Save Email Attachments to the Cloud with SaneBox

This week MacSparky is sponsored by SaneBox, the email service that adds power features to any email system. With SaneBox at your back, you add a powerful set of email tools that can work in just about any email client. SaneBox will automatically sort your email for you, defer your email to a more convenient time, set reminders and automatically forward email.

The list of SaneBox features just keeps growing. One feature a lot of people overlook is SaneBox’s ability to automatically save email attachments to the cloud. Attachments are hard to find and take up lots of storage space in your email. Sane Attachments scans emails in your Inbox for attachments, puts them on Dropbox, and replaces them with a link. Not only does this save space in your email, it also lets you use Hazel on your Mac to perform automation on your email attachments (which appear in a Dropbox folder) as they arrive. Super useful.

These are just a few of the features that you get with SaneBox. Go check it out and use this link to get a discount off your subscription.

Two Screens

First, a Little History

A long time ago, I used two screens on my computer. Back then, screens were a lot smaller and having a second 15-inch monitor could make a real difference. However, with the arrival of massive-sized iMac screens, I switched to a one-screen setup, and I was mostly happy with that.

The iMac’s 27-inch screen has a lot of pixels and can hold a lot of applications and their related data. Moreover, macOS’s Mission Control feature is pretty great. With a single four-finger swipe on my trackpad, I can easily navigate between desktops full of additional apps. Though I have been tempted to add a second screen, the combination of a 27-inch screen plus multiple desktops has always kept me from pulling the trigger on an additional monitor.

A Little Experiment

I have been working on setting up a new home office, and it got me thinking a lot about having a reference screen. We have talked to guests on Mac Power Users who have done this with a wall-mounted television where they send data via their Mac using an HDMI cable. I started thinking about mounting a television behind my Mac. The television would hold things such as my calendar and OmniFocus lists for the day, things I think of as reference data. Part of my inspiration was Panic’s now abandoned Status Board app. I wanted to have a status board in my office.

There were problems with the wall-mounted television, however. My office is just a ten-by-ten-foot room, and there isn’t much wall space. Putting it behind and above my iMac would not work because my desk converts to a standing desk, and I switch the desk between standing and sitting several times a day. To put it on the wall behind my Mac, it would nearly need to be at the ceiling.

The more I thought about it, the more buying a second monitor to place on my desk as a reference monitor made sense. So after much gnashing of teeth, I bought a Dell 24-inch 4K Monitor. I chose this monitor for three reasons: 1. generally positive reviews; 2. pixel density; and 3. ability of the monitor to work vertically.

I was never under any illusion that a monitor I would buy from Amazon would match the color, pixel density, and overall quality of the iMac screen. I did, however, want something nice that had as high of a pixel density as I could afford.

I knew this monster would be right next to the iMac, and I wanted it to look presentable. I ordered the AmazonBasics monitor arm, and when the monitor arrived, I installed it vertically to the right of my iMac. With the monitor arm, I was able to get the monitor right next to the iMac.

Vertical? Really!?!

There was never any question in my mind that I would install the monitor vertically. The intention was to make this a reference monitor off to the side. Setting it up horizontally would require a lot of head twisting and take up way too much room on my desk. One of the reasons I chose this particular monitor was that it was billed as “widescreen” which, when turned on its side, made it an even more narrow screen. It does look a little funny on its side next to the iMac, but it’s very functional.

I still keep my chair centered on the iMac screen. The whole idea is that this extra monitor is a reference screen and not a working screen. I do all of my writing, screencasting, video editing, lawyering, and MacSparky-ing on the iMac. After all, the iMac is, by far, the better screen in every way measurable.

So what goes on that extra screen? The top half is nearly always open to Calendar in Week view. I use my calendar throughout the day. Moreover, I make my own appointments, so I like having the calendar always in view. (Related, I keep Fantastical open on the iMac in full-screen view, set to display as a 14-day week in full-screen mode on the iMac as the second desktop screen open right next to my working space. That is my only use of Spaces now that I have a second monitor.)

The bottom half of the reference monitor usually displays my working OmniFocus list, but it can also hold other reference data such as a web page, Messages, or Slack.

When I podcast, the reference screen holds all of the recording software and dials so I can check on the recording status without having to hide the show outline and notes.

Generally, most everything else stays on the iMac screen. I find myself occasionally putting a Safari tab or a PDF file on the reference screen (full page PDFs look pretty good in that vertical orientation), but if I am working in an app, such as editing a PDF file, it is always on the iMac screen, right in front of my face.

Recycling the Box

When I first ordered the second monitor, I wasn’t entirely sold. I very carefully kept and preserved the packaging and materials and half-expected to send it all back. I wasn’t excited about my computer taking on a monster-size status on my desk, nor was I convinced that a second monitor would be any better than my swipe-between-screens workflow.

Now, I’m sold. The practice of having a reference screen lives up to the idea. It is a bit ugly having a Dell monitor hanging off the side of my iMac, but the ability to have reference information available at a glance is golden. I have since recycled the boxes, and once again, after a long hiatus, I am a two-screen guy.

Apple Killing the Mac and iOS App Affiliate Programs

Today sent an email out to affiliate program members (myself included) explaining they will no longer be paying affiliate fees for Mac and iOS applications. There are a lot of podcasters and bloggers, myself included, that receive small bits of income through affiliate linking apps. For those of us in that category, it will sting a bit, but not be a business-ending event.

On the other hand, this is terrible news for some of the aggregator sites that do a good job of finding good apps to recommend to their readers, like TouchArcade, and pay their bills nearly entirely based on affiliate income. These sites have served an important role to the community over the years, particularly when the App Stores were particularly abysmal, and I honestly don’t know how any of them can stay open with the loss of affiliate income. Imagine how many great websites, like Wirecutter, would get shut down if Amazon stopped making affiliate payments.

It’s easy to think of Apple as an old friend and forget that they are a for-profit corporation. I think refusing to pay affiliate fees is silly in light of the fact that third parties are driving lots of sales in the Mac and iOS app stores every day. Frankly, one of the reasons I’m moving away from the iBooks platform is becasue I don’t want to get caught up if they decide it isn’t worth the effort in a few years.

One last thought is why they are only cancelling affiliate payments for apps? Music, video, and book affiliate links will presumably still work. Are those next or are there industry pressures keeping Apple from shutting them down.

Mac Power Users 441: MPU+: The Grass Is Always Greener

Join us for this week’s episode to hear Katie and I talk about how it’s easier now than ever before to cut the cable, Katie’s moves away from Evernote, my experimentation with iOS Mail clients, getting burned when selling online, choosing an email provider, the iOS 12 Beta, and answer listener questions.

This episode of Mac Power Users is sponsored by:

Anchor: The easiest way to make a podcast. Ever.
1Password: Have you ever forgotten a password? Now you don’t have to worry about that anymore. Save up to 20% using this link.
The Omni Group: We’re passionate about productivity for Mac, iPhone and iPad.
Gazelle: Sell your iPhone for cash at Gazelle!

Free Agents 52: You Can’t Be What You Can’t See with Ann Shen

Ann Shen started her career as a grant writer and realized that the ladder she was climbing was leaning against the wrong wall. She then took the courageous step of going to art school and starting over again. Since then, with a combination of skill, grit, and newfound faith in herself, she’s gone a long way as a free agent. Click here to listen to Ann’s story on this week’s episode of Free Agents.

This episode of Free Agents is sponsored by:

Hover: Show the world what you’re passionate about with 10% off your first purchase.
FreshBooks: Online invoicing made easy.

Macstock 2018

Screen_Shot_2018-07-23_at_5.28.13_PM.png

Over the weekend I took a short trip to Woodstock, Illinois, where I attended, for the first time, the Macstock conference. Macstock has been going on for several years. The conference grew out of a lot of friends who used to attend Macworld looking for an excuse to get together. I’ve been hearing about the conference from friends for years and was delighted to have the time to attend this year.

The Conference

It looked to me like there were about 150 attendees, and I watched a lot more presentations than I usually do at a conference. The speakers were all excellent, and the content was designed to help users up their game. Content covered both iOS and Mac platforms with an emphasis on productivity, which was, of course, right in my wheelhouse.

The conference facility, with comfy seats, was great. Also, the WiFi worked flawlessly.

The Macstock team dialed in the operation and everything just happened, without drama. The speakers had a ton of support from getting mic’d up to getting their slides on the screen.

They also fed everyone lunch every day, which gave all of the attendees a chance to get to know each other. I really liked that. Indeed, if I had one suggestion for the Macstock team, I would like to see even more space between sessions going forward for speakers and attendees to socialize even more.

The Social Aspect

On that point, I particularly enjoyed the social aspects of Macstock. I met people ranging from high school students to retirees, and they were all friendly and passionate about getting the most from their Apple technology.

When I first arrived, I attended a social event where I saw about 20 people that I had not seen since the last Macworld and immediately knew I was home. It wasn’t just old friends though. I made plenty of new ones. I found connecting in the flesh with other like-minded humans even more satisfying than the Macstock content.

This Is Not Macworld

Macworld Expo was glorious anarchy. They had something like 20,000 people between their exposition hall and conference tracks. It offered a lot more people, content, vendors, and madness.

Macstock is different. It’s more intimate and friendlier. Moreover, it’s the kind of conference that can survive at a time that Macworld could not.

Having attended, I can easily see myself going back. If you would like to spend a weekend with fellow Apple nerds, I would recommend it to you as well. While the conference is intimate, and that is part of its appeal, I think it would be even better with 100 more attendees. If you are interested, mark your calendar for some time around the last weekend of July next year.

Mac Power Users 440: Workflows with Thom Zahler

Artist, illustrator, and cartooner Thom Zahler talks about his life as a comic book artist and writer and the digital and analog tools he uses on this week’s MPU episode. He shares how he makes a living and his experience on Who Wants to Be a Millionaire?

This episode of Mac Power Users is sponsored by:

1Password: Have you ever forgotten a password? Now you don’t have to worry about that anymore. Save up to 20% using this link.
Pixelmator Pro: The world’s most innovative image editing app.
SaneBox: Stop drowning in email!
Anchor: The easiest way to make a podcast. Ever.

Automators Ep. 2 – Email Automation

The latest episode of the Automators is up. This episode focusses on automating email. Should all of your emails be special snowflakes? No. You should automate that email so you can spend your time making things you love instead of answering email. So what are the tools?

Automating Email on the Mac

TextExpander

TextExpander is one of the best ways to get started with automation, and it is particularly suited to email. While there are plenty of text expansion apps, TextExpander is the only one that allows you to code in keyboard control and scripting

For example, using TextExpander, I can make a snippet that I activate in the subject line of an email that will create the subject line, press the tab key (jumping the cursor to the body of the email), type in the recipient’s name, and finally write the body of the email. This goes way beyond basic text expansion and is a great way to handle repetitive emails quickly.

<br />

For bonus points, when I’m sending out emails for customer support, I will often have the snippet grab the contents of my clipboard which may contain a customer name or a discount code.

I know this is basic automation, but it’s something that everybody should know how to do. You can download the TextExpander snippet for your own use.

Adding a bit of AppleScript, you can also automate insertion of the recipient’s name. Here’s the snippet group and below is the video.

<br />

Automator

Automator is another vector toward automating email on your Mac. Automator includes a specific action to create and send an email. Unfortunately, you cannot insert variables for the recipient and other email fields. Instead, you either pre-populate in the script or you have it ask you when it runs. While this can be helpful, the way Workflow (and Siri shortcuts) let you populate these fields with automation generated text and contacts is the way to go. The below screenshot demonstrates the Automator actions available for email.

Keyboard Maestro

Keyboard Maestro excels at email assembly and sending. Our best example of this is a Keyboard Maestro script that looks for the existence of a particular file. When Keyboard Maestro determines the file exists, Keyboard Maestro generates an email and attaches the file and then, if you’re brave, sends the email for you.

Auto Sorting Email on the Mac

There are so many tools to sort your email. Apple Mail’s built-in mail sorting rules are powerful. If you use Gmail, they have a lot of cloud-based rules to sort email for you.

If you use Apple Mail, check out Mail Act-On which lets you automatically file email.

AppleScript

AppleScript still has its use in email. I have an Apple Script I use (demonstrated above) that grabs the name of the email recipient from the email field and inserts it in the email.

Automating Email on iOS

Often, automation for email on iOS comes down to the app you use. Rose uses Airmail and automates it often, as demonstrated by the below custom action screencast.

<br />

Dispatch is another good option for automating email. It automatically fills in the recipient name, it creates universal email links, and supports TextExpander. Drafts is another option for creating email. It’s a great app and allows you to write email without getting trapped in your inbox.

Workflow and Email

Workflow is one of the best tools for automating email on iOS. With Workflow you can truly create an iOS-based mail merge. Rose demonstrates this in a screencast. You can also download the Workflow and the Drafts action group.

<br />

Rose also mentioned a Workflow to automatically mail the most recent picture. Here it is.

Web-Based Automation

Google is the post child for powerful web-based email automation. There is almost no limit, so long as you are in the Google sandbox. Google’s not the only option though. Microsoft also has web-based email automation. MPU sponsor SaneBox also supports the rest of us.

About the Automators

As you can see, our mission statement at Automators is that anybody can automate. I’m looking at you. If you like Mac Power Users, consider this show the other bookend. Listen to the show, download the samples, become a badass. Also please subscribe to the show, give it a review, and check out the Automators forum.

iOS Customer Preferences

9to5 Mac linked to this Creative Strategies report concerning App Store user preferences. There are a few points of note.

Many Users Rely on Google to Find Apps

Only 16% of the surveyed iOS users exclusively rely on the App Store to find new apps. I view this as an indictment of the App Store. For years it was terrible. I remember when I would search for “Tweetbot” by name and the app would return five twitter apps, none of which were Tweetbot.

I think Apple improved the App Store (a lot) last year with the new iOS App Store (and they look to do the same this year on the Mac). Nevertheless, the die has been cast. It’s going to take a while for users to start trusting the App Store again. If you’ve given up on the iOS App Store, I recommend you give it a closer look. It’s a lot better than it used to be.

Users Still Don’t Like Subscriptions

54% of iOS users surveyed said they prefer a one-time payment over subscriptions. Frankly, I expected that number to be higher. While nobody is particularly happy about it, I do think users are coming to understand that there are instances where the subscription model makes sense. I’m also encouraged how some companies can avoid the subscription model and even achieve a sort-of upgrade pricing. The Omni group comes to mind. With the most recent version of OmniFocus, they did not require a subscription but instead, through some clever programming, give owners of the prior version a 50% discount. This is the closest thing I’ve seen to upgrade pricing on iOS, and I hope other developers consider it.