1.29.26 Tech Q&A Session Summary

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Sharing Files Between User Profiles

  • When two people use the same computer with separate user profiles, they are essentially using two different computers from a security standpoint
  • Cannot simply copy and paste files between profiles - must share them as if sharing with any other user
  • For notes: Use the share arrow icon, choose "Collaborate" (allows editing) or "Send a copy" (view-only)
  • For music libraries: Best to use an external drive rather than creating duplicates
  • Alternative: Can create a public folder for sharing, but setup is tedious and doesn't work for all file types

Handling Spam and Phishing Emails

  • Opening a spam email (even without clicking) sends a signal that the account is active, leading to more spam
  • Clicking links or attachments in suspicious emails can lead to malware or phishing sites
  • Best practices:
    • Close preview windows in email to avoid accidentally opening spam
    • If you click a suspicious link, immediately close the browser (Command+Q on Mac, Alt+F4 on PC) and restart computer
    • Always verify requests for money by calling the person directly
    • Be cautious of emails appearing to be from friends - accounts can be compromised
  • Swipe to delete emails on phone instead of tapping to open first

Creating Contact Lists

On Apple Mail/Contacts:

  • Go to File → New List (formerly called "groups")
  • Drag contacts from "All Contacts" into the new list
  • Lists sync with iPhone and other Apple devices
  • To view lists: View → Show List
  • To delete a list: Edit → Delete List (does not delete the actual contacts)

On Gmail/Web-based Email:

  • Use "Labels" instead of lists
  • Access via nine squares menu → Contacts → Labels
  • Select contacts, then use "Manage Labels" option to add them to a label
  • Gmail app required on phone to access these labels

Important distinction: Apple contact lists and Gmail labels are separate systems that don't sync with each other

Adding Contacts from Emails

  • Click on individual email addresses and select "Add to Contact" option
  • In Gmail: Hover over profile picture and click the "+" icon
  • In Apple Mail: Click the "v" next to name and select "Add to Contacts"
  • Must add each person individually - no bulk option available

Password Manager Transition

  • When switching to Apple's built-in password manager from third-party options (like 1Password), must remove the old extension
  • Steps to remove:
    • Safari → Safari Extensions → Find extension → Uninstall
    • Check Launchpad for the app itself and delete if needed
  • Ensure all passwords are transferred before removing old password manager

Managing Multiple Email Accounts

  • In Gmail: Click profile picture to switch between accounts or add new ones
  • Recommended to consolidate cloud services (contacts, calendars, storage) to one provider to avoid confusion
  • Topic will be covered in detail in June session on "consolidating cloud services"

Watch Notifications

  • Watch notifications are controlled through the Watch app on iPhone
  • Settings → Notifications → Find specific app (e.g., Mail) → Turn off notifications
  • Email notifications especially recommended to disable due to volume

Biometric Authentication

  • Fingerprints: Can add up to five fingerprints without identifying ownership - useful for sharing devices
  • Face ID: Can set up alternate appearance in Settings → Face ID, which can be used for another person's face
  • Examples of expanding biometric use: Whole Foods handprint payment, China subway facial recognition

Deleting Messages in Bulk

  • On computer: Hold Shift and click to select a range, or Command+click for non-contiguous selection
  • Command+click can also deselect items from a Shift selection

Upcoming AI Presentation Preview

Jason previewed an upcoming AI presentation covering:

  • Introduction to AI and where it's already used
  • How AI works (basic explanation)
  • Evolution: spell check → grammar check → predictive text → full email generation
  • Accessibility features: hearing aids, noise cancellation, visual assistance
  • Security concerns: voice cloning, deepfakes
  • Creative applications: custom graphics, music generation, Pet Song
  • Notebook LM for personal AI agents
  • AI as personal assistant for searching and tasks
  • Scheduled for February 11th in the evening, downstairs location

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