using the standard iPad-style Option menu. Hold down on some text until the Option bubble appears, then choose Select and Cut, Copy or Paste. Items can be cut and pasted between Mac, Windows and iOS apps. Tap the More… button to perform the equivalent of a right-click, enabling you to choose the standard program options.
You can quickly move between different computer programs using the App Switcher. Tap the App Switcher icon in the Toolbar to open it. The App Switcher is a Dock-like transparent display at the bottom that lists all the apps that are open on the computer. If a program has more than one window open, a number will appear above it; tap this to reveal a Stacks-like interface that enables you to choose whichever window you want.
When you’re using a computer from the Parallels Access app you can’t see what’s happening on the screen. Instead all you get is this Parallels window message. Disconnect from the computer by tapping the App Launcher icon in the Toolbar, then Disconnect in the top right of the display. If you prefer, you can work from the computer itself and use the mouse to click Disconnect and return it to normal usage. Just reconnect to get it all up and running again. | 59
UTILITIES | Scanning documents
Scan docs on the move Turn your iPad into a mobile document scanner SKILL LEVEL Could be tricky
IT WILL TAKE 20 minutes
YOU’LL NEED iPad, FasterScan HD
Your iPad is the perfect mobile companion, and thanks to the free FasterScan HD app, you can turn it into a mobile scanner, adding yet another string to its bow. FasterScan HD makes use of your iPad’s rear camera to snap documents or photos before converting the snapshots into surprisingly good electronic documents for you to archive, share or – with the help of another free app like Mobile OCR – convert its content into editable text.
FasterScan HD works best with perfectly flat documents, but it’s also capable of scanning in documents from books and magazines – with its framing tools, you can attempt to compensate for curves in the page, with effective results. One of the best things about FasterScan HD is that the core app – and pretty much all its functionality – is free. There’s really no need to upgrade unless you need to easily export scanned documents to various cloud-based services, for accessing from other devices.
FasterScan HD makes use of your iPad’s rear camera to snap documents or photos
VISUAL GUIDE | CROP TO PERFECTION How to make sure your scanned document is perfectly aligned Frame corners The corners of the frame are 1 highlighted with a green circle to make them easier to spot. If FasterScan HD doesn’t correctly detect your page’s corners, tap and drag these to their correct position.
Guide Use the dotted vertical guide to place new curve points on the horizontal edges of your frame. Tap and drag the guide into place, then tap on one or both white crosshairs to create new curve points that can be used to compensate for the bumps and curves on non-flat pages. Tap the Toggle button (see 5) to switch the vertical guide to a horizontal one, so you can place curve points on the vertical edges of your frame if necessary. 2
Curve points Once a curve point has been created, tap it and drag it to the edge of your document so you can try to produce a flat scan of a non-flat page. If you no longer need 3
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a curve point, tap it to select it, then tap the X button in the top left-hand corner to remove it.
Frame type If your document is perfectly flat, FasterScan HD will place a simple rectangular grid over it, allowing you to adjust the corners. If it’s not flat – such as the page of a book – more points will be added to the grid to try and produce a more accurate scan. 4
Toggle button Tap this to switch the guide from vertical to horizontal, and vice versa. 5
Preview your scan Tap the Next button to preview the effects of your framing on the document – you’ll see a color or black and white version of the scan after FasterScan HD has attempted to frame it. If the curves and bumps are quite severe, you’ll probably see the scan isn’t perfectly flat. Tap Back to make further changes. 6
Scanning documents | UTILITIES HOW TO | SCAN, STORE AND SHARE DOCUMENTS
1 Prepare your shot
Put the document you wish to scan on a flat surface where’s there’s plenty of light above it – if it’s a book or magazine, try to flatten down the pages. Now launch FasterScan HD and select the camera button. Hold your iPad’s rear camera directly above the document and frame it as square as possible within the viewfinder. Tap the on-screen camera button to take a photo. A thumbnail will appear – tap it to review, then delete and retake if necessary.
2 Crop your photo
Tap Next when you’re happy with your camerawork. FasterScan HD will attempt to detect the edges of the document automatically and display a green frame around it. If the document is flat, simply tap and drag on the corners to adjust the frame, keeping it as square as possible, until you’re happy, then tap Next. If it isn’t flat, FasterScan HD will use a multi-point frame instead – use the annotation opposite to try and mitigate the effect of the curved surface.
3 Adjust image
4 Annotate documents
5 Organize documents
6 Share, print and export
Once you’re happy with your document, tap Save. If you’re scanning a multi-page document, repeat steps 1-3 for each additional page in your document. You can also export a page (in JPEG format) or annotate it by simply tapping its thumbnail on the main screen. Now tap the color palette and use the controls at the bottom of the iPad’s screen to mark up areas of text with pen or fluorescent pen using the color palette.
Once you’ve finished, tap Done. Type a title for your document, then choose a page size from the list on offer or enter a custom size in inches or centimeters. Tap OK and the doc is added to your library. From here, you can preview your document by tapping its thumbnail (tap the larger to view it full screen) or put them into folders – create a folder using the Folder tab, then tap the Move button to select and move.
The next screen reveals the results of your scan and crop – click Back to make further adjustments if necessary. Otherwise, select one of Color or B&W depending on whether your document contains text or images. One or two sliders will appear – use the one on the left to adjust the brightness of the scan, and the one on the right to alter its color balance. You can also rotate the scan 90 degrees if necessary, plus alter its aspect ratio.
Select a document and then tap the Share button. If you’re connected to an AirPrintcompatible wireless printer, tap the print button to print a paper copy. Alternatively you can attach a PDF to an email, fax it (for a price) or open in another app. Select the JPEGs tab if you’d prefer to email your document in JPEG format, export it to your Photos Album or share it on Facebook. There are also options for Google Drive, Evernote, Dropbox and SkyDrive. | 61
UTILITIES | Prizmo
Scan and edit text documents Turn printed words into editable text on your iPad using OCR SKILL LEVEL Anyone can do it
IT WILL TAKE 15 minutes
When someone hands you a printout of a document and you want to make changes to it, what do you do? You could ask them to email it to you, but there’s no guarantee when they’ll do so. You could type the whole thing out yourself, but that would be time-consuming. A much better option is to capture
YOU’LL NEED iPad, Prizmo, iCloud (to sync, optional)
the text using your iPad’s camera, and then use optical character recognition (OCR) to turn it into editable text. Prizmo ($9.99) is one way to perform OCR and more. As well as turning photos of words into text you can edit, it enables you to capture the details on business cards and save them to your Contacts app. Prizmo also includes tools to clean up images, so you can take pictures of whiteboards or flipcharts, quickly adjust the images to make the text more readable, and send them to your colleagues.
Device compatibility While Prizmo will work with the iPad 2, the low-res camera in this model means that OCR results won’t be as good as they would be with a more recent model, such as the iPad Air or iPad mini with Retina Display. That said, we found that we could get reasonably good OCR results with an iPad 2 by photographing no more than an A5-size sheet at a time, and making sure it was well lit. We’ll now show you how to use Prizmo to scan and export editable text from documents, and capture business cards.
HOW TO | GET STARTED WITH PRIZMO
1 The main screen
The first time you launch Prizmo, you’ll be asked whether to use iCloud, so that documents will be available on any other Mac or iOS devices you have with Prizmo installed. Tap Use iCloud to set this up. You’ll now see the Prizmo home screen, with ‘shelves’ where your documents will appear. Along the bottom are three blue buttons, which are the main controls, while in the top left corner, you’ll see a cog, which takes you to the settings screen. 62 |
2 Your first scan
Let’s start by scanning some text. Tap the leftmost blue button – the one marked with a file icon and a + symbol. Tap Text, followed by Take Picture. This will launch your iPad’s camera. Before you start trying to capture an image of your text, tap the Options button in the upper right corner. This is where you can enable/ disable the Detect Page feature, whereby Prizmo automatically attempts to identify which areas of an image you’re interested in.
3 Auto detection
Automatic detection can be a huge help, and you’ll see Prizmo putting a pale green box over what it thinks is the text you’re after. This will be the only part of the image that it captures, so if you find that it’s not highlighting the area you want, you can disable it, as we have done in our example. Now, place the text in a well lit area, but be careful to avoid reflective glare. Hold your iPad over it and get the text as sharp as possible for best results.
Prizmo | UTILITIES HOW TO | GET STARTED WITH PRIZMO CONTINUED
4 Multiple images
Once you’ve got your text framed, tap the round white button on the right-hand side to take the picture. If you’ve got a multi-page or multi-column document, repeat the image capture process for each block of text – again, the closer in you go, the better the results will be, so you may be better off taking several close-up photos of a page of text, rather than a single one from further away. When you’ve finished, tap Done in the bottom right corner.
5 Cleaning up
You’ll now see the screen where you prepare the images for OCR. Tap Recognize in the top right corner, and Prizmo will have a go at turning the current image into editable text. If the results aren’t too good, tap Undo to go back to the editing screen, where you can rotate, crop or adjust the contrast and color of the image. These tweaks enable you to make the text stand out more, which makes it easier for the OCR to work its magic.
6 Recognize and edit
7 Remove, reorder…
8 Export
9 Business cards
If the OCR process has picked up text in areas you’re not interested in, tap them on the image, then tap Remove in the bottom bar. If you need to reorder the remaining blocks of text, tap Reorder at the bottom of the screen, drag the three-line handles at the right-hand end up or down to put things in the correct sequence, then tap Done. You can even translate the text by tapping Translate, then Translate, followed by a language.
Repeat the Recognize process for each image – they appear down the left-hand side, and will be marked by a green tick once you’ve asked Prizmo to recognize the text. When you’re happy with the results, tap Share in the top bar, and pick one of the options. Copy to Clipboard will copy all the text associated with your document, not just the current image. You can also export as a PDF by tapping Open in… and selecting PDF Text or Image + Searchable Text.
Make any tweaks you’d like, tapping Apply after each. Then tap Recognize again, and Prizmo will display the text on the right-hand side. Tap anywhere in that text to bring up the iPad’s keyboard, which you can use to edit the words – this is useful for correcting anything that the OCR hasn’t recognized properly. You can also adjust the edges of the text areas on the pictured text, to crop off unwanted words that may have been included inadvertently.
On the main screen, tap the left blue button, then Business Card > Take Picture. Snap the card, tap Done, then Crop to remove any parts and tap Apply. Make any tweaks (see step 5) and tap Recognize. Prizmo will categorize each bit of info, such as job title. To alter the category, tap it on the photo, then tap Affect and pick from the list. Tap the text on the right to make further adjustments. Tap Share > Open in… > vCard > Open in Contacts, then Save. | 63
UTILITIES | Digital signatures
Digitally sign any document Forget paper, scanners and all those other old-school methods… SKILL LEVEL Could be tricky
IT WILL TAKE 25 minutes
YOU’LL NEED iPad, iOS 7, SignNow
The process of signing documents such as contracts is terribly out of date. Typically, it involves paper, mailing things and waiting a long time. As we live in a digital age, why not try a better way of doing things? Cue SignNow (Free), an application that allows you to digitally sign documents, meaning there’s no waiting for things to arrive. Provided you have a text document or PDF, SignNow enables you to open them, add various bits of information and then sign it with your own hand-written signature, all right within your iPad. You can even allow other people to sign your document, if needed, and you can create a team of people to handle each of your documents. At present, SignNow allows you to create up to five documents each month, but if you want to be able to use more than this, you can upgrade to the Pro version of SignNow for $24.99 per month.
HOW TO | SIGN DOCS, ADD SIGNERS AND CREATE A SIGNATURE
1 Sign up
Open SignNow and sign up for an account, or if you already have one, simply hit Login to SignNow. Enter your email address and password and tap the button to proceed. Depending on whether you want to use SignNow for personal or work use, choose the option that suits you best. If you go for the work option you get a 30-day free trial, or if it’s the personal one you get five free documents’ usage per month. 64 |
2 Add documents
The first screen that appears in SignNow is blank, but once you start adding new documents you can quickly fill this up. Tap the + button in the top right corner to add a new document. Choose where to load it from and select it to open. If you want to add it from email, you’ll need to go to the Mail app, hold down on a document and select SignNow to add it. If you’re adding a photo, SignNow will automatically convert them to black and white.
3 Start signing
Signing a document is pretty straightforward. Once you have it open, simply tap on the area you want to add information to. Under the Basic tab, SignNow lets you choose from a variety of input info, such as text, the day’s date or even a tick mark, and – most importantly – your signature. You can edit elements once added: hold down and move it around to adjust the position, or tap it to remove it, edit it once more or adjust the size.
Digital signatures | UTILITIES HOW TO | SIGN DOCS, ADD SIGNERS AND CREATE A SIGNATURE CONTINUED
4 Writing signatures
5 Co-signing
6 Add signers
If you want to add a signature – the pièce de résistance of your document – you’ll be presented with a new screen. You can create your signature by writing in the blank white box; SignNow will automatically improve your signature, but if you’re not happy with it just hit the Clear button above. You can select from different colors and nib styles. Hit Done when you’re finished and your signature will be saved and appear on the screen.
If you want to co-sign a document where more than one signature is required, SignNow makes it easy. With another document open, tap the screen where you want to add some information, such as a signature. Then, in the tab at the top, select Fields and hit Signature. This option allows you to add input boxes (as before) to which you can assign people’s names, so when you come to co-sign a document, they know where to enter their info.
To create new signers, or edit the existing names already provided for you, just tap Add role. Once you’ve added people, you can choose who you want to sign a particular box by tapping their name. Each person has a unique color against their name, so they will be able to identify who needs to sign, and where, on the document. You can also select whether an option doesn’t need to be signed, if you don’t want a particular box to be edited.
7 Send to signers
8 Changes made
9 Template it
When you’ve finished preparing a document for co-signing, tap the tick button in the top right corner to save the document. SignNow will generate a PDF and it will appear in your documents. To allow signers to access the document, tap it and hit Invite Signers. Input the email address of each signer in the document, and a message if you need to. You can tap Prepare to make any last minute changes, then hit the Send button.
The signers will then receive an email prompting them to open the document to sign. They don’t necessarily need an iPad to do this, as it can be completed within a web browser. Once they’ve followed the steps and signed where they need to, the document will be updated and everyone will see the changes; on your iPad you’ll receive a notification telling you a document has been updated – just pull down the main screen to see the changes.
If you need to sign a particular document frequently, you can turn it into a template, so that you always have a blank version, ready to be signed with the appropriate fields prepared. You can do this simply by tapping an existing document in the main area, and selecting Template from the pop-up menu that appears. Select a name for your new template and tap Create. The template will now appear in the Template area of SignNow. | 65
UTILITIES | Dropbox
Use Dropbox on your iPad The easy way to share documents with friends or your other devices SKILL LEVEL Anyone can do it
IT WILL TAKE 5 minutes
YOU’LL NEED iPad, Dropbox and Dropbox account
Files and folders have been a mainstay of computing since the original Mac, but the file system seems to be something Apple wants gone. Its long-term game plan instead centers on iCloud and documents living inside application silos. This is fine if you want to share Pages files between a Mac and an iOS device, but less useful elsewhere. Relatively few apps fully support iCloud, and even Apple falls short – save a PDF to iCloud in Preview, for example, and you cannot access it from an iOS device. Additionally, iCloud is problematic because you have to remember which app you created a document in, not merely where you put it. If you juggle apps, devices and platforms, Apple’s vision of the future might seem more digital dystopia than utopia. Dropbox provides an alternative – a familiar file system that on your Mac is just another folder and on iOS provides access to everything you store there. Updates and new files are synchronized via Dropbox’s servers, and the service also works with other operating systems. All you need is a free account,
Dropbox is a great way to share files, photos and movies with friends and family. which you can create in-app or online. This gives you 2GB of storage. If you need more, Dropbox offers various price plans – but go to the Dropbox website rather the app for these: the app offers only one upgrade option via its Settings menu, the
HOW TO | VIEW AND OPEN FILES
1 Navigate your files
If you’re using Dropbox for the first time, the first thing you’ll see when opening the app will be a ‘Getting Started’ PDF and a Photos folder. If you already have an account you’ll see a list of files and folders. At the top of the list you’ll see a Search bar and a Sort icon, which enables you to change the order of your files and folders either alphabetically or by date. 66 |
2 Preview a document
In OS X, Dropbox holds a local copy of every file, but that’s not possible under iOS, because Dropbox accounts can be bigger than your device’s capacity. Tap a file, and it downloads before you can preview it. Dropbox can preview PDFs, text files and images. To store a file locally, tap the star button at the top right of the menu bar.
3 Share a document
Also in the top right corner, you’ll find a Share button. This enables you share a previewed file via email, text, Twitter, Facebook or a link that you can send to someone. Tap Save Image to save to your Photo Library, Copy Image or Print. Open With lets you choose an app (other than Dropbox) to open the file in. The star icon favorites the file.
Dropbox | UTILITIES
HOW TO | SAVE AND MANAGE FILES
1 Save from email
If someone emails you a file, chances are it’ll vanish into the depths of your inbox. Save it to Dropbox, and it’s easier to find later. Tap and hold the item (or preview it in Mail and tap the Share button), then tap Open in Dropbox where you can then rename the document and change its save location.
2 Define a save location 3 Manage Dropbox files
If you tap Destination, you’ll see a list of the folders you’ve created in Dropbox. Open one and tap Choose to select it as the save location, or use the Create Folder button to create a new folder. Once you’ve picked a location, you’ll return to the Save to Dropbox screen, and can tap Save to store your file.
Dropbox Pro 100 package, which costs an eye-watering £70. This gives you 100GB of space for a year. Don’t forget that on the Dropbox website (Settings > Bonus Space) you can do a few simple things, such as linking with Facebook, which will garner you a little bit of extra storage on top of your free 2GB.
Sharing your shots If you shoot a lot of photos on your iPad, Dropbox can make it easier to share them by automatically uploading any images you take to its servers. To enable this, first go to your iPad’s Settings
The Create Folder button lets you create a new folder. The tick button is for managing files – tap it and then select items. Tap Delete to delete them (from your Dropbox account, not just your iOS device) or Move to relocate them to a new folder. The + button enables you to upload a file to Dropbox.
app, tap Privacy > Photos > Dropbox and slide the switch to On. Now go back to the Dropbox app and tap the Photos icon on the bottom. At the top of the left-hand pane you should now see an option to Turn on Camera Upload. Enable this, then choose whether to upload photos using Only Wi-Fi or Wi-Fi+Cell. Select Enable and all the images stored on your iPad will be uploaded to your Camera Uploads folder on Dropbox, and any new shots will be added every time you open Dropbox on the iPad. Now you can easily opt to share individual photos, move shots to a public folder on Dropbox, or even clear them off your iPad to save space.
HOW TO | WORK WITH COMPATIBLE APPS
1 Set up Dropbox sync 2 Confirm permissions
Apple’s iCloud sync is useful when you’re wedded to an app that’s available on Mac, iPad and iPhone. For apps that aren’t available across all devices, or those that are but happen to use a file format you might use in multiple apps (such as .txt), Dropbox is a great alternative. Apps that support Dropbox, such as WriteRoom (above), will usually have a link option in their settings.
When you ask to sync an app’s data with Dropbox, the Dropbox app will launch and show which app is requesting access. Tap Allow, and you’ll be returned to your original app. Note whether the app syncs automatically or manually (there’s often a setting) and also whether you can manually define which folder it saves to (the default is often ‘Apps/[app name]’).
3 Examine local files
Once you’ve saved a file, quit the app and launch Dropbox, then navigate to the app’s folder. You should see the files you created and synced, along with modification dates and file sizes. If not, check the settings outlined in the previous two steps. Note that if you move files out of the app’s folder, the app won’t be able to see them when it’s next opened. | 67
UTILITIES | Moxtra
Work together on projects For business or fun, Moxtra is the perfect project collaboration tool SKILL LEVEL Could be tricky
IT WILL TAKE 35 minutes
YOU’LL NEED iPad, Moxtra
It’s almost an insult to call Moxtra ‘just’ a project collaboration tool, because that doesn’t really paint the full picture of just how useful it is. Sure, that’s the nitty gritty of this new app – free to download and use, we might add – but when you delve into the features and find out what else there is, you soon begin to wonder why you’re not paying for all this. (And no, there aren’t any sneaky In-App Purchases to catch you out, either.) Moxtra isn’t just for professionals either,
but it is as useful for working with highprofile business projects as it is for those wanting to organize their lives – be it planning an amazing trip or just effectively managing something important. In this tutorial, we’ll go over the crucial elements of Moxtra, from creating a project to adding elements to it that everyone in a group can work on – and we’ll even show you how you can perform a live meeting with friends or colleagues when you want to start working together. So let’s get collaborating!
Perfect for planning an amazing trip, or for working with high-profile business projects
VISUAL GUIDE | BREATHE LIFE INTO PAGES WITH MOXTRA Collaborating on a page in Moxtra gives you all the tools you need Draw it The pencil icon has most of 1 the available editing options – tap it and they will appear. Depending on what you want, you can draw freehand, add arrow pointers to highlight something specific, write text and even add a laser pointer so people can see what you’re referring to during a collaborative meeting.
Send a message
Meet now You can initiate a meeting on the current document with people in your contacts list by tapping this option and adding contacts from your local list or Google contacts. 4
To quickly send messages to people collaborating on the same page, tap this messaging icon. Write your comment and hit Send, and once you’ve finished, hit the downward-facing arrow in the bottom right corner to close the messaging window.
Adjust the document
Speak to the mic
See more
A faster and more satisfying 3 way of speaking with collaborators is to send a voice message, so just tap this and your voice message will start recording after a few seconds. Once you’re
Tap the up-facing arrow at the bottom of the screen to see a hidden list of pages that are already available in your Binder. Just tap on one to switch to it.
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done, tap the stop button, or pause it, from the right-hand control panel. You can then save the note for later listening.
This option reveals a further menu of settings that enable you to do more with the document, such as rotating its orientation, sending a link or flattened image of the document to people, or adding it to another Binder. 5
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Moxtra | UTILITIES HOW TO | CREATE A NEW BINDER IN MOXTRA
1 Give it a name
2 Add people
3 Add a cover
4 Open your Binder
5 Share documents
6 Collaborate and listen
On the main screen, tap the + button in the lower right corner and this window appears. To personalize the Binder, you can add various elements easily. Tap the Topic text box to add a specific heading to your binder – the name will appear inside the image box near the top of the window. Similarly, in the Category box, select a category that suits the topic, such as a holiday or a new product launch. You can add a new one or add it to an existing category.
To start working with your Binder, tap it to open it and you’ll be presented with a sort of chat-room-style layout. Here you can send simple text messages to everyone in your group by writing in the text box near the bottom of the screen and tapping Send on the keyboard. This message will then appear in the main area for everyone to see. You can quickly add a voice message by tapping the mic button and holding down on the long bar while you speak.
With the little details sorted, you can start adding people to your Binder so your work can be shared among a group. Tap the people icon and a list of contacts will appear. You can choose from contacts already on your iPad, or you can tap Google Contacts and log into your Google account to add people from the cloud. Alternatively, use the search box to find specific contacts quickly and easily. When you’ve selected everyone you need, tap Invite.
Tap the + button next to the message box to add life to your Binder, such as an image or web clip. When you’ve created something, a message will appear in the Chat+ area, allowing anyone in the group to view the page and, depending on their privileges, make changes using the editing buttons. To change privileges, tap a person’s icon in the right menu and adjust their role as necessary. New pages can also be viewed and edited in the Pages tab in the menu.
To make your Binder stand out from any others you’ve already saved in your Binder Shelf, add a cover. Tap the image where the heading is located and select Choose Photo. Now, find a photo from your local image library. When you’ve selected it, you can get the photo to look exactly how you want in your Binder by adjusting its position and pinching or zooming to adjust the crop. Finally, tap Use and then Create, and your new Binder appears.
An interesting feature is the ability to create live voice-chat meetings with people in your group. Back in the Chat+ tab, tap the orange icon in the top of the right-hand menu to initiate a meeting. You can start a meeting instantly or choose to schedule one for a later date. If you’d prefer to meet with just a particular individual in your group, tap their name and hit Start Meet. To start the meeting, you need to add the content you’d like to collaborate on. | 69
UTILITIES | MindNode
Create and share mind maps Use MindNode to map out your thoughts and distribute them SKILL LEVEL Anyone can do it
IT WILL TAKE 30 minutes
YOU’LL NEED iPad, MindNode, iCloud account (for syncing), MindNode Pro for Mac (optional)
Mind-mapping is a great way to record your thoughts as they come to you, and doing it on the iPad has several advantages over using the traditional pen and paper or whiteboard. For one, you can easily move things around, add extra words and change what you’ve written, while keeping the mind map looking neat and tidy. Second, you’re not limited by the size of your paper or whiteboard. Third, sharing your mind map with colleagues is a breeze – gone are the days of taking photos of whiteboards. Lastly, if you’ve got an iPhone, iPod touch or Mac as well as your iPad, you can sync your mind maps between all your devices using iCloud. The key to doing this is MindNode. The iPad/iPhone version costs $9.99 on the App Store – remember that you only pay once and can then install it on all your own iOS devices. If you want to use it on your Mac as well, you’ll need MindNode Pro ($19.99). There’s also a free version, MindNode Lite, which lacks some of the more advanced features, including the ability to sync via iCloud.
Before we get started, two useful hints: MindNode has an Undo function; you’ll find the undo arrow in the top left of the screen. Second, you can zoom in and out of your mindmap using the familiar unpinch and pinch gestures.
HOW TO | BUILD AND SHARE YOUR MIND MAPS
1 Getting started
The first time you open MindNode, you’ll be asked if you’d like to use iCloud for syncing. Enabling it will mean you can access your mind maps on any other iOS devices you have, such as your iPhone or iPod touch. You can always set this up later, but we suggest you use iCloud from the get-go. Tap Use iCloud, read the explanation and tap Use iCloud again. You’ll now see the MindNode home screen. Tap Create Document or tap the + in the top left to start your first mind map. 70 |
2 A node and its children 3 Add more information The new mind map will contain an initial “node” and connector. Let’s start by putting some text on the node; you do this by doubletapping it. Do this and type in the text, then tap anywhere else on the screen. Next, let’s add a subnode or ”child”. Tap the + symbol, which you’ll see to the right of your node. This will create a child to the right of the node, into which you can immediately type text. To add additional children to your original node, tap the node again, then tap the + symbol.
Each one of these child nodes can spawn children of their own. Tap the node in question, and you’ll again see a + symbol. At any point, you can go back and add more children to any node – MindNode will automatically make space for the new information, so that your mind map is kept looking neat and tidy, so long as Smart Layout is switched on. It is by default, but it can be disabled in the Inspector under Canvas (see step 8), which enables you to reposition nodes freely however you like.
MindNode | UTILITIES HOW TO | BUILD AND SHARE YOUR MIND MAPS CONTINUED
4 Taking it further
5 Connecting nodes
6 Adjusting connectors
Tap any node in your mind map. You’ll see a row of options appear above it: Cut, Copy, Delete and others. This is where you can start to do more advanced things, such as linking nodes together, changing the appearance of your nodes and temporarily hiding a node’s children. The options vary depending on the node you’ve tapped: one with children will offer a Fold option, which hides all of the children. Tap that same node again to reveal an Unfold button, which makes its descendants visible again.
One node may be related to another node, but not be a direct descendant. In cases like this, you can add an additional “connector” to link the related nodes together. Tap one of the nodes you’d like to link, so that the row of options we saw in step 4 appears above it. Now tap the Connect button, then tap the node you want to connect it to. This will make a dotted arrow appear between the two. You can make multiple connections to and from each node in your mind map.
Tap one of these connecting lines, then tap and drag the green dot in the middle to alter its shape. This is a useful way to keep things tidy, because you can ensure the arrows don’t cut through text in your mind map. If you need to alter to which nodes a connector links, drag either of the blue dots (there’s one at each end of the connector) to a different node. To remove a connector, tap it once, and you’ll see a Delete button in the familiar row of options above it.
7 Moving nodes
8 The inspector
9 Sharing your mind map
You can move a node to another part of your mind map. There are two ways to do this: tap it once to select it, then drag it and drop it onto the node that you’d like it attached to. Alternatively, if you’d simply like to detach it from where it is, tap it to bring up the row of buttons, then tap Detach, which will break the node (and its children) free from the rest of your mind map (though connector arrows remain intact). Reconnect it at any time by dropping it onto another node, whose child it will become.
Something you’ve probably noticed in the row of buttons that appears when you tap a node is the Inspector. This is where you can adjust the appearance of the selected node, connector or the entire canvas. You can also access it by tapping the pen symbol in the top right of the screen. When a node is selected, the Inspector has four panels: Canvas, Node, Text and Branch, each containing relevant settings. Changes apply only to the selected node, unless you use Apply All Changes to Subnodes.
There are lots of ways you can share a mind map. If you enabled iCloud sharing on your iPad and were connected to the internet, your mind maps are stored in iCloud, meaning they’ll appear on your other iOS devices, and in MindNode Pro for Mac (click File > Open, then click iCloud). To share a mind map with someone else, open it on your iPad, then tap the Share button in the top right and tap Email Document. If the recipient also uses MindNode, choose MindNode Document, otherwise choose PNG. | 71
UTILITIES | OfficeTime
Track your time Keep tabs on how long you spend on different tasks SKILL LEVEL Anyone can do it
IT WILL TAKE 20 minutes
YOU’LL NEED iPad, OfficeTime
Whatever line of work you’re in, chances are you need to keep track of how you’re spending your time. Your employer may require you to fill in a timesheet every month or, if you’re a freelancer or contractor working on a range of projects, it’s important you know how long you’ve spent on each one so that you can bill for the right amount of time. Trouble is, recording what you’re doing can become a bit of a chore, unless you’ve got an easy way to do it – which is where OfficeTime ($7.99) can weave its spell. OfficeTime is a time-tracking and expenses manager app, which enables you to set up projects and charge rates, and then book time and expenses to each one with ease. So here’s a look at the main features, and remember, if it seems complicated, you can always use just the ones that are relevant to you.
With OfficeTime, you can easily keep a track of the hours you (or employees) have worked.
HOW TO | TRACK YOUR HOURS IN OFFICETIME
1 The main screen
Hold your iPad in landscape orientation and you’ll see the main OfficeTime menu down the left-hand side. At the top, you’ll see the two buttons you’ll use most often: New Session and New Expense. Below are four further buttons: Timesheet, Projects, Categories and Reports. Projects are where you group all the work you’ve done for a particular project. By recording each session or expense against that project, you’ll know precisely how long you’ve spent, and, if needed, how much to invoice for. 72 |
2 Categories explained
Categories are types of work you do, each of which may have a different hourly rate. For example, a freelance writer may have categories for interviewing, copy-editing and copywriting. Equally, a software developer may charge differing rates for designing, coding and testing. When you start a work session in OfficeTime, you can assign it a pre-defined category, and it will calculate how much you’ve earned. Let’s begin by setting up some categories: tap Categories, then Add Category.
3 Adding categories
Type in the kind of work you’re going to be doing and keeping track of in the Name box. Then tap where it says ‘0.00’ to the right of Rate and enter your hourly charge (if applicable). Now tap Done at the top. Add some more categories in the same way for other common tasks you do. You can always add more categories later, including at the point when you’re starting a new work session, but you’ll save yourself huge amounts of time in the long run by doing this at the start.
OfficeTime | UTILITIES HOW TO | TRACK YOUR HOURS IN OFFICETIME CONTINUED
4 Create a project
5 Create a project, pt. 2 6 Ending a work session
Tap the left-pointing arrow in the top left of the screen to go back to the main menu. Now tap New Session to create a new piece of work. Before you get going, however, you need to assign it to a project, so tap Project, followed by Add Project. Give the project a name (such as “OfficeTime tutorial”). Next, if most or all of the work on this project is going to be of one type, tap Default Category and select a category from your list. If it’s going to involve a range of tasks, leave this as ‘No default’.
If you want, you can add project-specific notes, by tapping Project Notes and typing in anything related to the particular project – this could be the deadline, the maximum budget or the client’s name. Now tap Done and tap the project you’ve just created, which will take you back to the session set-up screen, with the Project section filled in. You’re now ready to start work: tap Start and the timer will begin recording how long you’ve spent on that particular work session.
When you come to the end of the work you’re doing on this project, tap Timesheet in the left menu, then tap the Pause button at the left-hand end of the green-highlighted work session. This will stop the timer. You can restart it at any time by tapping the Play button at the left-hand end of the session, which will turn the bar green once more. To edit the details or time taken on a work session, tap its name to bring up more options. Make your changes as needed, then tap Done.
7 Viewing a project
8 Adding expenses
9 Reports and exporting
So far, we’ve just looked at using OfficeTime for recording how long you spend on each work session. Over time, you’ll no doubt end up with multiple sessions spent on each project. To see all the work sessions for a given project, tap back to the main OfficeTime menu, then tap Projects, followed by the one you’d like to view. On the right, you’ll see all work sessions for that project and the time spent on each. In the bottom-right corner, you’ll see the total time and cost accrued.
You can add an expense to a project in the same way as you do a work session. Tap New Expense in the top-left corner of the screen, add the date, allocate it to a project (and category, if applicable), add any notes and enter the amount. Tap Done to add it to the project you’ve selected. When you now view that project on the Projects screen we saw in step 7, you’ll see the expense listed alongside the various work sessions and incorporated into the total cost accrued.
The Reports section gives you a detailed breakdown of how you’ve been spending your time, how much you’ve made from each category of work or project, and shows your work sessions and expenses. Tap the downwardpointing arrow next to All Time to view by day, week or month. In the top bar, you’ll see a Share button (a box with an arrow pointing outwards). Tap this to export the data on the current screen to a spreadsheet or text file, which you can then email to yourself or someone else. | 73
UTILITIES | Expense claims
Log and claim your expenses Tracking expenses is time-consuming, but Concur can help SKILL LEVEL Anyone can do it
IT WILL TAKE 45 minutes
YOU’LL NEED iPad, Concur, Concur subscription
Expenses are a necessary evil of business travel and entertaining. Unless your organization is very generous and has given you a company credit card, justifying how much you’ve spent is a necessary chore. Collating receipts and paperwork is a pain – that’s why so many of us put off our claim forms for weeks on end. This doesn’t really help businesses, as expenses are often attributed to the wrong month, or not logged properly at all. Employees can also have problems getting late claims signed off. That’s where Concur comes in. It’s an expenses logging app, with capability for managers to also sign off claims. It works on a subscription model, so it could prove too costly for very small businesses, but it could prove invaluable for businesses with just a handful of expense-incurring employees. We'll take you through its key features…
Expenses are often attributed to the wrong month, or not logged properly – Concur can help!
HOW TO | LOGGING YOUR EXPENSES WITH CONCUR
1 Get your login
Concur is a free app, but the use of its service is not free. Before you sign in you will need a login. Go to Concur.com and subscribe to the Small Business Edition of Concur Expense for $8 per user per month. Other subscription levels are available if your company processes large numbers of expense claims, but this subscription level is fine for most. Concur also offers integrated travel and expenses solutions should you need that extra level of tracking. 74 |
2 Getting your bearings 3 Your expenses list
Concur is a well designed app and it’s easy to navigate – on the left is access to your expenses (the ability to log more is in the shortcut, bottom right). Should you have a receipt you want to log using your iPad’s camera, snap it using the bottom left button. Once you’ve got a batch of expenses together, you can review and submit individual claims from here. Finally, if you’ve got expenses to sign off for others, you can approve these here.
Tap Expenses and you’ll see an empty version of a list – tap the + icon to add expense entries. Should you have a lot of them, you can sort them by order. As we’ve done here, you can tap the Add To Claim button to bring up checkboxes next to the individual items to attribute them to a particular claim. The Edit button enables you to select individual expenses for deletion, should you add something you decide you really can’t claim for!
Expense claims | UTILITIES
HOW TO | LOGGING YOUR EXPENSES WITH CONCUR CONTINUED
4 Add an expense
5 View your receipts
6 Viewing your claims
Let’s add an extra expense using the + button. As you can see, you can add various bits of detail and information including venue, vendor and date of the transaction. You can also add your own comments, should you wish to, which is handy if the expense is not a typical one and needs more explanation. Adding more information at this stage could mean your expenses are signed off more easily, but it could be as simple as keeping records for yourself.
From the expenses list, you can toggle between your expenses and receipts using the buttons at the top of the pop-up window. Again you can tap the + button (top right of the pop-up window) to log a new receipt in Concur, as well as view any existing receipt you’ve entered previously. Viewing a receipt will bring up a full resolution of the receipt itself (see step 2 about taking an image of your receipt with your iPad camera).
7 Enter a claim
8 Approve other claims 9 Take a test drive
Essentially these claims enable you to gather your receipts and expenses once you’ve entered them into Concur – they’re then shown on the right. You can tap the Claim Summary button on the left to see an overview of the claim and also leave a comment for the person that will approve your expenses should it be necessary. Finally, you can submit the claim (button far right, not shown above); it will then go for approval and processing.
Should you have the authority to do so, you can view other people’s expense claims, shown here in list format. You’ll be shown whose expenses they are and for what purpose; whether they’re a general monthly claim or a specific trip to a location or a particular client visit. You can then tap each claim to load it yourself and, much like you did to submit your own claim, you can approve the claim using the button in the bottom right of the screen.
Tapping your claims enables you to view a list of unsubmitted (and submitted) claims; you can tap the + to add a claim. Each claim has a title, so you can call it something specific to help with your record keeping and the claim’s approval – say you’ve been to a tradeshow, then putting the show’s name with the claim will identify to your manager or other approver what the claim is for. Tapping one of the claims shows the screen you can see in the next step.
And that’s it for our guide to Concur. Should you want to have a go without wanting to commit, the app does offer a subscriptionfree test drive version complete with fake expenses and sample reports. We should point out, however, that you can’t process any real expenses using this mode and it’s of no practical use – its purpose is to give you a sense of the look and feel of the app so you can decide whether you want to subscribe. | 75
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Essentials Your iPad comes packed with built-in apps that will help you to keep on top of communication and appointments 78 80 82 84 86 88 90 92 93 94 96
Print from your iPad Share with AirDrop Using the keyboard Use Bluetooth accessories Keep in touch with Contacts Using the Calendar app Get alerts with Reminders Do Not Disturb Video calls with FaceTime Using iCloud for your data Free up space on your iPad
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ESSENTIALS | AirPrint
Some of the latest printers from leading makers such as Canon, HP, Epson and Brother come with support for AirPrint built-in.
Print from your iPad Run off copies of your photos or documents from your iOS device SKILL LEVEL Anyone can do it
IT WILL TAKE 5-10 minutes
YOU’LL NEED An AirPrint compatible printer, or the Print n Share app
hanks to the portability of devices like your iPad and iPhone, you don’t need to carry printouts around with you to work on the move or show people your photos. Sometimes, though, you need a hard copy of something – minutes from a meeting for colleagues, a sales report, or whatever it may be. The simple solution is a built-in feature called AirPrint, which enables you to print directly from your iPad or other iOS device to a compatible wireless printer. The list of compatible hardware is ever increasing, and almost all major printer manufacturers are releasing AirPrintcompatible models these days. There’s a list of all AirPrint printers that are currently available at http://bit.ly/AirPrint101, along with more information about how it all works. Do bear in mind, though, that the technology requires Wi-Fi to operate, which the cheapest printers on the
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AirPrint enables you to print from your iPad or other iOS device to a compatible wireless printer market are not very likely to support. As befits the iPad, AirPrint is wonderfully simple to use. If you’ve got an inkjet printer, multi-page documents are even printed with the last page delivered first, so the final stack of paper is in the right order for you to pick up and take away. AirPrint’s real benefit is that you don’t need any extra driver software or apps in order to print – you simply set up your printer on the same Wi-Fi network as your iPhone, iPad or iPod touch, and use the Print option available in many iOS apps, including Photos and Mail. Your device will automatically detect the printer on your
In most apps, you can tap the Share button and find Print among the output options on offer. 78 |
network and connect to it in order to print. What if you’ve got a printer you’re happy with but it isn’t AirPrint-compatible? There is a solution: install an app called Print n Share ($7.99). This will enable you to use any printer attached to your Mac or PC. You’ll need to install a free helper utility called WePrint from http://mobile.eurosmartz.com on the Mac or PC, which then enables your iOS device to relay to any printer that’s connected to the computer via USB or Bluetooth as well as Wi-Fi. You can even print remotely via 3G/4G, so you don’t have to be nearby to output a document and have it ready and waiting for you when you get home. Printing from some apps isn’t as straightforward with Print n Share as it is with AirPrint: from Pages, for example, you need to send the file you want to print to Print n Share first; and if you want to be able to print attachments that you’ve received, you need to set up Print n Share to check your email account. Once set up, though, it does do more than AirPrint itself, and useful features such as access to files shared via Dropbox, Google Drive and other services are built in as standard.
AirPrint | ESSENTIALS HOW TO | PRINT WIRELESSLY FROM YOUR iPAD USING AIRPRINT
1 Set things up
Your iOS device and AirPrint printer need to be connected to the same wireless network. On your iPad, check the network details under Settings > Wi-Fi, and connect your printer to the same network. How to do this may differ for each printer, so check the manual for help.
2 Pick something to print 3 Tweak the settings
More and more apps are adding the option to print. It’s usually in the Share menu, but not always – in Mail, tap the Reply button to find the Print command. To print a web page, open Safari, go to the site you want, and tap the Share icon at the top left of the screen.
Swipe right to left on the bottom row of icons to see the Print button, and tap it. Tap Printer and your iOS device searches for AirPrintcompatible printers on your network. Select the one you want to use; it will now be your default. You’re now taken back to the print settings.
PRINTER APPS
4 Extra options
5 And… action!
You may see extra options here, such as double-sided printing, although some options may not be supported. The least you will see is an option to specify the number of copies of your document that you want to print. By default this is one; tap the + if you need more.
Now tap Print to send your document to your AirPrint printer. A box on your iPad displays the progress of this; how long it takes can vary with the strength of the signal and what you’re printing – large files naturally take longer. Once it’s transmitted, you’re returned to your app.
6 Print Centre
7 View your progress
To keep an eye on how things are going after this, double-tap the Home button to go to Multitasking view. Swipe left to right until you see a new icon on the far left: Print Centre. This appears only when you’re printing, and always at the far left-hand end of the row of apps.
Tap the Print Centre icon to view details of what you’re printing. At the top you see each document name, followed by the printer, the number of copies to be printed, and whether you’ve chosen any other options. The last line tells you how many pages have printed so far.
Many leading printer manufacturers have released apps to go with their wireless printers, and they’re usually free. For example, Canon’s Easy-PhotoPrint (pictured here) lets you queue photo printing and scan directly to your iOS device, and Kodak’s handy Pic Flick app lets you print your photos to any compatible Kodak printer. Check the App Store to see if your printer has a compatible app that you can use.
8 Cancel printing
If you change your mind or realize you’re printing the wrong thing, it’s not too late to stop. Tap the relevant job in Print Centre, then tap Cancel Printing at the foot of the screen. This will send a signal to the printer to abandon that print job. Any other jobs should continue. | 79
ESSENTIALS | AirDrop
Share with AirDrop Share things directly with the people around you SKILL LEVEL Anyone can do it
IT WILL TAKE 5 minutes
YOU’LL NEED Two recent-model devices running iOS 7
irDrop is a convenient way to share things with people nearby: it establishes a direct, encrypted, short-range connection between iOS 7 devices over Wi-Fi or Bluetooth. Perhaps you want to send a friend a picture of them taken on your iPhone, privately rather than posting it on Facebook, or perhaps you want to pass someone’s contact details directly to a colleague, or you want to share a web page you’ve found. It takes only a few taps, and you don’t have to connect to a Wi-Fi network or even take time to type in your recipient’s email address.
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The ability to share over AirDrop is built into many apps, so you can share web links, photos and notes
It’s simple to set up and use, but note that AirDrop does have some restrictions. It works only between recent devices – iPhone 5 or newer, all models of iPad mini, fourth-gen iPad with Retina display and iPad Air – and they must be running iOS 7. Also, despite having the same name as a similar feature in OS X, AirDrop on iOS can neither send to Macs nor receive from them. The ability to share over AirDrop is built into many iOS apps. You can share a link to a web page, photos, notes, your current location or directions, and other documents and data from apps downloaded from the App Store. Beware of exactly what you’re sharing, though: while you can share your own or someone else’s details from the Contacts app, there’s no way to restrict which details are sent.
HOW TO | SET UP AIRDROP
1 Import profile pictures 2 Share with friends
If you don’t have photos for many of your Contacts, open Settings and tap Facebook or Twitter. If you’re signed in to either network, tap the option to update contacts. Where iOS is able to match your contacts with your online friends, it’ll download profile pictures for the relevant contacts. You’ll then see those pics in AirDrop instead of the rather more boring placeholder. 80 |
Swipe upwards from the foot of the screen to access Control Center. Tap AirDrop, then Contacts Only. Bluetooth and Wi-Fi will be switched on, if they weren’t already on. If you turn off either, AirDrop will also be switched off. You and your nearby contacts whose iOS 7 devices are signed into an iCloud account are now visible to each other.
3 Share with everyone
To share with people who aren’t among your contacts or don’t use iCloud, tap Everyone. Beware, though: AirDrop is enabled whenever both Bluetooth and Wi-Fi are switched on, and anyone will be able to send you iffy pictures, which are previewed even when your device is locked. Best keep AirDrop off and switch it on only when you specifically want to be visible.
AirDrop | ESSENTIALS
HOW TO | SHARE AN ITEM USING AIRDROP
1 Share a web page
In Safari, tap the Share button. In the pane that appears, the top row shows nearby people who have made themselves visible to you over AirDrop. If you can’t see your desired recipient, ask them to open Control Center – we’ve found that this rebroadcasts a person’s availability within a few seconds. Tap their icon when it appears and wait for them to accept.
2 Share a photo
In the Photos app, view the image you wish to share and tap the Share button (bottom left). Alternatively, in Moments view, tap Select at the top right, tap several photos, then tap the Share button. The usual panel opens either way, but the first method also shows your photos in a scrolling strip, so you can select more without going back. As before, tap the desired recipient.
3 Sharing in other apps
Details vary in other apps. At the foot of each entry in the Contacts app, for example, is Share Contact; but Pages, Numbers and Keynote are more fiddly. Tap Edit at the top right of your documents screen, then tap the Share button (top left) and select Send a Copy. Tap the file to share, then the recipient. Finally, tap the format in which you want to send the file.
HOW TO | RECEIVE SOMETHING VIA AIRDROP
1 Receiving web links
If someone wants to share a link to a web page, you’ll see a preview. If you accept, it opens in Safari. If you decline, the sender is informed of that; if something goes wrong, ‘Failed’ appears. If your device is locked, you’ll see a smaller preview of what’s being sent to you. Swipe across it to unlock your device and see a larger preview before accepting or rejecting the item.
2 Receiving photos
If someone tries to share photos, you’re told how many there are but only one of them is previewed. (There’s no discernible pattern to which one this will be.) Accepting adds the pictures to the Camera Roll and takes you to them in the Photos app. They’re also uploaded to your Photo Stream if that feature is enabled in Settings > iCloud.
3 Receiving from apps
You won’t see a preview of items sent from apps you don’t have, though photos sent from apps such as Camera+ are simply directed to the built-in Photos app. Instead, the AirDrop alert offers the option to reject the item or to go straight to the required app in the App Store. You’ll have to tap through to see whether it will cost you money, if the sender can’t tell you. | 81
ESSENTIALS | Text and typing
Using the keyboard Find your way around the on-screen keyboard and type more quickly SKILL LEVEL Anyone can do it
IT WILL TAKE 5 minutes
YOU’LL NEED iPad, iOS 7
Double-tap on a suspect word to select it, then in the pop-up menu of options (left) select Replace… to see suggested alternatives (right). Simply tap the one you want, or tap elsewhere to keep what’s there.
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our iPad isn’t just for looking at things. Your device’s on-screen virtual keyboard makes entering text as easy as on a full-size physical keyboard, whether for tweets, Notes, iMessages or entering larger amounts of text in apps such as Pages. Here we’ll take a look at some of the features and shortcuts offered by your iPad’s virtual keyboard, which will pop up automatically whenever you tap a text field in any app that permits text entry – the ‘To’ field or message body field in Mail or Messages, the address bar in Safari, and so on. Bear in mind that you can usually turn your iPad on its side and use the keyboard in landscape orientation, which makes the keys every bit as large as on a typical physical keyboard (albeit the layout is slightly different, with the numbers on a separate screen). Or if you prefer, you can even hold your iPad with two hands and type with your thumbs, cell phone keypad style, rather than your fingers keyboard style. You can configure many aspects of the iPad’s keyboard under Settings > General > Keyboard. There are lots of features to help you enter text here – have a look at the options and try them out to see how useful you find them.
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Trust autocorrect The biggest tip we can give is to leave autocorrection turned on, and learn to trust it. If it makes a suggestion you want to accept, carry on: it will be accepted when you type a space or punctuation
The iPad’s autocorrect feature will offer suggestions as you type, and by default will insert what it thinks is correct as soon as you type a space or punctuation mark. To reject its suggestion before this happens, you can tap the X in the pop-up (in practice, you don’t have to be precise), and it will leave what you actually typed. mark. To reject it, tap the X next to the suggestion in the pop-up (in practice you can just tap anywhere in the popup) – or, to avoid breaking the flow of your typing, suppress the urge to correct mistakes in the middle of a word: finish typing, then go back and tweak or replace if you need to. It might take a while to get used to typing this way if you’re particular about spelling, but it should ultimately save you a good deal of time and effort.
New sentence If you double-tap the spacebar when composing a message or using textbased apps such as Notes or Mail, the app will insert a full stop followed by a space, and automatically capitalize the next letter you type. (This option is on by default but can be turned off in Settings > General > Keyboard.)
Manual Caps Lock If you don’t want to capitalize the first letter of a new sentence (say if you’re starting a sentence with the word ‘iPad’), tap the Shift key. If you want to type a whole word in caps (say an acronym such as NATO), double-tap the Shift key and type away. Tap the Shift key again to turn it off.
More characters Numbers and punctuation marks are on a second screen, which you access by tapping the 123 key next to the spacebar. For additional punctuation and symbols, tap the #+= key on the second screen.
Slide to the right key Didn’t quite hit the right character? Keep your finger pressed down and just slide it over to the one you meant. In the
Text and typing | ESSENTIALS
Tap in your text for the options to make a selection or paste text you’ve previously copied. same way, you don’t have to tap the Shift key and then the character you want to capitalize: instead, tap and hold the Shift key and then slide your finger to the letter before releasing. This also works for typing characters from the second keyboard screen: tap and hold the 123 button to switch keyboards and then slide your finger to the correct symbol before releasing.
Alternative characters If you tap and hold on some characters on the keyboard you’ll see alternatives – accents for letters such as é and ç, and even more symbols on the second and third screens. For example, the hyphen key offers the alternative of an em-dash (–), the full stop on the second keyboard screen gives the option of an ellipsis (…); tap and hold on the dollar sign to find other currency symbols; tap and
hold on the quotation marks if you want proper typeset curly quotes.
Adding keyboards Need to type accented characters or foreign alphabets on your iPad? You can add keyboards for other languages and quickly switch between them. Go to Settings > General > Keyboard > Keyboards > Add New Keyboard to select them, then tap the globe icon that appears at the bottom left of the on-screen keyboard to toggle between them, or tap and hold to view a list of all the installed keyboards and select one. The autocorrect dictionary will change as well. In the Chinese handwriting keyboard, you sketch pictograms and they’re turned into proper text.
times in quick succession (this one is very hit-and-miss, though, and you’ll need to ignore any pop-ups that may appear after the first double-tap).
Replace a word When you tap to select a word you’ll often see another option: Replace. Tap this and you’ll see suggestions for alternative words with similar spellings. This is a good way to quickly correct typographical errors, but not every app supports it. In the same way, you can often choose Define to get a quick explanation of the highlighted word.
Magnifying glass
Clearing text fields
If you need to position your cursor precisely in text – such as to correct a mistake – tap and hold on the text to bring up a magnifying glass and then slide your finger around to enlarge different areas as you move it.
Keep an eye out for the X symbol in text fields (such as in Safari’s web address field): instead of tap-tap-tapping the Delete key to clear text, you can just tap this symbol to clear the text at once. Alternatively, many text fields automatically clear when you start typing after tapping on them.
Copy and paste
Do you find yourself typing the same long phrase on a regular basis? Go to Settings > General > Keyboard > Add New Shortcut… to define your own shortcuts that magically turn into whole phrases as soon as you’ve typed them.
Tap and hold on a character in the on-screen keyboard to see alternatives. Slide your finger to the one you want, and then release to insert that character.
Tap and hold in your text, and a magnifying glass will pop up to help you position the cursor more precisely.
To quickly copy and paste text, you can tap and hold, choose Select and then drag the blue handles at the start and end to highlight the block of text you want, or choose Select All to highlight all the text available. Now tap Copy, then go to your target location or app, tap and hold down again, then choose Paste from the menu that appears. The copied text will be inserted at the current cursor position. To replace some existing text, select it before pasting.
Selection tips To quickly select a word, double-tap on it. To select an entire paragraph, tap four | 83
ESSENTIALS | Using Bluetooth
Use Bluetooth accessories It’s easy to pair wireless kit with your iPad – here’s how to do it SKILL LEVEL Anyone can do it
IT WILL TAKE 5 minutes
YOU’LL NEED A Bluetooth accessory
A Bluetooth keyboard case protects your iPad and gives you a proper keyboard to type with wherever you go.
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luetooth is a wireless communication system built into your iPad (as well as the iPhone and iPod touch, for that matter) which the device can use to connect to a whole range of equipment, including headphones, earpieces, speakers and even keyboards. The technology sends signals over radio waves, with the majority of devices able to transmit and receive over distances up to 10m (33ft), though it’s normally used with accessories no more than an arm’s length away. The key thing to know is that to use any piece of Bluetooth kit with your iPad, the two first need to be ‘paired’, which authorizes them to talk to each other. However, you need to pair a Bluetooth device to your iPad, iPhone or iPod touch only the first time you use it. After this, when that Bluetooth accessory is switched on and within range of your iOS device, it should connect automatically, ready for you to use again. Do bear in mind, though, that while your iOS device can be paired with any number of devices, it can actually connect to only one device of each type at a time – which makes sense, because it prevents your iPad sending output to the wrong device and playing your music, for example, through your Bluetooth speakers
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instead of your earpiece. You can sometimes simply select the accessory you want to connect with, but it’s usually best to just switch off any others you might have paired. If you don’t want to use a certain device again, you can unpair it. We’ll look at how to do all these things shortly.
Choose the right accessory Let’s start, though, with choosing the right accessories. Whenever you’re buying a piece of Bluetooth kit, you need to know from the outset what you want to use it for and choose accordingly. This is important because accessories need to support different Bluetooth ‘profiles’ in order to perform their different functions. If you want to use an accessory to play music, for example, it must support the A2DP profile used for one-way transmission of audio, which is designed specifically for music. The Audio/Video Remote Control Profile (AVRCP) works in conjunction with A2DP to enable you to use the Bluetooth device to control the music playing on your iPad, iPhone or even an iPod touch.
Bluetooth profiles You might come across other Bluetooth profiles, too. The iPad supports most of the main profiles, but note that not all Bluetooth accessories do – many earpieces don’t do A2DP, for example, and hence can’t play music well; not all Bluetooth stereo headphones include a microphone, but only those with a mic and support for Hands-Free Profile (1.5) can be used to make and receive calls, so this is what you’ll need if you want to use the same headphones with your iPhone as well as your iPad. Using both Siri and Voice Control over Bluetooth requires support for the BVRA profile.
It’s a bit of a minefield, so read the spec carefully before you buy to ensure you get what you need.
Using a Bluetooth device It’s easy to get started with Bluetooth accessories. On your iPad, go to Settings > Bluetooth and switch Bluetooth on. Power up your Bluetooth accessory and put it into pairing mode (sometimes called ‘discovery mode’) – your device might do this by default as soon as it’s switched on, but if not, its instructions will explain how. The device should now show up in the list on your iPad’s screen, though this might take a little while as the iPad searches for nearby devices. Tap the device’s name to pair, and enter the passcode if one is required (if so, you should find this in the accessory’s documentation as well). Once your accessory is paired, as we’ve mentioned, it should connect automatically when it is switched on and within range. Sometimes, however, you might want to bypass a paired accessory, for example to play sound through your iPad itself instead of using speakers. The simplest option is usually just to switch off the Bluetooth device, or swipe upwards from the foot of the screen to open Control Center and switch off Bluetooth on your iPad for the time being – Bluetooth is quite power-hungry, so this will save power as well. Sometimes, if you want to use one paired accessory instead of another, you can go to Settings > Bluetooth and tap the name of the accessory you want to use. For accessories other than output devices such as speakers, however, to avoid any potential conflicts, best practice is to switch on only the one you want to use, and switch off any other paired devices. If you won’t want to use a particular device again, you can unpair it: go to Settings > Bluetooth and switch Bluetooth on if it’s off, then tap the name of the device in the list and select Forget This Device. If you should later want to use the device again, simply pair it again as you did before.
Using Bluetooth | ESSENTIALS
HOW TO | MASTER BLUETOOTH ON YOUR iPAD
1 Cases and controls
Cases such as the Belkin QODE Ultimate Keyboard Case for iPad incorporate the same system of magnets as Apple’s Smart Covers, so will put your iPad Air to sleep as soon as you close the cover – but the keyboard built into it works via Bluetooth, so you still need to pair it first, just like any Bluetooth keyboard.
2 Status bar indicator
The Bluetooth B icon in your iOS device’s status bar will turn blue or solid white when something’s connected to it. If Bluetooth is on but nothing’s connected, it will be gray. If Bluetooth is off, the B won’t be there at all. To get started with a Bluetooth accessory, you’ll need to turn Bluetooth on in Settings.
3 Free your tunes
To play audio through a compatible Bluetooth accessory, pair the devices, then open Control Center, tap the external source button (by default it shows the name of your iPad), and you’ll see a pop-up list of all your devices that are capable of streaming your music. Tap the name of your preferred Bluetooth device.
Use a Bluetooth keyboard with your iPad The iPad’s on-screen keyboard is fine for short notes or emails but if you’re writing a long document, for example, you might want to consider using a Bluetooth keyboard. You might already use one with your Mac or PC, and it’s easy to pair it with your iPad too – and it will give you all the usual keyboard shortcuts for copying, cutting
1 Enter pairing mode
Like all Bluetooth devices, the keyboard first needs to be paired with your iPad. See the keyboard’s manual for how to do this. Many go into pairing mode as soon as you switch them on; with an Apple Wireless Keyboard you can also put it in ‘discovery mode’ by holding down its power button for a few seconds.
and pasting, selecting text and navigating around your documents. Note that if you pair a non-Apple keyboard, you might have to use the Windows key instead of Ctrl as the modifier key for actions such as cut, copy and paste. Also, you can pair only one keyboard at a time: if you want to change to another, unpair the first.
2 Pair with your iPad
On your iPad go to Settings > Bluetooth and switch Bluetooth on. After a few seconds you’ll see your keyboard appear in the list. Tap its name, and you’ll be told to type a passcode on the keyboard. If you’re too slow and the accessory leaves discovery mode, switch it off and on again.
3 Use your keyboard
That’s it! You can now use the keyboard, along with many standard text-manipulation shortcuts, in place of the on-screen keyboard. If you want to return to the iPad’s on-screen keyboard, tap the physical keyboard’s Eject key, switch off the keyboard, or open Control Center and turn Bluetooth off. | 85
ESSENTIALS | Contacts
Keep in touch with Contacts Create the ultimate address book and sync it across iOS devices SKILL LEVEL Anyone can do it
IT WILL TAKE 5 minutes
YOU’LL NEED iPad, iOS 7
The Contacts app and settings in iOS 7 make it easy to access and organize your address books. You can import details from various sources, then find people from any group, quickly create a correctly addressed email, and more. You can add contacts directly on your iPad or sync them over the internet, using various services. If you’re using iCloud, you can sync with your computer and iPhone just using your Apple ID. If you use Google Contacts or lots of other online services, you can keep your contacts in sync using them – in Settings you can choose to include those contacts. Contacts is now integrated with Facebook, enabling the Contacts app on all your devices to be populated with information from Facebook, including birthdays and photos of your friends. This means that email addresses or phone numbers that you’re missing can be added in automatically by iOS, with barely any effort from you. The Contacts app also syncs with Twitter, pulling through people’s Twitter handles, and again bringing in photos of them.
As we mentioned, it’s possible to sync contacts from a number of online services, including Yahoo and Outlook.com (formerly Microsoft Hotmail) as well as Microsoft Exchange, LDAP or CardDAV accounts: simply link to the account in question by tapping Settings > Mail, Contacts, Calendars > Add Account and then choosing the appropriate service. If prompted, make sure you opt to keep your existing iPad contacts. You’ll be able to view and search your third-party contact lists, and in some cases – specifically Yahoo and Outlook.com – you can even edit, create and delete entries directly from your iPad and then sync them with your online service. Look out too for an option to link entries, allowing you to combine duplicates into one unified entry. The Contacts app integrates with other apps and can thus make many tasks faster, including sending emails and messages or initiating a FaceTime call (see step 6 opposite). You can tap a contact’s address to view it in Maps. And, if you enter a contact’s birth date and enable the option in the Calendar app, it will appear on your calendar too.
VISUAL GUIDE | CONTACTS ON YOUR iPAD 2
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Your quick guide to getting around the Contacts app Linked up When you’ve imported contacts from multiple sources, it’s very common to find duplicate entries, but there’s an easy solution. First tap Edit, then scroll down to the Linked Contacts section at the bottom of a contact’s record and you can combine duplicates into a single record. Tap Link Contacts…, then choose the duplicate entry from the list. 3
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All in order Contacts are organized alphabetically – you
4 can type in the Search bar to find someone
or tap a letter to jump to that part of the alphabet. Contacts can be listed by first or last name first – set this under Settings > Mail, Contacts, Calendars.
Lots of detail
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Groups
Edit me
Sign in to icloud.com on a computer or use the Contacts 1 app on your Mac to organize contacts into groups. On your iPad, tap Groups at the top left to hide some of your contacts temporarily by toggling the visibility of certain groups.
Tap the + at the top right of the list of names to create a 2 new contact from scratch, or the Edit button at the top right of the person you’re viewing to change their details (or to delete that entry). Tap Done when you’ve finished.
In addition to an address, email and so on, tap Edit and you can add a contact’s mobile number and Twitter user name, enter your own notes, assign that person a custom ringtone for FaceTime calls, add anniversary dates and more. 5
Contacts | ESSENTIALS HOW TO | KEEP ALL YOUR CONTACTS IN SYNC
1 Get into iCloud
2 Other services
3 Import vCard contacts
4 Edit a contact
5 Add an image
6 Stay in touch
In previous versions of iOS, you could sync your contacts using a wired connection to iTunes on your PC or Mac. However, Apple now expects all syncing to be performed using iCloud, with the option removed in iTunes. When you set up your iPad, you would have been prompted to create or enter your Apple ID. If you did so, you will already be set for syncing contacts between iOS devices (such as your iPad and iPhone), plus your Mac if you use one.
To make changes to a contact’s entry in the Contacts app, tap the name you want, then tap the Edit button at the top right of the screen. Scroll down for many more options, such as assigning the contact a custom ringtone and adding the person’s birthday. Tap Add field if you want to add something that’s not covered in the default list – there’s lots more available than the fields you can initially see. You can also delete the contact here – scroll down for this.
iCloud isn’t the only option for syncing your contacts over the internet, though. In the Settings app, tap Mail, Contacts, Calendars. At the top, you’ll see that your iCloud account is there, with the option to add a new account beneath. Tap it, and you’ll see you can sync with many popular online services, including Google, Yahoo, and Microsoft Exchange and Outlook. Choose one, type in your details, and you can pull in your contacts from that service.
Add a photo to someone’s profile and it will be used in the Messages app next to their name. Tap the contact’s entry, then Edit and finally Add Photo. You can take a new photo using your iPad, or tap Choose Photo if you already have a pic of the person, select the shot, adjust it to fit and tap Use. You can edit the photo by tapping it. Contacts now automatically updates with Facebook or Twitter profile pics, though, so you may not have to do anything!
If you have contacts stored in a service or application that can’t easily sync online, you can always manually import your contact list into iCloud, provided you’re able to export your contacts as vCards. When you have a vCard file, you can import it into iCloud from any PC or Mac by visiting iCloud.com and signing in. Go to Contacts, click the cog in the bottom left corner, and click Import vCard. Then just select the file. It will sync across your iOS devices.
When you tap on a contact, you can see all your available options clearly – just tap one to trigger the default action. Alternatively, you’ll see little symbols to the right of most classes of information, indicating that there’s more than one way to contact someone – next to FaceTime, for example, you can initiate a FaceTime voice call instead of the usual video call. Some of these options (notably FaceTime) will work only if the recipient has an iOS device or a Mac. | 87
ESSENTIALS | Calendar
Using the Calendar app Get organized and stay on top of your To-Dos with Calendar SKILL LEVEL Anyone can do it
IT WILL TAKE 10 minutes
YOU’LL NEED iPad, iOS 7
The iPad’s built-in Calendar app is a complete digital assistant that will sync with your different calendars and other apps, keeping you on top of your life no matter where you may be. Once you link your Facebook account – we’ll show you how to do this below – your Facebook Events and Birthdays can be synced to your Calendar, which means that your business commitments and personal events will all be viewable on the same calendar. With luck, this should mean that you never have to miss a birthday, party or important meeting ever again. In addition, in iOS 7 the Calendar app is more closely linked with Notification Centre (so you never have to arrive late for an appointment either!), and there are more options
With Facebook integration, you can call your contacts and email straight from an event on your calendar
for Calendar in the Settings app to ensure privacy and security. Navigating around the app and creating new events is easy, and with Facebook integration you can call your friends and contacts and email them from within the Calendar app itself. To change your view, simply tap the tabs at the top of the page – Day, Week, Month and Year. You can move between dates by swiping up and down in Month view, or by swiping to the right or left while in Day or Week view. To add an event, just tap and hold on the time of the day you want, and the Add Event pane will appear so that you can enter all the details you want. Alternatively, tap the + at top-right to add an event without the date in view. You can link your iPad calendar to your iPhone, your Google Calendars, Outlook, Windows Live and many more services. In short, the Calendar app is the most flexible way to organize your life, digital and otherwise.
HOW TO | INTEGRATE FACEBOOK WITH CALENDAR
1 Install Facebook
Tap on Settings > Facebook, enter your Facebook account details and follow the instructions to sign in. If you don’t have the Facebook app installed on your iPad yet, tap Install in the top right corner to download it. You will have to enter your Apple ID. 88 |
2 Sort your Settings
Once signed in to your Facebook account, new options to sync your friends’ details and Facebook events appear under ‘Allow these Apps to Use Your Account’. Switch them to On. Now tap on Update All Contacts to sync your Facebook information with your iPad.
3 See your Calendar
Open the Calendar app and tap the word Calendars at the foot of the screen. Scroll down to the Facebook section and you’ll see Facebook Events and Birthdays ticked. Any information that’s updated in Facebook will now be synced to the Calendar app on your iPad.
Calendar | ESSENTIALS
HOW TO | WORK WITH CALENDAR
1 Find events
Once you’ve set up Facebook you’ll see that all your contacts are now integrated with your Calendar. In Month view mode, tap on the day to see what’s happening, and scroll down to see your events (color-coded, of course). Swipe left or right to go to a different day.
2 Stay in touch
This day is someone’s birthday. Tap the contact’s name. A new window will open up with their name and all contact information. Tap on Send Message at the bottom to send them birthday greetings using one of the contact methods they’ve added to their profile.
3 Notification Centre
When you pull your notifications down from the top of the screen you’ll now see the day’s Calendar events and appointments with their due dates/ending times. This is very helpful for a quick glance over your upcoming events for the current day.
QUICK TIP
4 Setting it up
5 Privacy Settings
Tap Settings > Mail, Contacts, Calendars and scroll down to the Calendars options. Here you can set which is your default calendar, choose whether to get alerts of new Invitations and changes to Shared Calendars, specify your Default Alert Times, and more.
In Settings > Privacy you can determine what apps have access to your Calendars. Tap on Calendars to see what apps have requested access to your calendars so far. You can turn these on or off as you wish by tapping the switch beside each app in the list.
6 On your side
7 Add an event
On an iPad, it makes no real difference whether you view your calendar sideways or upright. Swipe to move through the days or months; tap Today (bottom left) to return to the present. In Day, Week or Month view, you can add an event by tapping and holding briefly.
You can also add an event by tapping the + in the top right of the screen, without having the date in view. Either way, the Title field in the Add Event box is selected and the keyboard pops up so you can start typing. Tap each field to specify location, start and end times, etc.
If you’re finding life a bit too cluttered and want to view only one calendar at a time, tap on Calendars and then on the left of each calendar to unselect it. Calendars with a tick beside them are activated and those without a tick are not.
8 Color and share
Color-coding events will keep things organised. Tap on Calendars at the foot of the screen; calendars that can be edited have an i to their right (Google Calendar uses default colors from the site). Tap this and you can pick a color or invite someone to share that calendar. | 89
ESSENTIALS | Reminders
Get alerts with Reminders Get to grips with the Reminders app and never miss an appointment There are plenty of reminder and To-Do apps available in the App Store, many of them free, but don’t overlook the built-in Reminders app. Naturally, the fact that Reminders is built in as a default app gives Apple a head start in being able to integrate the app with various features in iOS 7, such as syncing via iCloud and location-based options, but it’s also a very competent app that can really change the way you remember what it is you’ve got to do today, tomorrow, next week or even next month. The app is easy to use, but don’t let that mislead you into thinking that it’s just a basic tool for jotting down notes. There’s a lot more going on under the surface. You can view your reminders in a simple and handy list view, so you can see at a glance what you’ve got to do. In addition, you can view your to-do items for today so that you know which are most pressing. Once you’ve completed a task, all you have to do is tap it and it’s then added to your completed items list. You can go back and check the tasks you’ve done any time, too, as well as show or hide items within
any list that have been marked as Completed. There’s a search function to make it easy to find that forgotten reminder and amend it (but take care: you can’t search for notes you’ve made within reminders, only for their titles). You can maintain as many separate reminders lists as you like, to help keep work tasks distinct from other projects, for example: just tap the one you want to have on view, and tap Add List (bottom left) to create a new one. Tap Edit (bottom left) to delete entire lists or change their order; tap Edit (top right) when viewing a specific list in the right-hand pane to delete any item or change the order of items in the list.
Siri and iCloud integration Siri integration makes it amazingly simple to set yourself new reminders very quickly just by dictating them. If you have an iPad with Cellular capability as well as Wi-Fi, you can also set reminders to trigger when you arrive at a given location or leave it. You can even customize the geofence for locationbased reminders – that is, set exactly how close you need to get to the precise location in order to trigger the reminder. With iCloud integration you can keep all your reminders synced across devices, too, meaning that no matter which device you’re using, you’ll be able to make and see your todo lists. It’s easy to sync with iCloud, too: just make sure you’ve activated iCloud (www.icloud.com) and switched on Reminders syncing in the list of apps in Settings > iCloud. It then does all the work in the background. In short, Reminders is one of those seemingly simple apps which you’ll find indispensable once you get to grips with it.
HOW TO | SHARE A REMINDERS LIST WITH SOMEONE ELSE
1 Go to iCloud
Oddly, to share a list of reminders you use the iCloud website. Fire up a browser on your Mac or PC and go to www.icloud.com. Log in using your Apple ID, then click on Reminders. On the left you’ll see your lists of reminders that have synced with iCloud from your iPad. 90 |
2 Manage on iCloud
You can click a list to view the reminders in it, click the button next to an item to mark it as done, add a new list by clicking the + sign, add a new item to a list by clicking on New Item at the foot of the list, search within the lists and even rename a list (click on Options to the right).
3 Share reminders
To share a list, click on the icon to the right of its name (it’s a bit like the Wi-Fi symbol). Add the email address of the person on iCloud you wish to share that list of reminders with, then click on Done. The recipient will receive a notification on their device of the shared list.
Reminders | ESSENTIALS
HOW TO | GET THE MOST OUT OF REMINDERS
1 A new reminder
Creating a new reminder is simple: open the Reminders app, tap in a blank space in the list, and start typing. If you want to use another list, tap its name on the left. Reminders can be one-word hints or multiple lines, and they can contain letters, numbers and special characters.
2 Edit a reminder
To add details, tap the ‘i’ to the right of the item; to add them later, tap the item first. You can specify when you’ll be reminded, set whether it repeats, and ask to be reminded at a location (on cellular iPads). You can add notes – useful for meetings or jogging your memory.
3 Mark as completed
Attended to an item? Simply tap the button to its left to mark it as completed. It’s not deleted, though, and you can tap Show Completed at the foot of the list to see the items you’ve marked as done. If need be, just tap the button again to mark an item as uncompleted.
4 Search or view by day 5 Edit lists
Want to find a reminder? Tap the Search bar above your lists on the left, then enter some text from the item you’re after (Notes and other details are not searched.) Tap on Scheduled at the foot of the list (it’s labelled with an alarm clock) to see items scheduled for today.
To create a new list, tap Add List at the bottom left of the screen. To view a different list, tap its name. To delete an item, tap Edit at the top right of the screen, then tap the red icon next to the item. To delete completed items, you must tap Show Completed before Edit.
6 Reorder items
7 Location reminder
8 Ask Siri
9 Set notification style
On a Wi-Fi+Cellular iPad, instead of timebased reminders or in tandem with them, you can set reminders to trigger when you arrive or leave somewhere. Select this in the Details pane (step 2), enter a location, then drag the circle on the map to set how close you’ll need to get.
Press and hold the Home button and say, for example, “Remind me to buy bread at 10am.” Siri will set the reminder: if it’s right, tap Confirm or reply “Yes”; if it’s not, tap or say “Cancel”. You can also dictate anywhere you’d type: tap the mic key to the left of the spacebar and speak.
To reorder items within a list, tap Edit, tap and hold on the little grab handle to the right of the item you want to move, then drag it up or down the list. You can’t reorder completed items even if they’re visible. To delete the entire list, tap Delete List at the foot of the screen.
How reminders appear is controlled by your choices in Settings > Notification Centre – turn the page for details. Make sure Reminders is in the ‘Include’ list, and tap its name to set the type of alert. The audio alert that accompanies reminders can be changed in Settings > Sounds. | 91
ESSENTIALS | Do Not Disturb
Do Not Disturb Set your iPad not to disturb you or to let in only vital messages SKILL LEVEL Anyone can do it
IT WILL TAKE 5 minutes
YOU’LL NEED iPad, iOS 7
andy though it is to be notified of things, if you’re busy you won’t want to be interrupted by every new email or tweet. The solution is Do Not Disturb. It’s mainly for iPhone users, but works on the iPad too. If you turn on Do Not Disturb in Control Center or Settings, all notifications are silenced when your iPad is locked, although alarms will still sound. Optionally, you can set Do Not Disturb to kick in at a preset time, then deactivate again at another preset time. You can also allow incoming FaceTime calls from specified people or groups from your Contacts list,
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or allow a call from someone who tries repeatedly within a short time. This is primarily of use on an iPhone, of course, but it works with FaceTime calls from the same FaceTime ID on your iPad. Other iPhone-specific options, however, such as sending a preset message instead of answering, won’t work on the iPad. The guide below tells you about the options available – it’s all pretty intuitive, and if you experiment with the settings you’ll soon discover what suits you. The idea is to give you greater control over how your iPad handles alerts, without having to delve into the Notification Center.
HOW TO | SET UP DO NOT DISTURB
1 Turn it on
To activate Do Not Disturb, swipe upward to open Control Center and tap the crescentmoon icon. The symbol appears in your device’s status bar to confirm. Now your alerts will be kept on silent, and your screen will be kept dark, until you turn Do Not Disturb off again.
2 Customize it
All incoming messages and notifications will be suppressed. But what if something really urgent crops up, or you want to allow specific people to reach you? Tap Settings > Do Not Disturb to customize the settings for this feature and configure any exceptions you want to allow.
3 Who can call
4 Create Favorites
5 Urgent calls
6 Schedule that
On the iPhone you go into Phone > Settings to make a favorites list. On the iPad, though, you have to rely on Contacts instead. In Contacts, tap the name of a contact, then tap Add to Favorites. If you’re asked, set what app this should apply to – FaceTime, for example. 92 |
What if somebody is trying to get hold of you urgently but it’s not someone you’ve added to your Favorites? In Settings > Do Not Disturb you can simply switch the Repeated Calls option on and if the same person tries again within three minutes, the call will be allowed through.
You can set your iPad to Do Not Disturb mode but accept messages from specified people. To do this, tap Allow Calls From and then choose either Everyone, No One or Favorites. You can also select specific groups which are allowed to get through.
Instead of toggling DND on manually, you can schedule it to activate any time you want. Simply switch the Scheduled option on, enter the times when you don’t want to be disturbed, and you can enjoy an uninterrupted regular meeting or a peaceful night’s sleep.
FaceTime | ESSENTIALS
Video calls with FaceTime Who needs phone calls when video conferencing comes built-in? SKILL LEVEL Anyone can do it
IT WILL TAKE 5 minutes
YOU’LL NEED A contact with an iOS device with a camera or a Mac
Getting started with FaceTime is easy. Open the Contacts app, tap a contact’s name, then tap either the video or audio icon next to ‘FaceTime’ on their details page. If your contact has a compatible device, it will ring, informing them that you’re calling. When they answer, away you go! FaceTime gets all the contact info from the Contacts app on your iPad. If you already have a Mail account set up on your iPad, then the Contacts app will have imported the contact details from your email account as well as any people you add manually. If you want to add someone else to your list in FaceTime, simply tap the + button
at the top right next to All Contacts. To create a list of those people you stay in touch with frequently, tap on Favorites at the foot of your contact list within the FaceTime app, then tap the + button. Tap on Recents to check out your FaceTime call history and details of the FaceTime conversations you’ve had. You can switch FaceTime on and off in Settings > FaceTime. If you don’t switch it off, you’ll always be available for FaceTime chat. However, you can tap Blocked and specify people who will be blocked from reaching you by messages or phone calls on your iPhone as well as over FaceTiime. You can also change the email address that people use to contact you over FaceTime, or add
another address that acts like a phone number you can give out, or add several different ones for different groups. There are a couple of things to note. As well as using Wi-Fi, FaceTime can also work over a cellular/mobile connection if your iPad is capable of this. But watch your data allowance – video eats it up. If you prefer, you can switch this off in Settings > Mobile – under ‘Use Mobile Data For’, simply switch FaceTime off. Second, the person you want to contact over FaceTime must also have an iOS device with a camera or a Mac. If you want to chat with people who have Android phones or Windows PCs, you’ll have to use alternatives such as Skype (free from the App Store).
VISUAL GUIDE | THE FACETIME SCREEN Talk face-to-face, thanks to FaceTime Thumbnail live view 1 You’ll see a mini preview of yourself
showing what the other person sees. Tap and drag the preview to reposition it.
Camera switching 2 Tap the camera icon to switch between
the FaceTime camera (front-facing) and the iSight camera (back) while you chat.
Designated contact 3 Tap the End button to end a call. When
trying to call a contact, you need to make sure that you have the number or address in your Contact list that they’ve designated as their FaceTime address.
Mute the microphone 4 Tap the right-most icon at the foot of
the screen to mute the microphone. The microphone audio level isn’t adjustable, but you can alter the speaker volume using your iPad’s usual volume controls.
Suspend camera 5 If you press your iPad’s Home button while chatting, you’ll be able to carry on using
FaceTime but also access other apps. The camera will be switched off but it will still be possible to chat. To return to the video, tap the green bar at the top of the screen.
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ESSENTIALS | iCloud
Using iCloud for your data Back up your iPad and sync with other devices via Apple’s servers SKILL LEVEL Anyone can do it
IT WILL TAKE 20 minutes
YOU’LL NEED iPad, iOS 7
pple offers a free internet-based back-up and sync service called iCloud. Instead of making a backup on your Mac or PC, iCloud can automatically back up your contacts, calendars, notes, bookmarks and other data, and store it all securely on Apple’s online servers. All this will then be seamlessly synced with all your iOS devices and your Mac (or PC, if you download and install a free Control Panel from Apple), and you can also access it via the web – see below. iCloud backs up and syncs all your device settings, Messages and app data, including Notes, saved games, Calendars and Contacts. In Safari it syncs your bookmarks and reading list, and even the tabs open on your iOS devices or
your Mac. All your music, app and book purchases, plus app updates, can be downloaded automatically to all your iCloudlinked devices (enable this in Settings > iTunes & App Store), or you can re-download any purchases individually for free on any device when you log in with the same Apple ID. iCloud will even sync playback: if you start to play media on one device and stop, all your other devices resume playback from that point; in iBooks notes and bookmarks are synced too.
Photo Stream Another feature is Photo Stream, which will automatically upload any photo you take with any of your iOS devices and make it available on all your other devices. It stores up to 1,000 shots, and you have 30 days to move a shot from your Photo Stream to an album if you want to keep a copy on a device other than the one it was shot on. (On that device it remains in your Camera Roll unless you delete it yourself.) You get 5GB of storage space for free, and you can buy more. But only files and data count towards this quota, not your Photo Stream or any items bought from iTunes, the App Store or iBook Store. iCloud also incorporates Find My iPad: if your device goes missing, you can locate it on a map, send a message to appear on its screen, or wipe it remotely. You get the option to sign up to iCloud as part of the process of setting up a new iPad, or you can activate it by tapping Settings > iCloud. Enter your Apple ID and password, which is also your login for iCloud. iCloud also offers email, but you need to turn this on in the iCloud settings screen, then go through the steps to create an @icloud.com email address.
VISUAL GUIDE | iCLOUD THROUGH A BROWSER Access your iCloud data over the web Your user name Once you’ve enabled iCloud on your iPad, 1 it’s also accessible at www.icloud.com, so you can access key data from any internetconnected device or computer by signing in with your Apple ID.
iCloud email If you’ve set up an iCloud email account, you’ll be able to read its mail here. This won’t give you access to other email accounts you may use, however, such as Gmail. 2
Contacts Sync your contacts with iCloud and you can click here to view them. If you lose your iPad or iPhone you can even restore all 3
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your contacts to a replacement device, using the data held in iCloud.
Find My iPhone/iPad If you’ve enabled this in the settings as shown opposite, you’ll be able to click here to see the last-known location of your iPhone or iPad on a map. 4
iWork in the Cloud If you use any of the iWork apps on your iPad, you can have files saved online too. Just enable iCloud sync in each app’s own settings, plus Documents & Data in iCloud’s settings. You can then access your saved files here, as well as edit them within the browser, even on devices that don’t have the apps installed. 5
iCloud | ESSENTIALS
HOW TO | MASTER YOUR iCLOUD BACKUP SETTINGS
1 iCloud settings
2 Documents & Data
3 Storage & Backup
4 Buy More Storage?
5 Or optimize first
6 Specify backups
Tap Settings > iCloud and, if you didn’t enable iCloud during setup, you can do so now. Decide which iCloud services you want to switch on. Choosing Mail won’t sync all the email accounts you may access via the Mail app, only your free @icloud.com account.
The Storage & Backup screen will tell you how much space your devices are using. If you need more, you can tap Buy More Storage. An extra 10GB (making 15GB, including your initial free 5GB) is $20 a year, 20GB extra (25GB total) is $40, and 50GB extra (55GB total) is $100 a year.
Tap Documents & Data to enable your apps to use iCloud to store documents you create and other data such as saved games, high scores and so on. You can also choose whether it uses a Mobile (cellular) connection if Wi-Fi is not available – watch any data cap on your tariff!
But do you really need more? Tap Manage Storage to see your devices that use iCloud back-up. You’ll get another option to change your storage plan, but instead you can tap the name of a device to see details of what data on that device is being backed up.
To enable iCloud Backup, tap Storage & Backup and switch this on. Your iPad will no longer sync and back up automatically to iTunes. Instead, it will back up to iCloud when switched on and connected to Wi-Fi. You can also tap Back Up Now to back up manually.
To save space and stop backing up items you don’t really need, you can turn each app’s backup on or off. Tap Show All Apps to see smaller apps. iOS apps store user data internally, so Camera Roll contains all the pics you’ve shot, iBooks all the books you’ve bought, and so on.
SAFARI TAB SYNCING
7 Other devices
For devices other than the one you’re using, you can’t view this level of detail but you can see when it was last backed up and how big the backup is. You can also delete any device’s backup, but think carefully before you do this, especially in the case of other devices!
8 Activate apps
If you’re using iMovie or any of the iLife apps (Pages, Numbers and Keynote), make sure to tap each one in Settings and enable iCloud there as well so that your documents are saved to iCloud, accessible at icloud.com and synced on all your linked computers and devices.
If you use Safari on iOS and Mac, you can sync any open browser tabs across all your devices and computers, as long as each is connected to the internet and signed into your iCloud account. In Safari on your iPad, tap the cloud icon at top right to see a list of the tabs open on other devices.
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ESSENTIALS | Delete unwanted items
Free up space on your iPad Make room on your iPad for useful new apps and your Office files SKILL LEVEL Anyone can do it
IT WILL TAKE 10 minutes
YOU’LL NEED iPad, iOS 7
o matter what capacity iPad you have, there will come a time when you’ll find there’s not enough space for a movie or big new game that you want to add. The good news is that you can clear apps, photos, videos and other items off your device at any time. The bad news is that it isn’t always obvious how to delete various kinds of items, and different methods are needed for different items. In iOS 7, however, it has become easier to find the space hogs. To begin, tap Settings > General > Usage and right at the top, under the Storage heading, you’ll see the Available figure. Need more? Let’s look at the options.
Deleting an app Tap Settings > General > Usage to see the space hogs eating into your valuable storage space.
Your installed apps are listed on the Usage screen in order of size. (Scroll down and tap Show all Apps to see smaller apps.) Tap one to see how much
space the app itself takes up and how much is being used to store its data and documents. Except in the case of builtin apps, which can’t be deleted, you can tap Delete App to reclaim all this space. You can also delete apps on your Home screen: tap and hold on an icon until they all start to jiggle, then tap the X on an icon to delete that app. The effect is exactly the same either way. Whichever method you use, bear in mind that deleting an app deletes its saved documents and data. You can re-download any app purchased from the App Store, free of charge, but this won’t restore its data – you’ll need to use an iCloud or iTunes backup for that.
Delete videos Video files can be huge, so it makes sense to delete any you’ve watched or don’t want. In the Videos app, tap Films, TV Programmes or Music Videos at the top of the screen, then tap Edit at top right, and tap the X on the unwanted file. To delete individual episodes of a TV show, tap the show title to see the list, then swipe to the left across an episode and tap the Delete button that appears. Note that if you delete a rented movie, it’s gone for good. If you delete any other video file, it’s removed from your iPad but remains in the iTunes library on your computer, and will be added back to your iPad next time you sync unless you set iTunes not to sync that particular video file.
Tap an app’s name to see how much space it’s taking up, and how much its documents and data fill up. Use the same methods to delete a photo or multiple photos in a Photo Stream – to access your shared Photo Streams, tap the Shared tab at the foot of the screen; to access your default Photo Stream or other albums you’ve created yourself, tap Albums. Bear in mind that deleting a photo from your Photo Stream will remove it from that Photo Stream on all your devices. However, it will not affect the original of that photo, which will remain in the Camera Roll of the device on which you took it (until you delete it manually). If you delete a photo from
Delete photos By default, every photo you take on your iPad is saved in your Camera Roll and also copied into your Photo Stream. If you create shared Photo Streams, the same photo may be copied yet again. Your Photo Stream tops out at 1,000 photos, but this means you may have copies of the same photo cluttering up your iPad. To delete a photo in your Camera Roll (whether accessed from the Camera app or the Photos app), tap the unwanted photo, then tap the trashcan (bottom right). To delete multiple photos, tap Select (top right) first, tap the images you want to select, then tap the trashcan (top left). 96 |
Low on space? Check for duplicate images within your Camera Roll, Photo Library and Photo Stream.
Delete unwanted items | ESSENTIALS HOW TO | MANAGE SPACE ON YOUR iPAD USING iTUNES
1 Control the music
2 Manage other media
4 Make songs smaller
5 Assess the results
If you manage your iPad using iTunes on your computer and your music library is set to sync to your device in its entirety, do you really want all that content on there? If not, go to the Music tab in iTunes and under Sync Music untick “Entire music library”. Instead, tick “Selected playlists, artists, albums, and genres”.
To fit more content on your device, you can choose to sync audio tracks at lower quality. On your device’s Summary screen in iTunes, under Options, tick “Convert higher bit rate songs to…” and select an option in the menu. A lower bit rate means less space taken up; the sound quality should still be acceptable.
your Camera Roll, it may still appear in your Photo Stream but will be removed from that Photo Stream – on all your devices – after 30 days (or earlier if you reach the 1,000 shot limit).
Delete a song You might listen to the occasional song while working. In the Music app, go to Songs, swipe to the left on the song, then tap Delete. In iOS 7 it seems it’s no longer possible to delete an entire album. Note that deleting a song won’t delete the track from iCloud or from the iTunes library on your computer: if you don’t want it restored next time you sync, you need to delete it there or set it
If space is a problem, you probably don’t want to enable “Automatically fill free space with songs”. Now turn to the other media tabs, and tweak the settings so you’re adding only what you want on your device. Under Movies and TV Shows, you can specify that once you’ve watched something, it’s deleted.
As you make changes to what’s synced to your iPad, you’ll see the colored capacity bar at the foot of the iTunes window update in real time to show you how much space you’ve still got free, or whether you’ve overshot. When you’re happy, click Apply to commit all the changes you’ve made to your device.
3 Clear unwanted apps
Now click the Apps tab and, in the popup menu at the top-left of the list, select Sort by Size to see the largest apps first. Apps with an adjacent Remove button are already on your device. Press the Remove button next to any large apps you can do without. The button’s label changes to “Will Remove”.
AUTO DOWNLOAD If space is short on your iPad, go to Settings > iTunes & App Store and disable automatic download of all your app, music and book purchases. Instead, you can tap Purchased in the store apps to download only what you want on your iPad.
not to be synced. Be aware that deleting a track from a playlist won’t remove it from your iPad – a playlist is just a list. Also, if iTunes Match is turned on, you can’t delete music. If space is needed, iTunes Match will remove music for you, starting with the oldest/least played.
procedure for deleting ebooks and PDFs. In the iBooks app, tap Edit, then tap each item you want to remove. Now tap Delete, then Done.
Restore items
Magazines and books Interactive magazines on the shelves in your Newsstand can take up a huge amount of space (particularly HD editions). To delete one you no longer want, tap and hold any icon until they all start to jiggle, then tap the X on any you don’t want. Press Home when done. Confusingly, you need a different
To delete a book in iBooks, tap Edit, then the item, followed by Delete and Done.
If you want to restore a deleted app, you can download it again, for free, by going to the App Store and tapping Purchased in the bottom bar (and then optionally Not on This iPad). For music, films and TV series, go to the iTunes Store and tap Purchased. For books, open iBooks, tap Store (top left), then tap Purchased (bottom right). You can also use iTunes on your computer to re-download apps, music and videos. | 97
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EVERYTHING YOU NEED TO KNOW ABOUT USING THE iPAD FOR WORK
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9001
iPad for BUSINESS Ditch the laptop!
Share and collaborate
The iPad is all you need in a mobile office
Be more productive with great apps
Scan docs & business cards
Plan projects
Use the iPad’s camera to capture text
Brainstorm and plot important tasks
Track your expenses
Master the iPad’s settings
Record and file your business costs
Tricks and tips to save you time
