Keeping your data organized is hard. Keeping your data organized across many devices is harder.

Today, I’m going to show you how to keep your calendar, contacts and email in sync across devices using Google as the glue. As a bonus, I’ll even tell you how to have your files and notes everywhere too. Be advised that some of the puzzle pieces here are subscription based and cost money — things that work well usually do.

My data is stored across three applications on OS X: Mail, iCal and Address Book. They’re simple, fast and to the point. Email is painless to access across devices because of IMAP and its quick using IDLE, but calendar and contacts get tricky. Address Book is unique insofar as it has built-in support for Google syncing out of the box. It does, however, have a knack for forgetting to continue syncing after a while. iCal is the big one for most people and there are ways to rig syncing for free using CalDAV and tools like Calaboration. It quickly becomes a mess and is beyond most people; be sure you have backups of your data before trying.

With your Gmail or Google Apps email account, you’ve already got Google Calendar and Google Contacts. With these, you’ll be able to access contacts and calendar using any web browser, as well as push syncing on Android smartphones and iPhone.

Getting your data into Google’s cloud services is simple with the help of Spanning Sync. It installs on your Mac(s) as a preference pane that coordinates hourly syncs to Google of your iCal and Address Book data. Pricing is fair at $25/year or $65 for a lifetime subscription. Their pricing model is per Google account rather than per device which is a plus if you have more than one Mac.

Prior to starting your first sync with this, it’s always a good idea to backup your data. You can do this in both iCal and Address Book easily by going to File > Export > Archive in each program. Syncing can get messy and having backup takes a few seconds and saves hours of headaches.

Go ahead and start your first sync, it’ll take a while depending on how much data you have. Upon completion, explore iCal and Google Calendar and make sure events are linked to the correct calendars and that any recurring events are as they should be. For your contacts, compare the number of contacts in Google Contacts to the status bar’s count in Address Book. Everything matches up? Great. We’re half way done.

With respect to mobile devices, I have two to worry about: an iPhone 4 and a Droid Incredible (Android 2.2). Since we’re in the Google ecosystem now, the Android part of the equation is simple. Log into the Gmail or Google Apps account and enable syncing for all three categories (Calendar, Contacts and Mail). You’re data is set once you see the icon disappear in the notification bar.

Now onto iPhone. Most people are syncing their Gmail and Google Apps with iPhone incorrectly, perhaps because they don’t know there is a better way. Google has licensed Exchange ActiveSync from Microsoft and uses this as a simple way to get comprehensive PIM syncing working on iOS as part of Google Sync. What you’ll need to do is set up a new mail account in iOS 4. Select “Microsoft Exchange” as the type, use your Gmail username or full Google Apps address as the username, leave the domain blank and use “m.google.com” as the server address and you’re set. Ignore any certificate warnings that pop up and ensure SSL is checked. Give it a few minutes and your data will be synced to iPhone as well. One benefit you’ll notice about this method for accessing Gmail, other than it now syncs your contacts and calendar too, is that mail is now delivered via push instantly. Nifty.

Here are some other steps you may or may not need to worry about. If you have multiple iCal/Google Calendar calendars, you’ll need to manually turn on syncing of these for iPhone as by default, only your initial Google Calendar gets access via Exchange ActiveSync. Go to m.google.com/sync on your iPhone, tap on “Calendars”, and add a checkmark to those you want on your device. You’d also want to disable syncing of your contacts and calendars when linked to iTunes since that will have been obviated by over-the-air syncing. Lastly, for Google Apps users, Google Sync needs to be enabled in order for this to work. You can do this by logging into your “Manage this domain” control panel, clicking on “Service settings” and then “Mobile”. Check the box next to “Enable Google Sync” and you’re set.

One more thing about iPhone and Google via Exchange. When you add new contacts to iPhone, be default it will save them to the phone only in its own address book. Go to “Settings”, “Mail, Contacts, Calendars”, scroll down to “Default Account” and change it to your Exchange ActiveSync account.

That’s it. Your contacts and calendar and mail are all syncing over the air, accessible across your Macs, on the web, and on your mobile devices all the time. Changes on one reflect on the other and you don’t have to worry about plugging in your iPhone for anything other than adding music and updating podcasts.

I’ll cover text capture and file access later this week, but it’s easy: Simplenote for web and iPhone, Notational Velocity for Mac and Andronoter on Android. Don’t touch Evernote with a ten-foot clown pole.

I want to take a bit of time to really nail down the problems that Windows has with usability and UI design that seem to never be addressed, or just seem to get worse with each revision. This is not meant to be the usual Windows v. Mac argument that happens so often — rather, it’s a summation of the fundamental interface issues that plague Windows and prevent it from being a truly usable operating system.

One thing that OS X, and iPhone in particular, have demonstrated is a full understanding of the spatial relationships that must exist in computing. While the animations and visual effects present in Mac OS make for a great in-store demo, they serve a greater purpose – they’re visual cues that show where windows emerge from and move away to, as well as establish relationships between the windows themselves. Perhaps the quintessential example of this is Exposé. When using Exposé, you can easily view the desktop, all application windows, or just the windows related to the foremost application. It’s a useful feature that is implemented perfectly. When invoking the ‘view desktop’ key, all windows visually slide to the corners of the screen and the corners dim to reflect the temporary view scenario.

Viewing all windows or a single application’s windows dims the background, bringing focus to the windows you called upon. Each window slides into view so you know where it came from and where each will return once you’ve completed the interaction. Exposé takes a difficult UI design issue and offers an elegant and simple solution that works better than in any other OS I’ve seen to date. Minimizing and maximizing windows to and from the dock illustrate the same concept of spatial relationships and managing lots of individual windows in a graceful manner.

In the same vein, Windows suffers from one key UI design flaw – it is incapable of hiding applications. Windows offers no way to simply “hide” an application and its windows, nor does it offer a simple way to minimize a single window. This is crucial to being able to use more than a handful of applications at once and maintaining an uncluttered workflow. For example, say I’m using three Microsoft Office programs, Firefox, iTunes and Skype. In this scenario, each application has two windows open, so we have twelve windows in total. I want all of these applications open, but not all of them are relevant to the task at hand, so I’d generally have to minimize everything in Windows and rely on Alt+Tab to let me work. The taskbar would be full of individual windows squished together and navigating around is just plain cumbersome. Vista made this slightly easier by adding window previews into the application switcher, but the UI problem remains. Mac OS and other desktop environments have solved this long ago by allowing one to simply hide an application and all related windows, via menu item or keyboard shortcut, such that they aren’t visible until called upon from the dock and won’t show up in Exposé. It’s a simple idea that makes using ten to fifteen applications at a time extremely easy. Without this, Windows remains particularly unwieldy when the information you need is scattered in different programs and you have five or more Explorer windows open.

Which leads us to the culmination of the problem: Windows wasn’t originally designed to multitask effectively. As it stands, Windows retains the antiquated taskbar that lives at the bottom of the screen which becomes nearly unusable once you amass more then six windows open at a time. Some developers have tried to get around this problem by offering the option to minimize to the system tray, but it still reflects a generally poor and ill-conceived interface design. The answer to this is not increasing screen real estate as many suggest – this only encourages continuing a poor design paradigm from Microsoft. Windows has never had a great way to organize and present multiple windows. When Windows 95 came out, the taskbar and Start menu were revolutionary as a way to keep different processes in check and accessible quickly, but the flaw in the ultimate utility of this was exposed when protected memory and powerful computers made multitasking possible and painless. In its current form, the threshold of how many applications one can use at a time quickly is rather low. Some may argue it’s that there isn’t a need to keep programs open, but that is an idea borne of the usability limitations inherent in Windows.

And this speaks to the general problem that Microsoft faces today – they’re unwilling to innovate. Microsoft has such a large install base worldwide that breaking compatibility and instituting a more functional UI would draw ire from business customers and users that are set in their ways. Apple faced this same issue with the transition from OS 9 to OS X but they solved it in the most logical way they could which was allowing users to continue to boot the older OS for legacy applications. The reason that I feel this isn’t such a big problem for Microsoft is their success in the virtualization market. With Windows Server 2008, they included Hyper-V which is their superb virtualization environment where you can create virtual machines and run any x86 or x64 OS you wish. If Microsoft truly wanted to fix Windows and create a 21st century OS, they would redesign Windows and offer virtualization of Windows XP and Vista environments for older applications that haven’t been updated. This is the way enterprise has dealt with the interfacing with older database systems that don’t fit in their current infrastructure and it’s why Citrix is company with yearly revenue measured in the billions of dollars. Microsoft has demonstrated that they try to keep backwards compatibility when they can, but programs still break between revisions of Windows yet and there is little payoff in terms of security and usability. To put it plainly, Microsoft needs to quit ‘half-assing’ change and pull an Apple.

Through resources on the Drupal developer site and code posted by user “foxtrotcharlie”, I’ve created a module you can place in /modules that works with Drupal 5 and can be modified to work with Drupal 4 and 6.

To start out, you’ll need to gain access to phpmyadmin or your tool of choice to alter your site’s SQL database. Edit the string length of “title” to 255 characters in DB table “node” and “node_revision” or any value you wish, but might as well go for the biggest you can.

Once you do this, add the module I supply at the bottom of this post which is all set to go for Drupal 5 installations and should survive new updates of Drupal.

Download: Drupal Maxlength Module

While OS X 10.4 and 10.5 have built-in support for ExpressCard and USB 3G networking devices, it does not give you all the features of the card nor the ability to complete the initial service activation. Earlier this year, Sprint began to offer companion software and drivers for their EV-DO equipment for OS X users called “Sprint SmartView”. The software gives you access to more detail about your usage, what network you’re connected to, and GPS services (which we’ll get into later). With this software, you can now complete data card firmware updates and activate service obviating the use of virtualization of Windows or borrowing a friend’s computer for that. My only real issue with it is that doesn’t act like a Mac application, as you can tell immediately when it installing a desktop shortcut (not a dock shortcut, a desktop shortcut) and by the various interface inconsistencies. Otherwise, it’s a pretty good step by Sprint – you can download the SmartView software here – Sprint Downloads.

However, GPS is the main point of this post. With the new connection manager comes the ability to use the A-GPS functionality of all Sprint EV-DO cards to locate yourself. To use the basic location function, launch the SmartView software and click on the “GPS” drop-down and it will acquire a signal and locate you. You can click the shortcuts there to find yourself on Google Maps and each icon will take you to a different search such as restaurants and Sprint locations near you. Neato. But the most useful function of this would be to get directions and track yourself. Since the software will create a NMEA port on your device that will pipe the location data into another program that can use it. For this tutorial, we’ll use Google Earth since everyone loves Google Earth. The only sticking point here is that to use GPS, you’ll have to subscribe to “Google Earth Plus” which is $20 a year – $1.67 a month, don’t be cheap, pay for it.

To enable NMEA output, click the icon that resembles a ‘play button’. Now, launch Google Earth Plus and wait for it to load completely and log-in. Now go to the “Tools” menu and  and select “GPS”. This will bring up a settings window like the one pictured on the right. Click on the “Realtime” tab and select “NMEA”. From here, you will want to check the “Automatically follow the path” radio box and choose how often you want to poll the card for new location coordinates (six to ten seconds works well). Click “Start” and you’ll see Google Earth pan to your current location and follow you as you move in your car and of course this works on the go as your EV-DO service is more than sufficient to pull down the maps/satellite imagery on the fly.

Google Earth Plus with Realtime GPS

Now you’re ready to use this to get directions and find businesses around you based on your current location anywhere you go with your Mac laptop. Don’t forget that you can also track a trip by saving your path in the “Places” menu. The GPS function does not eat much of your battery, however, Google Earth can be CPU intensive at times, so it might be advantageous to bring a charger or second battery along with you.

Have questions? Leave them in the comments and I’ll try update the post.

When using the visualizer on a current Intel-based machine, the visualizer operates fine (ignoring the fact that it hasn’t changed since 3.0) and is mesmerizing as always. However, could somebody give me a reason why a task that was a cake-walk for a 500Mhz G3 from seven years ago is consuming 126% of the available CPU cycles from a Core 2 Duo portable?

(click to view full-size)

Are they running the old visualization code from the PowerPC version in emulation? What on earth can make this so taxing on the CPU? For reference, I’ve embedded the thirty-second spot Apple ran in 2001 for the iMac G3 – great ad by the way.

In order to watch a few events of the 2008 Olympics that I wanted to see from nbcolympics.com, I was forced to install Microsoft Silverlight on OS X. I had resisted for quite a while, but I guess the Beijing Olympics are the huge foot in the door that Microsoft has been looking for. After installing, I was pleased to see that there is a whole freaking tab just for digital rights management. I’m glad that the competitor to Adobe Flash makes it clear out of the gate what it’s about – keeping the content provided in control and a user experience second. Kudos.

This morning, I was looking for a Quicksilver-inspired Windows application to use in my coming experiment (details to come soon – I have to check with Amnesty International to verify whether or not it falls in the realm of torture), and I found a new one that tries in their own special way to do the same. Dash is one that really caught my attention as it seems to best capture the basic nature of Quicksilver’s search, but it led me to another facet of the Windows developer problem which is how they market their software. Take a look at the seven reasons they suggest I use Dash at their product page. Item two on that list (because everyone loves reading lists) is “Reduce Repetitive Stress Injury”. Seriously, go look, I’ll wait… Rather than the pithy “act without doing” tagline adopted by Alcor, the developer of Quicksilver, Dash takes it in the opposite direction and is positioning this as a marvel of modern medicine. I say this in jest, but the problem is that it’s not addressing a problem they can solve or the strength of their product – it strikes me as something they pulled out of their butt to fill the empty space on the site.

And then there’s price. Dash is set at $50.00 except if you purchase now, you can get their “pre-release offering price” of $19.95 saving you $30.05. Let’s skip right past how this is on par with infomercial level “buy in the next thirty minutes and get a second free!” silliness and look at how it’s they’re establishing value. Software isn’t designed to be inexpensive and offering excessive discounts can make it seem as though you’re diminishing the worth of a product; a great example of this is Transmit from Panic Software for the Mac – it’s an FTP client, but it’s billed as the FTP client. As such, Panic doesn’t discount the software to entice those who undervalue what they offer, which is a fantastic user experience and just well-designed software. Cyberduck and Fugu are free, but I saw the value in the product that made $29 palatable. What the makers of Dash are doing is, in my opinion, either mispricing their product or using used car salesman tactics to win over customers. Ignoring the fact that Quicksilver, a vastly superior product to this knock-off, is completely free – Dash is selling an application at their ‘regular price’ that pushes it into the range of what full-fledged productivity apps cost. Launchbar, a product similar to Quicksilver for Mac is priced without the gimmicks, at $19. Fair.

I could continue, but for the sake of brevity, I’ll end this here. Windows developers and software vendors have so much to learn from the Mac developer community about creating better applications, but even more importantly, about marketing. If it can be summed up in a sentence or two, it would be this – stop selling simple consumer apps the same way Microsoft and Oracle sell enterprise CRM software. Home users don’t want to see how many different ways you can say the same thing on your “features” page, they want to see you solve a problem they have and do it elegantly.

Early last week, the same problem occurred again – however I do not have the luxury of a recent backup to revert to. My most recent was from the beginning of June and I had made significant changes to the entries in the database since then. I emailed customer support from the Wallet developers and ten days later, I’ve heard absolutely nothing. As such, I’ve spent the better part of a day resetting various passwords via e-mail and reentering data into my new password/data management application of choice, 1Password.

1Password takes a much more logical approach to storing this data. It uses the existing secure keychain feature of OS X and repurposes that in a powerful interface. In my week of toying with it, it has worked quite well and is looks like it will be far more flexible a solution than Wallet for organizing and securing data. To migrate the old backup over, I exported the database as a tab-defined text file and imported it into 1Password. A cursory amount of reformatting of the data fields and notes and I’m good to go. My only concern is the GUI isn’t as pleasing to the eye as most other applications for OS X, but it could look like Lotus Notes on OS 9 for all I care as long as it works reliably.

My advice is that other Wallet users out there either keep ridiculously frequent backups of their database or to switch over the 1Password. I have no regrets at all about purchasing 1Password which is more than I can say about Wallet.

‘iPhone Dev Team‘ released the latest version of their Pwnage Tool yesterday which meant that I could finally upgrade my iPhone 2G to the 2.0 firmware. With the 2.0 firmware comes the biggest addition, the App Store – which allows third party applications developed through the iPhone SDK to run on users phones. Free and paid applications are available and the starting line-up of software is actually rather good.

Thus far, I’ve installed AIM, AOL Radio, Bloomberg News, Bank of America Mobile Banking, Evernote, Facebook, Mobile News by AP, NetNewsWire, Pandora, Remote, Twitterrific, Where, Whrrl and Yelp. In the short time I’ve played around with it, it seems that Bloomberg, Pandora and Remote will be the most useful. Bloomberg’s application offers a better way to interface with their news stories and market data (with support for landscape charting!). Pandora is a user-friendly client for the Pandora online radio service which works wonderfully. Lastly, Remote is an application from Apple that allows one to remotely control their iTunes library or Apple TV from the iPhone.

The firmware itself has been rather stable albeit a bit more sluggish that 1.1.4 but I assume that will be fixed in time. This software update will hold me over until I can buy the iPhone 3G (16GB white, yo).

It’s a pretty easy fix although.

Open ‘Activity’ Manager and show all processes (even root)
Quit the process named ‘ps’ (you will be asked for admin privileges)

You should do this while the PwnageTool is open. Also, you will need to ensure the folders \<user>\Library\iTunes\Device Support and \<user>\Library\iTunes\iTunes Software Updates  exist on your machine.

To be quite honest, I’m not certain what the ‘ps’ process does and you should always take cautiou when fiddling with processes on your machines; however I have used this will no ill effects however I did restart once I finished ‘pwning’ the phone. Good luck!

EDIT (7/21): This bug has since been fixed in version 2.0.1, read here.

You’ve most likely used Commnand+Tab to switch between applications on your computer, but a similar shortcut, Command+` (the key next the ’1′ key) will switch between application windows. This is quicker than using Expose if you just want to keep flipping back and forth between two large spreadsheets. Continuing with the window management theme, perhaps the most powerful shortcut is Command+H – hiding an application. OS X allows you to hide all and application’s windows until you call bring it back from the dock or by switching to it via Command+Tab. The main use of this is to keep your workspace clear and so that you don’t have to worry about how much you have open at any one time – for me, I have about ten to fourteen applications open at one time, some with multiple windows. Without using Command+H to hide some apps, using Expose would be unwieldly. Another related shortcut is Command+M which minimizes the foremost window. This is convenient if you want to leave some documents open but are otherwise distracting to your current work.

When you have multiple windows associated with an application open, you can close the current one by typing Command+W. This works in the Finder or just about anywhere else. This shortcut, combined with the four others previously mentioned tackles most of the common tasks related to window management in OS X and once you get used to them, will make you more efficient and quicker. The point of using keyboard-based shortcuts is to reduce your reliance on the mouse which in almost all cases is disruptive to your concentration and workflow.

In the next howto, I’ll take on the most useful and powerful application for OS X ever made – Quicksilver.

To do this, create an Automator workflow that starts with “Get Selected Items” so that you can simply highlight a few PDFs in Finder and execute the Automator action on it. Next, choose the “Set PDF Metadata” action and find some field to manipulate. I chose to do “Content Creator” since that doesn’t impact the document at all. Now, save the workflow as a plug-in for Finder. This action achieves the same result as opening the document in Preview and using “Save to PDF” from the Print dialog box.

Now when you want to ‘optimize’ these sluggish PDF documents, you can just select them, right-click and run your Automator action which will overwrite the existing file. It does lead to a file that is 1.5x the file size though.

I’ve included my Automator workflow script to the post for reference. Enjoy.

Automator Workflow – Optimize PDFs (place in /Users/<you>/Library/Workflow/Applications/Finder)

First, quit CoverSutra. Launch Terminal and type or copy and paste the following…

defaults write com.sophiestication.CoverSutra gender 'female'

Once you relaunch, you’ll see the old icon and all will be right in the world again.

For those who haven’t yet seen or used the application, you should definitely try it out. It’s basically an iTunes remote/Last.fm companion that also displays album art on your desktop. Snazzy and incredibly useful when you delve into the keyboard shortcuts. It’s at Sophiestication Software.