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Published on 08/28/1995 All articles from this issue

Mac Q's and A's

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By Robert Heffley

Special to the Town Crier

Is a conversion to System 7 necessary?

System 7 for Older Macs

Q. I have a Macintosh SE using its original System 6 software. Should I convert to System 7?

A. Regardless of the type of software, there is often no compelling need to upgrade to the latest version. If the System 6 operating system is performing adequately for your computing needs then don't change, particularly for an older Mac (Mac Plus or Mac SE). System 6 requires far less RAM and generally runs a bit faster than does System 7. In fact, unless you fill your SE to maximum RAM capacity (4Mb), System 7 won't be practical to use with most applications. Always question whether any software upgrade will really improve things.

Mailina Labela

Q. What software should I use to do mailing labels?

A. Creating peel-off mailing labels is a feature of several Macintosh word processing, spreadsheet, and database applications. Although the capability is there, it can be frustrating to make labels work correctly. First, choose the right software tool, then be prepared to spend time on setting up the data and the application. In my experience, the best software for this job is Claris FileMaker Pro. It does a good job of fitting printouts precisely to Avery labels, gracefully handles large databases, and affords fairly easy transfer of data from any source that can produce a text file of the basic mailing list. FileMaker is no longer expensive (about $99). In general, expect good quality database programs to give the best results with mailing labels and to struggle a lot when doing this job using word processing or spreadsheet applications. Always start with a fairly clear idea of how you will organize the label information, including number of lines, how big the text area, and whether international addresses need to be handled.

Backup Habits

Q. I know that files should be backed up, but it takes time, discipline, and storage space. How should I approach file backup?

A. Effective file backup does take time and many of us don't attend to it very well. At the very least, take stock of which of your often-used files would result in grief should they be lost. Bookkeeping and financial records are important examples. Give high priority to anything that has involved many hours of composition or data entry. If nothing else, save a duplicate copy on your hard disk and lock it. (It takes a simple 39D from the keyboard to make a copy of a selected file.) More effective backup requires that you copy files onto a medium that can be stored at another location. Backup to floppy disks is effective and inexpensive unless the volume of storage becomes excessive. "Stuffit" by Aladdin Systems, Inc., is good for consolidating and condensing file volume in order to put backup information either on floppies or on an external hard drive. Whatever your solution, it is a balance among the importance of the information, time and likelihood of doing the backup, and cost of the backup medium. Continual inattention to file backup will eventually end in an unpleasant experience at the worst possible time. Give it some thought now.

Works Programs

Q. Good software costs a lot. What should I choose to get the most utility from my initial investment in a computer?

A. There are several integrated applications, including Claris Works, Microsoft Works, WordPerfect Works, GreatWorks and others. There is a good review of them in the September 193 MacUser. Claris Works received the best review. We too have tried it and find it to be pretty ideal for general purpose use. Its word processor resembles MacWrite, graphics MacDraw, and database FileMaker-all the Claris counterparts. A general limitation of any of the works programs is its light-duty design (number of functions, file sizes, import/export options). But if you have just purchased a computer or are in the learning stage, then consider using an integrated Works program.

Low on Storage

Q. I have an old Mac with a 2OMb hard disk that keeps filling up. I have run out of ways to squeeze storage space. How could I solve this chronic problem without spending a lot of money?

A. Five years ago a Mac SE with a 2OMb hard disk was pretty adequate. System software and applications were substantially smaller. Now a new computer would typically have at least ten times the storage capacity, and even that might become a bit inadequate if you have many programs and an accumulation of document files. But there is a strategy for continuing to make use of an older Mac with a low capacity hard drive. Here's what I would do. First take stock of what's on your hard disk. Applications that really aren't used should be offloaded onto floppies (25 of them give up to 2OMb storage capacity right there). If using System 7, revert back to a System 6 version in order to minimize the volume of system software stored on the hard drive. This also frees up more RAM as well as running faster. If convenient keep applications on the hard disk but develop and run documents off a floppy. Normally this slows down your computer only during file saves. So far not much cost involved. If you really feel a need for additional hard disk space then consider an external drive. With a Mac you can buy an external drive and simply plug it into the SCSI port-that's it. The new drive will simply appear as another screen icon and is accessed just as the original drive. Count on spending about $250 but for this you will get at least 25OMb additional storage. Also, an external hard drive will be immediately usable on any new Mac that you might later buy.

Brainlock

Q. I'm a new computer user. I bought a Mac because of the hype over user friendliness. Each time I turn on the computer to start a session I go blank, make a few feeble moves with the mouse, and give up. I've taken a short course and have bought several books but nothing has taken yet. How can I become more effective?

A. You clearly have a desire to use your Mac. Accept that as your first and most important step, then try the following suggestions to go beyond the blank memory stage. First, have a clear simple objective-let's say it is to make a shopping list. Second, find an application that will do the job (keep in mind that TeachText is the simplest of word processors-try using it if you're at all intimidated by Word or MacWrite). Third, open the application by double- clicking on the icon (just one of several ways we could open a file). Fourth, write something-anything. If it's a list write the first word, hit the return key, and write the second word. So far nothing any different than using a typewriter. Now, let's do a computer thing, for example save the two words we have written. Whoops can't remember how to do that-help! Start palling down MP-nua, one-by-one. Every Mac user does this, regardless of how much experience and expertise. In this case, simply look for the word Save. When you find it, drag down with the mouse and release the button. The computer then begins prompting-not really anything to recall at all, and that's about the same story for anything else. When you can't think of what to do then pull down menus! If nothing else, this gives you ideas and possibilities. Finish the list. Go to the menu again to find Quit, and to the menu again to find Shut Down. This job is accomplished. Next time will be a little easier and a little smoother.

Mac Models

Q. I have had an SE for several years. It works okay, but it's slow when running my current software. I am looking for a replacement but am thoroughly confused over the number of Macintosh models now available. How should I sort out the candidates?

A. I try hard keep up with the multitude of Mac models and have the same question. I don't understand why there needs to be such a large assortment of models, but figure that we might as well view it as some kind of an advantage. I will assume you want to consider the low-cost end of the spectrum, and there are several good low cost possibilities. Consider any of the basic Performa 630 or Performa Power Mac packages. They contain all the necessary hardware and software to get started short of the printer. Opt for as much RAM as you can reasonably afford, and try to get at least 8 Mb. Hard disk capacity is pretty generous on most new computers. Try to become educated about your computer possibilities by first reading current issues of MacWorld or MacUser. Look over dealer exhibits and prices. A place such as ComputerWare has demos to try out and compare. Develop a detailed list of what features and capabilities you want. When finished, shop for price but find a seller you can return to for any problems or a bit of advice. We'll revisit this topic frequently.

Checkbook Record

Q. I want to keep my checkbook and credit card accounts on my computer. Should I use a spreadsheet?

A. Try Quicken. It's cheap, fairly easy to learn, and can be expanded to cover nearly all bookkeeping needs. It's very good for individuals and families, and adequate for many small businesses. Even if eventually you go on to a more sophisticated accounting program, Quicken helps you understand the organization and use of this kind of program.

Losing It and Finding It

Q. I sometimes forget where a file has been placed on my hard drive. How can I find it?

A. In 6 systems there is a great desk accessory under the Apple menu called Find File. Just type in all or part of a file name and the program lists any file having that identification then tells you where to find it. With System 7 you can use Find and Find Again under the File menu. It takes you directly to the found files, but doesn't give a concise list. I prefer the Norton Utilities desk accessory, Fast Find. It is similar to Find Files and can be used with any system version.

All in How You View it

Q. I'm a new user and don't understand why the choice in viewing directories. What is the point using icons when we can get a simple list?

A. The Macintosh is filled with choices, icons vs. names is only one. Using the View menu, try to switch among each of the ways of portraying files and folders within a window. Icons are sometimes quite distinct, particularly when denoting specific applications (Word, Excel, Quicken, etc.). Also, icons can be shuffled and grouped in useful patterns. On the other. hand, the view choices that give lists can have other special advantages. Files and folders can be ordered alphabetically, chronologically, by size, and by kind. By using the View file in the control panels, you can add icon-like features to your list presentations. As with most Macintosh features, don't assume any 'best way." Always find what works for you and continually experiment.

Great Computer, Lousy Calculator

Q. I have a hand calculator in spite of the fact that I have and use frequently a computer. Is there a way to shift my calculator jobs to my computer?

A. I have used a Mac for ten years and have done lots of scientific programming and calculation. But I still have my old HP calculator beside my computer. Nevertheless, there are some very useful calculator capabilities on my Mac that I use a lot. First, remember that there is a simple calculator right in the Apple Menu that will stay on the screen while you run other programs. I haven't ever adapted to its use, but probably could. The new Power Mac calculator is quite powerful and does plotting. I frequently use an Excel spreadsheet as a custom calculator. Its great for listing numbers, creating and using simple (or complex) formulas, and producing a printable copy if wanted. For example, you can easily develop a good shopping list for a car, computer, or tonight's dinner. Values could be revised with totals and subtotals automatically updating. what you have is an intelligent calculator with pretty minimal effort. Perhaps the most important point regarding computer vs. hand calculator is that the computer lets you mold it to your own breed of calculator, save information, and give you hard copies. This is an area where each of us can be creative, be utterly simpleminded, or take things to the outer limits. For eye openers, look into the really ultimate calculator applications such as Mathematica or MatLab. Above all, don't overlook the quick and easy tools that already reside on most of our computers.

Robert Heffley runs RHE Computer Services, 349 First St., in Los Altos. For more information, call 949-1748, fax 949-1243 or e-mail: RHef@aol.com