How to Really Use Your ipad for Business. Presented by: Christopher Breen Senior editor, Macworld
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1 How to Really Use Your ipad for Business Presented by: Christopher Breen Senior editor, Macworld 1
2 On today s menu General Productivity Effective input Organizing your data and apps Apps for the business user Conducting a presentation Configuration Setting up VPN and Exchange Sharing data with desktop applications and the cloud Security and the ipad Deployment Tips 2
3 Effective Input Typing counts when you tap (unlike iphone). Press and hold on letters to see optional characters. Hold character in.?123 area, choose, let go to return to QWERTY screen. Double-tap Space Bar to insert period (switchable in Settings > General > Keyboard). Double-tap Shift key to enable Caps Lock (with pref on). 3
4 Effective Input To reject an incorrect predictive typing entry, tap on the suggestion. Hate auto-correct? Turn off in Keyboard pref. Keep going! Forget apostrophes (usually). The ipad will generally fill in common contractions (watch its and it s). 4
5 Organize data and apps Issue: Too many apps across too many screens. Create folders by dragging one app on top of another. 5
6 6
7 Organize data and apps Issue: Too many apps across too many screens. Create folders within itunes (more efficient). 7
8 8
9 Organize data and apps Issue: Too many apps across too many screens. Place folder in Dock and then copy files to it. 9
10 10
11 Organize data and apps What to store on the ipad: Data you need when the Internet isn t available. Vital work docs like presentations, contracts, contacts, calendars any data that, if inaccessible, will cause you to waste flight work, burst into tears, or lose your job. What to store in the cloud: A back up of all this data. Most of your media. Data you want to sync between computer and devices contacts, calendars, , bookmarks, notes. 11
12 Organize data and apps Where in the cloud to store it? icloud for , contacts, calendars, bookmarks, notes, reminders. Configure this via Settings > icloud. Gmail: Supports , calendar, notes syncing. Exchange: Supports , contacts, calendar syncing. 12
13 Organize data and apps Where in the cloud to store it? For data: Dropbox (dropbox.com): 2GB free; $10/mo 50GB. Box (box.com): 5GB free for 1 user; $15/mo up to 500 users 1,000GB. Pogoplug (pogoplug.com): Jack USB drives into Pogoplug box (starting at $50), connect to router/switch, access via Internet. 13
14 Appropriate Apps for Editing and Viewing Files 14
15 Appropriate apps Can open files using the Action menu. Just select file, tap Action, and choose Open In. Choose appropriate app from list. In Mail, tap file and choose how to open it. 15
16 The power of the Open In command 16
17 Appropriate apps Apps to use to view and edit your data GoodReader ($5) Documents to Go Office Suite ($10) Pages ($10; Pages, Microsoft Word, text) Numbers ($10; Numbers, Excel spreadsheets) Keynote ($10; Keynote, PowerPoint) PDFpen ($10) 17
18 GoodReader 18
19 Documents to Go 19
20 Pages 20
21 Numbers 21
22 Keynote 22
23 PDFpen 23
24 About presentations 24
25 ipad Presentations Hardware requirements: Apple VGA Adapter 30-pin ($29) Requires audio connector for presentations with audio tracks. Apple Digital AV Adapter 30-pin ($39) Includes HDMI connector, which carries both audio and video. Lightning to VGA Adapter Lightning ($49) Requires audio connector for presentations with audio tracks. Lightning Digital AV Adapter Lightning ($49) Includes HDMI connector, which carries both audio and video. 25
26 ipad Presentations Presentation apps Apple s Keynote ($10) Works with PowerPoint and Keynote presentations. Some fonts may change with PP conversion. Embedded movie files (.avi) won t convert. Allows you to create presentations on the ipad. Works with Apple s free Remote app. Documents To Go ($10) Can use it to edit PowerPoint presentations but presentation playback isn t acceptable. 26
27 ipad Presentations Setup is easy Plug adapter into ipad. Attach video cable (VGA or HDMI). ipad projects at 1024-by-768. Launch Keynote. What you see on ipad depends on app. Keynote offers a variety of options. 27
28 Viewing slides and notes in Keynote 28
29 Configuring VPN and Exchange 29
30 Configuration The ipad isn t quite a real computer, but it can communicate with businesses using standard protocols and services including VPN and Exchange. 30
31 Configuring VPN You ll need some settings from IT. IPSec is common but your mileage may differ. Server name (vpn.example.com) Account (cbreen) Group name (not always necessary) Secret (security word issued by IT) Personal password (which will likely need to enter each time) 31
32 VPN setup on a Mac 32
33 Same VPN on ipad 33
34 Same VPN on ipad 34
35 Configuring Exchange You may need IT help here too. Very much like setting up a regular account within the Mail, Contacts, Calendar setting. The difference is that you ll need to know the Server name. Like so 35
36 A configured Google Exchange account 36
37 Moving Data Around 37
38 Moving data With ios 5 and later you can now move data wirelessly thanks to itunes Wi-Fi Sync. Both your ipad and computer must be on the same local network. 38
39 In itunes switch on itunes Wi-Fi sync 39
40 Enable Wi-Fi Sync on ipad 40
41 In itunes go to Apps > File Sharing, select an app, and drag in files as you would when tethered 41
42 Remote data You don t always have the luxury of having a computer with you. If you need documents not on your ipad: Dropbox, Box.net, Pogoplug itunes Match itunes in the Cloud Google docs 42
43 Remote control It s also helpful to be able to view and control your remote computer. This can be done with a VNC tool. iteleport ($25, Splashtop Remote Desktop ($5, Supports audio as well as video Screens ($20, edovia.com) VCN tools require a free streaming server running on your computer or a configured VNC connection. 43
44 Splashtop 44
45 iteleport 45
46 Screens 46
47 Security and the ipad The ipad has some limited security and privacy controls. Create a passcode. General > Passcode Lock 47
48 Passcode Lock settings 48
49 Security and the ipad Location is a cool feature, but you don t always want to broadcast your whereabouts. You can turn off location altogether or on a per-app basis. 49
50 The ipad s Locations Services 50
51 Security and the ipad The ipad can keep track of your browser history, but you may not want it to on every occasion. In Safari s setting switch on Private Browsing and you won t leave tracks. 51
52 Cover your browsing tracks with Private Browsing 52
53 Security and the ipad One of the best reasons to get an icloud account is Find My ipad. Can track ipad s location (even if it s under the couch). Can send alert sound and message. Can remotely lock device. Can wipe its data. Accessible from ios devices and icloud.com via browser. 53
54 Find my ipad in the icloud setting 54
55 Finding your ios devices 55
56 Deployment 56
57 Deployment You re responsible for outfitting a department with ipads and the same collection of apps. How to do it? Use Apple Configurator (available from the Mac App Store requires OS X or later) Can configure and manage up to 30 devices at a time Can bulk install apps and ios Must belong to Apple Volume Purchase Program for education ( or business ( 57
58 58
59 59
60 Tips and tricks 60
61 Information management Contacts Create Smart Group in Address Book that contains just contacts with addresses and/or street addresses. Select contents of that group and choose File > New Group from Selection to place those contacts in a standard group. (ipad won t sync Smart Group.) 61
62 62
63 63
64 Information management Bookmarks itunes doesn t provide the option to sync just a small collection of Safari bookmarks. Organize your bookmarks into folders in Safari. The ipad respects folders and will keep a selected folder front and center after you choose it. 64
65 65
66 matters Gmail Gmail IMAP offers these advantages Filtering: Add server filter to move messages to IMAP mailboxes (Starred, for example). Spam filtering: Really good. Accessible anywhere. Mail forwarding (send your other accounts to Gmail). Delete message on computer or ipad and it s gone. 66
67 matters Yahoo! Easy to set up. The original pusher. No contact or calendar pushing. Like with Gmail, you have a decent chance of sending over Yahoo s SMTP servers when you re out and about. 67
68 matters Tips Checking Mail automatically can kill you overseas. Use Wi- Fi (if you can find it). Checking Mail often can kill your battery. Configure Fetch and Push in the Fetch New Data setting. 68
69 69
70 70
71 matters Tips Signature found in Mail Settings in Mail, Contacts, Calendar setting. Use reliable Default Account (Gmail) for sending. Enable multiple SMPT servers in case primary fails. Configure in each account s SMTP entry. Like so 71
72 72
73 Travel tips ipad may not be ideal overseas travel companion. Data roaming EXPENSIVE (turn off Settings > General > Network). Wi-Fi much less accessible. Use web mail on public computers. 73
74 Question & Answer Session Have a question for the speaker? Press Star and then 1 on your phone to enter the queue. The moderator will open your phone line when it is your turn to speak. If, during the Q&A, your question has been answered, or you wish to remove yourself from the queue, press Star and then 1. For more information regarding Business Management Daily s newsletters, forums, webinars and books, visit: We d love your feedback regarding the conference and other topics you d like to hear about! Contact: jstrohecker@businessmanagementdaily.com Thank you for attending! 74
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