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.

In some basic testing with the HDTune benchmarking utility, the Samsung drive performed admirably. With an average read speed of 67MB/s and a peak speed of 88MB/s, the drive offers about twice the performance of a standard 5400RPM SATA laptop hard disk. Where the drive really shines is the almost non-existent access times on your data. In this test, the average seek time was 0.3ms where a traditional notebook is comes in at 15-20ms (or about 50-60x slower). Read/write performance also does not suffer from the pitfall that platter-based drives do, which is that information reads at the same speed regardless of where the data is physically on the drive.

The file read/write benchmarks told the same story as the standard read test. When using the 64MB file size, the drive offered consistent performance peaking at about 100MB/s reading data and 90MB/s writing. Comparing this to the tests of the reference Seagate hard-disk drive, it was consistently more than twice as fast as the traditional drive peaked at 40MB/s (HDD benchmark charts are provided at the end of the article). Boot times are not a terribly relevant or accurate way to gauge a computer’s performance, but since gamers/nerds are always clamoring for them, I’ll include them anyways. With the SSD, a the laptop booted to the Windows login screen in 34 seconds and at the desktop with all startup items loaded in a total of 39 seconds. With the HDD, those same tasks were completed in 46 seconds and 58 seconds respectively. Both of these tests were with the same drive image running Windows Vista on an Intel Core 2 Duo 2.4Ghz notebook computer.

As for the SLC vs. MLC debate referenced earlier, it’s all a matter of cost. The best performing SSDs on the market are SLC drives. SLC drives offer better performance, lower power consumption and a longer-lifespan (100,000 write/erase cycles per sector as compared to 10,000 cycles on an MLC drive). MLC (multi-level cell) drives are cheaper to manufacture and are quickly becoming popular because of the lower price point. The lifespan argument loses its utility when one takes into account that 10,000 write/erase cycles is averaged/leveled out through the drive’s own firmware so the same cells aren’t constantly being rewritten (and since SSDs have a near-instant access time, there is no ill-effect on performance). Also, the useful life of a consumer notebook computer is surely less than that of the drive. In either case, a solid-state disk can greatly enhance the performance and battery life of a notebook, but it does come at a hefty cost.

Seagate HDD Benchmarks

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.

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)