Facts about iWork for iCloud

6 07 2014

Since October 2013, shortly after Apple’s Keynote event, iWork for iCloud is available as a beta version going along with a redesign of it’s components Keynote, Numbers, and Pages. The iOS 7 adapted productivity tool is now free for new purchased devices.

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iWork for iCloud now allows working on documents across all kind of devices even on devices of other vendors. This works with every any browser like Safari, Google Chrome, or Microsoft Internet Explorer after signing in to iCloud with your Apple ID on iCloud com.

Use copies …

It’s always good to have a copy.

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Resolve conflicts …

If you use iWork on more than one iOS device and activated syncing via iCloud conflicts might occur if one of the devices you are working on is temporarily disconnected from the internet. In this case the document is saved locally on your device but cannot be updated in iCloud.

There seems to be a problem with iWork documents if one of the iOS devices wasn’t connected to the internet when editing a document.
But don’t panic. There is a way to fix it in a jiffy.

Just keep both versions of the document and decide later which one you finally want to keep.

This method of resolving conflicts is much more sophisticated than resolving conflicts which might occur in other apps like e.g. ByWord, a simple markdown text editor where you only can keep one version.

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And Apple wouldn’t be Apple if there would’t be more:

Edited documents are saved to iCloud along with a *history of the edits* you made. So when you open the document on another iOS device, you can undo individual edits, just as if you made them on that device.

If an iOS device is not connected to the internet a local copy of an iWork document is used to allow editing.
If you finish your work and the internet connection is still not available you will see an up-pointing arrow on this document in the documents overview. It means that the document is waiting for an upload to iCloud. The arrow disappears if your device connects to the internet again via WiFi or a cellular connection.

File sizes …

I myself use iWork for iOS extensively.
File sizes always matter if it comes to your iCloud data plan (5 GB for free), your data plan you fixed with your mobile provider, and the memory of your device.

So here are some average values for the ZIP files of iWork documents …

App Content File size
Keynote 100 slides 100 MB
Numbers 2 tables 1.1 MB
Pages 10 pages 3.5 MB

Notes

Keynote
The ZIP file of the mentioned Keynote presentation consists of 489 single files, primarily images.
Numbers
The ZIP file of the mentioned Numbers spreadsheet consists of 11 files with 4 tables and 2 images.
Pages
The ZIP file of the mentioned Pages document consists of 21 files with 10 pages, a table, and 5 full-page images.

Go to Settings – General – Usage and you get a list with you installed apps and the amount of memory they use on you device. If you extensively use the presentation tool Keynote keep an eye on the used storage, Keynote is a cormorant space eater if you extensively make use of images.

Exporting iWork documents …

If you use ‘Send a copy’ or ‘Open in another app’ for an iWork document you have to choose a format (e.g. for Numbers, PDF, Excel, or CSV within the app Numbers).

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If you choose the native iWork format for Keynote, Numbers, or Pages the app then generates a ZIP file. It contains the document, images used in the document, and a further ZIP file index.zip which contains properties of all objects you created in the document.

This is quote different from former versions of iWork which produced a single file with the extensions .keynote, .numbers, and .pages. The reason is the new collaboration feature of iWork for iCloud. It needs to save all objects separately to check whether they have been changed or not.

And it’s quite different from Microsoft Office documents which can only be edited by a single person.

This file can be easily opened on all devices running on iOS or OSX.
If you want to open Apple’s proprietary file format from within a cloud client app like Microsoft’s OneDrive client just choose ‘Open in Another App’ and then select the appropriate iWork app.

Syncing ….

iWork sync documents via WiFi or Cellular connections.
Go to Settings – iCloud – Documents+Data and at the end of the list you will find the option ‘Use Cellular Data’ to turn syncing via Cellular networks on or off. If you have a small sized data plan or work on large file sizes it’s recommended to set this option to OFF.

Optimizations …

I already explained that each iWork file is split into a set of files which allows improved collaboration features as well as performance improvements.

See what happens if you open an iWork app which files have been edited on other devices.

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In a first step you only can see the file names and after downloading the preview images iWork looks up file sizes so that only small files are immediately downloaded and others are downloaded not until you want to look into the content or edit it.

iCloud security …

iCloud secures your data by encrypting it when it is sent over the Internet, storing it in an encrypted format when kept on server (review the table below for detail), and using secure tokens for authentication. This means that your data is protected from unauthorized access both while it is being transmitted to your devices and when it is stored in the cloud. iCloud uses a minimum of 128-bit AES encryption—the same level of security employed by major financial institutions—and never provides encryption keys to any third parties.

iWork documents are part of the ‘iCloud – Documents + Data’ section in ‘Settings’ for your device. Documents are encrypted at a minimum of 128-Bit AES in transit (when sent over the internet) and at rest (when stored on Apple’s servers).

When you access iCloud services using Apple’s built-in apps, authentication is handled using a secure token. Using secure tokens eliminates the need to store your iCloud password on devices and computers. Even if you choose to use a third-party application to access your iCloud data, your username and password are sent over an encrypted SSL connection.

Summary …

I’d like to think Apple products are perfect and (not surprisingly) they obviously are (with some resyrictions). A powerful new approach to collaborative working. Apple’s ecosystem got a forward-thinking improvement.

Related links …

iWork to AirPort

iCloud, a paradigm shift

iWork and Sharing

Thanks for visiting iNotes4You.





iWork to Airport

30 06 2014

iWork for iOS syncs all your iWork documents via iCloud with all your other devices running on the same Apple ID. Sometimes it’s useful to save an iWork document on an external storage e.g. a USB stick connected to your router e.g. an Apple AirPort Extreme.

There seems to be a problem with iWork documents winging to an USB storage.
I’d like to think Apple products are perfect but they obviously aren’t.
But don’t panic.
There is a way to fix it in a jiffy.
There is an app for that.

Here is how you can do it seamlessly.

The hardware and software …

This is my home configuration, an iPad, an iPhone, and an Apple Airport Extreme router connected to cable internet via a CISCO modem.

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I use the USB port of the router to connect external storage media with the WiFi network.

To seamlessly connect to external storages I use the app FileBrowser by Stratospherix. Over time it was improved many times and seems to be the best app to connect to local storages as well as cloud storages via WebDAV or predefined connections to well-known cloud providers like Dropbox, OneDrive, Box, or even Point.io. It also supports Microsoft’s SMB protocol (Server Message Block) to automatically connect to Windows networks and since the last update the FTP protocol (File Transfer Protocol) is supported with which you can seamlessly access web servers.

With FileBrowser, the iPad or iPhone becomes a powerful tool for business and private use. The app is easy to use and allows files to be downloaded, edited and uploaded back to the original location or distributed to other employees, partners or customers. With FileBrowser, users can access their documents from their mobile device and no longer need to take bulky laptops to meetings or out of the office when visiting clients.

Let’s take a look on this universal app by summarizing its features in a mind map.

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Feel free to download this map from my Box account.

The alternative file formats have been created with iThoughts HD for iPad (.ITMZ file format). Compatibility to other tools is limited. The DOCX file format is suggested for those who don’t use a mind mapping tool. The file contains the image as well as a detailed outline of all topics.

Application File format
Adobe Reader PDF
Apple iWork/Microsoft Office DOCX
iThoughts ITMZ
MindManager MMAP
XMind XMIND

The steps …

Step 1
Connecting to an attached storage

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Step 2
Using ‘Open in Another App’ in iWork

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i

An alternative …

An alternative to FileBrowser is GoodReader by Good.iWare. The app connects to the attached storage via SMB protocol.

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About SMB …
In computer networking, Server Message Block (SMB), also known as Common Internet File System (CIFS) operates as an application-layer network protocol mainly used for providing shared access to files, printers, serial ports, and miscellaneous communications between nodes on a network.

Not only does SMB allow computers to share files, but it also enables computers to share printers and even serial ports from other computers within the network. For example, a computer connected to a Windows network could print a document on a printer connected to another computer on the network, as long as both machines support the SMB protocol.

Though SMB was originally developed for Windows, it can also be used by other platforms, including Unix and Mac OS X, using a software implementation called Samba. By using Samba instructions, Mac, Windows, and Unix computers can share the same files, folders, and printers. This is great for those Windows-based office networks where there is a graphic designer who refuses to use anything but a Mac and a tech guy who does everything on his Linux machine.

Because of the many more features of FileBrowser, the clean UI, and the support of Point.io it’s more powerful than GoodReader.

An application …

If you don’t trust in cloud services or if your documents contain sensitive data you might want to disconnect iWork from iCloud.

Unfortunately you cannot deactivate iCloud syncing for single documents.

So you have to go to Settings – iCloud – Documents + Data and cut the connection for an app e.g. Numbers.

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From now on documents created with Numbers are saved locally and you can use the procedure iWork-To-Airport to save backup copies on the storage attached to you AirPort router.

Summary …

iOS devices with installed iWork apps should be improved regarding access to Apple’s routers and there should be an option for excluding single documents from automatically saving them on iCloud.

Related links …

Point.io

Thanks for dropping by.





Avoid a Liquidity Bottleneck

18 06 2014

To avoid a liquidity bottleneck at the end of a month you can use Apple’s iWork app Numbers. Once you created an appropriate spreadsheet with the necessary information you can predict your account balance more or less accurately (if the rare event of a crashed iOS device doesn’t happen and you are out of warranty claim).

Here is an example to create the spreadsheet using functions implemented in Numbers and some other tricky algorithms. The good news is, it’s synced with all your other devices via iCloud. So the information is available wherever you are.

The components …

What you need is

  • Apple’s iWork app Numbers
    It’s part of Apple’s iWork suite, the pendant to Microsoft’s Office suite with one important difference: it’s optimized for touch screens and seamless to use even on the small screen of an iPhone and all your documents are automatically synced with all your devices. You can even work on your documents if you don’t have access to one of your Apple devices because there is iWork for iCloud with which you can work on documents via browsers like Safari, Google’s Chrome, or Microsoft’s Internet Explorer.
    And it’s free for newly purchased devices.
  • A spreadsheet within Numbers
    which allows to predict the account balance
  • Access to your bank account
    to look up the transactions and the actual balance.

If you are not familiar with programming a spreadsheet don’t hesitate to download my template from my Box account. It’s free and there is no copyright on it. If you downloaded the template you can (easily) adapt it to your needs. The following description might help.

The spreadsheet …

The template contains two essential tables.
The first table is designed to enter the actual account balance, the performed transactions as well as periodical transactions. I call it the Dynamic table

The second table contains the dates for periodical transactions like rents or taxes to be paid in advance. I call it the Static Table.

Here is how it looks like:

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And here is the download link

Application File format
Apple Numbers numbers

Notes

If you tap on the link and downloaded the file you will see a control ‘Open in Numbers’ for a short time. If the message is gone just tap on the display again.

If you want to work with the template it’s highly recommended to do it with a copy of the original.

The dynamic table …

To predict the approximate liquidity at the end of a month you have to enter the actual account balance and monitor what’s expensed during the month by accessing the transactions with an online banking tool or a browser.

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The spreadsheet contains the necessary formulas to add or subtract incoming and outgoing money transfer. For cash payments (food, has, etc.) an approximate amount can be set on a weekly basis.

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Every time you get fresh cash from your bank you can reduce the remaining value with a so-called ‘Stepper’ control.
A Checkbox is used for payments on a monthly basis e.g. your health insurance. Just set it to true if the payment is expensed.

The static tables …

The first table is just for calculating a date 30 days prior to the actual date to point to an upcoming payment. The second table is for documentation purposes only and not used in any calculation.

The EOMONTH function returns a date 30 days prior to the actual date.

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This the conditional statement which sets the factor to -1 for all months (3, 6, 9, 12) with a due date. It can be easily adapted to other periods resp. months.

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This simple conditional statement sets a marker to emphasize upcoming payments.

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Summarized:

The kernel statement (image 2) sets the factor to -1 according to due dates.
Factor x Base Value defines the content in the column ‘Value’ which is part of the summarization to get the total liquidity.

The adaption …

You have to adapt the template by entering all the necessary values. A look on your last statements of account helps to find out the values. Some of them will be fixed values others vary and you have to define an average value.

You can use the COPY+PASTE feature to add more lines of similar type. In the context menu select ‘PASTE FORMULAS’ to let numbers adapt the clipboard content.

Summary …

If you run into the red it’s not my fault.
I’m sure the reason is your optimism bias or a shaking finger followed by wrong entries.

Related links …

An invoice created with numbers

If … Then … Else

Thanks for calculating with iNotes4You.





iWork and Sharing

28 05 2014

Apple’s iWork applications (Pages, Numbers, Keynote) save files automatically on iCloud and sync them across all your devices. With iWork on iCloud you can also access documents via browsers (Safari, Chrome, IE) without using an Apple device.

If you save a spreadsheet on iCloud, you can share a link to it with others. Recipients can open and edit the spreadsheet in a supported browser on a Mac or a Windows computer, and see all the changes others have made. Collaborators don’t need an iCIoud account to view and edit documents.

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iCIoud keeps your spreadsheet up-to-date across all your iOS devices, your Mac, and the web, so you and your collaborators always have access to the latest version.

Sharing a link …

If the document is open, tap ‘Share’ (top right), then tap ‘Share via iCloud’. Select an option for sharing. The full link appears in the body of an email, a SMS, or a Twitter or Facebook message or just copy the link to the clipboard to use it elsewhere.

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Any further edits you make to the document after you shared it are visible to the recipients of the link. The link remains the same. The only thing you have to do is to notify the recipients if a newer version is available.

Using a password …

An iWork document has only one password. If you already added a password, that password applies when you share a link. If you haven’t added a password, you can add one, then share.

  • With the spreadsheet open, tap on Tools, then tap Set Password.
  • Enter the password in the Password field, then enter it again in the Verify field.
  • Enter a hint to remind you of the password if you forget it.
  • Tap Done.
  • Tap on Tools, tap Share and Print, then tap Share Link via iCIoud.
  • Tap the method you want to use to send.
    The tull link appears in the body of the email, tweet, or post.</em

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Any further edits you make to the spreadsh after you share it are visible to the recipient of the link. Be sure to notify collaborators of the password so they can open it, even if you shared the spreadsheet before adding a password.
If your spreadsheet is already being shared, you can still add a password to it. Be sure to notify collaborators of the password so they can open the spreadsheet.

Resend a document …

You can share a spreadsheet link as many times as you wish.
With the spreadsheet open, tap Tools, tap Share and Print, then tap View Share Settings. Tap Send Link, then choose Mail, Messages, Twitter, or Facebook. Enter the requested information (for example, an email address or Twitter account).

Turn off iCloud sharing …

With the spreadsheet open, tap Tools, tap Share and Print, then tap View Share Settings. Tap Stop Sharing at the bottom of the pane.

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File formats …

If the recipient receives a link to a document the can choose the proprietary file format of iWork, that of Microsoft Office, or the Adobe PDF format for a download.

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PDFs can easily opened in Apple’s iBooks which offers the best reading experience.

The running iWork in iCloud …

iWork, Apple’s office suite for OS X and iOS, allows working on documents across all devices.

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Here is an example:

  • 1 On an iPhone I entered the text ‘Edited on the iPhone’ in a presentation managed by Apple’s app Keynote.
  • 2 Some seconds later a message pops up in iCloud opened on a Windows PC with Google Chrome. After accepting with ‘OK’ the document is accessible in the updated version.
    Note
    Don’t get confused with image 2. It was taken with my iPad while remotely connected to a Windows PC in the office.
  • 3 After entering the text ‘Edited on a PC’ in the browser-based version of iWork it appears on the iPhone after some seconds without any message.

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The image above shows the UI when working with a browser.
Learning difficulties: None.

Using an additional cloud storage …

In contrast to many other apps for file management iWork doesn’t support predefined cloud storages like Dropbox, Google Drive, or OneDrive. If you want to save iWork documents to other cloud accounts than iWork you have to use a WebDAV connection.

My post
WebDAV Basics
explains this protocol for communicating with remote servers.

Not all cloud providers support a WebDAV connection.
Since years I personally use Box and iDriveSync as additional cloud storages.
iDriveSync offers a secure solution since Feb 2013 because it works with client-side encryption, that means, only you have the key to encrypt and decrypt files. Your documents are encrypted already in transit and later on at rest on iDriveSync’s cloud servers. Box is working on a comparable solution.

Here are the WebDAV addresses of both competitors:

They can be used to save iWork documents via WebDAV.

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The steps …

  • 1 Tap on the action control (top left) in an iWork app.
  • 2 Select ‘Send a copy’.
  • 3 Select a document.
  • 4 Select ‘WebDAV’.
  • 5 Enter the URL given by your cloud provider (e.g. https://dav.box.com/dav).
  • 6 Enter you credentials.

iWork displays the folder structure. Select a folder for saving your document.

Restrictions …
iWork only supports the saving of documents. You cannot manage your files and folders.
So you need a file management app, either the native app of your cloud provider or a tool like FileBrowser with which you can access different accounts and move files between folders and accounts.

Notes …
1 If you share a link to a document saved on iCloud, recipients *cannot use mobile browsers* to edit the document on iCloud. He only can download it, work on it and send it back via mail. To avoid conflicts with your original document on iCloud it’s useful to save and share it on a different cloud storage.

This complicated workflow should be improved by offering a way to let recipients collaborate on iCloud documents even if they are on mobile devices.

2 If you create important documents you can use the ‘Copy’ function to always have a backup of each document on iCloud. This reduces your available space and it might be necessary to upgrade your iCloud plan. Saving a copy on a different cloud storage via WebDAV takes far less space on iCloud.

3 If you prefer to use Microsoft’s XLSX file format recipients also can access documents when using other mobile platforms.

Summary …

Again Apple provided useful features embedded in a simple but perfect UI.

Related links …

About WebDAV

About clouds

About iDriveSync

About file management

Thanks for paying attention.





If … Then … Else

8 03 2013

IF your device crashed THEN

restore it from a backup

ELSE

use it for improving your life

END IF

Software developers call this an IF-Statement.

The part marked in red is the CONDITION and the ones in blue are ACTIONS.
The condition is always a question to the system with an unexceptional True or False for the answer. If the condition would sound like ‘IF the car is expensive THEN’ the following action will be up to a subjective assessment of the meaning of ‘expensive’ and no rigorous True or False.

It’s definitely the most used statement in programming and all of us are faced with this procedure over and over. In real life it’s sometimes hard to pursue the right path and we need time to decide and may go another way if our first decision was wrong. The main difference between IFs in software development and in real life is that the CONDITION in real life often cannot be reduced to a Yes or No.

For a better understanding look at this video.
It explains some lines of programming and the result on the iPhone’s screen.

I’m sure this article is boring for developers but can be interesting for normal users as IF-Statements can be effectively used e.g. in Apple’s spreadsheet app Numbers.

So let’s leave the magic activities of app developers behind us and return to daily life.

Consider the following situations …

Mark a line in my spreadsheet to emphasize

  • it’s important
  • it’s greater than 500
  • there are less than 30 days to an event

Unlike in grown up spreadsheet applications installed on big brothers of the iPad conditional formatting is not available in Numbers for iOS. However here is an alternative to feature information.

  • Double tap the cell where a marker should be displayed
  • Select = from the input bar
  • Tap on Functions
  • Select Logical and Information and then If
    Numbers puts a generalized If-Statement into the input bar.
    Your task is now to fill it out with referrals to cells.
  • For defining the If-expression tap on cell C3 and add =High.
  • The action for if-true is to display the marker.
    To do this tap on “abc” on the keyboard. An input bar opens. Enter the marker e.g. from the iOS keyboard Emoji.
  • Repeat the procedure for the if-false part of the expression and in the input bar enter nothing so that nothing is displayed if the priority is not High.

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Here is the formula for an If-Statement comparing a value with a given value.
The marker is set if the contents of cell C5 is greater than 500.

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Here is the formula for an If-Statement comparing a given date with the current date using the NOW-Function which provides the current date and time of your devices clock. Additionally the a function called DATEDIF is used which provides the difference between two dates in a selectable unit (day, month, etc.).

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If you have any questions don’t hesitate to contact me via comment or the contact form on my page ‘About’.

Thanks for visiting http://iNotes4You.com. I hope you come back soon.





Numbering in Apple’s Numbers

6 03 2013

Numbers is Apple’s app for creating spreadsheets.
It’s part of the iWork Suite for iOS.

From my point of view it’s the far away best app for working with spreadsheets on iOS devices.
It’s simple but yet powerful. The UI is perfect and with the last update 1.7 (2012-12-04) Apple provided a functionality called ‘LOCK’ with which you may secure objects, e.g. tables so that their position and their content cannot be changed any longer until they are unlocked.

I want to continue my series about the usage of Apple’s Numbers.
The task is to automatically number lines in a table starting with a given value, to extend the numbering if lines are added and renumber them if lines are moved to new positions.

Step 01 …

Set the start value e.g. 100 in the upper left cell. The cell is identified by A1.

Step 02 …

Define a formula which tells Numbers how to generate the line number for the line following the first line with the start value.

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To define a formula for a cell double tap the cell and select ‘=’ from the input bar.
The input field is prepared to enter a formula. Tap on the cell A1 which contains the start value 100. A symbol for this cell appears in the input field. Add 1 to this parameter and tap Done on yhe right side of the input field. 101 will appear in cell B1.

Step 03 …

I think you agree with me that you don’t want to repeat this procedure for the next 200 lines.
So select cell B1 and tap on Copy in the upcoming context menu.
Select cell C1 and expand the cell marker downwards for all lines you want to be numbered.
Tap on Paste and then on Paste formulas.

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Step 04 …

If you add lines to the table the new lines are firstly not numbered.
To renumber all lines just copy the first cell B1 and repeat the Paste procedure described in Step (3). This can also be done after inserting new lines or changing places of lines.

Thanks for visiting my blog.





iWork and iThoughts

20 02 2013

iWork is Apple’s offer to create spreadsheets (with Numbers), presentations (with Keynote), and write letters (with Pages). The components of iWork are specially developed for iOS devices, easy to use and nevertheless powerful. I see lacks in the missing connection to cloud services without WebDAV support and to network attached storages.
If you ever used these apps you will never change back to other apps which are more likely to Microsoft’s Office Suite.

There is another app which should be in the portfolio of all users working on an iPad.
It’s the mind mapping app iThoughts for iPad developed by Craig Scott, UK.
Mind mapping is a perfect way to save all the ideas you have on your device.

See my blogs

Mind Mapping (1)
Mind Mapping (2)
Mind Mapping (3)

In Jan 2013 iThoughts got an update with some interesting features regarding Apple’s iWork suite.

The Workaround …

This is a mind map about a recommended home configuration when using iOS devices.

You may download this mind map from Biggerplate.com, The Mind Map Library.

Apple iPhone+iPad Home Configuration

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Look at the branch ‘Software – iWork – Numbers’ on the right side of the mind map. You can see a small green at the top right corner of the branch. It represents a globe and points to a website link.
Tap and Hold to open the website with the integrated browser of iThoughts.

The essential new feature of iThoughts …

You can now connect iWork documents to mind map branches to breathe life into your mind map by assigning additional detailed information to that branch.

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Note

Attached documents are stored in the mind map file in their native format.
So you can delete the source file located in the documents folder of Keynote.
You can also share the mind map. The recipient can then work on the mind map as well as on the attached iWork documents and send them back.

The marked branch contains the Keynote document icon as well as the note icon of iThoughts (left lower corner of the branch) which shows that there is additional information available. By ‘Tap and Hold’ the Keynote document can be opened to display the contents or to move over to Apple’s Keynote app to further work on it.

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That’s what I call SUBTLE PROGRAMMING. Congratulations, Craig.








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