One-Click Long-File-Name Fix

If you’re working in a window set to Column view, you’re going to run into this all the time — files with long names have the end of their names cut off from view, because the column isn’t wide enough. That doesn’t sound like that big of a problem, until you start working with more descriptive file names, and you can’t see which file is “European Front End Silver Car” and which is “European Back End Silver Car” because everything from “European” to “Silver Car” is cut off.

Luckily, there’s a quick fix — just double-click on the little tab at the bottom of the vertical column divider bar, and the column will expand just enough so you can see even the longest file name of any file in that column. Option-double-click on the tab, and every column expands to show the longest name in each column. Pretty darn sweet!

See Your File’s Hidden Info

Want more info on your files than the standard icon view provides (after all, it just gives you the file’s name in icon view)? Then turn on Show Item info. This adds an extra line of information below many files and folders that can be very useful. For example, now not only do you get a folder’s name, but just below the name (in unobtrusive light-blue, 9-point type), you’ll see how many items are in that folder.
If the file is an image, the Item Info shows you how big it is. MP3 files show how long the song is, etc. To turn on Item Info for your current Finder window, press Command-J to bring up its View Options. Then turn on the checkbox for Show Item Info. If you want to show the item info for every window (globally), then choose the All Windows button at the top of the dialog.

PDF: The Smaller PDF Secret Control

This is another one of those “secret, buried-in-a-vault” killer tips that addresses something Mac OS X users have complained about: The file sizes of PDFs that Mac OS X creates are sometimes too big (vs. Adobe’s Acrobat PDFs). believe it or not, there’s a way to get smaller PDFs. Here’s how: launch TextEdit, then choose Print from the File menu. From the PDF pop-up menu in the bottom-left corner of the dialog, choose Compress PDF. That’s it. It’ll compress the PDF and call it a day.

However, if you’re charging by the hour, and let’s pretend you are, you have a wonderful time-consuming option: Choose Print from the File menu, and from the second Presets pop-up menu choose ColorSync. From the Quartz Filter menu that appears, choose Add Filters. Click on the three-oval icon in the top-left corner of the dialog that appears, click on the filter named Reduce File Size, and then click-and-hold on the arrow button to the right of the filter and choose Duplicate Filter. This creates an unlocked filter you can edit.

Now click on the triangle to the left of the duplicate filter to show its options; this is where you choose what you want. I recommend clicking on the arrow to the left of Image Compression and dragging the magic slider that lets you control the amount of JPEG compression your PDF images receive. For smaller file sizes, drag the Quality Slider toward Minimum. Now go back to TextEdit and in the Print dialog, choose Colorsync from the second Presets pop-up menu, choose your new filter from the Quartz Filter pop-up menu and click Print. That’s it. (Whew!)

What If You Don’t Want To Open The File?

The idea behind Spotlight is that it will find the file you want, and then open that file for you, so you can start working on it immediately. But what if you just want to know where the file is, and not necessarily open it? (For example, what if you just want to know where it is, so you can burn a backup copy to a CD?) To do that, once the results appear in the spotlight menu, just hold the Command key and then click on the file. This will close Spotlight and open the Finder window where your file is. Or if you want Spotlight open, just click on the file and press Command-R, which will open a Finder window with the file selected, leaving the spotlight dialog open.

You’re Two Clicks from a Photo’s EXIF Data

When you take a photo with a digital camera, the camera embeds info directly into the file, including the make and model of camera, the exposure, shutter speed, and a host of other info (called eXiF data). That info is usually viewed within an application like Photoshop or iPhoto, but now you can view it right from the Finder.

Just click on the photo’s icon, then press Command-i to bring up the info dialog. When it appears, click on the right-facing triangle beside the words “More info” and the basic eXiF data will appear.

Speed Navigating in Save As, Part 2

Want to speed things up by using the keyboard to get around in the Save As dialog? There’s just one thing you have to do first — press the Tab key. That removes the highlighting from the Save As naming field, and changes the focus on the sidebar (notice the blue highlight rectangle around the sidebar shown here). Once the sidebar is highlighted, you can use the Up/Down Arrow keys to move up and down the sidebar. Press Tab again and the search field is active. Press Tab once more and the Column (or list) view is highlighted, and you can use the Arrow keys on your keyboard to quickly get right where you want to be. When you get there, press the Tab key again to highlight the Save As field so you can name your file, and then hit the Return key to “make it so!”

Note: if you don’t see the sidebar or viewing modes, click on the little blue down-facing arrow button to the right of the Save As field.

Address Book: See Which Groups They’re In

If you have a contact that appears in more than one Group, you can instantly see which of your Groups this individual appears in by simply clicking on his or her contact and holding the Option key. When you do this, every Group that they appear within will become highlighted.
This is handy if you want to clean up your Groups by deleting extra instances of people who appear in multiple Groups.

Searching Just Your Bookmarks

If you’re trying to search for a particular bookmark, you’ll want to know this trick: First, click on the Show All Bookmarks icon in the top-left corner of the Bookmarks Bar. Doing this makes the Collections column visible on the left side of Safari, but more importantly, it adds a Search field at the bottom center of the Safari window. When you type search terms in this field, it searches just within your bookmarks, so you get super-fast results.

Preview: Hidden Sorting Options

When you open multiple images in Preview, they appear in the Drawer. You can sort them manually by dragging them up and down the list, but there’s another way—if you Control-click on one of the images in the Drawer, a contextual menu will appear, and you can then sort by name, size, keyword, and more.

Dropping Text on the Dock for Fast Results

Let’s say you’re reading an article online, and you read a sentence that you want to email to a friend. Don’t do the copy-and-paste thing. Instead, just highlight the text and drag-and-drop it right on the Mail icon in the Dock. It will open Mail and put that sentence into a new mail message. This tip also works in other Cocoa applications like TextEdit, Stickies, and Safari. For example, if you’re reading a story and want to do a Google search on something you’ve read, just highlight the text and drag-and-drop it on the Safari icon in the Dock. It will launch Safari and display the Google Search Results.

Get to Your Top Hit Fast

If you do a search and notice that the file it chose as your Top Hit in the Spotlight menu is actually the file you were looking for (hey, it could happen), just press-and-hold the Command key to jump right to the Top Hit, then press Return to open that document (or song, email, etc.), which closes the Spotlight menu. See, it even tidies up after you. So basically, just press Command-Return to instantly open the Top Hit. Easy enough.

Finding the Combined Size of More than One Document

Let’s say you have several files on your desktop, and before you copy them all onto your jump drive, you want to find out their combined size. Here’s how it’s done: Select all the files for which you want the combined size, then press Command-Option-I, which brings up the Multiple Item Info dialog, complete with a list of how many files are selected and their combined size.

The Ultimate Customize Toolbar Shortcut

If you want to customize the items in your toolbar (and there’s nothing wrong with that), just Command-Option-click the little white pill-shaped button at the top right of your window’s title bar, and the Customize Toolbar dialog will appear, right there in your window. Now you can just drag-and-drop icons onto the toolbar.

 

Keep Your Images in RGB As Long As Possible

When you convert an RGB image to CMYK, you lose flexibility because you’re targeting it to a specific press condition. For example, if you convert to SWOP Coated, you’re assuming the image will end up on a Web offset press with very specific inks, paper type, and paper color. But you’ve limited yourself because you may need that same image on a sheetfed press or later need to repurpose it for on-screen delivery. It’s much better to leave your images in RGB mode as long as possible — even all the way to your page-layout application.

Yes, it really is okay to place RGB images directly into Adobe InDesign or QuarkXPress. Both of these programs have great color management systems that can convert the image to CMYK when you print or export as PDF. In the case of InDesign, the results are typically identical to what you get when you convert in Photoshop! So save yourself time and energy and keep your images in RGB as long as you can.

If your output provider is color management savvy and can handle RGB PDFs, then send them PDF/X3 files (which maintain the original color spaces). If they want CMYK files, then make sure you convert to a CMYK destination when you export your PDF files. For example, exporting as a PDF/X1-a file ensures that all your colors are converted CMYK for your printer. Of course its also a good idea to check with your printer to ensure you are converting the the right kind of CMYK for your print job (SWOP, Sheetfed, etc).

Become the Ultimate Menu Master

Want to really speed things up? How about jumping right to the Apple menu without even clicking the mouse? Just press Control-F2, press Return, and the Apple menu pops down (if you’re using a MacBook, press Function-Control-F2). Oh, but there’s more! Now that you’re in the Apple menu, press the Right Arrow key on your keyboard to move to the other menus (Finder, File, Edit, View, etc.) and the Left Arrow to move back.

Once you get to the menu you want, press Return, then type the first letter of the command you want in the menu and it jumps right there. Now press Return again to choose that command (and you did it all without ever touching the mouse).

Forcing a Document on an App

Sometimes docked apps don’t want to open your document, even though they may be able to, so you have to coax (okay, force) them to give it a try. For example, let’s say you created a document in WordPerfect for Mac a few years back. if you drag that document to Microsoft Word’s icon in the Dock, chances are it won’t highlight (which would be the indication it can open that document). If that happens, just hold Command-Option, then drag the document’s icon to the Word icon in the Dock, and you can force it to try to open that document.

Creating Aliases Without the Word “Alias”

Do you find it as annoying as I do that Mac OS X adds the word “alias” every time you create an alias? (I know, previous versions of the Mac OS did that as well, and it annoyed me there too.) Well, you can bypass the “adding-the-word-alias” uglies altogether by holding the Option and Command keys and clicking-and-dragging the original file outside the Finder window it’s currently in (I usually just drag mine to the desktop).
This creates an alias without the word “alias” attached. (Note: Don’t worry, you’ll still know it’s an alias, because its icon will have a tiny arrow at the bottom left-hand corner.)

Look Inside Multiple Folders Automatically

Need to see what’s inside more than one folder while in List view? Do it the fast way—Command-click on all the folders you want to expand, then press Command-Right Arrow. All the folders will expand at once.
If the file you’re looking for isn’t there, just press Command-Left Arrow (you can do that, because your folders are still highlighted) to quickly collapse them all again.

Searching by Color Label

Besides the visual benefits of having certain files tagged with a Color label, there’s a hidden benefit: You can search for files by their color. For example, let’s say you misplaced an important file for a project you were working on. You can press Command-F to bring up the Find function, and from the top-left pop-up menu, choose Color Label.
Then, click on the color for the files you labeled in that project, and it will instantly find and display all the files with that color. Searching by color—only Apple is cool enough to come up with a search like this!

Resizing Photos for Emailing

Have you ever noticed how freaked out relatives get when you email them high-res photos from your six- or eight-meg digital camera? For example, your grandmother in Minnesota may not have Photoshop CS2, and so dealing with that 26MB, 41-inch-wide photo you shot with your eight-meg camera might put a strain on her system. That’s why you might want to reduce the size of those photos you’re about to email. You don’t even have to launch Photoshop — because you can do the resizing right within Mail.
After you attach a photo to your email message (you can just drag-and-drop the image into the New Message window), take a look in the bottom-right corner of your email message window, and you’ll see a pop-up menu where you can choose the Image Size you’d like to send. As soon as you choose a size (other than Actual Size), the image is immediately scaled down right within the email message window so you can see the exact size of the photo you’re sending.