Sluggish new Mac

Recommendations for Macs that have plenty of memory and should otherwise be performing beautifully. I’m looking at you, Chrome 👀: 

  • Restart weekly.
  • Pare down extensions in browsers, especially Chrome.
  • I know I just said pare down extensions, but there’s a really cool extension for Chrome called OneTab. You can use it to quickly send all your tabs to a single page of links. And you can share those pages to yourself so you can open them in other browsers. 
  • Try using different Profiles in your browser and switching between them to close windows you don’t need right now.
  • Strongly consider switching to Safari.
    • Try starting mostly fresh, but do configure Profiles first and perhaps export specific folders of bookmarks from Chrome. OneTab can help with this.
    • I just searched “fastest browser 2025” and confirmed my guess that at least a couple people would rank Safari as the most performant and private, at least for Apple users. It’s not ’cos Apple is just better, but they are of course able to optimize for their platform. And they are also making their bones off maintaining privacy, which (to this non-programmer) feels like it cuts back on the cross-page cookie tracking whatever nonsense that is the bane of the modern web. (One of the many banes, I should say.)
  • Check out Activity Monitor on your Mac (in /Applications/Utilities), but when things feel sluggish, look at the Memory tab in there and see what the culprit is. If there is a non-zero number next to “Swap Used:” try closing/quitting as many apps and tabs as you can, and restart.

How should an individual person buy Microsoft Office?

I updated my MacBook Pro, and now Excel and Word are locked up, telling me I need to subscribe for $100/year. I can’t remember when I bought Microsoft Office. What are my options? Buy the suite, or switch to Google Docs, or what? Are there other options? I tend to feel averse to subscription-model software.

If you can’t remember when you got it and/or your updated computer can’t run the version you have — and if you indeed need to run Office rather than use Google Docs or the excellent open-source OpenOffice — you should prepare to pay Microsoft something.

And if you really don’t need anything but the basics, no extra storage on OneDrive or any new feature Microsoft rolls out, then what you pay should probably be $140 for this one-time license.

I don’t perceive you need any of the more business-y or organizational tools like OneDrive, but if you do, that’s when you pay the subscription. I understand anyone’s reluctance to do so, but truly it is the appropriate model for to keep software that we value in existence.

Latest on AI tools

Just a bit of zeitgeist pasted from a conversation…

…Another well worth mentioning is Perplexity. Their pitch is that it’s built for research, the immediate upshot of which is that the results are organized to lead to your likely next questions. The main features are: 1. it actively searches the web as well as generating from LLM’s, and 2. included are links to real web pages supporting the output. 

Again with the controversy and likely copyright infringements, but the tools are incontrovertibly useful, astonishingly so. Even the stuff in Apple’s latest “Intelligence” feature set has some nice quick “please capitalize and punctuate this nonsense so I don’t have to” abilities that I use. I don’t yet pay for any subscriptions, only the backend API’s. I am able to get most of what I want for free, although I have considered paying for Anthropic’s Claude mostly just to see what it will do, choosing that one for the reasons we discussed. 

I also run a couple of large language models locally on my Mac both for fun and when I don’t want the material out in the world. 

One comparative point I wanted to highlight: While these are all, for so many purposes, interchangeable, they each have their moments in the sun. And in this moment, Google happens to have just released a new model that has received praise, and they are offering 2.5 Pro to all accounts both free and paid as “experimental.” This dropdown menu gives you a good idea of how the different models might be used:

To me it’s a sign of how young this technology is that we have to think about which tool is right for the job. 

I have to acknowledge here and now how little I like the term “AI” in this context — and for different reasons the movie of that name that Kubrick pawned off on Spielberg —  and wish Apple could have kept using “machine learning.” It does not help that now the companies are bandying about “AGI” (“G” for “general”) to represent Kurzweil’s singularity. There is so much nonsense and jazz-hands and jibber-jabber about it, not to mention legitimate concerns and fears, but as that seems true for bloody well everything these days, I’m content using this amazing stuff for what it actually does do very very well. 

Finally, the thing I really want it to do is read my whole computer of my own text, and either answer queries about that or spit my own words back out at me, so I can say, for example “repeat what I wrote Lucy about AI last week.” Apple purported to be working on that, but appears to have been failing in that effort, so much so that they have done some reorganization to address the lack.

AI Notetaking for Meetings

We are considering implementing an AI solution for meeting notes. Do you have any recommendations?

There are now a bunch of tools for this. I stopped employing any of the cloud solutions, to protect client privacy and security, but I am considering a solution to do it locally. Here’s my experience so far:

  • Apple Notes on the phone or Mac is now actually pretty good at recording and transcribing audio. This is my current go-to.
  • Notion is superpopular and if you pay for it, it will AI the heck outta any text your throw at it.
  • I have used Fathom and thought it was cool but didn’t want to pay for it.
  • I just ran into Krisp.ai.
  • I’ve started using MacWhisper a bit for all transcription, and it’s quite slick.

This page is a nice rundown from a trusted source of the current cloud-based offerings.

The benefit to using a cloud-based doohickey is that they’ll have a plug-in running on your Mac or in your Zoom or Teams account, ready to capture any meeting and do all the work for you.

Notes and MacWhisper, on the other hand, will do the trick, though one has to be up for a little manual work: <nerdery>getting or extracting the audio and feeding it into those apps manually. Major upside is they’re running on your Mac, so free and kept entirely local. I am considering recording calls on my iPhone (which is now a thing) and/or using Audio Hijack on the Mac to route audio from multiple apps into a single recorder, and then having Hazel and/or Shortcuts automate from there.</nerdery>

An option well worth mentioning is to build your own custom automation with an excellent tool like Zapier. These have become the new backbone of business operations. I’ve transitioned the main of my work to building them for other folks. In this case, for example, we might have an automation run like:

New Teams recording triggers:

  1. Get the audio
  2. Send to GPT Whisper for transcription
  3. Send to GPT or Claude for summarization, and also separately to list the individual action items and determine/guess the assignees from context
  4. Turn each of those action items into tasks in Asana, with assignments

That kind of build might take an hour or two, plus $240/year for Zapier — which could then do alllllll kinds of other things for you.

Live Text is OCR everywhere

When it comes to scanning and/or printing documents, what is OCR?

Humans and their acronyms! OCR is fortunately real easy: “optical character recognition” meaning the computer turns a picture of text into copyable text. 

I use it on all my scans of documents, so I can just boop! copy and paste from the scan into an email or Word or wherever. Also, my Mac can then search for text inside scans. 

This used to be rarified magic, but now all of our phones and Macs are doing it on all of our pictures. You can even search your Photos library or Notes app for text that’s inside photos! And look for the little “live text” icon on your phone  when you open a photo or take a screenshot. That will let you select text, tap a phone number to call it or an address to map it, and even translate!

Update everything always

Should one have macOS set so that apps update automatically? is there any reason not to?

Yes, one absolutely should auto-update both apps and the operating system. while there are edge cases when a given app or OS shouldn’t be updated — a mission-critical app with an update that would lose a feature, cost more, or break compatibility with some other software or peripheral — everyone else will benefit from current security practices and the latest features.

New Office for Mac, and “should I ditch my MacBook Air”?

H. writes:

I’ve been using a 13” MacBook Air for about 3 years, running Bootcamp/Windows/Office. I’ve been happy with it, other than continually confusing the shortcut keys (e.g., moving the cursor to the end of the line or jumping over a word) with those on my work PC. I wonder if it’s a good time to consider an upgrade and maybe switch to a PC. Do you have a recommendation for a replacement with the same size/form factor on the Windows platform?

This is funny: when I started googling “pc alter…” it filled in “pc alternative to macbook air.” You ain’t the only one, H.! 

I can’t claim any experience with these, but just running with the top article — http://blog.laptopmag.com/best-ultrabooks — I’ve heard that the Asus and Acer models are really great. You really can’t go wrong with Dell or Lenovo either, but I think Asus and Acer tend to have better design.

But of course you know what I’m gonna say: Why not go with the best and see how little you need Windows? The Mac OS accommodates Exchange just fine, and it looks like there’s finally a new Office for Mac on its way. (“Excel…now recognizes most Windows keyboard shortcuts.”) You can download a preview if you’re curious. 

Also, that new MacBook should be quite fantastic. Some reports suggest it may have performance issues, so I’m not going to recommend one unequivocally, but depending on your use, it could be the sleekest piece of kit you’ve ever owned.

Finally, if you need a current copy of Office for Mac, you can purchase a downloadable license from Amazon for $199: http://astore.amazon.com/j2cons-20/detail/B0064PF4ZQ

I hope that helps!

Annotate images on the Mac

In the announcement of Yosemite, Apple touted the new Markup feature in Mail. Users of Apple’s email app can now annotate images right in the New Message window. Nifty, but (wanh wanh) I don’t use Mail.

Preview can handle all kinds of image manipulation and annotation, but Preview is not by nature a tool for creation.

Poking around System Preferences, I found this section of the new Extensions pane:

What’s that about? Turns out that’s how Apple Mail gets its new Markup feature, wherein you can annotate and draw on a picture right in New Message window. And other apps, such as Pixelmator, can tack features onto other apps. This is the same thing Apple did for iOS, letting you edit an image in Photos, using tools provided by third-party apps.

On the Mac, that means that apps have a way to add functionality to other apps, without resorting to hacks. So, for example, I can put a photo in TextEdit…

…and cilck this little arrow that now appears at the corner…

Click Markup to get a window like this…

Wherein I can annotate the image with text, circles, arrows, what have you; and also in some surprising ways, including adding a loupe effect…

That has a lot of potential, and very easy to access. I don’t know why we don’t see more apps adding these extensions. Currently, the only additional one I have is a Repair Tool by Pixelmator…

…which I can use to make things disappear…

(Not the most artful job, but you get the picture, as it were.)

This is all in TextEdit, the modest word processor that comes with every Mac. Since I don’t use the Apple Mail program, I just tried pasting this entire article into Gmail, in a web browser, and it worked! 

Create contact information from copied text

I’ve been looking for a smooth way to add contact information from text I’ve copied from a web site. The key is to use Apple’s Data Detectors feature in TextEdit.

First, you want to set TextEdit to be always ready for this action:

  1. Open TextEdit.
  2. Go to TextEdit menu > Preferences…
  3. Turn on Data Detectors, at the very bottom of the New Document tab.
  4. (I also like to change my default document format to Plain Text, but that’s not necessary to this procedure.)
  5. Close the Preferences window.

OK, now you’re ready to do this anytime:

  1. Create a new TextEdit document.
  2. Paste in any kind of contact information, e.g. name, address, email, phone number.
  3. Hover over what you just pasted. See that little drop-down arrow? Click it.
  4. You’ll see what to do from there!

Here’s a quick screencast. Enjoy!

https://v.usetapes.com/dTnSsAcB2g

Be Vigilant: Phishing Works

A friend writes:

I received an email from a colleague this afternoon. She uses Google Drive to send big files. The email said, “Barbara is trying to send you a file too big for email. Please sign into Google Drive.”

Not thinking that I was already signed in, I clicked and signed in, and even gave my phone number. It only took a min for me to realize what happened when I was taken to an art gallery. So I’m changing everything, all credit and bank and passwords, etc.

But I’m guessing they could have sucked every bit of data out of all my Google info in a couple of minutes. Oy vey…

It’s such a horrific — and tragically common — story these days. My friend has made the right move: Changing all his passwords, especially to all the major accounts such as Facebook, Apple, and Google, should secure him for the time being. Also, I think making sure you’re subscribed to a credit-monitoring bureau, and alerting them to such a happenstance, would be beneficial.

So just to make sure you know: Using a password manager such as 1Password [affiliat link], Dashlane, or LastPass helps immensely in these situations. You can use 1P to change all your passwords much faster than doing it manually, ensuring their all different and superlong. I even use 1Password to help me store the fake answers I create for the security questions.