Techno Cop

Sync Outlook across Multiple Computers

Using a single computer with all my files in it has done wonders to my productivity. As soon as I get home, I configure the Macbook into a Desktop Replacement. However, I have always been annoyed with having to transfer files from the Macbook to my Desktop for files that need to be printed or synchronized. And while waiting to print, with some time to kill, I cannot even check my emails from the desktop since these will not appear in my everyday laptop.

Of late, I found myself working with 3 separate computers. Since we started the ASEAN Ministers Meeting preparations five days ago, I found myself just tugging along the LE1600. I must say that I am truly enjoying once again the benefits of a Tablet PC which I have enumerated here.   The Macbook tethered to a printer and a Samsung 226BW 22" LCD monitor is left in my hotel room at the Makati Shangri-La.

If synchronizing 2 computers have always been a pain for me, doing so for 3 computers must be terribly confusing? 

Enter Folder Share. I have been using this free software during my Windows only days and did not know that I could now also use it for the Mac OS X. Yes, I now use this invaluable software to sync Outlook files and my POWERDOCS folder between my Desktop and the Macbook.

I had to install the client software in the Desktop, in the XP side of the Macbook (to be able to synch Outlook PST files), and in Mac OS X (to sync the POWERDOCS folders between the Desktop and the Macbook). With this setup, the FolderShare Online control panel shows 3 devices as file source. The LE1600 is shown grayed out because it is currently offline.

Setting up FolderShare this way is pretty straight forward except for the Outlook synchronization which requires some digging in order to locate the Outlook folders to sync. Here is how to do it:

1. You must first select show hidden files.  Click START, Go to Control Panel, Folders Option, click the VIEW Tab, and then select Show Hidden Files.
2. Then locate where the Outlook PST files reside. These should be in C:/Documents and Settings/Administrator/Local Settings/Application Data/Microsoft/Outlook.
3. This is the folder that you want FolderShare to synchronize across multiple computers.

I recently configured the Macbook, the LE1600, and the Desktop in this manner. I can check my emails and work on any POWERDOCS file on any of the 3 computers, and provided that I have internet connection on at least 2, the files will be synchronized. For the last 5 days, I have worked exclusively in the LE1600 and find all the files already synchronized with the Macbook as soon as I reach the hotel room. Using the Access My Files link in FolderShare, I also confirmed that these files have all been synchronized as well with my desktop at home.

It is very liberating to feel that no matter which computer I grab each day I will have all the data I might need. There are other sync solutions out there but I believe the ability to use FolderShare no matter where the computers may be is the only solution for me at this time. I have experienced no performance hits or other negative side effects of using FolderShare since I started using it last year. But that was before the Macbook invaded the Technocop Command Center.

Hmmn, I will give this solution another week before deciding if it is time to bid farewell to the pigpogPDA.

Here is an in-depth review of folder share from PCMAG.

Apple's Phenomenal Jump in Sales

In a previous blog, I talked about the jump in Apple sales primarily due to the latter's ability to run both Windows and Mac OSX. My take then was that it was due to Apple's decision to put Intel processors into their systems and the increasing number of their stores worldwide.

However, I also agree with the IDC Analyst's that the phenomenal growth (equaling the #1 PC manufacturer, HP) may be as a result of Apple's marketing blitz of its iPhone and other products. Below is the comparative analysis of PC shipments for the 2nd quarter of 2007 and 2006.

 

US Shipments in thousands 

But what really contributed to Apple's recent phenomenal rise - Is it Apple's switch to Intel chip or its marketing strategy? Let us take a look at another chart, this time the comparison between the online activities of Apple and Dell users, the #1 market share holder.

 

The above chart shows that there are significantly more Apple users online when compared to the sheer number of DELL PC users. The chart by the way is culled from the August issue of Macworld.

Does this mean that the most productive online members of the computing society have always been Apple users? Definitely not, let us look closely at the chart.

The chart simply illustrates that more Apple users today, with almost double the number of DELL users, are active online either as content creators or as spectators. IMHO, this may mean one of two things. One, that DELL users are either using their PC's exclusively for offline work.  I know of companies who issue PCs to their staff but prohibit strictly connecting to the web. Or two, that more PC users who need to stay online are now shifting to Apple.

Not having the comparative data from two years back on the number of APPLE and DELL users who go online, it will be impossible to make a definitive conclusion. But my best guess is that more and more former PC users who need to stay on the web are shifting to Apple's Mac OS X because of:

• Apple's ability to run practically all their WINDOWS SOFTWARE
• Apple's more stable OS which, I could attest to, has done wonders to my productivity
• Apple's inherent security features (whether perceived or not)
• Apple's competitive pricing which has made its Total Cost of Ownership (TCO) considerably lower than that of a PC.

As a former PC user myself, my gut feel is that the main reason for Apple's phenomenal rise is its shift to the Intel chip that now enables it to run Windows either natively (Boot camp) or virtually (Parallels or VM Ware). You put on top of that the fact that an Apple computer is now priced the same as its equally configured PC counterpart, then you have a formula for success.

Non Tablet PC users would really need to think deep and hard if they should join the Apple bandwagon. There is just no way of telling what they are missing until they experience the worry free web surfing and general computing afforded by Mac OS X.

100 Days as a Mac Switcher

It has been 110 days to be exact since I switched to the Mac from the old Tablet PC.  During this period, I have attended quite a number of meetings where I contented myself with just a pen and my pigpogPDA. In all of those meetings, the Mac book either stayed inside the gadget bag or was altogether left in the car.

Yesterday, I had to refer back to Michael Linenberger's book, "Seize the Work Day Using the Tablet PC," to validate what I have really been missing. Here is a list of the productive meeting related things I used to be able to do discreetly, on my Tablet PC, using the 'dry' periods present during most meetings:

• Create prioritize, and assign tasks from action items identified during the meeting right in my tablet PC based task management system (using MS Outlook)
• Set date driven reminders to follow up on deadlines discussed were set in the meeting
• Update the status of tasks in my task list indicating progress made in the meetings.
• Find notes, documents, files, and e-mails relevant to the meeting at hand, as needed to accomplish follow-up tasks right in the meeting
• Create or update key documents in my electronic binder (MS one note) to refer to the next time these meeting topics come up.
• If needed, convert portions of handwritten meeting notes to text for subsequent distribution
• Create, and if wireless is available, even send e-mails to staff to follow up on important action items from the meeting
• Create a brainstorm document of possible solutions for problems raised in the meeting, incorporating the best ideas from the meeting.  This is done using MindManager 7.
• With the optional wireless access, pull up the webpage for a product or company being discussed in the meeting, and communicate the research information to the meeting at the moment it's needed
• And if the meeting is really dead, the Tablet PC also allows you to spend time on non-meeting related e-mails and other work documents, and even research the web, while waiting for the meeting to come back to what topic is relevant to you.
• At the end of the meeting, ensure that all meeting related action items have all been processed (calendared, emailed, and accomplished) except for those that have been delegated and are now sitting in my Waiting For folder.

If you attend a lot of meetings like I do, the above will show how much productivity I am giving away by not having a Tablet PC. With the Tablet PC, I could practically process all of the meeting requirements right there and then. This means that as I exit the meeting doors, I am done with all of the action items and I can already move on to whatever is next on my plate.

Can't I get away with doing all of the above using my current laptop, the Macbook?  The answer is a resounding NO because of the following:

Discretion.  Nothing is more distracting than, during a management style meeting, having a meeting participant typing away on the laptop.  In contrast, working with a Tablet PC in your lap appears no different from what you would be doing with a pen and notepad in your lap.

Communication Barriers.  Placing a laptop with a screen flipped up in front of you on a conference table creates a physical barrier between you and others in the room. While the tablet PC is just like a writing pad.

Personal Effectiveness.  Research shows that if you use both hands to accomplish a task, a much larger percentage of your brain becomes engaged in that operation.  Typing with both hands tends to totally engage your brain into typing activity and makes you visibly less tuned in to the meeting.  In contrast, writing with one hand during a meeting is second nature to most of us.  The brain stays mostly engage in the meeting activities.  We all can take notes and participate in a meeting at the same time.  This is exactly what the tablet PC can do.

Eye Contact.  It is much easier to maintain periodic and consistent eye contact with others in a meeting when using a tablet PC versus using a laptop.  This has a dramatic affect on the perception of others that you are personable and focused.  Lack of eye contact also limits your ability to read body language of others, something that I have always paid attention to.

Be that as it may, I am not about to disregard the total cost of ownership (TCO) of a Mac versus a tablet PC. Besides, I am still enjoying the positive experiences with my Macbook. However today, that digital ink enabled Modbook is becoming more and more irresistible.

 

Father's Day Dilemma

With the tons of SMS, emails, telephone calls I have received for the past 24 hours reminding me to take the day off from the regular "house chore," I can't help but think of what I should get as a gift on this special day. If there is one thing I really miss on this day, my 82nd with the Mac OS X, I have to say it is digital ink. This blog will explain in detail why I miss it so much especially when going to meetings.

Searching the web for what is currently the best Tablet PC, all my favorite Tablet websites unanimously point to only one - the IBM X61 Tablet ThinkPad.  Having used an IBM X41 before, I am quite familiar with the build quality of Tablet PC's from Lenovo. Here is a pic of my old X41.

 

One thing I like aside from their sub 4 lbs weight is the slim and tactile keyboard that they come with. What makes the X61 even more enticing aside from being superfast is that it is currently on sale until June 18. A 2gig RAM 1.7 GHz model now cost only $1900+ when the price that I paid for the old X41 two years ago was already $2600.

It is now crunch time. Do I succumb to the mood of the day and reach for the wallet? Heck, I already know of someone who is willing to get my Macbook for the same price I got it for. Assuming that I get to sell the Macbook for $1600, this means that my cost for the new X61 Tablet would only be around $400. I wish it were that simple but there is more to the total cost of ownership (TCO) than just hardware cost.

I remember reading last year a blog by Winn Schwartau comparing in detail the TCO between a Mac and a PC. He even provided a downloadable Excel file to allow one to manipulate the numbers based on their own actual costs. So I searched for his blog, downloaded the files, and immediately started punching my numbers.

Here is what I got:

	PC	MAC
Total Hard Cost (Inclusive of software and upgrades)	$2,987	$2,510
Subscription Updates per year (AV, firewall, etc)	$320	$45
Reliability Cost (lost time in $ per year)	$348	$132
Total cost of ownership in 3 years	$4,991	$3,041

The numbers will definitely vary depending on the software that you plan to install and how much you value your time. Mine however shows that in a 3 year period, my TCO for the MAC is around $2,000.00 less than the X61. If you want to try it for yourself, you can download the PDF (Winn's Recommendations) and the Excel file from here.

The 2 thousand dollars difference may not be much to some especially if they value having digital ink capability (which I actually factored in as an added cost to the MAC for not having this much desired feature). But going through this exercise reminded me and even allowed me to quantify the amount of time I used to waste and will be wasting if I switch back to Windows.

The verdict. I will stay with my current Macbook and PigpogPda combo. Part of the money saved from not giving in to the temptation will be used for a night out with the family.

Happy father's day!

Blogging in Ink

I took a road trip today and decided not to bring my gadget bag. Having some time to burn, I remembered the old LE1600 and decided to post this ink blog. A quick check at Macsales shows that the Modbook will not begin shipping until July 31^st.

The Power of Mind mapping

Another productivity booster for me is the mind mapping software Mindmanager. I had been using this easy to use and powerful software since 2005. Back then, when it was still in its version 5.0, I was using it in tandem with my IBM X41 Tablet PC. Despite the fact that the software was first conceptualized for desktop and laptop use, it had ink optimization that allows pen input using a Tablet PC.

As an IT guru in my organization, I am often asked about my workflow especially with the old Tablet PC. I simply got tired of all the questions that in 2005, I wrote a handout to answer their questions once and for all. The handout entitled "How to configure your Laptop for Success" was planned, outlined, and executed using Mindmanager 5.0. You can see the mindmap of that project below. You can click on the image to see a higher res version.

 

 

Today, before I start on any project, my first stop would be in Mindmanager which I have upgraded to their version 6.0 as soon as it was released last year. It is more powerful than your basic outliner since it jibes well with the way our minds work as described in Wikipedia.

I have used Mindmanager from simply doodling, taking notes, brainstorming, and even as a presentation visual aid totally replacing PowerPoint on certain occasions. Even without my Tablet PC, I am still using the software with my Macbook but on the XP side under Parallels.

I read an article yesterday by Marc Orchant describing the new features in the upcoming version, Mindmanager 7.0, which will be released on May 30th. He enumerated the following new features which to me are reasons enough to upgrade:

• Fluid UI: With MindManager 7, the developer has adopted the Office 2007 style "ribbon" interface which Microsoft has officially named the Fluid UI. Like the ribbon in the core Office 2007 applications, MindManager's new UI exposes the tools used to create and work with maps without the need for hierarchical menus and stacked toolbars.
• Saved views: I love this feature. I can set up a specific view of any of my maps (some of which tend to be very involved) and save it. As I'm working with or presenting a map, I can quickly "jump" to any pre-arranged view I'd like. This is a tremendous timesaver.
• Focus on topic: Select a topic on your map and click on this command to automatically center the currently-selected topic in the workspace and collapses all other map branches.
• Enhanced MS Office integration: The "insert" tab in the ribbon now allows you to create new Outlook tasks, appointments, contacts and notes, from within a MindManager map. You can also insert a range of spreadsheet cells using the Excel range button on the Insert tab.
• Topic sorting: In MindManager 7 you can now sort topics by alphanumeric order, alphabetic only, on task completion percentage, or on task priority. You can specify the sorting "depth" - subtopics only, the entire branch, or for the entire map.
• Topic styles: MindManager 7 now enables you to create named topic styles, based on the format of the currently-selected map topic. This is an incredible time-saver that lets you quickly reformat the appearance of map topics. It's similar to the way styles work in Microsoft Word.
• Viewing: A number of small, but very useful controls have been added including the ability to drag the map around in the workspace window by clicking on and dragging the central topic. There are ribbon controls for fitting the map to the window, balancing the map branches, and other layout and viewing options that were buried in menus and dialog boxes in previous versions.

 

Anyone that I have demonstrated this software to swears by its usefulness and ease of use. You can try Mindmanager for free or, like me, try another company's free online mapping software Mindmeister which does not require you to download any software. With Mindmeister and Skype, you can now collaborate online on a single mindmap. Now, that is productivity at its finest. Did I say that Mindmeister is free?

If you haven't tried mind mapping before, give either a spin. I guarantee you that it will save you a lot of time when working on your projects. I forgot to mention that MindManager has a Mac version as well.

 

 

 

After the Honeymoon

Last March 26, 2007, I decided to buy a Macbook Pro 15", my very first macintosh system, instead of upgrading my 2 year old Motion Computing LE1600 Tablet PC.

The day of reckoning has finally arrived. I believe that after one month of using the MAC OS X, I have enough experience to compare it with my OS of choice for a very long time - Windows. In this blog, I will try to weigh all the factors before finally giving you my decision whether I will continue using MAC OS X or ditch it in favor of Windows.

Let me first give you a run down of all the things I have done so far in Mac OS X using my Macbook 13.3" 2.0 Ghz 2gig RAM 200 gig HD:

1. After attending a 2 hour seminar on Mac OS X basics, I bought "Learning Mac OS Tiger Visually" and read that from cover to cover. I then data mined the web for any information about the OS. Every interesting find is saved right inside Firefox by using the extension Scrapbook.
2. I am happily using with it all the bags that I used to carry the old LE1600. I particularly enjoy carrying it with the Waterfield Sleevecase and the Victorinox Eiffel laptop bag.
3. I bought a mighty mouse, apple mouse pad, and keyboard for when I configure the Macbook as a desktop.
4. I also bought a Firelight firewire 100 gig external hard drive where a digital image of the entire laptop is burned every week or so.
5. The following software continue to reside and to be used at present:

   Quicksilver
   Firefox (with Scrapbook, Mozgest, JKN email, and Autocopy plug-ins)
   Skim (PDF annotator)
   Adobe Photoshop Lightroom
   Office for Mac
   Photoshop CS2
   Adium X
   Skype
   VLC
   Google Earth
   SuperDuper
   Callwave SMS Widget
   iWork 06
   Huawei  USB HSDPA Application
   Flash MX 2004
   CoreDuoTemp
   Zinio Reader
   Paralells virtual OS management
   Windows XP SP2
   Office 2007 (Outlook, Word, Excel, Access, Powerpoint,Onenote)
   Acrobat 7.0 Professional
   Mindmanager Pro 6.0
   Text Aloud
   Camtasia
   Pro Show Gold
   AVG Free 7.0
   Zonealarm

I did not bother with the links as they could easily be googled. I also did not enumerate the countless others that did not survive the honeymoon and those that come standard in most any Macbook. But, for those that did, I must say that they are more than sufficient to handle my day to day computing needs.

And now, for my observations starting with the pluses:

• Stable. The MAC OS X is indeed a far more stable system than Windows OS. In my one month of use, I have yet to do a restart due to system unresponsiveness. The only time I had to do a restart was when I tried booting using a back up created by SuperDuper. Even the system profiler only reports a single error after I uninstalled Acrobat Pro from the Mac OS X side.
• Instant on and sleep mode. Provided that I shut down all running applications, the system goes to sleep as soon I click Sleep from the Apple menu. There were only I few times when it did not turn on upon opening the lid. In those cases a single press on the power button wakes it up instantly.
• Wireless. Whether using the USB HSDPA modem or the built-in Airport, the Macbook simply connects wirelessly every time without any issues. I did not even have to setup anything as it automatically prompts you for whatever network is available.
• Security. The Mac OS X seems to be more secure having had no experience whatsoever with any adware pop ups or even viruses. I just cannot explain the peace of mind that I enjoy when surfing the web under Mac OS X. However, I know that a significant contributory factor is that there are less people creating viruses for the Mac OS X.
• System Upgrade. The full system upgrade, about 183 gigs worth of file, also went very smoothly requiring only a single restart. This to me is simply awesome.  In Windows, it never fails that you will get prompted with "updates installed, system requires restart" when you least expect it (read: when you are on a deadline).
• Uninstall. Third party application uninstall cannot be more straightforward. Imagine just dragging to the trashcan the application and its support folders and you are done.
• Keyboard Shortcuts. I simply cannot explain in words the efficiency afforded me by the software Quicksilver. This software has done wonders to my productivity . With all the triggers that I have inputted into Quicksilver, I can now do things faster due to lack of distraction and instant access to everything that I need. I did not even bother memorizing the built in Mac OS X keyboard shortcuts except for a few. I simply created my own (ALT SHIFT W, opens Word, ALT - SHIFT E opens Excel,  CTRL SHIFT D opens the documents folder, etc).
• Parallels. This software which allows one to virtually run Windows or Linux side by side with the MAC OS X, for me is the Microsoft killer. I believe that many more like myself will be jumping over to MAC OS X because of this software.
• Peace of mind. I guess the peace of mind that one gets when browsing from a MAC OS X system is its most important attribute. Gone were the days when I wonder why a file or a link takes too long to open only to find the anti virus application doing a full scan or updating its database. I do not even have to worry anymore about other defenses like anti spyware/adware, etc. For as long as I am careful in picking the sites to visit, I do not think I will encounter any problems browsing in MAC OS X (fingers crossed).

The minuses:

• Size and weight. The huge MBP 15 inch greatly affected my mobility. I find myself just leaving it behind in the car even during meetings. After two weeks with the MBP, I had to replace it with a more portable 13" Macbook. The macbook is only 17% slower in the processing department and is good enough for my computing needs. Still, I find the Macbook to be a bit on the heavy side when compared to the sub 4 pound Windows-only sub-notes.
• Battery Life. A true road warrior nowadays need at least 4 hours of battery life before having to plug in. The actual sub 3 hours of the Macbook just wouldn't cut it. It is just swell that I have an external battery pack for added power - battery geek.
• PIM. Having resided in Outlook for most of my computing life, I still gave MS Entourage a try in handling my emails only. My rationale is not to allow the Windows side of the MBK to connect to the internet. I was still using Outlook because it just syncs flawlessly with my current mobile phone -the Dopod 838 Pro. After 3 weeks, I gave up on Entourage and went back to my tried and tested Outlook for all my emails, address book, calendar, notes and to do lists. I discovered that having two systems (Entourage and Outlook) is not doing my productivity any good. I just had to install in the XP side my favorite firewall and anti-virus software. I still haven't touched the browser in the Windows side, and I don't think I will anytime soon.
• Blogging client. This is more of just an extra from MS WORD 2007 than a shortcoming of MAC OS X. I tried using the MAC OS X trial version of ECTO blogging client until it expired.  The software is great insofar as doing what it is designed to do. However, a blogging client is already within MS WORD 2007 itself. Besides, the WORD blogging client interfaces very well with my favorite software for documenting any type of research - Onenote 2007. I decided to save the cash and just use what I already have available.
• Digital Ink. I do miss digital ink a lot. I haven't been to a lengthy meeting yet where it is just inappropriate to open the MBK. I did not have to worry about this before with the Tablet PC.

The Verdict. Despite the above shortcomings, the Mac OS X has greatly enhanced my productivity in front of the computer. I now find myself getting more things done with a lot less hardware or software induced distractions. For my computing style, the Macbook with XP under Parallels beats pound for pound an equally configured Windows only Laptop. Right now, I will choose my Macbook over any Windows only laptop.

Did it cost more? No, when I compare it to Tablet PCs of equivalent build quality. Was it worth it? Without a doubt. I now have more fun getting more done, and that is the real bottom line.

Things have indeed changed.

P.S. How about Windows Tablet PC and digital ink? Inasmuch as I miss digital ink, I am not about to let go of the positive experiences I am having with the MAC OS X now. But, give me a Mac with digital ink capability (Modbook) and I will never even look at any Windows Tablet PC anymore. I agree with my associate, Allan Jarlos, that sooner than later, all portables will have digital ink. For the time being, I can make do with my pigpogPda.

P.S.S. Prediction. With the phenomenal jump in sales of most apple products and the opening up of many new Apple stores the world over, there will be a whole lot more people like myself who will switch to the Mac OS X. Some will totally ditch Windows altogether while most will be running both either using Parallels or Boot Camp. This expected rise in the number of macusers worldwide will definitely attract a host of hackers to design viruses intended for the Mac OS X. I believe that this is one area that Cupertino never had to worry so much about before. I just hope they are ready.

 

 

 

2 Weeks Cold Turkey

Today I Am Officially a Macuser

The Long Wait Begins

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