We all make mistakes, which is why Undo exists. Immediately choose Edit > Undo or press Command-Z to undo your last change. Most Mac apps support multiple levels of Undo, so you can keep pressing Command-Z to revert change after change. However, suppose you delete a table in your Pages document, but 30 minutes and many changes later, you decide you want it back. Undo won’t help because you want to keep all the other interim changes, and Time Machine backups may not help because a backup may not have occurred at the right time.

Since OS X 10.7 Lion, Mac apps have been able to take advantage of a built-in Apple technology called versioning to save users from such situations. Apps that support versioning create a separate version of each document every time you save manually or the app auto-saves, at least once per hour. You can browse through all those versions in a Time Machine-like interface and copy data from a previous version or revert the current document to a previous state.

Some cross-platform apps, and those with a long history and legacy architecture, such as Microsoft Word, Excel, and PowerPoint, don’t support versioning, but most modern document-centric apps do. You can identify version-capable apps by the presence of a Revert To command in the File menu.

How Versioning Works

As you work, whenever a document is saved, either automatically by its app or because you chose File > Save or reflexively pressed Command-S, the previous version is added to a database of versions stored in a hidden folder on the same volume. When a file is deleted, all its versions are removed, too, so there’s no worry about wasting storage space on long-deleted files.

When you discover you need to recover some data from an older version of a file, you choose File > Revert To > Browse All Versions, which opens a Time Machine-like browser for exploring all the previous versions. On the right, you can click the arrows to scroll through previous versions, comparing them visually against the current one on the left. A few apps provide additional ways of comparing versions.

Once you’ve found the version you want, you can try copying the desired content and pasting it into the current version of your document on the left—depending on the app and type of document, you may not even have to leave the version browser.

If copying and pasting doesn’t work, you can instead click Restore to revert the document to that previous version. Unlike Time Machine, the version browser doesn’t ask if you want to overwrite the current version, so if you aren’t sure you want a wholesale reversion, press Option to change the button to Restore a Copy. That opens a separate copy of the document in the app so you can pick and choose what you want to move from the old version back into the current version.

More Versioning Details

Although versioning is easy to use, there’s quite a bit going on behind the scenes, which can generate some questions:

• What about copies of a document? Copies of a document, such as you would make using File > Duplicate, File > Save As, or in the Finder, are different files from the versioning perspective and lose access to the original file’s versions.
• Is iCloud Drive supported? iCloud Drive maintains its own version database, so although you may have to click a Load Version link to see a particular version when browsing past versions, they should all be accessible.
• Are files shared between my Macs versioned? Versions are stored at the top level of the document’s volume, so while it works with files stored on an external drive that moves between Macs, files shared between Macs over a network or using a file-sharing service like Dropbox will have different versions on each Mac, based on where the file was open when it was saved.
• Are there any privacy or security risks to versioning? The version database is completely locked down and better protected than regular documents on your Mac. Also, if you open a confidential file but close it without making any changes or saving, it won’t be added to the version database.

No one expects to make mistakes, but if you do, macOS’s versioning may save you from having to re-create work. Look for that File > Revert To menu in your favorite apps to see if they support versioning, and if they do, give it a try so you’ll know how to use it if you ever need it.

(Featured image by Adam Engst)

Most people like smart quotes and dashes, at least most of the time. Your Mac is probably set up to turn the single (‘) and double (“) hash marks and double hyphens (–) that you type into the apostrophes (’) and single smart quotes (‘’), double smart quotes (“”), and em dashes (—) used in professional publications. However, in some situations, like programming, smart quotes and dashes are problematic. To prevent macOS from automatically inserting them, open System Settings > Keyboard and click the Edit button next to Input Sources. In the dialog that appears, turn off “Use smart quotes and dashes.” As a bonus tip, if you occasionally want single or double hash marks, such as to indicate feet and inches, instead of turning the entire feature off, immediately press Command-Z after typing a single or double hash mark to undo the change from straight to curly.

(Featured image by iStock.com/Wirestock)

Apple’s iCloud Keychain Password Management Is All Many People Need

We constantly recommend using a password manager like 1Password, BitWarden, or Dashlane. But many people resist committing to yet another app or paying for yet another service. Isn’t Apple’s built-in iCloud Keychain password management good enough?

The answer now is yes, thanks to two recent changes:

• In iOS 17.3, Apple added Stolen Device Protection, which leverages biometric authentication—Face ID or Touch ID—to protect users against thieves who would surreptitiously learn someone’s passcode, steal their iPhone, and then take over their digital lives. One of the worst aspects of that attack was that the iPhone passcode was sufficient to access the user’s stored passwords, so the thief could get into everything.
• Until mid-2023, Apple’s built-in password management worked only in Safari, which was problematic for users who rely on other browsers. Then Apple updated its iCloud Passwords extension for Google Chrome to work not just in Windows, but also in Mac browsers based on Google Chrome running in macOS 14 Sonoma. There’s also now an iCloud Passwords add-on for Firefox.

If you aren’t yet using a password manager, try iCloud Keychain.

Passwords Basics

Apple integrated iCloud Keychain into macOS, iOS, and iPadOS at a low level, so you mostly interact with your passwords in Safari. But first, make sure to enable iCloud Keychain so your passwords sync between your devices. On the Mac, you do that in System Settings > Your Name > iCloud > Passwords & Keychain. On an iPhone or iPad, it’s in Settings > Your Name > iCloud > Passwords and Keychain.

If you’re using a browser other than Safari, install the iCloud Passwords extension or add-on and activate it by clicking it in the toolbar and entering the verification code when prompted.

When it comes to website accounts, there are two main actions: creating a login and logging in to a site:

• Create a new login: When you need to create an account on a new website, after you enter whatever it wants for email or username, Safari creates a strong password for you. Unfortunately, the iCloud Passwords extension or add-on on the Mac can’t generate passwords—you can either create a strong password manually or switch to Safari temporarily to let it create one. When you submit your credentials, you’ll be prompted to save them.
  

• Autofill an existing login: The next time you want to log in to a site for which you’ve saved credentials, Safari or your other browser on the Mac displays a pop-up with logins matching the domain of the site you’re on. On the iPhone or iPad, you might get an alert at the bottom of the screen or have to pick a choice in the QuickType bar above the keyboard.
  

For basic usage, that’s it! However, iCloud Keychain can make mistakes. The site shown above asks for both an email address and a username and wants the email address for logging in, but iCloud Keychain remembered the username instead. Happily, Apple makes it easy to fix such unusual missteps. On the Mac, open System Settings > Passwords, or on the iPhone or iPad, open Settings > Passwords. Here’s where you find and edit your saved logins.

Open the desired login by double-clicking it on the Mac or tapping it on the iPhone or iPad, then click or tap Edit and make any desired changes.

iCloud Keychain provides additional features and options:

• A search field at the top of the Passwords window or screen helps you find logins if scanning the full list is frustrating.
• You can use commands in the + menu to create new passwords and shared groups. On the Mac, commands in the ••• menu let you import and export passwords; the iPhone and iPad use that menu to bulk-select passwords for deletion and show generated passwords.
• Shared groups let you share a subset of passwords with family or colleagues. Choosing New Shared Group triggers an assistant that walks you through naming the group, adding people from Contacts, and choosing which passwords to share. You can move passwords between groups at any time.
• The Security Recommendations screen displays logins exposed in known breaches and points out logins with weak passwords. Check those and update them as necessary.
• In Password Options, you can turn off autofill, but why would you? Another option automatically deletes verification codes you receive in Messages after it inserts them with autofill.
• On websites that support two-factor authentication, you can set up a login to autofill the verification code. During setup on the site, you’ll get a QR code you can scan with an iPhone or iPad if you’re using a Mac; if you’re using an iPhone or iPad, touch and hold the QR code and choose Add Verification Code in Passwords. Once you finish configuring the login, you’ll have to enter the six-digit verification code on the site to link it with the login.
  

Overall, iCloud Keychain provides the password management features that most people need, and it’s a massive security improvement over keeping a document of your passwords on your desktop.

(Featured image by iStock.com/loooby)

After no new iPads throughout 2023, Apple has unveiled new 11-inch and 13-inch iPad Air and iPad Pro models, plus a more capable Apple Pencil Pro and a redesigned Magic Keyboard for iPad Pro. The company also refined the iPad lineup by dropping the ninth-generation iPad and reducing the price of the tenth-generation iPad to $349. Only the iPad mini was left untouched. We wouldn’t be surprised to see a new iPad and iPad mini before the end of 2024.

iPad Air Adds 13-inch Model and Moves to the M2 Chip

The 11-inch iPad Air has long been Apple’s mid-range iPad, offering more power and better specs than the iPad while leaving the high end to the iPad Pro. With this refresh, Apple significantly enhanced the lineup by adding a 13-inch model of the iPad Air, a screen size previously limited to the iPad Pro. Both iPad Air models now position their front-facing camera on the longer landscape edge, so you appear to others on landscape-orientation calls as if you’re looking directly at them rather than off to the side, as happened with the previous shorter portrait edge location. They continue to use Touch ID via a top-mounted sensor.

Apple switched the iPad Air from the M1 to the M2 chip, improving performance by 50%. Storage has also increased, with the base level jumping from 64 GB to 128 GB. For those needing more space, Apple now provides storage tiers of 256 GB, 512 GB, and 1 TB. Finally, Apple updated the iPad Air with the latest wireless technologies, Wi-Fi 6E and Bluetooth 5.3.

Those who want a keyboard can purchase the current Magic Keyboard for $299 (11-inch) or $349 (13-inch), and the new iPad Air models are compatible with the new $129 Apple Pencil Pro and the $79 USB-C Apple Pencil.

The 11-inch iPad Air starts at $599, and the 13-inch iPad Air at $799. Adding 5G cellular connectivity increases the price by $150. Moving to 256 GB bumps the price by $100, 512 GB adds $300, and 1 TB costs $500 more. You can choose from four subtle colors—blue, purple, starlight, and space gray—and you can order now with units arriving next week.

iPad Pro Gains M4 Chip and Ultra Retina XDR Display in Thinnest Apple Product Ever

While the new iPad Air models feel like modernized versions of the previous iPad Pro models, the new iPad Pro models break new ground. They boast new Ultra Retina XDR displays that leverage OLED technology that promises brighter highlights, deeper blacks, and faster response times. They’re noticeably better and brighter than the iPad Air Liquid Retina screens, which are already pretty good. Because Apple targets the iPad Pro at professional photographers and cinematographers who need the best display accuracy, there’s even a nano-texture glass option that reduces glare.

As with the iPad Air, the front-facing camera is now located on the longer landscape edge, along with the Face ID sensor. Surprisingly, the rear-facing camera isn’t as capable as the previous models, which sported Wide and Ultra Wide cameras and supported 2x optical zoom. The new models drop the Ultra Wide camera and retain just the 12-megapixel Wide camera. However, they now feature an adaptive True Tone flash that improves document scanning by stitching together multiple photos to eliminate the shadows that plague most camera-based scans.

In part because of the Ultra Retina XDR display, the new iPad Pro models are thinner than before, so much so that the 13-inch iPad Pro is the thinnest product Apple has ever made at 5.1 mm thick. More impressive is that the 13-inch model also shed nearly a quarter of a pound in weight—103 grams. Ignore the fact that the iPad Pro is now thinner and lighter than the iPad Air, and that the iPad Air is the mid-range iPad, but the MacBook Air is the low-end MacBook. Air is just a name now.

To power the Ultra Retina XDR display and make the iPad Pro models as thin as they are, Apple leapfrogged a chip generation, moving from the M2 to the new M4, which hasn’t appeared in any Macs yet. Apple says the M4’s CPU is 50% faster than the M2 in the previous models, and its GPU is up to four times faster.

For those who want a keyboard, the new iPad Pros are compatible only with the just-released Magic Keyboard for iPad Pro ($299 for 11-inch, $349 for 13-inch). As with the iPad Air, you can use either the new $129 Apple Pencil Pro or the $79 USB-C Apple Pencil.

Pricing for the 11-inch iPad Pro starts at $999, with the 13-inch iPad Pro at $1299. 5G cellular connectivity adds $200. Storage starts at 256 GB, up from 128 GB, and Apple offers tiers of 512 GB ($200 more), 1 TB ($600), and 2 TB ($1000). The nano-texture glass also adds $100 and is available only for models with 1 TB or 2 TB of storage. The only available colors are black and silver.

Apple Releases Apple Pencil Pro and Magic Keyboard for iPad Pro

For artists, students, and others who like precise stylus input, the new Apple Pencil Pro offers a variety of new sensors and capabilities. A sensor in the barrel detects a squeeze that brings up a tool palette, and a gyroscope notices when you roll the barrel to change the orientation of shaped pen and brush tools. A new haptic engine provides confirmation of actions like squeezing, double tapping, and snapping to a Smart Shape. When used with the iPad Pro, the Apple Pencil Pro pairs, charges, and is stored on the side using a magnetic interface. If you lose it, you can now locate it with Find My.

While the new iPad Air models work with the existing Magic Keyboard, the new iPad Pro models are compatible only with the new Magic Keyboard for iPad Pro. It retains the design that floats the iPad Pro above the keyboard but adds a function row of keys for features like screen brightness and volume. The palm rest is made of aluminum, and it has a larger trackpad with haptic feedback, so it feels more like using a MacBook. It attaches magnetically and uses the Smart Connector to connect power and data without Bluetooth—there’s also a USB-C connector in the hinge for charging.

Buying Advice

All these products are available for order now and will ship next week. Who should buy what? Apple’s comparison page can be helpful, but here’s our advice:

• iPad: With the price drop to $349, the tenth-generation iPad becomes a remarkable deal, and it’s an ideal iPad for watching videos, browsing the Web, reading email, and other basic tasks.
• iPad mini: If smaller is better for you, the iPad mini remains in the lineup, starting at $499. It performs slightly better than the iPad, but its size is the main reason to buy it.
• iPad Air: The iPad Air is the workhorse of the iPad line, with sufficient performance to do nearly anything you want. The addition of the 13-inch model is particularly welcome because it’s $500 cheaper than the equivalently sized iPad Pro. Buy the iPad Air if you want to do more than the basics with your iPad.
• iPad Pro: The technology in the iPad Pro is impressive, but so is the cost. As with the Mac lineup, the Pro models are mainly targeted at creative professionals who need the ultimate power and are willing to pay for it.

A related question surrounds upgrades. Generally speaking, upgrading to a new iPad may not be worthwhile if you have the previous model. However, once you’re two generations back, the performance increases tend to be significant. The caveat to that advice is that if an iPad isn’t doing what you want, it’s time to upgrade. For instance, if you have an M1 iPad Air that runs your drawing app slower than you’d like, it’s worth considering either an M2 iPad Air or an M4 iPad Pro, depending on how important performance is to you.

Regardless, contact us if you have any questions about what iPad makes the most sense for you.

(Featured image by Apple)

The latest versions of the Mac and iPad apps in Apple’s iWork suite—Pages 14, Keynote 14, and Numbers 14—have gained a helpful feature: non-contiguous text selection. By holding down the Command key, you can select chunks of text that aren’t next to each other. For example, imagine you want to make the first part of each item in a bullet list bold. Instead of bolding each one separately, hold down Command as you work to select all of them and then apply bold to the entire selection with a single command. Non-contiguous selection is particularly helpful when applying formatting, but you can also copy non-contiguously selected text or work with it in nearly any way you would interact with a contiguous text selection. (Note that while holding down Command, you can double-click to select words or triple-click to select paragraphs, just as you can normally without holding down Command.)

(Featured image by Adam Engst)

In iOS 17.4, iPadOS 17.4, and macOS 14.4 Sonoma, Apple enhanced its Podcasts app to include transcripts of all podcasts in the Apple Podcasts catalog as long as they’re in English, French, German, or Spanish. (It doesn’t translate from one language to another.) Much like song lyrics in the Music app—open it by tapping the dialog button in the player—the transcript scrolls in sync with the podcast’s audio, and you can tap anywhere in the transcript to play the audio from that spot. Tap the Search button that appears when you view the transcript to look for any text contained within. Recent podcasts should all have transcripts now, and Apple is working to catch up on older podcasts. The AI that generates the transcripts sometimes makes mistakes and doesn’t distinguish between different speakers, but overall, the transcripts provide a good sense of what’s being said.

(Featured image by iStock.com/microgen)

You can change the resolution of your Mac’s screen—how many pixels appear—to make text and graphics larger and easier to see or smaller to fit more content onscreen. In System Settings > Displays, Apple shows thumbnails for five likely possibilities. Hover the pointer over a thumbnail to see its numeric resolution underneath. If you prefer the traditional list of numeric resolutions, Option-click a thumbnail—another Option-click in the list brings back the thumbnails. Although the Show All Resolutions switch reveals more options, most will be fuzzy. If you always want to see resolutions as a list, click Advanced at the bottom and turn on Show Resolutions as a List. Finally, look closely for a tiny Easter egg: the text in the thumbnails is the script from Apple’s classic Think Different ad spot.

(Featured image by Adam Engst)

Although many of us think of Messages as an iPhone app, Apple’s platform integration lets you read and reply to conversations in Messages on other Apple devices, including the Mac and iPad. All your devices must have the correct settings to make this work reliably. We regularly hear from users who don’t see all their messages on all their devices. If that’s you, check these settings:

• Same Apple ID: Your devices all know they’re yours when they’re logged in to the same Apple ID. That’s not a problem for most people, but couples who share an Apple ID, for instance, can run into trouble here. To verify this, open Settings > Your Name in iOS and iPadOS, or System Settings > Your Name in macOS. The email address under your picture at the top of each of those screens should match. If it doesn’t, scroll to the bottom, tap or click Sign Out, and sign in again with the correct Apple ID.
• Two-factor authentication: As with so many Apple services now, your Apple ID must be set up for two-factor authentication, which causes certain logins to be queried a second time on another device. Most people have two-factor authentication set up by now, but if not, turn it on using Apple’s instructions.
• iCloud Keychain: Your devices must have iCloud Keychain turned on to share your Messages account information. It’s probably already on, but you can enable it if not. Turn it on for an iPhone or iPad in Settings > Your Name > iCloud > Passwords and Keychain > Sync this iPhone. On a Mac, the switch is in System Settings > Your Name > iCloud > Passwords & Keychain > Sync this Mac.
• Messages in iCloud: This is the key setting—the previous three are just foundational requirements. Enable it for an iPhone or iPad in Settings > Your Name > iCloud > Show All > Messages in iCloud > Use on this iPhone. On the Mac, look in System Settings > Your Name > iCloud > Show More Apps > Messages in iCloud > Use on this Mac.
  
• iMessage account: You’ve checked that you’re using the same Apple ID everywhere, but there’s a similar setting that’s also important. On your iPhone or iPad, go to Settings > Messages > Send & Receive and make sure you’re signed into iMessage with the same Apple ID—look at the bottom of the screen. Also, ensure you’re set to send and receive from your phone number and appropriate email addresses. It’s safest to send and receive from all the possibilities and start new messages from your phone number. On the Mac, verify that you have the same settings in Messages > Settings > iCloud.
  
• Text Message Forwarding: Turning on Messages in iCloud should keep message history synced across all your devices, including green bubble SMS/MMS text messages. However, it’s worth verifying that SMS/MMS messages are being sent to all your devices. On your iPhone, in Settings > Messages > Text Message Forwarding, select all the devices you want to receive text messages.
  

Although all the above settings may seem like a lot, most should already be set up correctly. We listed them all because when people have trouble with their messages syncing across all their devices, one or more of these are usually set wrong.

Even with everything configured correctly, there can be hiccups—nothing’s perfect. If messages fail to sync consistently, try these troubleshooting steps:

• Use the Sync Now button in the Messages in iCloud settings on any device that hasn’t caught up. That likely won’t help instantly, but syncing should eventually catch up.
• Restart the device—it’s always worth trying. On an iPhone or iPad, choose Settings > General > Shut Down (at the bottom), slide to power off, and then press and hold the side (iPhone) or top (iPad) button to turn the device back on. On a Mac, just choose Restart from the Apple menu.

When Messages in iCloud is working properly, though, you can carry on text message conversations using any of your devices at any time. It’s especially nice to switch to the Mac for easier typing when you’re in an involved conversation.

(Featured image by iStock.com/anyaberkut)

Along with day, week, month, and year views, most calendar apps offer the option of a simple chronological list of events, which can be a handy way to see what’s coming up. Apple’s Calendar app on the Mac is unfortunately not among those apps. However, there is a trick you can use to get it to show all your upcoming events in a scrolling list. Click in the Search field in the upper-right corner and enter two double quote marks (“”). In essence, it’s a search for “everything,” and Calendar promptly shows all your events in a row down the right side of the window. If you’re looking for a more capable calendar app, BusyCal and Fantastical are popular in the Mac community, and some apps like Microsoft Outlook and Zoom also include calendaring features.

(Featured image by iStock.com/AndreyPopov)

Long ago, before macOS was as stable as it is today, Mac users restarted their Macs regularly. Back then, Macs couldn’t sleep, either, so it was common for users to shut down at the end of the day and start up the next morning, effectively restarting daily.

With modern Macs using the barest trickle of power in sleep and both apps and macOS almost never crashing, many Mac users have gone to the opposite extreme, letting their Macs run for months between restarts. However, such an approach brings with it new problems, and as with so many things, there’s a happy medium.

Why are we banging this particular drum? As an off-the-cuff estimate, about a quarter of the problems reported to us can be solved by a restart. Really! Just click the Apple menu and choose Restart. As long as you save your work first or when prompted, nothing bad will happen.

Here are our top six reasons you should restart periodically:

• Improved security: Restarting itself doesn’t generally improve security (although it could theoretically clear malicious code running in memory). However, installing macOS updates requires a restart, and we strongly recommend installing security-focused updates shortly after they’re released. If you resist installing updates because of the need to restart, you’re increasing your risk significantly.
• Resolve problems: Modern Macs may be more stable than ever, but things can still get funky. If apps are crashing, peripherals aren’t connecting, you’re seeing visual glitches, or anything else seems wrong, the first troubleshooting step is a restart.
• Better performance: We all have a feel for how long different tasks on our Macs take. If icons for launching apps bounce longer than usual, windows draw slowly, or you see the spinning pinwheel repeatedly, restart. Performance problems are often caused by a poorly coded app or out-of-control process causing your Mac to run out of physical memory and switch to slower virtual memory. Restarting clears such issues.
• Recover drive space: Another memory-related bonus of restarting is that it can free up drive space. When macOS starts to rely on virtual memory, it creates swap files that can consume gigabytes of space. Restart, and all that space is returned, at least until your app usage requires it again.
• Get updates: Most apps notify you of updates at launch, and some automatically download their updates but install them only when you quit. Either way, a restart results in all your apps quitting and relaunching, which ensures they either install or at least notify you of important updates.
• Start fresh: Even if having 20 or more apps open isn’t affecting your Mac’s performance, a clean slate can help you focus on your work better. A simple restart quits everything and lets you start over with just those apps set to launch at login. For a completely fresh start, make sure to deselect “Reopen windows when logging back in” in the restart dialog. Of course, if you have a lot of documents open and need to return to them, leave that checkbox selected to pick up exactly where you left off.
  

There’s no set schedule on which you should restart, but if you use a Mac at work and like routines, it wouldn’t be problematic to restart on Friday evening as you wind down to leave for the weekend. That way, you’d return to a clean slate on Monday morning. It’s also totally fine to restart whenever it might be helpful.

Just don’t fear the restart—modern Macs, especially those with Apple silicon, restart quickly, and the benefits far outweigh the few minutes of downtime.

(Featured image based on an original by iStock.com/Armastas)