Chapter 3

Basic OS X Housekeeping

In This Chapter

Copying, moving, and duplicating files

Deleting and recovering files

Renaming files

Finding specific files

Locking files

Using Apple menu commands

Using Services, the Go menu, and menu icons

Listening to audio discs and recording data discs

Printing in OS X applications

After you master basic Mac spell-casting — selecting items, using menus, opening and saving documents, working with windows, launching an application or two, and the like — it’s time to delve deeper into OS X.

In this chapter, I discuss file management, showing you the hidden power behind the friendly Apple menu (). I also discuss some of the more advanced menu commands, how to print in most applications, and how to listen to an audio CD on your Mac. (It makes a doggone good stereo, especially with a good set of external speakers.) Finally, I introduce you to the built-in CD/DVD recording features in the Big X and show you how to add a standard USB printer to your system.

Finder: The Wind beneath Your Wings

So what exactly is Finder anyway? It’s a rather nebulous term, but in essence, Finder gives OS X the basic functions that you’ll use for the procedures I outline in this chapter. This über-OS has been around in one guise or another since the days of the very first Mac — the creaking old days when a Mac was an all-in-one computer with a built-in screen. Come to think of it, some things never change (as I glance at my iMac).

Finder is always running, so it’s always available — and you can always switch to it, even when several other applications are open and chugging away. Figure 3-1 illustrates the Dock with the rather perspective-crazy Finder icon at the far left, along with a very attractive Finder window.

Is that icon supposed to be one face or two faces? I’m still confused, and I’ve been using the Mac since 1989.

Don’t forget that OS X gives you a second method of doing everything I cover in this chapter: You can use Terminal to uncover the text-based Unix core of OS X, employing your blazing typing speed to take care of things from the command line. Of course, that’s not the focus of this book, but for those who want to boldly go where no Mac operating system has gone before, you’ll find more in Book VIII, Chapter 2. Despite what you might have been led to believe, power and amazing speed are still to be found in character-based computing.

Copying and Moving Files and Folders

Here’s where drag-and-drop makes things about as easy as computing can get:

• To copy a file or folder from one window to another location on the same drive: Hold down the Option key, and click and drag the icon from its current home to the new location. (Note: You can drop files and folders on top of other folders, which puts the copy inside that folder.) If you’re copying multiple items, select them first (read how in Chapter 2 of this minibook) and drag and drop the entire crew.

  “Is the Desktop a valid target location for a file or folder?” You’re darn tootin’! I recommend, though, that you avoid cluttering your Desktop with more than a handful of files. Instead, create a folder or two on your Desktop and store those items in those folders. If you work with the contents of a specific folder often, drag it into the Favorites heading in the Sidebar (the column on the left side of any Finder window), and you can open that folder from Finder with a single click — no matter where you are! (Alternatively, drag the folder to the right side of the Dock and drop it there, and you can open it with a single click from anywhere.)

• To copy items from one window to a location on another drive: Click and drag the icon from the window to a window displaying the contents of the target drive. Or, in the spirit of drag-and-drop, you can simply drag the items to the drive icon, which places them in the root folder of that drive.
• To move items from one window to another location on the same drive: Simply drag the icon to the new location, whether it’s a window or a folder. (To move items to a different drive, hold down the key while dragging.)

OS X provides you with a number of visual cues to let you know what’s being copied or moved. For example, dragging one or more items displays a ghost image of the items. When you’ve positioned the pointer over the target, OS X highlights that location to let you know you’re in the zone. If you’re moving or copying items into another Finder window, the window border is highlighted to let you know that OS X understands the game plan.

In case you move the wrong thing or you port it to the wrong location, press +Z to undo the previous action.

If the item that you’re dragging already exists in the target location, you get a confirmation dialog like the one you see in Figure 3-2. You can choose to replace the file, leave the existing file alone, keep both files, or stop the entire shooting match. (If you decide to keep both, OS X appends a numeric string to the new arrival’s filename.)

Cloning Your Items — It’s Happening Now!

No need for sci-fi equipment or billions in cash — you can create a duplicate of any item in the same folder. This technique is often handy when you need a simple backup of the same file in the same folder or when you’re going to edit a document but you want to keep the original intact.

Click the item to select it, and choose File⇒Duplicate (or use the keyboard shortcut and press +D). To distinguish the duplicate from the original, OS X adds the word copy to the end of the duplicate’s icon name; additional copies have a number added to the name as well.

Alternatively, drag-and-drop aficionados might want to hold down the Option key and drag the original item to another spot in the same window. When you release the button, the duplicate appears.

Heck, if you prefer the mouse (or trackpad), you can right-click the item and choose Duplicate from the contextual menu that appears. Decisions, decisions… .

Oh, and don’t forget that Action button (the gear icon) on the Finder toolbar (labeled in Figure 3-1). You can also click the Action button and choose Duplicate from the pop-up menu.

When you duplicate a folder, OS X automatically duplicates all the contents of the folder as well. Remember that this process could take some time if the folder contains a large number of small files (or a small number of large files).

Deleting That Which Should Not Be

Even Leonardo da Vinci made the occasional design mistake. No doubt, his trash can was likely full of bunched-up pieces of parchment. Luckily, no trees are wasted when you decide to toss your unneeded files and folders; this section shows you how to delete items from your system.

By the way, as you’ll soon witness for yourself, moving items to the Trash doesn’t necessarily mean that they’re immediately history.

Dragging unruly files against their will

In OS X, the familiar Trash icon (now made of spiffy-looking translucent plastic, no less) appears on the right edge of the Dock. (Did you expect anything less from Yosemite?) You can click and drag the items that you’ve selected to the Trash and drop them on top of the Trash icon to delete them. When the Trash contains at least one item, the empty Trash icon changes to appear as if it were full of trash.

You can also add a Delete icon to your Finder toolbar. For all the details, see Book II, Chapter 1.

Deleting with the menus and the keyboard

The mouse (or trackpad) isn’t the only option when deleting items. These are your other options for scrapping selected files:

• Choose File from the Finder menu, and choose the Move to Trash menu item.
• Press the +Delete keyboard shortcut.
• Click the Action button on the Finder toolbar, and choose Move to Trash from the pop-up menu.
• Right-click the item to display the contextual menu, and choose Move to Trash from that menu.

Emptying That Wastepaper Basket

As I mention earlier, moving items from your Mac’s drive to the Trash doesn’t delete them immediately from your system. Believe me, this fail-safe measure comes in handy when you’ve been banging away at the keyboard for several hours and you stop paying close attention to what you’re doing. (I usually also blame the lack of Diet Coke.) More on how to rescue files from the Trash in the next section. If you connect to other computers and servers across your network, however, take heed: Moving items that reside on another computer to the Trash displays a warning dialog that the items will be immediately (and permanently) deleted.

As you can with any folder, you can check the contents of the Trash by clicking its icon on the Dock.

After you double-check the Trash contents and you’re indeed absolutely sure that you want to delete its contents, use one of the following methods to nuke the digital Bit Bucket:

• If the contents of the Trash are still displayed in a Finder window, click the Empty button at the upper right of the window.
• Choose the Empty Trash menu item from the Finder menu.
• Choose Secure Empty Trash from the Finder menu.

  Believe it or not, if you use the standard Empty Trash command, you still haven’t zapped that refuse! Some third-party hard drive repair and recovery programs allow an uncool person to restore items from the Trash. Therefore, use the Secure Empty Trash method for those sensitive files and folders that you want to immediately and irrevocably delete. The data is overwritten with random characters, making it impossible to recover without resorting to your backup. (A great idea for that Mac you want to sell on eBay! I always reinstall OS X before I ship a Mac I’ve sold, leaving the Setup Assistant ready to run for the new owner.)

• Press the +Shift+Delete keyboard shortcut.
• Right-click the Trash icon on the Dock, and choose Empty Trash from the contextual menu that appears.

Depending on the method you select and the settings you choose in System Preferences (which I cover in Book II, Chapter 3), OS X might present you with a confirmation dialog to make sure you want the Trash emptied.

Wait! I Need That after All!

In the adrenaline-inducing event that you need to rescue something that shouldn’t have ended up in the scrap pile, first click the Trash icon on the Dock to display the contents of the Trash. Then rescue the items that you want to save by dragging them to the Desktop or a folder on your hard drive. (This is roughly analogous to rescuing your old baseball glove from the family garage sale.) You can also right-click any item in the Trash and choose Put Back from the menu that appears. (Don’t forget, however, that if you empty the Trash, its contents can’t be retrieved!)

Feel free to gloat. If someone else is nearby, ask him or her to pat you on the back and call you a lifesaver.

Renaming Your Items

You wouldn’t get far in today’s spacious virtual world without being able to change a moniker for a file or folder. To rename an item in OS X, use one of these methods:

• With the mouse or trackpad: Click once on an icon’s name to highlight it, and then click the name again or press Return. OS X highlights the text in an edit box. Type the new name, and press Return when you’re finished.

  You want to wait a couple of seconds between clicks, as opposed to doing a rapid-fire double-click.

• From the Info dialog: Select the item, press +I to display the Info dialog, and click the triangle next to Name & Extension. Click in the name field, drag the pointer to highlight the text you want to change, and type the replacement text.

Naturally, the first method is the easiest, and it’s the one that I use most often.

Adding a Dash of Color with Tags

In Yosemite, you can color-code files and folders to help you organize and recognize your data in a hurry using the Finder Tags feature. For example, why not assign the green Tag color to the files and folders that make up your current project? Or, if you need to mark a file for immediate attention, assign it the red Tag color.

To assign a Tag color to selected files and folders, you have six options:

• Choose a Tag when you save a document.
• Assign a Tag in the Info and Inspector dialogs (which I discuss in a page or two).
• Click the Tag button on the Finder toolbar, and then click the desired Tag.
• Click the Action button on the Finder toolbar, and then click a tag.
• Right-click the selection, and choose the color from the pop-up menu.
• From the File menu, choose that perfect shade from the menu.

Finder prompts you for a keyword when you create a new tag, which is a great help when organizing your files and folders.

After you create at least one tag, you’ll notice that they are displayed in the Finder Sidebar under the Tags heading. A single click on the tag name in the Sidebar displays all files with that tag. Because tags work in both your local drive and your iCloud Drive, you can create documents using different applications and view them all at once, even if they’re spread out in different locations and folders! You can also apply more than one tag to an item.

You can search for items with specific tags in the Spotlight search box, too — click in the Search box in any Finder window, and type the tag keyword or color. (From the Desktop, click the magnifying glass icon at the upper-right corner of your Desktop and type the tag keyword or color.) For more information on searching with Spotlight, flip to the next chapter.

Displaying the Facts on Files and Folders

Finder’s Info dialog is the place to view the specifics on any highlighted item (including drives and aliases). You can display the Info dialog in a number of ways: Select an item and press +I; click the toolbar’s Action button and choose Get Info from the menu; right-click the item and choose Get Info; or open Finder’s File menu and choose Get Info. (See the results in Figure 3-3.) If you select more than one item, Yosemite opens a separate Info dialog for each item.

You can also show an Info dialog that summarizes multiple items, and this is A Good Thing if you need to see the total size for several files or folders. To display the Summary Info dialog, select the desired items, hold down the Control key, and choose File⇒Get Summary Info. (Yep, in case you were wondering, some of the items on the File menu do change when you hold down Control. Display the File menu, and try it yourself!)

There’s yet another species of the Info dialog: The Info inspector displays the same data as the Summary Info dialog, but it’s automatically updated when you click a different file or folder! (This feature is a great convenience if you’re checking the information on a number of separate items in different locations on your Mac.) To display Inspector, press +Option+I.

OS X displays the General section when you first open the Info dialog, but other sections are usually available (depending on the type of selected items).

For most types of files and folders, the Info dialog can tell you the following:

• Kind: What type of item it is — for example, whether it’s a file, folder, drive, or alias
• Open With: What program launches automatically when you open the selected item
• Size: The total size of the item (or items, if there are more than ten) that you select
• Where: The path on your hard drive or other volume where the item is located
• Dates: When the item was created and last modified
• Version: The application version number
• Name & Extension: The file’s name and extension
• Tags: Any Finder tags you’ve assigned to the item
• Sharing & Permissions: The privileges that control who can do what to the file (more on this later, in Book II, Chapter 6) and whether a file is locked in read-only mode

You can change some of this information, and some can only be displayed. To banish the Info dialog from your Desktop, click the dialog’s Close button.

You can hide or display various parts of the Info dialog by clicking the triangles next to each section heading.

For the rest of this section, I describe a number of tasks that you can accomplish from the Info dialog.

If you use a specific document over and over as a basis for different revisions, you can enable the Stationery Pad check box on the General section to use the file as stationery. Opening a stationery file automatically creates a new, untitled version of the file in the linked application, which can save you steps compared with duplicating the file.

Adding Spotlight comments

OS X provides you with the Comments field in the Info dialog and inspector, where you can add additional text that’s stored along with the file (and can be matched with Spotlight). I use this feature to record the version number of manuscript chapters and programs that I create during the course of writing books.

To add a comment, follow these steps:

1. Display the Info dialog for the item by pressing +I or choosing File⇒Get Info.
2. Click in the Comments box, and type the comment text.

   If you need to expand the Comments section of the Info dialog, click the triangle next to the Comments heading. The arrow rotates, and the Comments box appears.

3. Close the Info dialog to save the comment.

Displaying file extensions

File extensions are alien creatures to most Mac owners. However, these (usually) three- or four-character add-ons that follow a period at the end of a filename have been a mainstay in character-based operating systems like Unix for years. A file extension identifies what program owns a specific file and therefore which application launches automatically when you double-click that file’s icon. Examples of common extensions (and the applications that own them) include the following:

• .pdf: Preview, or Adobe Acrobat
• .doc or .docx: Microsoft Word
• .pages: Apple Pages
• .key: Apple Keynote
• .psd: Adobe Photoshop or Photoshop Elements
• .jpeg or .jpg: Preview, or your image editor
• .tiff or .tif: Preview, or your image editor
• .htm or .html: Safari, or your web browser of choice

Why would someone want to see a file’s extension? It comes in handy when a number of different types of files are linked to the same application. For example, both JPEG and TIFF images are displayed as thumbnails in a Finder window, so it’s sometimes hard to tell one from the other. With extensions displayed, it’s easy to tell what type of file you’re looking at.

Follow this procedure to hide or display extensions with your filenames:

1. Display the Info dialog for the item by pressing +I or choosing File⇒Get Info.
2. If you need to expand the Name & Extension section of the Info dialog, click the triangle next to the Name & Extension heading.
3. To display the extension for the selected file, clear the Hide Extension check box to disable it.
4. Close the Info dialog to save your changes.

Choosing the application to launch a file

So what’s the plan if the wrong application launches when you double-click a file? Not a problem: You can also change the linked application from the Info dialog as well. (I told you this was a handy tool box, didn’t I?) Follow these steps to choose another application to pair with a selected file:

1. Click the Action button on the Finder toolbar, and then click Get Info to display the Info dialog for the item.
2. Click the triangle next to the Open With heading to expand it.
3. Click the Open With pop-up menu button.

   OS X displays the applications that it feels are best suited to open this type of document.

4. Select the application that should open the file.

   To go completely hog wild and choose a different application, select Other from the Open With pop-up menu. OS X displays a Choose Other Application dialog, where you can navigate to and select the application you want. (If the application isn’t recognized as recommended, open the Enable pop-up menu and choose All Applications.) After you highlight the application, select the Always Open With check box and click the Add button.

   If you don’t have an application that can open a specific file type, you can also opt to search the App Store for an application you can purchase to open it. Just choose App Store from the Open With pop-up menu. (A sometimes pricey option, of course, but certainly convenient!)

5. To globally update all the documents of the same type to launch the application that you chose, click the Change All button.

   OS X displays a confirmation dialog asking whether you’re sure about making this drastic change. Click Continue to update the other files of the same type, or click Cancel to return to the Info dialog.

6. Close the Info dialog to save your changes.

Locking files against evildoers

“Holy Item Insurance, Batman!” That’s right, Boy Wonder: Before I leave the friendly land of the Info dialog, every Mac owner needs to know how to protect files and folders from accidental deletion or editing. By locking a file, you allow it to be opened and copied — but not changed, renamed, or sent to the Trash. Locked items appear in Finder with a small padlock attached to the icon.

To lock or unlock a file, you must have ownership of the file. I cover privileges in Book II, but on a Mac where you’ve configured only one administrator account, you should already have ownership.

If you’re considering changing the ownership of a system-owned file, don’t do it. You could throw a serious monkey wrench into your Yosemite system.

To lock a file, follow this procedure:

1. Display the Info dialog for the item.
2. Select the Locked check box.

   Find the Locked check box in the General section of the dialog. (Refer to Figure 3-3.)

3. Close the Info dialog to save your changes.

Creating an Alias

I mention aliases in Chapter 2 of this minibook. As I discuss in that chapter, an alias acts as a link to an application or document that exists elsewhere on your system (a handy trick to use when organizing items on your hard drive). You have a number of ways to conjure an alias after you select an item:

• From the Finder menu, choose File⇒Make Alias. You have to move the alias yourself.
• Press the +L keyboard shortcut. Again, you must move the new alias to its new location.
• Click the Action button on the Finder toolbar, and choose Make Alias.
• Right-click the selected item, and choose Make Alias from the contextual menu that appears.

In addition, you can hold down the +Option key combination and drag the item to the location where you want the alias.

Although OS X does a great job in tracking the movements of an original and updating an alias, some actions can break the link. For example, if you delete the original, the alias is left wandering in search of a home. However, all is not lost. When you double-click a broken alias, OS X offers to help you fix the alias. This involves browsing through your system to locate a new original.

Using the Apple Menu

The Apple menu () is a familiar sight to any Mac owner. Although Apple contemplated removing it during the original development and beta cycle for OS X version 10.0, the ruckus and cry from beta testers ensured that it remained, and it’s still present today. It’s amazing how reassuring that little fellow can be when you boot the Big X for the first time.

In this section, I cover the important things that are parked under the Apple menu.

Using Recent Items

If you’re like most of us — and I think I’m safe in assuming that you are — you tend to work on the same set of applications and files (and use the same network servers) during the day. Even with features such as Mission Control, Launchpad, and Stacks, you sometimes find yourself drilling down through at least one layer of folders to reach the stuff that you need. To make things easier on yourself, you could create a set of aliases on your Desktop that link to those servers, files, and applications … but as you move from project to project, you’d find yourself constantly updating the aliases. As Blackbeard the Pirate was wont to exclaim, “Arrgh!”

Ah, but OS X is one right-smart operating system, and several years ago, Apple created the Recent Items menu to save you the trouble of drilling for applications and files (and even network servers as well). Figure 3-4 illustrates the Recent Items menu from my system. Note that the menu is thoughtfully divided into Applications, Documents, and Servers. When you open documents or launch applications, they’re added to the list. To launch an application or document from the Recent Items menu — or connect to a network server — just click it.

To wipe the contents of the Recent Items menu — for example, if you’ve just finished a project and want to turn over a new digital leaf — click Recent Items, and choose the Clear Menu item.

You can specify the number of recent items that will appear in the menu from System Preferences; display the General pane, and click the list box next to the Recent Items field. (More on this in Book II, Chapter 3.)

Also, remember the trick that I mention earlier: You can drag any folder or server into the Sidebar at the left of a Finder window, adding it to that exclusive club that includes your Home folder, Applications folder, and media folders.

Playing with the Dock

You know how Air Force One acts as the mobile nerve center for the president? And how The Chief can jet all around the world and take all his stuff along with him? Well, the Dock is kind of like that. Sort of.

If you want your Dock to go mobile as well, click the Apple menu () and choose the Dock item to display the submenu. Here’s a rundown of the options you’ll find:

• Hiding: Click Turn Hiding On/Off to toggle the automatic hiding of the Dock. With hiding on, the Dock disappears off the edge of the screen until you move the pointer to that edge. (This feature is great for those who want to make use of as much Desktop territory as possible for their applications.)

  You can press +Option+D to toggle Dock hiding on and off from the keyboard.

• Magnification: Click Turn Magnification On/Off to toggle icon magnification when your pointer is selecting an icon from the Dock. With magnification on, the icons on the Dock get really, really big … a good thing for those with grandiose schemes to take over the world. Check out the rather oversized icons in Figure 3-5. (You can control the amount of magnification from the System Preferences Dock settings, which I explain in Book II, Chapter 3.)
• Position: Click one of three choices (Position on Left, Bottom, or Right) to make the Dock appear on the left, bottom, or right of the screen, respectively.
• Dock Preferences: Click this option to display the System Preferences Dock settings, which I explain in Book II, Chapter 3.

Bad program! Quit!

Once in a while, you’ll encounter a stubborn application that locks up, slows to a crawl, or gets stuck in an endless loop. Although OS X is a highly advanced OS, it can still fall prey to bad programming or corrupted data.

Luckily, you can easily shut down these troublemakers from the Apple menu. Just choose Force Quit to display the Force Quit Applications dialog that you see in Figure 3-6. (Keyboard types can press +Option+Esc.) Select the application that you want to banish, and click the Force Quit button; OS X requests confirmation, after which you click the Force Quit button again.

If you select Finder in the Force Quit Applications dialog, the button changes to Relaunch. This allows you to restart Finder, which comes in handy if your system appears to be unstable. This technique is much faster than restarting your Mac.

Forcing an application to quit also closes any open documents you were working in that application, so save your work beforehand (if the program allows you to save anything). This is not a good time to rely solely on the Resume feature, which may not work correctly if an application has locked up. If you relaunch Finder, some programs might restart as well.

Tracking down your version

If you choose About This Mac from the Apple menu, OS X displays the About This Mac dialog that you see in Figure 3-7 (in this example, proudly displaying my iMac supercomputer). When you need to check the amount of memory or the processor in an unfamiliar Mac, the About This Mac dialog can display these facts in a twinkling. However, I primarily use it to check the OS X version and build number as well as to launch the Apple System Information utility (which I discuss in full in Chapter 9 of this minibook). Click the System Report button to launch System Information.

Apple allows you to launch Software Update from three spots: the About This Mac dialog, the App Store panel within the System Preferences window, and the App Store window itself. Sheesh, they must really want you to keep your Big X up to date, I guess.

Visiting the App Store

If you haven’t jumped into Apple’s virtual storefront for Mac software, click the Apple menu and choose App Store, or click that handy App Store icon on the Dock. The App Store is a slick way to take care of the Big Three Points when shopping for software: finding the right application, installing the application, and keeping it updated. You can shop by categories, view the latest software additions to the App Store, or click in the App Store search box (at the upper right of the window) to find a specific title or type of application. Click the thumbnail for an application to view detailed information, including screenshots and user reviews. Click the Back arrow at the top left of the App Store window to return to the previous screen, just as you do on a web page in Safari.

Along the top of the App Store window, you’ll see a number of toolbar buttons that let you jump directly to Apple’s featured titles, as well as lists of the applications you’ve already purchased and a list of the software you’ve bought that needs updating.

When you locate the perfect application for your needs, click the price button to purchase the app. It’s automatically downloaded to your Mac, and the App Store even adds an icon to your Launchpad so you can try out your new software. You can install your App Store purchases on all your Macs (using the same Apple ID), without having to buy additional copies or licenses. Leave it to Apple to Do Things the Right Way.

Specifying a location

OS X allows you to create multiple network locations. Think of a network location as a separate configuration that you use when you connect to a different network from a different locale. For instance, if you travel to a branch office, you’d assign a network location for your desk and a network location for the remote branch. Or a student might assign one location for her home network and another for the college computer lab network.

A network location saves all the specific values that you’ve entered in the System Preferences Network settings, including IP address, DNS servers, and proxy servers. If all this means diddly squat to you, don’t worry; I explain it all in Book VI, Chapter 1. For now, just remember that you can switch between network locations by opening System Preferences, clicking the Network icon, and choosing the desired location from the pop-up menu at the top of the pane.

A network location is different from the location services that OS X uses to determine the current physical location of your Mac. (You learn more about location services in the Security & Privacy section of Book II, Chapter 3.)

Availing Yourself of OS X Services

In OS X, Services allow you to merge information from one application with another. Services can include functionality from an application, so you can create documents or complete tasks without running another program. Services can be used in both the Finder and OS X applications.

To illustrate, here’s a fun example:

1. Launch TextEdit from Launchpad, and type your name.
2. Select (highlight) your name.
3. Click the TextEdit menu — don’t switch to Finder; use the TextEdit application menu — and choose Services.
4. From the Services submenu, choose Search with Google.

After you’ve shaken your head at all the sites devoted to people with the same name, consider what you just did — you ran the Safari application from TextEdit, using selected words! Pretty slick, eh?

A glance at the other Services that show up in most applications gives you an idea of just how convenient and powerful OS X Services can be. I often use Services to take care of things such as

• Sending an email message from an email address in a text file or Contacts (via the Mail Service)
• Capturing a screen snapshot in an application (using the Capture Selection from Screen Service)
• Sending a file to a Bluetooth-equipped tablet or cell phone in an application (using the Send File to Bluetooth Device service)

  At the time of this writing, you can’t use this Bluetooth file transfer feature with an iPhone, iPod touch, or iPad.

You can access the Services menu from an OS X application by selecting that program’s application menu (sometimes called the named menu). For instance, in the demonstration earlier, I use the TextEdit menu that appears on the TextEdit menu bar. In Microsoft Word, I would click the Word menu.

Geez, I think the computing world needs another word for menu — don’t you?

Many third-party applications that you install under OS X can add their own commands under the Services menu, so be sure to read the documentation for a new application to see what Services functionality it adds.

You can enable or disable menu items from the Services menu. For example, the Send File to Bluetooth Device service that I mention earlier is turned off by default. To make changes to your Services, display the Services menu from the Finder menu bar and choose Services Preferences. Yosemite displays the Services list in the Keyboard pane of System Preferences, and you can toggle the display of a service by selecting the check box next to it.

Get Thee Hence: Using the Go Menu

Remember the transporter from Star Trek? Step on the little platform, assume a brave pose, and whoosh! — you’re transported instantaneously to another ship (or more likely to a badly designed planet exterior built inside a soundstage). Talk about convenience … that is, as long as the doggone thing didn’t malfunction. (And you weren’t wearing a red shirt.)

Finder’s Go menu gives you the chance to play Captain Kirk: You can jump immediately to specific spots, both within the confines of your own system as well as external environments, such as your network or the Internet. (You can leave your phaser and tricorder in your cabin.)

The destinations that you can travel to using the Go menu are

• Back, Forward, Enclosing Folder: I lump these three commands together because they’re all basic navigation commands. For example, Back and Forward operate just as they do in Safari or your favorite web browser. If you’re working in a folder, you can return to the parent folder by clicking Enclosing Folder.
• All My Files: This window displays all the documents you’ve created or added, such as word-processing documents, images, and movies.
• Documents: Yep, you guessed it: This window displays the contents of your Documents folder.
• Desktop: This window displays the files and folders that you’ve stored on your Desktop.
• Downloads: Here you find the contents of your Downloads folder.
• Home: This window displays the home directory for the user currently logged in.
• Library: This window displays the contents of the Library folder for the user currently logged in. (The Library folder is located in the user’s home directory but is hidden by default.) The Library entry in the Go menu appears only when you hold down the Option key.
• Computer: This window includes your internal and external drives, CD and DVD drives, and your network — the same places that appear when you open a new Finder window with the +N key shortcut.
• AirDrop: This window displays the available devices that can exchange files and data with your Mac using AirDrop.
• Network: Did you guess that this window displays a window with all your network’s servers? Dead giveaway, that.
• iCloud Drive: This window displays the friendly confines of your iCloud Drive.
• Applications: This window includes all the applications that appear in your OS X Applications folder (a neat Just the programs, ma’am arrangement that really comes in handy).
• Utilities: This window displays the contents of your OS X Utilities folder.
• Recent Folders: This window displays a submenu that allows you to choose among the folders that you’ve recently opened.

You can also type the path for a specific folder (use the Go to Folder command) or connect to a specific network server (use the Connect to Server command).

Note that most of the Go menu commands include keyboard shortcuts, proving again that the fingers are quicker than the mouse.

Monkeying with the Menu Bar

Ever stared at a menu bar for inspiration? Fortunately for Mac owners like you and me, smart people in Cupertino are paid to do just that, and these designers get the big bucks to make the OS X menu bar the best that it can be. Thus were born menu bar icons, which add useful controls in what would otherwise be a wasted expanse of white.

Using menu bar icons

Depending on your hardware, OS X might install several menu bar icons. The Spotlight, Notification Center, and Volume icons are always there by default, along with the Clock display, which is an icon in disguise. Figure 3-8 illustrates these standard icons, along with a few others.

Some icons don’t appear unless you turn them on. For instance, the AirPlay Mirroring icon doesn’t appear unless you enable the Show Mirroring Options in the Menu Bar When Available check box in the Displays pane in System Preferences. The AirPlay Mirroring menu bar icon, which looks like a monitor with a triangle, allows you to choose an Apple TV as a remote display. You can also jump directly to the System Preferences Display settings by choosing Open Displays Preferences from the menu.

To quickly change the audio volume level in OS X, click the Volume icon (it looks like a speaker with emanating sound waves) to display its slider control; then click and drag the slider to adjust the level up or down. After you select a level by releasing the button, your Mac thoughtfully plays the default system sound to help you gauge the new volume level.

Depending on the functionality you’re using with OS X, these other menu bar icons might also appear:

• Modem status: You can turn on the display of the Modem status icon from the corresponding modem panel on the Network pane in System Preferences, which I discuss in Book II, Chapter 3. The icon can be set to show the time that you’ve been connected to the Internet as well as the status of the connection procedure. (Naturally, your Mac needs a Yosemite–compatible external USB modem to use this status icon.)
• Wi-Fi: Because your Mac is equipped with AirPort Extreme hardware, you can enable the Show Wi-Fi Status in Menu Bar check box in System Preferences. To do so, click the Network icon and choose your Wi-Fi connection in the column at the left. The Wi-Fi status icon displays the status of the connection; click the Wi-Fi icon to toggle your wireless hardware on or off. The icon displays the relative strength of your Wi-Fi signal, or whether Wi-Fi is turned off. You can also switch between multiple Wi-Fi networks from the menu.
• Bluetooth: You can toggle Bluetooth networking on or off. You can also make your Mac discoverable or hidden to other Bluetooth devices, send a file to a Bluetooth device, or browse for new Bluetooth devices in your vicinity. Additionally, you can set up a Bluetooth device that’s already recognized or open the Bluetooth pane in System Preferences. (If you don’t see the angular Bluetooth icon in your menu bar, display the Bluetooth pane in System Preferences and make sure the Show Bluetooth Status in the Menu Bar check box is enabled.)
• Messages: You can monitor and change your online/offline status from the Messages menu bar icon, as well as check which of your Messages buddies are online. You can also choose to compose a new message, which automatically launches Messages for you. This icon only appears if you launch Messages; choose Messages⇒Preferences, and select the Show Status in Menu Bar check box on the General pane.
• Time Machine: If you’re using Time Machine to back up your Mac automatically, this icon displays the date of your last backup. You can also manually start a backup from the menu bar icon. To display the icon, open System Preferences, click the Time Machine icon, and select the Show Time Machine Status in the Menu Bar check box.
• Open/Close SuperDrive: If your Mac is equipped with a SuperDrive optical drive, click this icon (which bears the familiar “up arrow” Eject symbol) to eject the disc.
• VPN: This icon appears when your Mac has made a VPN (Virtual Private Networking) connection with another computer using Screen Sharing (covered in Book VI, Chapter 2).
• Input Source: If you use more than one keyboard layout (for example, with multiple languages), this icon allows you to switch between them. To display the icon, open System Preferences and click on the Keyboard icon, then click the Input Sources tab and click the Show Input Menu in Menu Bar check box.
• PPPoE: The display of this icon is controlled from the PPPoE settings on the Network pane in System Preferences. Click this icon to connect to or disconnect from the Internet using Point-to-Point Protocol over Ethernet (PPPoE), which is a type of Internet connection offered by some digital subscriber line (DSL) providers.

Many third-party apps (including favorites like Dropbox and Parallels Desktop) can also install their own menu bar icons.

Doing timely things with the clock

Even the clock itself isn’t static eye candy on the OS X menu bar. (I told you this was a hardworking operating system, didn’t I?) Click the Clock display to toggle the icon between the default text display and a miniature analog clock. You also find the complete day and date at the top of the menu.

You can even open the System Preferences Date & Time settings from the icon. From the Date & Time settings, you can choose whether the seconds or day of the week are included, whether the separators should flash, and whether OS X should display the time in 24-hour (military) format. More on this in Book II, Chapter 3.

Eject, Tex, Eject!

OS X makes use of both static volumes (your Mac’s magnetic or solid-state hard drive, which remains mummified inside your computer’s case) and removable volumes (such as USB flash drives, external hard drives, your iPod, and CDs/DVD-ROMs). OS X calls the process of loading and unloading a removable volume by old-fashioned terms — mounting and unmounting — but you and I call the procedure loading and ejecting.

Just to keep things clear, I should point out that we’re talking hardware devices here, so static and removable volumes have nothing to do with the sound volume control on your menu bar.

I won’t discuss loading/mounting a removable volume. The process differs depending on the computer because some Macs need a button pushed on the keyboard, others have buttons on the drive itself, and some drives have just a slot with no button at all. However, there are a number of standard ways of unloading/unmounting/ejecting a removable volume:

• Drag the volume’s icon from the Desktop to the Trash, which displays an Eject pop-up label to help underline the fact that you are not deleting the contents of the drive. Let me underline that with a Mark’s Maxim because switchers from the Windows world are usually scared to death by the concept of dragging a volume to the Trash.

  Have no fear. In the Apple universe, you can drag removable volumes to the Trash with aplomb.

• Click the volume’s icon, and use the +E keyboard shortcut.
• With the volume open in a Finder window, click the Action button and choose Eject from the pop-up menu.
• Choose File⇒Eject.
• Click the Eject button next to the device in the Finder window Sidebar.
• Right-click the volume’s icon to display the contextual menu, and choose Eject.
• Click the Eject icon on the Finder menu bar, if it’s available, to eject a CD or DVD from your optical drive.
• Press your keyboard Eject key (if it has one) to eject a CD or DVD from your built-in optical drive. (If you’re using a keyboard without a Media Eject key, press and hold F12 instead.)

You can’t unmount a static volume from the Desktop — you must use the Disk Utility application — so your internal hard drive icon stays where it is.

Common Tasks Aplenty

Okay, I admit it — this section is a grab bag of three common tasks: working with text files, listening to an audio CD, and recording a data CD. I present these three procedures here because I want to walk you through them early in the book. Mac owners with an internal or external optical drive will likely want to listen to and record CDs as soon as they start using Yosemite, and you’d be amazed how much information still flows across the Internet in plain, simple text.

Therefore, hang around and take care of business.

Opening and editing text files

Text files would seem to be another anachronism in this age of formatted web pages, Rich Text Format (RTF) documents, and word processors galore. However, virtually every computer ever built can read and write in standard text, so text files are often used for

• Information files on the Internet, such as FAQs (Frequently Asked Questions files)
• README and update information by software developers
• Swapping data between programs, such as comma- and tab-delimited database files that can be imported into applications like Contacts

Here’s the quick skinny on opening, editing, and saving an existing text file:

1. Navigate to your Applications folder, and launch TextEdit.
2. Press +O to display the Open dialog (if necessary).
3. Navigate to the desired text file, and double-click the filename to load it.

   You can easily switch between your iCloud Drive and your Mac’s local drives or network drives in the Open dialog using the familiar Sidebar. If you’re headed to your iCloud Drive, click either the TextEdit entry under the iCloud heading, or click the iCloud Drive entry under the Favorites heading.

   You can also open an existing text file by dragging its icon from the Finder window to the TextEdit icon.

4. Click the insertion cursor anywhere in the file and begin typing. Or, to edit existing text, drag the insertion cursor across the characters to highlight them and type the replacement text.

   TextEdit automatically replaces the existing characters with those you type. To simply delete text, highlight the characters and press Delete.

5. After you finish editing the document, you can overwrite the original by pressing +S (the same as choosing File⇒Save).
6. Exit TextEdit by pressing +Q.

I can’t help but point out that the OS X Quick Look feature (which I discuss in Book II, Chapter 1) displays this same text file with a single key! Just select the file in the Finder window, and press the spacebar. (However, you can’t edit a file using Quick Look.)

Listening to an audio CD

By default, Yosemite uses iTunes to play an audio CD. Although I cover iTunes in great detail in Book III, Chapter 2, take a moment to see how to master the common task of playing an audio CD (just in case you want to jam while reading these early chapters). Follow these steps:

1. Load the audio CD into your Mac’s optical drive.

   A CD volume icon appears on your Desktop. OS X automatically loads iTunes, displays its spiffy window, and begins playing the disc.

   The first time you run iTunes, you’re asked to configure the program and specify whether OS X should automatically connect to the Internet to download the track titles for the disc you’ve loaded. I recommend that you accept all the default settings and that you allow automatic connection.

2. If iTunes doesn’t automatically play the disc, manually start the music by clicking the Play button at the upper left of the iTunes window.

   To play an individual track, double-click the track name in the iTunes window.

3. If iTunes asks whether you’d like the music from the CD added (or imported) into your iTunes music library, accept or decline.

   If you’d like to listen to the contents of the CD without having to load the physical disc in the future, feel free to import the CD tracks to your library — as long as the original CD is your property, of course!

4. To adjust the volume from iTunes, drag the Volume slider to the left or right.

   The slider is to the right of the Play and Fast Forward buttons.

5. To eject the disc and load another audio CD, press +E, click the Eject icon next to the CD entry in the Source list, or choose Controls⇒Eject Disc.
6. Exit iTunes by pressing +Q.

Recording — nay, burning — a data CD

OS X offers a built-in CD-recording feature that allows you to burn the simplest form of CD: a standard data CD-ROM that can hold up to approximately 700MB of files and folders and can be read on both Macs and PCs running Windows, Unix, and Linux. (To burn an audio CD, use iTunes, as I show you in Book III, Chapter 2.) Of course, you need a Mac with a CD or DVD recorder.

Back to the story! To record a disc, follow these steps:

1. Load a blank CD-R, CD-RW, DVD-R, or DVD-RW into your drive.

   I assume for this demonstration that you’re using a write-once CD-R.

   A dialog appears and prompts you for an action to take.

2. For this demonstration, choose the default, Open Finder.

   OS X displays an Untitled CD volume icon on your Desktop. (It’s marked with the letters CDR so you know that the disc is recordable.)

3. Double-click the Untitled CD icon to display the contents — it’ll be empty, naturally.
4. Click and drag files and folders to the CD window as you normally do.
5. Rename any files or folders as necessary.

   After you’ve started recording, this stuff is etched in stone, so your disc Finder window should look just like the Finder window should look on the finished CD-ROM.

6. Click the Burn button next to the disc heading in the Finder window Sidebar, or click the Burn button in the CD window.

   The Big X displays a confirmation dialog.

7. If you’ve forgotten something, you can click the Cancel or Eject button. Otherwise, click the Burn button, and sit back and watch the fun.

Unfortunately, OS X doesn’t support recording from Finder for some external and third-party drives available for the Macintosh. If you can’t burn from Finder (or you’re willing to pay for lots of extra recording formats and features), I recommend that you buy a copy of Roxio Toast Titanium recording software (www.roxio.com).

All You Really Need to Know about Printing

To close out this chapter, I turn your attention to another task that most Mac owners need to tackle soon after buying a Mac or installing Yosemite: printing documents. Because basic printing is so important (and in most cases, so simple), allow me to use this final section to demonstrate how to print a document.

Most of us have a Universal Serial Bus (USB) printer — the USB being the favored hardware connection in OS X — so as long as your printer is supported by OS X, setting it up is as easy as plugging it into one of your Mac’s USB ports. The Big X does the rest of the work, selecting the proper printer software driver from the Library/Printers folder and setting your printer as the default power of the universe.

Before you print, preview! Would you jump from an airplane without a parachute? Then why would you print a document without double-checking it first? Most applications now have their own built-in Preview thumbnails in the Print sheet, as shown in Figure 3-9 — this is definitely A Good Thing, since you see what the printed document will look like, possibly saving you both paper and some of that hideously expensive ink or toner.

To print from any application using the default page characteristics — standard 8½ x 11" paper, portrait mode, no scaling — follow these steps:

1. In your application, choose File⇒ Print or press the +P keyboard shortcut.

   In most applications, OS X displays the simple version of the Print sheet. (To display all the fields you see in Figure 3-9, click the Show Details button at the bottom of the sheet.) Some applications use their own custom Print dialogs, but you should see the same general settings.

   

2. Click in the Copies field, and enter the number of copies you need.

   You can also enable or disable collation, just as you can with those oh-so-fancy copiers.

3. Decide what you want to print.
   • The whole shootin’ match: To print the entire document, use the default Pages radio button setting of All.
   • Anything less: To print a range of selected pages, select the From radio button and enter the starting and ending pages (or, if the application allows it, a selection of individual pages).
4. (Optional) Choose application-specific printing parameters.

   Each OS X application provides different panes so you can configure settings specific to that application. You don’t have to display any of these extra settings to print a default document, but the power is there to change the look dramatically when necessary. To display these settings, open the pop-up menu in the center of the Print sheet and choose one of these panes. For example, if you’re printing from Contacts, you can choose the Contacts entry from the pop-up menu and elect to print a phone list, an envelope, mailing labels, or an email list.

5. When everything is go for launch, click the Print button.

Of course, there are more settings and more functionality to the printing system in OS X, and I cover more complex printing topics in much more detail in Book VII, Chapter 4. However, I can tell you from my experiences as a consultant and hardware technician that this short introduction to printing will likely suffice for 90 percent of the Mac owners on Earth. ’Nuff said.