Answers...

to commonly asked questions.

Microsoft Office

Which version of Office without a CD drive?

Need to add Microsoft Word/Excel for classes and work to computer without CD drive - which version - order or purchase at Store?
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Microsoft would now prefer you now subscribe to office for around $10 a month. They still offer the full one time purchase version for around $160. If you have to use Office then I feel that is still the best way to go. These options are available for download at
www.microsoft.com/mac

To Office or not to Office.

Should I download Office Mac 2011, or is there a better version for Word/Excel? I had it on there before but lost my disk. Should I purchase and download again?
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Microsoft Office has two different plans now.  $150 upfront for the software if you can still find it as a download or their new preferred method which is subscription based.  Monthly fee.  It’s hard at this point to continue to recommend Office for anyone.  Other options include the free Office clones Open Office, www.docs.google.com, as well as Apple’s own Pages, Keynote, and Numbers.  With Microsoft Office, one has the security blanket of the word “Microsoft” but if you don’t mind being a little progressive, either of the other options method above would be fine.  

Microsoft Office getting sick

so sorry to keep bothering you and this isn't urgent, but I can't use microsoft office stuff.  I finally got excel to open after a few trys and having to restart the computer. I made a few changes to a document and now can't get it to save - keeps saying disk full??  then i tried to open a document in word and it said microsoft has encountered a problem and must quit.  
Interestingly, I have gotten similar messages popping up today while using email - saying "force quit"
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Sounds strange. First you need to address your storage issue. Right Click (control + click_ on the Macintosh HD icon on your desktop and select to get info. This window should reveal how much space you have used and is available. If you are running low on disk space then that’s something that would need to be addressed. I can’t remember if that was one of your prior issues or not.
Secondly, Microsoft office may need to be reinstalled. If I remember correctly, you have a macbook air or new macbook pro which means you do not have a CD drive. If that is the case, we could use my laptop drive to remotely reinstall office. I have found that Office sometimes “gets sick” and reinstalling is the best method of healing. Keep me posted and I’ll be happy to address the issue. You may want to hold off until Monday and meet me on my town hall session or schedule whenever you need as well.

Above all else, you need to make sure you have available space on your computer’s hard drive. I seem to recall that was a relatively new machine so I don’t see you having filled that drive up. But stranger things have happened.

User needs both exchange and iCloud calendars but let's avoid Outlook.

I just realized that I am having an issue with the calendar.  My assistant uses our office outlook to make appts in my calendar (linked to hers) and none of those transferred.  I assume this is not a fixable problem since the other outlook is the only way our calendars are tied.  Is it a problem to use the new email you set up but the old calendar? If that is ok, can you tell me how to get back to my old calendar? Sorry!
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This actually should be an issue that may be easily resolved.  Before we jump ship and go back to Outlook as your mac app for calendaring, contacts and email, it may be as simple as turning on calendars from within your exchange account already setup on the mac.  To do this try the following:

Go to system preferences and internet accounts.

Select the exchange account that should be listed on the left column then select to turn on "calendars".  That should redownload all the calendars that are associated with the exchange account without having lost any data.  These exchange based calendars should now show up in apple's calendar.  
Screen Shot 2014-08-16 at 9.44.46 PM

These exchange based calendars should now show up in apple's calendar.  These should be listed along with your other iCloud calendars that already exist.  (work and home I believe) 
Screen Shot 2014-08-16 at 9.46.57 PM


If that doesn't bring the calendar(s) down onto your calendar, then next go to the apple calendar program and select preferences from the menu items at the top of the screen.  They may be in the calendar but not yet enabled.  Just check the "enable" button seen below.  
Screen Shot 2014-08-16 at 9.47.35 PM

iCloud on Outlook


Scotty, I purchased a Seagate 1TB Backup Plus portable drive at Best Buy. Closest they had to Time Machine was Time Capsule which was obviously not what I was looking for. How/where do I acquire that software?

I didn't know which box to check on your Website as I had no idea how long it would take. How do you suggest handling this? Do you know whether we are talking remote service or house call?


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We can easily get Time Machine up and running over one of our Monday night sessions.  But if you'd like to move ahead without my assistance, just plug the drive up, go to your system preferences (located under the black apple at the top left of your screen) and click on  "time machine".  Next choose "select disk" and the newly plugged in drive will be a selectable choice.  Once you've selected that choice, you may be warned that the new drive may need to be reformatted.  Since you just bought it, that would be fine.  After you've selected to go ahead, you should be good to go.  

How can I adjust the pw in Outlook?

After moving some mail around as you explained how to do that, my iPhone isn't sorted by received date anymore.
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I don't know of a way to sort mail on the iPhone in regard to specific criteria.  I would think that it would still list it in chronological order.

Lion cut off Entourage 2004. Now what?

I just upgraded to Lion without realizing that it doesn't support Quicken. I've been using quicken for many, many years, with all our data. Not sure what to do. Glad you are here to ask!
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The problem is that Lion kills all PowerPC based software including Quicken.  The only way to move forward with Quicken is to get the latest version called "Quicken Essentials".  That will do it.

Does Lion kill Microsoft Office?

Yes, there seems to be problems with my server... every time I send an e-mail, it bounces back and then asks me to select another server???  Sometimes it takes 3-4 trys to get the e-mail to send.  Is this the iCloud transition or something else?

The operating system I have is Mac OS X 10.5. 8.  I would like to have the newer system.  What do I need to purchase?
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Most likely the outgoing email server issue is being caused by the iCloud transition. If you are at 10.5.8 then we need to get you to 10.6 so you can use the app store to buy Lion. You can check at the Apple store to see if they have any more copies of Snow Leopard. 10.6 (Snow Leopard) must be installed via a disc. Only problem is that a copy of SL is difficult to find at this point. If you are unable to locate a copy then you could always buy a had copy of 10.7 on a USB flash drive. If you have difficulty let me know.

Alternative to Office? yes…Pages.

Dear Scotty, 
Earlier today I bought OS X lion to get it and so other family members can test it before installing it. After I bought lion, it started installing correctly. So I left the computer sitting with caffeine (a mac app that makes your computer not go to sleep) and when I came back it was on the login screen (where you pick which account to use). It was as if the computer had logged out or restarted itself. When I logged in the download had canceled and on the purchases page of the Mac App Store it Said "an error has occurred"  
 
   
 Screen shot 2011-08-16 at 6.02.40 PM


So I reinstalled it from that page and left for lunch. When I got back the same auto log out/restart thing happened and I got the same message. I was very frustrated and shut down the computer. After it started up i tried installing again and it wouldn't do it (it kept saying "waiting"). so i shut down the computer again.

Once the computer started back up I clicked install once more and it started downloading so i left for about 20 minutes. When I came back, it had done the logout/restart thing and gave me the error message 
again. I then just decided to email you.

If you have any solutions please share them with me. 
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The first thing I would try is disabling “caffeine”. Also try going to login items in your user account system preferences and minus out any/all login items except iTunes helper. There could be other third party programs running preventing the install. Also try running the install from another computer but after the download is complete grab the dmg install file before installing because it will self delete after installation is complete. Plenty of threads out there describing how to do it. Check here:

Save Your Bandwidth! Prevent OS X Lion Installer From Self-Destructing! | Cult of Mac
Can I save the downloaded Lion on disc ?: Apple Support Communities

You may be best suited to install the dmg file from a usb drive or key.

Outlook error -17895

When a friend changes their email address, how do you delete the old email address from coming up? I made the change and deleted the old in my contacts, but it still appears when I try to send her an email.
Thanks for your suggestions!
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This is a very frequently asked question and there’s an easy answer. In mail go under the menu item called “window” and select previous recipients.

Screen Shot 2011-08-11 at 7.09.28 PM

Now do a search for the contact you want to remove. Next, select that item in the list and select to remove from list. That’s it.

Screen Shot 2011-08-11 at 7.07.53 PM

Mac Offic and Windows Office not always the same

Many people are asking me if they should use @mac.com or @me.com..it must be showing up both ways lately.  I have always used @mac.com  Any thoughts???
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Apple would probably prefer that we stop using @mac but they've not pulled the plug yet.  They are the exact same thing @me an @mac.  So you're not loosing anything.  It's a matter of changing some things around in your mail preferences if you want to stick with @mac.  Just remember, Apple may one day decide they are tired of having their product name in your email address.  It's sort of like scotty@iphone.com.  They wouldn't allow that and would like to kill @mac I'm guessing.  

They paid a lot of money for www.me.com so I assume they are going to push us all to @me.com eventually so get ready.

Can I delete Entourage?

iMac says there is not enough memory to back up to passport. Sent you an email last week, but was sending to wrong address!
Also, can't find iworks disk. Will they send me a replacement copy? Do I go to
apple.com for this?
Thanks!
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If your target backup disk is smaller than your source disk (hard drive) then you will eventually hit that problem. The best answer is to get a larger external drive to back up to. There are other solutions as well. I’ve dicsussed them here: Data is exceeding Time Capsule capacity | Backup, time machine | Sells Consulting

I can’t speak to what apple may do about the missing disks. You can always call applecare and plead your case. They may send out replacements. I just don’t know.

Outlook and MobileMe?

Hey Scotty - hope you guys are well man. Quick question - need your help. Why would I get this message? My wife keeps getting it on her browser as well when she tries to go to Facebook sometimes?
Screen shot 2011-03-22 at 9.22.39 AM
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So there are many possibilities. What it’s saying is that the security certificate jointly held by your browser and the website’s hosting company have expired. What is supposed to happen is that the hosting company is supposed to automatically issue another certificate. It’s sort of like a cookie but for security reasons. You have several things you can do.

1. Over ride the warning and accept or Trust the site regardless of its non issuance of a new updated certificate. If you select the Trust toggle, you’ll see a “always trust” setting. This will fix the warnings but you will open yourself up to a non secure communication between your browser and whatever website you are connecting to.

2. You could go to Keychain Access (spotlight search for it) and select the security cert and delete it. You should be issued another once the website sees your computer does not have the proper credentials.

3. Try using a seperate browswer like Chrome or Firefox.

4. Check the date of your computer to make sure it is correct. Change it to be wrong...restart...then right again...restart.

That’s all I’ve got.



Re-indexing your drive with Spotlight

Hey Scotty,
Hope all is well with you. I have a new iPhone 4 and am trying without success to use the airtime feature to play music from the phone on my wireless speakers. I have a wireless network (time capsule). I also have an AirPort Express that is hooked to my ipod player/wireless speakers (Eos) and which I've been using to play music from my mac. I want to do the same thing with the music on my phone but the phone doesn't seem to recognize the airport express. It does recognize my wireless network. I read that I'm supposed to see a little triangular icon on the right side of the iPod play screen but it's not there. What am I doing wrong?
Thanks,
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First, make sure all your updates on both the computer, itunes, and your phone have been run and all software is current. Computer is currently 10.6.6, phone is currently 4.2.1, iTunes is at 10.1.2 as of February 07, 2011. You may also want to check in Airport Utility to be sure that the firmware on both airport devices is up to date as well. 7.5.2 is current as of February 07, 2011. Next, try downloading a new copy of the remote app in the App store in iTunes. Replace that app with the one on your phone by deleting the app off the phone first.

If you don’t have Snow Leopard installed then that may be the issue.

Entourage opens ical events. Strike that...reverse it.

I would get on line tonight but we are going out. This is my question and it concerns the stamp. In the last couple of weeks I am going along very well getting my mail and sending them out from the stamp, then like right now, it will not send out and goes into out box. I then try to resend through the message area on top but it still will not go out. I have had this problem beforeand when I stay in the stamp I expect the messages to go out and then they won't. This always seem to happen when the email that I want to send has many names on it to go out to. There is no way that I know to move the names and even if there was I do not know where I should take them because I do not know which of the senders is not working correctly. Please help me if you can .
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It is very likely that one of the email addresses you are trying to send to is incorrectly entered. For example, sells@mac.cam instead of .com. Another example would be scotty,sells@mac.com instead of scotty.sells@mac.com. (using a comma instead of a period) The only way to find the bad email address is to go through each one in address book and view the email field. It shouldn’t be too difficult to find. Just takes time.

By the way, your outgoing email should not fail if the email address is “no longer” valid, meaning that it once existed but the user has cancelled the email address. If this were the case, the email would still go out but later you would get a notification that the one particular email was undeliverable. This is not what is happening in your case however. Just wanted to mention it.

Outlook 2011 will not sync to iCal...yet

Scotty,

Every time I click on a ics file in email Entourage opens instead of mail. How do I fix it?
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Yes.  We told address book to handle vcards but now we need to tell ical to handle ics files.  Not too hard.  First.  Drag the file I've included over to the desktop...

Next, right click on it to "get info".  This can also be done on a laptop by control+click.  Now choose to open with ical and then select change all like the example below.
Screen shot 2011-01-13 at 8.49.04 PM
 That should take care of it.  

wps file won't open on the mac

Hi Scotty -

I got up this morning to what appears to be a dead Airport Extreme. There's no light at all on it now. I've done the usual unplugging and I've double checked and changed outlets. A couple of times the light would flash green for a nano second and go off again. (Prior to this morning, the light had been flashing amber which I assumed was letiing us know that we had software updates. I had updated my computer but hadn't done the kids yet.)

I've been online looking for troubleshooting ideas but haven't found an answer. Do you think it died or what else should I try? You line - every hard drive dies just hangs in my mind......

Thanks,

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My experience tells me that those airport extremes are very reliable so I would not rush to pronounce it dead. There have been very very few occasions where the extreme actually died. So you may try first doing a reset. (using a paper clip, hold down the back button for a few seconds until the light flashes amber several times then rebuild the network). If it does not respond then I guess it is truly dead. I would be surprised if it is.

Word is moving to the cloud

How can I download videos from the web to my hard drive?  A lot of my clients have appearances shows, one of them was on the CBS Early Show this morning.  How can I take a copy of the segment from the CBS website and download it so I can use in presentations at a future date?

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Ok, there are several methods for pulling video off a site. Even though Apple won’t proclaim it to work, you can always use Safari and open the “activity” window. Under menu bar...Activity. Toggle the arror on the left associated with the site you’re on (you’ll also see a lot of ad based activity) then find the movie file. It will be the one that is the largest and probably downloading in progress. If you double click the video file that is downloading it will actually download to your desktop or downloads folder. There’s a good chance it will be in flash so you’ll need vlc to view it. But that’s one way. This also works very well with YouTube since they encode their site with flash video.




If it is a quicktime file, then you can usually just right click and save to desktop. I believe CBS is using flash as well. There are also firefox plugins that will do this as well.

Another site I often use is keepvid.com. There are several sites like this where browser will do the work for you. You enter the url of the site you want to extract the video from and it does the rest.

One word of warning. Much video on the CBS is copyrighted so proceed with caution.

Do you do windows?

Question, after you left, family member asked me if I asked you to set laptop up so that he can use our printer. I did not know that it was not set up. He has been e-mailing to the desktop or using his pen drive to download to the desktop in order to print. That is why he is on my computer so much. Is this an easy thing to do and could you give me simple directions or direct me over the phone?

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Adding a printer in OS X is not too difficult.  Just go to the printer settings in System preferences and click the plus button to add the printer.  You’ll be presented with a list of available printers. Directly connected printers show as “USB” printers. Wireless printers show as “Bonjour” printers. Depending on the version of the operating system, you may need to visit the printer manufacturer's website to download the most current driver for that printer.  

Upgrade to Office 2008?


Scotty, Our oldest child is unable to get on the internet. It keeps saying that he is unable to connect to the server and it wants a keychain password. Yesterday, we must have put  a control on something but I'm not sure what.
How can we get past this so that he can get online/facebook? Please let me know when you get a moment.

thanks,

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When we changed his password, it may have affected his keychain.  Remember that I mentioned changing passwords on the mac can be problematic.  Where here is just that case.  

When prompted for his keychain password, the older password should work.  Not the new current one.  However, this will not fix the issue.  The keychain must be dealt with.  To do so, within his user, he needs to go to keychain access (spotlight search to find it).

Next he'll want to select to change the keychain password.  shown here:

After entering the old password and the new one, the keychain should get out of his way.  If this doesn’t work then the best thing to do would be to delete the offending keychain and add a new one and make the new one the default.

Keychains are a pain in the butt to normal users. Apple didn’t make it easy to work with them.


Call for AppleWorks!!!

Want to buy wife a new macbook for Christmas and want to transfer the data from her old one.

Is transfering all her stuff (itunes, email, contacts) easy to do?  
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yes.  Pretty easy to do.  You'll need to network the two computers either via firewire or ethernet.  USB will not work.  However, consider that her old black macbook may only have firewire 400 and her new computer if it's a macbook may not have firewire at all.  In that case ethernet should work.  If you set the computer up first with another user, then move the data later, you can always go back and use the migration assistant to do so.  

Let me know if you have any other questions.  


Opening legacy cwk files.



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Scotty,
My name is Jim and you've helped my wife before with our home computer.  My son would like a computer game that appears to only be available in a Windows based form.  We only own Mac's in our house and I've heard that there's a way to download Windows on a Mac and switch back and forth between the two platforms. Can you help us set this up on one of our computers?  We would love to have this done sometime soon after Thanksgiving so we can have it ready to go before Christmas.  Just let me know if you're able to help. Thanks.
 
Jim     
Hi Jim,

It is completely possible.  There are several different ways to do this. You'll need a valid copy of Windows:  XP or Windows 7 that is.  You'll also need an application such as VMware or Parallels.  I prefer VMware.  There is a free application to do this as well but overall I think it would be easier using the paid software.  (Usually around $70 but I think the price is lower for the holidays) There is also a product called CrossOver that will allow windows applications to run without a copy of Windows but I've not had the best experience with that choice either. The last to consider would be BootCamp, Apple's own method of running windows. It requires restarting between operating systems but the benefit is that Windows will run a bit faster than when running inside virtualization.

I would be happy to assist. Just check my calendar for availabilty.

Son is going to College...macbook here I come


Scotty,
 
Thanks for coming over last night and getting me started.  
 
I had  one glitch.  With 142 pictures left to transfer, the transfer process stopped.  I noticed that my camera battery was exhausted or close to it.  I stopped the transfer.  
Is there a good way to do the transfer again without duping those photos that already got transferred from that card?   
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iPhoto should detect that you have already imported a certain number of pictures then ask if you'd like to import duplicates or skip over them. Jut choose not to import duplicates when prompted then check "apply to all" and you should be fine. iPhoto will not erase the card until the entire transfer is complete so they should all still be on the card.

Word crashes all the time...what else is new?

Scotty,

I have an issue on my new iMac at church. When I delete something, it is automatically Deleted. Whereas on my MacBook Pro, it is Moved to the Trash, where it stays until it is emptied. Both are running Snow Leopard, and both are set to Empty Securely.

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Interesting that your trash on one machine automatically deletes the contents. To my knowledge that is not a feature enabled in OS X so my only explanation is that you may have downloaded a third party piece of software that has the ability to run a script to execute this. Overall this would be a very bad idea. But there are programs out there that will do this for you. I would have also assumed that Snow Leopard would have broken this 3rd party app. There is the ability to enable this within the operating system at the terminal level but how it would have been turned on I do not know. You may want to check out the following post. It may work for you. Proceed with caution.

Apple - Support - Discussions - trash automatically deletes ...

Local Private School misses the mark

One step forward, two steps back.

So I've been using Snow Leopard now for a week and I have to say my impressions of it have not changed. I was hoping that things would settle down on both my main machines I've installed it on but the problems continue to exist. I've experience programs crashing, things not opening, massive reduction in performance and overall instability. For now, it makes much more sense to wait to update to Snow Leopard on your main computer. It seems to break much more than it enhances. Therefore, I'm moving back to Leopard for now. I've been testing Snow Leopard on a clean install on one machine and an upgrade on another and both do not run nearly as trouble free now as Leopard did. Luckily I made a backup Leopard image so I'll throw that back on and go back to stability.

The things I'll miss most going back to Leopard....

1. Dock Expose'. As a classroom teacher in another life, having many windows open is a big part of my teaching style and before I never used the minimize feature into the dock. Now Dock Expose' will give a new twist on how to move from window to window. Much improved there.

2. Airport signal strength in the menu bar.

3. Adding a printer in Snow Leopard is wonderful.


But for now, goodbye to Snow Leopard until 10.6.1 or maybe even 2. I just can't run a business on an operating system that is this unreliable.

Tossing out Word plist

Scotty,
hi.   You helped me with my wireless network last month.  I've been having trouble with the signal reaching the upstairs office, so I finally bit the bullet and purchased a new Airport Extreme.  (I have not gotten 2 new Expresses yet - just wanted to wait to see if the new Express would work.)  I am having trouble with getting the new one started.  In Airport Utility, it does not seem to be finding the new Extreme.  Is this something you can help me with over the phone?  Or should I schedule you to come out again?  Thanks so much.  Hope you are doing well.  I know you must be glad that school is winding down.:)


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There’s a small chance there could be interference from other devices in the home but I would first start with resetting the extreme. Hold down the pin hole button on the back with a pen or paper clip until the light flashes a rapid orange. Then try to find the device again. However, due to the way wireless networks can be effected by house structure, it may be best to have me out to set the network up.

PowerPoint sound doesn't play after emailed

I have a need to send out some bulk mail to radio talk shows. There seems to be no way to personalize it on Mail and still send it bulk.

i.e. One e-mail to all addresses and they only receive it with their name on the To line. Do you know how to do this.  


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I use a program for bulk email called "mailings".  It allows you to pull fields from your address book and insert it into the email so it seems more personalized.  

Mailings

Office Fonts problem


Scotty
Hope you are well and remember me.  You came to my home about 9 months ago and helped me set up windows on my mac.  Anyway, I have a quick question.  Once in awhile I will be working in windows and walk away from the machine for any period of time.  When I return, I get a message that states that the virtual machine has paused and do I want to restart - If I say yes, it restarts windows which I don't think is good however I don't know how to restart (i.e., unpause) without doing that.  Any thoughts?

Thanks in advance for your help.

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This article may better explain the difference between pausing and suspending and give you some insight into how to change your Parallels settings to better fit your work habits.  
Suspending and Pausing a Virtual Machine

This image is a theme.plist hack