Every year or so since the iPad’s introduction, we have run a “tips and tricks” article. It’s that time again. This is part one of a planned three part series – starting with the basics.
How to Keep Your iPad Up-to-Date and Running Smooth iPad updates are used to fix bugs in the software, add functions and make improvements. You need to have the latest version of iOS (the iPad operating system) to get the most out of your iPad. The same thing goes for updating Apps. To see if your iOS is up to date, first make sure your iPad has a good Wi-Fi connection and a charged battery (or is plugged up to a power source). Second, find the “Settings” icon
Then select “Software Update” found near the top of the right hand column. You will be told your iPad is up to date or provided instructions on how to update. As of the date of this entry, the Version should be 6.1.3. A major upgrade, iOS 7.0, is due to be released sometime in September 2013. Keep in mind that if you have not updated recently, it may take an hour or more to load the update(s).
The next question is whether all of you individual apps are up to date. If your App Store indictor has a number on it then the answer is no. The icon here indicates that 25 Apps need to be updated.
Select the App Store icon and then select update all. You will be asked for your Apple password, however, application upgrades are free. This is the beauty of the App Store. You can always have the latest version of the application. It is also important to install these upgrades because this is how bugs are fixed by the developers.
Screenshots – did you know that you can take a screenshot of whatever is on your iPad screen? Briefly push the home button and power button at the same time and a picture will be taken of your current screen. You can find the picture in your camera roll with your other photos. You can then export the picture by email, insert it in other documents, Etc. That is how I was able to insert the photo of my blog below.
Shortcuts – – do you find yourself typing out lengthy e-mail addresses, conference call instructions, addresses, or other repetitive information? The iPad has a shortcut feature that allows you to type a few letters for a long phrase? To activate, select the “Settings” icon. Go to the right side toward the bottom and select “Keyboard.” At the bottom you will see “add a new shortcut.” Select it, and then add the shortcut, (e.g., “em” for your “longwindedemail address.com”). Now, when ever you type “em” the long email address will pop up as choice that you can select by simply pressing the space key.
Resetting Frozen or Malfunctioning Apps
Resetting Malfunctioning Applications—No need to reset your whole iPad when an App hangs up or malfunctions. Simple double click the home button. Locate the offending App among the icons presented at the bottom. Push and hold the icon of the App you want to close, until the icon starts jiggling- then push the – to the left of the icon. This closes (but does not delete) the App.
When Your iPad Needs a Reboot
When I encounter a frozen iPad or one that is not working correctly (e.g., like not picking up Wi-Fi), many times the problem can be straightened out by doing a hard reboot of the iPad. Simply press the home key and the power key (on the side near the volume control) and hold both until the screen goes dark (but no longer). Then, if the iPad does not start to power up by itself, push the power key until the Apple logo appears. When the iPad resets, check to see if your problem is fixed.
Sending Multiple Photos via Email
Sending multiple pictures in an e-mail: It is simple to send multiple pictures in an e-mail from your camera roll. First, press the “Photos” icon. If you have your photographs in albums, select the album containing the pictures you want to send. Select the “Send” icon in the top right corner—it will turn blue. Then tap each photo you want to send. A check mark will appear on each selected photo. Tap share and you will be presented a menu to Email, print or message.
Your iPad Can Read to You
Do you want your iPad to read to you on occasion (for example while driving)? Select “Settings”. In the left hand column select “General” and then in the right hand column toward the bottom select “Accessibility.” Then select “Speak Selection” and turn it on. You can select the pace of speech. Now, when you select any text (for example word documents, emails or books) you can have it read to you by tapping “Speak.” Note, that for those that are visually impaired, the iPad can be set to read everything displayed (Settings–>General–> Accessibility –>VoiceOver). Be sure to read the instructions on the screen because selecting this VoiceOver option changes the iPad commands (of course you can reset them).
Finally, a word on security.
So you want to use it an iPad your law practice. That likely means using it to store and communicate confidential client information. You may also be accessing your firm’s internal and cloud based systems. It is also quite possible that unlike your traditional work desktop/laptop, you may be tempted to share this repository of client secrets with your spouse, children or friends—because after all, the iPad is first and foremost a super cool entertainment machine—right?
STOP! LOOK! LISTEN! If you want to use the iPad as a law practice tool and you value your license, clients and firm, then some basic security precautions are mandated:
Set a strong passcode. In my opinion, it is malpractice to not have the passcode feature activated if confidential client information is on your device. The default 4 digit code feature is inadequate if you are going to use the iPad out of the office (which of course you are). By default (unfortunately), the iPad comes with the Passcode off. Here’s how to turn it on and set it:
- Press Settings, then General. To the right, Passcode Lock should show Off, if you have not already enabled it. Press it; if you have already created a 4-digit passcode, you’ll be asked to enter it now.
- On the Passcode Lock page, you’ll see Turn Passcode On. Don’t touch that yet. First, go to Simple Passcode and move it to the Off position. If it’s turned on, you can only create a simple, wholly inadequate 4-digit passcode.
- Once Simple Passcode is turned off, press Turn Passcode On. You’ll be presented with a dialog box to enter your Passcode. Set a strong passcode! You can check out the strength of your pass word at this site: How Secure is My Password? You can enter any combination of number, letters, symbols – you are not limited in the length of your passcode. You’ll be asked to enter it twice, after which your passcode will be turned on. Also, press Require Passcode, and choose the time interval after which your iPad will require a Passcode to get back in. Choose a time period that isn’t so often that you are constantly having to enter your Passcode, but is short enough so that if you leave it alone for a short time no one can get into it.
Activate the free “Find My iPad” and “Remote Wipe” features. Apple’s find your iPad feature through iCloud enables you to find your iPad (its location will be displayed on a map) if it is lost, send a loud location sound, post a message on the screen, and if need be the ability to remotely wipe all of the data from the device. Detailed set up instructions Link.
Set a time for your iPad to lock up if not used. In “Settings” choose “General” and then select the “Auto-Lock” feature. Pick a time limit. The shorter the better. This feature protects your client data if the iPad is not used for the specified period of time. Set Your iPad to Auto-Wipe after Ten Failed Password Attempts. Your device can be set to Auto-Wipe all data after 10 failed password attempts. To access this feature in settings choose “Passcode Lock” and you will be prompted for your Passcode. After entering the Code, turn “Erase Data” on.
REGULARLY BACK UP YOUR DATA ON iTUNES IN CASE YOUR iPAD IS LOST OR DAMAGED. Detailed instructions.
Individually Password Protect Client Information If You “Must” Share Your iPad with Others. If you are going to allow your spouse, significant other, children, friends, random strangers or others to “play” with your “work” iPad (BAD IDEA!), then at a minimum secure confidential client information with an Application password. Many applications have their own password feature that will protect data in that application. For example: GoodReader, Evernote, SpiderOak. Just keep in mind that letting someone use your iPad without protecting your confidential client information is like handing someone a brief case of client documents so that they can retrieve the magazine among the client papers. USE COMMON SENSE! Treat your iPad like you would a paper file of highly confidential client documents. Do not leave it unattended in unsecure areas. Keep it locked up when not in use.
If you follow these tips, confidential information on your iPad should be “reasonably” secure. Ignore them and your license may not be.
Part 2 of our tips and tricks series will focus on having fun with the iPad. As always, we welcome your suggestions and comments.