Apple is always trying to make its different products work well together. Indeed, one of the marquee features of iOS 8 is continuity, which lets you, for example, answer a call placed to your iPhone from your computer or iPad, and lets you handoff an email or a website from one device to another. But some folks might not want their Apple products cooperating quite so much. While I bring my iPad back and forth to work every day, so it is always with me, I know many attorneys who often leave their iPads at home. And even if your iPad is always with you, you may not be the sole user — for example, you may let your kids use it on the weekends to play a game.
While talking to another lawyer last week, who will remain anonymous, I was reminded that the cooperation between your Apple devices might be a bad thing if you are not the only one using your devices. This lawyer often leaves his iPad at home, and his kids sometimes use it after school. But his iPad is also signed in to his Messages account, which means that if someone sends him a text message while he is at work, that message appears on not only his iPhone, but also his iPad. (And it can be responded to from either device.) As a result, he learned that text messages sent to him that were intended only for his eyes were also showing up on his iPad at home, while it was being used by his son. Whoops.
If you want to limit your text messages to your iPhone because others have access to your iPad, there are a few ways to do so.
In the Settings app on your iPad, if you select Messages on the left, you will see several options on the right. The first one is an on/off switch. If you turn that off, new texts will not appear on your iPad. When you want to start seeing texts again, just turn the switch on.
That’s a quick solution, but it requires you to remember to turn the switch on and off again. Also, if anyone using your iPad happened to flip the switch, they could start seeing your texts too.
Another solution is to sign out of your iMessages account. To do so, once again open the Settings app and go to Messages, but this time tap the Send & Receive option. On the next screen, your Apple ID is shown at the top — tap it. This brings up a window that gives you four options, the last option of which is Sign Out. Once you select this, your iPad will stop receiving messages, and the only way that anyone can get them to start showing up again is to log back in using your Apple ID username and password — and when they do so, you will get alerts on your other devices, such as your iPhone, that your iPad is now using your account to get messages.
Note, however, that anyone with access to your iPad can still open your Messages app and read your old texts, even if you have stopped new texts from coming in. If you don’t want that to happen, go to the Messages app, tap Edit at the top left, and then select each of your prior conversations and then tap delete at the bottom. In my tests, this only deleted conversations on the iPad and did not also delete the conversations on my iPhone.
Of course, if you are going to this extreme to protect the confidentiality of your texts, remember that anyone using your iPad can also access other sensitive information. If you are logged in to email on your iPad, they can read your emails. If you have privileged and confidential documents in your GoodReader or your Word apps, they can read that.
For years, I have heard people say that they want a way to have multiple users on an iPad, much as you can do on a Mac or PC, so that multiple people can log in and log out on the same iPad without seeing the documents and information that belongs to someone else. Apple has never implemented this feature, and I’m not sure that they ever will.
Perhaps the only true solution is to use my approach: don’t let anyone else have access to your iPad. Over the years, I have upgraded to newer iPad models, which means that we have an older iPad 2 and iPad 3 in my house that we now let our kids use, during appropriate times during the week. Those iPads don’t have access to my text messages, my emails, my documents, etc. and instead both are loaded up with educational and game apps that my kids like to use.
When my kids get older, I know that they are other issues that I will have to think about such as their ability to access the dark corners of the Internet in the Safari app. For now, I have turned off access to Safari and certain other apps by opening the Settings app and going to General -> Restrictions -> Enable Restrictions, where you can selectively turn on or off apps like Safari, FaceTime, and Siri. Having said that, I know that there will come a time in the future when they have a legitimate need to do research on the Internet using the Safari app, and then I’ll have to open up that can of worms.
Whatever approach you take, just make sure that it is a conscious one that you thought about beforehand. Otherwise, you might think that you are texting in private with your spouse or someone else, only to learn afterwards that you were not so private after all.
Thank you to GoodCase Apps, publisher of the CaseManager apps for the iPad and iPhone, for sponsoring iPhone J.D. CaseManager was created by New York civil rights attorney John Upton as a fast and inexpensive solution for sole practitioners and attorneys with small firms who want to use mobile devices to manage their law practice. The app has a great interface, which I showed off in my September, 2014 post, and you can use the app to keep track of the key information in your cases: events, tasks, contacts, time and expenses, plus the facts, notes and documents unique to each case. I’ve showed off the iPhone and iPad apps, but there is also a version for Windows so that you can work with your data on your work computer, and there is even an Android version. You can find out all about the apps on the CaseManager website. The iPhone and iPad apps are only $20, so it is inexpensive to try CaseManager and see how it works with your law practice.
Click here to get CaseManager for iPhone ($19.99):
Almost every day there is a new rumor about what Apple is up to, so I very rarely discuss rumors on iPhone J.D. But lately there have been a huge number of reports that Apple is working on something brand new: an electric car. The Wall Street Journal reports that Apple has hundreds of people on the Apple car team, 9to5Mac has pictures and bios of many of the senior employees, and as John Gruber of Daring Fireball notes, one of the new Apple employees is the former lead recruiter at Tesla, and “Why poach Tesla’s lead recruiter unless you were building an electric car?” Meanwhile, Bloomberg reports that Apple plans to ship its first electric car in 2020. I’m sure that an Apple car would be a neat — and expensive — accessory for an iPhone. And now, the news of note from the past week:
David Sparks is a California attorney who also publishes the MacSparky website and co-hosts the great Mac Power Users podcast with Florida attorney Katie Floyd. He always has great insights on technology, so I link to his posts almost every week. This week, Sparks announced that he is leaving his law firm to start a solo practice and focus more on his tech passions. I wish him the best of luck on this new chapter of his life, and I have no doubt that he will do great. But no, I don’t have anything similar planned. I really enjoy the work that I do at a large law firm — I have great clients, I’ve had the opportunity to work on interesting and challenging cases, and I’m privileged to work with lots of bright and friendly folks at my firm who I’d miss too much if I went solo.
Ben Lovejoy of 9to5Mac reports that Microsoft updated its OneNote for iPad app this week, adding OCR scanning of text within images and the ability to add handwritten notes.
Jordan Kahn of 9to5Mac reports that Microsoft updated the Word, Excel and PowerPoint iOS apps to add support for additional cloud services including iCloud.
Ian Parker of The New Yorker wrote an extensive profile of Jony Ive, the head of design at Apple and the second most important person at the company. Parker had extensive access to Ive himself and lots of folks who know Ive, and the resulting article is full of interesting information. Jacob Kastrenakes of The Verge notes some of the 15 most interesting tidbits in the article.
Joseph Keller of iMore reports that you can now upload documents on your iPhone and iPad directly to Dropbox without having to first send the Dropbox app.
And finally, you may remember that in the classic 1989 movie Back to the Future II, when Marty McFly goes to the “future” he goes to 2015 — October 21, 2015. If you want to feel like you are living the future, then you’ll want to check out the Delorean iPhone 6 case, which is being produced in Japan but can be preordered on the Bandai site for $50. Check it out in this video. (via AppAdvice)
If you are not in New Orleans today celebrating Mardi Gras, then I hope that you have a chance to come here at some point in the future. This city throws a great party for Fat Tuesday, plus New Orleans is a great place to visit year-round if you like food, drinks, music, history, architecture and/or a city where people are comfortable just being themselves, no matter how unique that might be.
Whether you are in New Orleans today in person or just in spirit, have a Happy Mardi Gras!
Apple CEO Tim Cook spoke at a Goldman Sachs conference this week. It was a fascinating talk, given after the best financial quarter in Apple’s history — not to mention the best financial quarter of any company’s history. Serenity Caldwell of iMore prepared a transcript of Cook’s remarks. Cook talked about existing Apple products such as the iPhone and iPad, Apple Pay, the upcoming Apple Watch, environmental initiatives, and the future. It’s a worth reading if you are interested in Apple. If you would rather listen than read, Apple has posted an audio recording. And now, the news of note from the past week:
Tieman Ray of Barron’s reports that last quarter Apple obtained 93% of the profit in the smartphone industry, Samsung got the other 7%, and everyone else lost money.
It’s not easy being green. Not only is that the memorable line sung by Kermit the Frog, as well as the title of an excellent article written by a law student back in 1993 for the American Criminal Law Review (ahem), but it is also the theme of this article by Paul Ford about how once you start using the iPhone Messages app to communicate with other iPhone users with blue bubbles, you start to dislike communicating with non-iPhone users with green bubbles.
Ben Lovejoy of 9to5Mac reviews the ClamCase Pro, an iPad 2 case that makes your iPad look much like a MacBook Air.
Caitlin McGarry of Macworld reports that JetBlue will start to let you use Apple Pay to pay for purchases on a flight. That’s a great idea because your iPhone is likely to be in your hand during a flight and thus be easier to reach than a wallet or purse.
And finally, speaking of Apple Pay, American Express is running a fun commercial that shows the history of the AmEx card and ends up with support for Apple Pay.
We all have so many passwords for online retailers, banks, courts, etc. that you need to have some way to track them all. That’s why I recommend that everyone consider getting a password manager app. There are quite a few good ones out there, but I really love the one that I use: 1Password. The app gives me a central location to store all of my passwords in a super secure fashion on my iPhone, plus the app syncs the passwords so that they are also available on my iPad, my PC and my Mac. The idea is that you just have to remember your one master password, and then type in that password to get access in the app to all of your other ones — which you no longer need to remember, so they can be long and complicated, and thus more secure. Better yet, with a new iPhone or iPad, you don’t even have to type your master password and can instead just use your fingerprint to start the app.
The most recent update to 1Password was late last month and it added a great new feature called Login Creator. It used to be that when you went to enter a new website password into the 1Password app, you were always presented with the same blank form so you had to fill out the fields from scratch. But with the new Login Creator, the app already knows about hundreds of popular websites.
For example, as you start to enter your Amazon password, as you type the first few letters of “Amazon” the app recognizes the service. Just tap the service as it comes up, and now you don’t have to spend as much time creating the entry. You need to provide your username and password (or let the app create a secure, random password for you), but the app already knows other details such as the website address.
If you have been using 1Password for a while, you have already entered your most frequently used passwords like your Amazon password. But if you haven’t yet started using 1Password, with the new Login Creator, it is even faster to get up and running.
And 1Password is not just for passwords. Last year, I wrote about how you can use 1Password to create a digital wallet with copies of your license, credit cards, etc. just in case you ever lose your wallet. I also love the Secure Notes feature of 1Password, which gives me a place to type private information that I don’t want anyone else to see — such as if I let one of my kids use my iPhone to play a game. I use it to store both secure personal data and some private client-related information that I want to keep privileged and confidential.
If you have been thinking of getting a password manager, I encourage you to try 1Password on your iPhone. If you like it, then you’ll also want to get a copy for your computer, but you can start with just the iPhone/iPad app to see if it is right for you. The app itself is free so that you can easily take a test drive, and then with a $9.99 in-app purchase you can take advantage of all of the advanced features such as automatic sync, the ability to use folders, additional categories for items like a driver’s license and passport, etc.
Click here to get 1Password (free; $9.99 in-app for pro features):
I recently received an email from Baton Rouge, Louisiana litigator Ross Dooley of Roedel, Parsons, Koch, Blache, Balhoff & McCollister. He is looking for a quiet external keyboard that he can use with his iPad to take notes in court. He told me that he was recently using his iPad with the Apple Wireless Keyboard during a hearing when the judge’s minute clerk alerted him that his typing was too loud. This was a courtroom in which the court reporter was wearing headphones and speaking into a stenomask, and apparently the sound of the typing was somehow amplified in the court reporter’s headphones.
I don’t often encounter a court reporter using a stenomask, but even so, I rarely type using a keyboard with my iPad in court because I do think that the noise can be distracting. If I am going to use my iPad to take notes, I instead use a quiet stylus like the Wacom Bamboo Stylus duo and an app like GoodNotes. But I cannot write using a stylus as fast as I can with a pen, so for those times in court when speed matters, I just use pen and paper.
On the other hand, in depositions, I use a keyboard with my iPad all the time. In that setting, I have never found the Apple Wireless Keyboard to be too loud, nor have I found the sound of other keyboards to be too distracting.
Dooley tells me that he has been looking at Logitech Keys-to-Go keyboard, which Dooley said didn’t seem to be quite as ergonomic as the Apple Wireless Keyboard or the Logitech Ultrathin Keyboard Cover, but it does appear to be very quiet thanks to the rubber keys. It is $69.99 on the Logitech website. [UPDATE: Here is a review of that keyboard by David Chartier on his Finer Things in Tech website.]
If you have a recommendation for a Bluetooth keyboard that is so quiet that it can be used in a courtroom without distracting anyone, I’d love to hear from you via email or in the comments. Perhaps there are some good solutions out there that I’m not thinking of.
If you use a Mac as your home computer (as I do) and if you take photographs (as I certainly do), you’ll be interested in Apple’s successor to iPhoto on the Mac, which will be called Photos. It won’t be out for a few months, but Apple released a developer preview yesterday, so now we can start to see how it will work. While I’m a little nervous about losing the Events feature, there does seem to be a lot to like about it. One neat feature is that all photos are synced between your Mac, iPhone and iPad via iCloud — although if you have a lot of photos you will likely have to pay for extra iCloud storage space. Edit a photo on your Mac, and the edited version show up on all of your devices in a few seconds; delete a bad picture from your iPhone, and it goes away everyone else too. David Pogue of Yahoo Tech wrote a good article on the new app, as has Chris Breen of Macworld. Other good first impressions of the software come from Andrew Cunningham of Ars Technica and Josh Lowensohn and Nathan Ingraham of The Verge. And now, the news of note from the past week:
I posted a formal review of GoodNotes back in 2012, but the app has changed a lot since then. In 2014, the app was updated to version 4, which was a brand new app. But I’m still a huge fan of the app, and it is what I use every time I use my iPad and stylus to take handwritten notes. A few months ago, the app added automatic handwritten recognition, so that you can later go back and search your notes for a specific word. I don’t have the neatest handwriting, but it has worked great for me — although note that I write in print, not script, which may make it easier. A few days ago, the app was updated to version 4.5 which takes the searchable text feature and embeds it upon export. Thus, you can now take handwritten notes, then send the notes to your computer as a PDF file, and you can do a full text search on the notes. This makes it easy to take notes on your iPad but then find the right part of notes on your computer. And if you use a document management system, you should be able to find notes using full text searching. It’s a nice improvement to an app that is already really good. Click here for GoodNotes ($6.99):
Tim Baran of Rocket Matter recently asked me and a bunch of other attorneys how we use Dropbox.
If you want an external keyboard for your iPad that fits in an iPad case, the Logitech Ultrathin has long been a favorite pick. Antonio Villas-Boas of PCMag reviews the latest version of that keyboard for the iPad Air 2.
And finally, I didn’t run across anything too silly in the world of iPhone this week, so I dug back into the iPhone J.D. archives to find something to end today’s post. Way back in October of 2011, Jonathan Mann recorded this music video of him and Siri singing a duet, and it is still fun to watch:
For years, the Wi-Fi at my house has been just OK. In the midst of some other renovations, I upgraded my Wi-Fi last month, and the results have been fantastic. I’m writing this post in case it helps someone else who is looking to improve the Wi-Fi at their home used by their iPhone, iPad, etc.
The Internet at my house is pretty fast. Cox is the cable internet provider in New Orleans, and the Cox Internet Ultimate package provides up to 150 Mbps download speeds. My cable modem is in my study, which is at the front of the second floor of my house, and because the cable modem is right next to my computer (an iMac), my computer uses Ethernet cords (not Wi-Fi) to get Internet access. Using the Ookla Speedtest website, I’ve never seen 150 Mbps download speed on the iMac, but I usually get in the 100 Mbps to 125 Mbps range, which is plenty fast.
I’ve long used Apple’s Wi-Fi products, all of which have AirPort in the name, and for the last few years, the farther away that I got from the study in that upstairs front room of my house, the slower the Wi-Fi would get. In my downstairs family room I would sometimes get 5 Mbps but often much less, and in the room where my TV is located — at the back of the downstairs of my house, as far as you could possibly get from my study — the Wi-Fi speeds were slow enough that watching any sort of streaming video was hit and miss, and mirroring my iPhone or iPad screen to my Apple TV was often frustrating. I did use two older models of the AirPort Express to try to boost the Wi-Fi signal throughout my house, and after some trial and error I found strategic locations to place them that did help, but it wasn’t really enough. Using my Apple TV, I’d have to wait a long time for videos to buffer, and they would often pause in the middle of watching a video to buffer again. This would upset me and my kids when we were trying to stream a movie from the free Amazon Prime video service. And streaming a home movie from my iMac to the Apple TV connected to my TV was rarely worth it. Also, I would often have trouble watching a movie on YouTube on my iPhone; it would often start out fine, but then would stutter and stop. It got to the point where I would frequently have to disable Wi-Fi on my iPhone when I wanted to use YouTube on my iPhone so that I could instead stream it using my AT&T connection, which was much faster.
So in the process of doing some other renovations to the downstairs of my house, I decided to do something to address the slow Wi-Fi. First, I bought a “new” AirPort Extreme for my study. Although this was a big upgrade from the older model I had been using, I put “new” in quotes because the current model of the AirPort Extreme, the 6th generation, actually debuted in in June of 2013; it is new to me, but about a year and a half old. Nevertheless, it uses 802.11ac, which Apple says is up to “triple the previous 802.11n standard” with “up to three times faster Wi-Fi” and also includes “double the channel bandwidth.” You have to use a device that supports 802.11ac to take full advantage of the increased speed, but both the iPhone 6 and the iPad Air 2 do. The AirPort Extreme retails for $199, but I bought it on Amazon for a little less than that at $184.99.
And I actually bought two of them. The key part of my upgrade is that I also hired someone to run a Cat 6 cable from my study to the room where my TV is located. This cost me a total of $250. I probably could have paid less if I had shopped around, but I decided to go with a professional recommended by someone who I trusted. Perhaps some iPhone J.D. readers know how to run cables like this though your walls, but that’s way beyond my expertise, and one of my wife’s few (and reasonable) requests was that it be done professionally by someone who can make it look nice. I placed the second AirPort Extreme near my TV, connected it to the other end of the Cat 6 cable that originated in my study, and configured it using the AirPort Utility software on my iMac to act as a bridge.
The end result is that the AirPort Extreme in my study creates a Wi-Fi network, and the second AirPort Extreme at the other end of my house also creates that same Wi-Fi network. In my study or in my TV room, the Wi-Fi on my iPhone and iPad is now incredibly fast, typically 100 Mbps. And even in traditionally difficult parts of my house, the Wi-Fi speeds are now at least 15-20 Mbps. YouTube videos on my iPhone load instantly with no stutter.
Better yet, with the AirPort Extreme in my TV room, I can use its three Ethernet ports to provide a wired Internet connection to my Apple TV, my DVR and my Blu-Ray DVD player — all of which offer streaming services. This has given my Apple TV a new life. I can instantly watch on-demand shows on HBO and other channels on the Apple TV, and even those home movies which used to take so long to stream now load up instantly.
As a side note, many years ago I took just about all of my old home videos that were shot in the 1990s and even the 1980s using VHS-C and digitized them on my computer. It’s a good thing that I did so because those VHS-C tapes were all but falling apart and were not going to last much longer. The quality of those videos are pretty low by today’s standards, but it is fun to be able to press a few buttons on my Apple TV and instantly see those old movies, some of which feature beloved family members who passed away long ago. I wonder if my kids will one day look back at the home movies I am taking now and lament that they are “only” in HD 1080p format and don’t feature 3D holograms or whatever it is that will be all the rage in the future.
As another aside, I opted to get an Apple AirPort Extreme instead of a third party router because I always find networking in general to be very tricky but I have always found the Apple products to be easiest to use, plus they work well with other Apple products. Having said that, if you want to consider non-Apple products, just a few days ago, Joanna Stern of the Wall Street Journal reviewed the newest wireless routers (and produced a funny video on the subject).
With the two AirPort Extreme base stations and the Cat 6 installation, it cost me a total of $620 to replace and improve my home network. It was definitely worth it. It has given new life not only to my Apple TV and other devices connected to my TV, but it has also vastly improved the Wi-Fi throughout my house — especially for the new iPhone 6 and iPad Air 2, but also for older iPhone and iPad models as well as my wife’s MacBook Air laptop. And I presume that this new setup will work well for many years to come. If your own home network is in need of some oomph, hopefully you can take some of the same steps that I did to upgrade.
Over the last year, Microsoft has been releasing some great software for the iPhone and iPad. Last year, Microsoft released Word, Excel and PowerPoint — first for the iPad, and then universal versions that also work on the iPhone. Those apps were excellent when they were first introduced, and they have been improved with new features every few months. If you want to work with Word files, Excel spreadsheets or PowerPoint slides, there are no better apps for doing so on the iPhone or iPad. As we started 2015, there was only one major part of the desktop Microsoft Office package that was not yet on iOS: Outlook. That changed last week when Microsoft released the Microsoft Outlook app, a free universal app that works on both the iPad and iPhone.
The Outlook app is actually not a new app at all. In April of 2014, an app called Acompli debuted, a free email app with some innovative features. Microsoft acquired the app on December 1, 2014, and the new Outlook app is — for now — essentially the old Acompli app with a new name. But Microsoft promises updates in the future, and now that Microsoft owns the app, I’m sure that the app will continue to work well with Microsoft Exchange, which is used by so many offices, including law offices. Note, however, that the app doesn’t require Exchange; it also works with Gmail, Yahoo Mail and iCloud email.
I never tried the Acompli app, but after using the Outlook app for a few days, I am very impressed. The app includes many useful features that do not exist in the iPhone and iPad built-in Mail app. I start this review by noting the key features of the Outlook app, many of which are great. I then note some of my concerns — especially a potentially serious security concern that might cause attorneys to pause before installing this app. But let’s start with the good stuff.
FEATURES
Sending Attachments
The built-in Mail app has support for attachments, but it is limited support. Of course you can read and work with attachments to any email that is sent to you, but if you are initiating an email in the Mail app you cannot start typing a message and then decide that you want to add a file as an attachment, unless that file is a photo or video from your Camera roll. For example, you cannot suddenly decide to attach a Word file to an email that you are typing. Instead, you need to go to another app that can open the Word file, then use that app to create a new email with that file attached.
But in Outlook, any time that you are composing a message, you simply tap the paperclip icon to add one or more attachments to your email. You can add as attachments photos or videos from the Camera Roll (the same thing that you can do in Mail), or you can add attachments from your Dropbox, in which case the file itself is not attached but instead a link is created so that the recipient of your email can click the link to see a preview of the file on Dropbox.com and have the option to download the file.
But the feature that I think many people will like the most is the ability to attach any file that was an attachment to any of your recent emails. This is a feature that I have wanted for a very long time. It makes it easy to forward a document without having to forward an entire email. It also lets you gather attachments from multiple different emails and attach them to the email that you are composing.
Even if Outlook had no other unique features, this one feature alone would make me want to have the Outlook app on my iPhone and iPad to make it easier to add attachments to messages.
Quick Filter
Just above the list of emails, there is a button called Quick Filter. Tap that button and you have three choices: Unread, Flagged and Files. Tapping Unread will instantly show you only the unread emails in your Inbox (or whatever folder you happen to be viewing). Tapping Flagged instantly shows you flagged messages.
But the most useful one (for me) is Files. Tapping that button immediately shows you only the email that have files attached. Sometimes I am looking at my email specifically because I want to find an email that had a file attached. It takes less than a second to tap Quick Filter and then tap Files, and suddenly I am only seeing the emails that have files attached, making it that much faster to find the email that I needed.
Files
Speaking of files, one of my favorite buttons in Outlook is the Files button at the middle of the bottom of the screen. Tapping this button instantly shows you a list of attachments in your recent email messages, listed in order of when the email with the files was sent to you, with the most recent ones near the top.
I often open the Mail app not because I want to find an email but instead because I just need to get a file that was attached to a recent email. This single button makes that task incredibly fast. Tap on an attachment and you see a preview of it, and you can then attach that file to a new email, save that file to a cloud service such as Dropbox or iCloud, or share the file by opening it in another app.
Calendar Integration
Outlook is an email client, but it also integrates with your calendar. Yes, this means that you can view your calendar from within the Outlook app, just by tapping the Calendar button at the bottom of the screen. But at least in its current version, Outlook does not does not replace the need to use the built-in Calendar app or full-featured third-party calendar apps such as the excellent Fantastical. For example, you cannot edit a calendar entry in Outlook, although you can create a new one. Instead, Outlook integrates the calendar features that you are most likely to want to use when you are handling emails.
For example, if you need to tell someone in an email when you would be available for a meeting, you can tap the calendar icon (which is close to the attachments icon), then look at your calendar to see your upcoming appointments. Tap one or more 30 minute intervals on your calendar, and if you select contiguous times the app will merge them, so if you tap 3pm and 3:30 the app will understand that you are available from 3pm to 4pm. (You can only select 30 minute intervals, so you cannot indicate availability starting at 3:15.) Then hit Done. This creates an email with a table indicating when you would be available for a meeting. It looks like this:
In the past, I have never had a problem switching from the Mail app to a calendar app to look at my schedule, and then going back to the Mail app to type when I am available. But the calendar integration in Outlook is certainly fast and easy to use, and I suppose that the table that it creates looks nice.
People
The Outlook app looks at all of the people with whom you send and receive email and creates a list of important people. Tap the People icon at the bottom of the screen and you are presented with a list of the recent people with whom you have interacted. Tap a person’s name and you will see all of the recent emails that you received from or sent to that person. And thanks to the calendar integration and advanced file features, you can also see a list of upcoming meetings that you have with that person and files that you have received from that person. You can also tap the compose icon on the right near a person’s name to send that person an email without having to start typing their name in the To field.
Swipe Gestures
The built-in Mail app has useful swipe gestures, such as the ability to swipe to the left on a message in the list of messages to delete. You have some control over these gestures by going to Settings -> Mail, Contacts, Calendars -> Swipe Options. This lets you assign to swipe left or swipe right the functions of mark as read, flag and archive.
Outlook has even more swipe gesture options and give you greater control over customizing them. Tap the Settings button at the bottom right of Outlook and tap Swipe Options. From here, you can assign to swipe left or swipe right the following options: None, Archive, Delete, Schedule, Move, Mark as Read/Unread and Flag.
Schedule
One interesting function in Outlook is the Schedule function, a function that makes an email go away for a period of time and come back to you later.
You can access this function by assigning it to a swipe gesture, or you can initiate it whenever you are viewing a message in your Inbox by tapping the icon at the top with a triangle in a circle (the same place where you can opt to move a message to another folder or mark the message as unread). Then choose whether you want the message to come back in a few hours, this evening, tomorrow morning, or at a specific time and date that you select.
When you schedule a message, the message is moved out of your Inbox and moved into a special folder on your mail server called Schedule. Then, at the time you select, the Outlook app moves the message back to the Inbox, marks it unread, and places at the top of your Inbox with a clock icon next to it — an indication that the message is not really the most recent message, but instead that it appears at the top because it is being delivered pursuant to a schedule. There have been many times when I have received an email and knew that I would have to deal with it later, so it is interesting to see a function devoted to this specific need. In the past I have simply kept the message marked unread to remind me to go back to it later, but the Outlook approach does seem better.
Note that if you view your Inbox using the built-in Mail app, or using your computer, before the designated time, you won’t see the message in your Inbox at all. Instead you need to open the Schedule folder that the Outlook app crates in your Inbox and the message will be in there. At the designated time, while the message will appear at the top of the list of Inbox messages in the Outlook app, if you instead view your Inbox using the built-in Mail app, the message will appear in normal date order. It will be marked unread so that should remind you that you still need to read it, but the Schedule function works best if you continue to use the Outlook app.
Send Location
When you are composing an email, the third icon next to the attachment and calendar icons is a location icon. Tap that button and Outlook will figure out where you are currently located and send a small map with a picture of your current location and the street address of your current location. This is certainly a very fast way of telling someone else where you are located without you needing to type an address. I haven’t yet decided how useful this feature will be for me, but if you want a very fast way to send someone your current location, you’ll like this feature.
Focused Inbox
One interesting feature of Outlook is that it can provide you with a Focused Inbox. If this feature is turned on in Settings, then when you are looking at your Inbox you will see at the top the words “Focused” and “Other.” When you are in the Focused view, you only see the emails that the Outlook app considers to be the most important. To see the other messages in your Inbox that are not in the Focused view, tap Other. It looks to me like Outlook mainly takes mailing lists and emails from vendors and puts them in the Other view, whereas emails from “real” people go into the Focused view.
This is a very interesting feature, but I have to admit that I didn’t much care for it I don’t like the idea of Outlook telling me what is important and what is not important. I’d rather see all of my Inbox emails in one place and then I can decide whether I don’t need to read an email right now. But I recognize that others might like this feature more than I do. For example, I was trading messages this weekend with Ohio attorney Chad Burton, and he told me that he has been using the Acompli app for some time, and now uses the Outlook app, and he loves this feature. He mentioned that he has the app configured so that he only gets notifications when he has a Focused email, not when he receives an Other email. That way, a new email from a merchant advertising a sale, an evite invitation, mailing list emails, etc. will not result in a notification, but an email sent from a “real” person will pop-up a notification of a new email.
If you like this feature, then you will appreciate it being included in Outlook. But if it is not for you, it is easy to turn this feature off, just by using the Settings button in the app. Try it and see what you think.
PROBLEMS
While Outlook has some great features, there are a few problems, or at least potential problems, with this app.
Bugs
Quite a few times, the app froze when I was using it. It never caused me to lose any data, and I was always able to force quit the app and get back to work. Hopefully these bugs will be ironed out in the future, but it is annoying that they are there at all. Apple’s own Mail app has been rock solid for me even though I use it all of the time.
Security
This is my biggest concern about the app, and it is one that I still don’t feel I have gotten to the bottom of. In fact, I am posting this review today not only so that you know about the features of this app, but also because I hope to get feedback from others on this issue.
First, it appears that the Outlook app, like the old Acompli app, gets your emails from your mail server and then the emails pass through an Acompli (now, Microsoft) server before the email is delivered to your device. I believe that this means that all of your emails, attachments, calendar items, and contacts pass through the company’s server. Here is how Acompli explains it on the Privacy page of its website:
We provide a service that indexes and accelerates delivery of your email to your device. That means that our service retrieves your incoming and outgoing email messages and securely pushes them to the app on your device. Similarly, the service retrieves the calendar data and address book contacts associated with your email account and securely pushes those to the app on your device. Those messages, calendar events, and contacts, along with their associated metadata, may be temporarily stored and indexed securely both in our servers and locally on the app on your device. If your emails have attachments and you request to open them in our app, the service retrieves them from the mail server, securely stores them temporarily on our servers, and delivers them to the app.
I don’t have a problem with storing my email on my iPhone, but storing my email (and calendar events) on Acompli’s website — which that paragraph says that Acompli “may” be doing — raises some red flags me. Acompli has a Security page on its website that states that full security measures are on place while its servers touch your data, including TLS encryption when the information is in transit and hardware accelerated encryption while the data is stored on its servers. That sounds good, but I feel like I need more information to understand the potential security risks here.
Second, there may be a security issue with Acompli storing your email address and password on its server. App developer René Winkelmeyer has a series of posts (1, 2) in which he discusses this risk, and his first post was reported on by Zack Whittacker of ZDNet.
The folks at Microsoft are smart and generally have a good understanding of corporate security needs, so at this point I feel like I need to lean more. For example, an article by Tony Remond of WindowsIT Pro suggests that the security concerns noted above are overblown. Remond quotes from a new document prepared by Javier Soltero, who had been the CEO of Acompli and is now leading the development effort for the Outlook apps at Microsoft, in which Soltero explains how Microsoft is addressing security issues with the app. For example, as for the security of providing the app your Exchange password, Soltero says: “This architecture means that in order to gain access to your password, you would have to have access to both our cloud service and have physical access to the unlocked device.” And as for what information is stores on the Acompli/Microsoft server, he says that “we store a subset of email, calendar information and files in a cloud service to facilitate fast, secure delivery down to the device.”
Perhaps the security risks are not as large as I fear. But obviously, lawyer emails and attachments often contain very confidential and privileged information, so lawyers need to think long and hard about who has access to them. I realize that many lawyers use services like Gmail every day to store their confidential communications, and they don’t have a problem with Google having at least the theoretical ability to read the content of those emails. At this point, I simply recommend that you keep the potential security risks in mind as you consider whether to use this app. And this is an issue that I intend to continue to research.
Other Issues
I’ve noticed a few additional, minor, issues as I have used this app over the last few days.
Like the built-in Mail app, Outlook for iOS does not show you when a message is marked as important (which shows up as an exclamation point on the desktop software), nor can you mark as important a message you are sending from the Outlook app.
In the built-in Mail app, you can choose whether or not you want to organize related messages by thread. (Settings -> Mail, Contacts, Calendars -> Organize by Thread) In Outlook, you cannot control this feature. Messages are always organized by thread, and when you tap a message to read it the related messages are indicated in abbreviated format either above or below the message that you are reading depending upon whether they were sent earlier or later. If you like the Organize by Thread feature, the way that Outlook handles it makes sense. But if you don’t like this feature, you are stuck with it in Outlook.
CONCLUSION
Although Outlook could be a replacement for the iPhone and iPad’s built-in Mail app, I think it is most powerful as a supplement to those apps. For example, I can see it being the go-to app for when you want more control for working with attachments. At this point, however, I still need to get my arms around the privacy and security issues before I can recommend this app. If you have thoughts on these issues, I’d love to hear from you, either via email or in a comment to this post, and I can update this post if I get additional information on this topic.
Click here to get Microsoft Outlook (free):
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