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Whenever I set up a new Mac, I install a number of utilities that make me more productive, that save me time, or that protect my data. I bought a new MacBook recently, and, as with every Mac, I installed some essential utilities. I’ve been using some of these apps for many years; others are recent additions to my roster of essential software. Here’s a look at my 10 essential Mac utilities.
LaunchBar
The first two apps I install on a new Mac are the ones that help me get everything else set up on my computer. LaunchBar is one of the rare apps that has consistently garnered 5-mouse reviews here on Macworld. I use it to launch apps without needing to rifle through my Applications folder, to move and rename files from the keyboard, to search the web, and to search contacts, calendars, and much more. And I do all this from the keyboard, with just a few keystrokes.
LaunchBar does so many things that it’s hard to summarize this app’s features. Calling it a “launcher” only scratches the surface. If I use a Mac without LaunchBar, I feel like I have two left hands.
1Password
Next I install 1Password. With the need for secure passwords to protect your data and your identity, this password manager is as essential to me as a keyboard and a trackpad. It stores all my passwords, and when I need a new one, I use it to create secure, random passwords.
But 1Password does a lot more. It’s a repository for software serial numbers, so it allows me to install other apps, those not purchased from the Mac App Store. I also keep a number of secure notes in 1Password, containing essential banking information, and and other personal information. The app’s integration into web browsers, using an extension to quickly fill in your login and password on websites, makes life much simpler and more secure.
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TextExpander
When you write a lot, anything you can do to save keystrokes saves time. TextExpander saves me a lot of time by allowing me to set up abbreviations that the app, working in the background, expands to longer bits of text.
I have dozens of “snippets” set up in TextExpander, for quick replies to email (“Please remove me from your list,” for example, for all the junk I get from PR people), app names I type often (iTunes, iTunes Match), my address, my phone number, bits of HTML code, and more. TextExpander also reminds me when I type something frequently and suggests that I create a snippet to save even more time.
SpamSieve
I get lots of email, and much of it is spam. I’ve tried using server-side spam filters, but there are too many false positives; messages marked as spam that aren’t. To tame my email, I use SpamSieve, a simple utility that works in the background to filter all my email as it arrives, and sort the wheat from the chaff.
SpamSieve has a slew of settings that let you determine how sensitive it is, and what it does to your email when it finds spam or ham (good emails). SpamSieve also learns from every new email that you mark as spam or ham, so, over time, it becomes more efficient as it learns the type of email you receive.
iStat Menus
As I work with my Mac, I like to keep an eye on some system information to make sure everything is running smoothly. iStat Menus keeps me appraised of some important data, such as how much RAM my Mac is using, how busy its CPU is, how much data is entering or leaving my Mac over the network, and more.
iStat Menus is always visible in my menu bar, but its display is small and unobtrusive. Whenever I want to check something, a quick glance shows me what’s happening. Clicking any of these graphs displays more information. For example, if I see that my Mac’s CPU is running hot, or there’s a lot of network throughput, I can click to view a menu and find which app is the culprit. iStat Menus also offers better menu extras than Apple’s for my MacBook’s battery status and for the date and time.
Sizzling Keys
I listen to music a lot while I work, and iTunes runs all day on my Mac in the background. When I want to pause music, change the volume, or skip tracks, I don’t like to have to switch to iTunes and click its buttons; I prefer doing it more quickly. I’ve never cottoned to using the media keys on Apple’s keyboard, since they’re just a bit too far too reach easily. Sizzling Keys lets me use a number of custom keyboard shortcuts to control iTunes, rate tracks, and even display a floating window showing what’s playing. There are lots of other ways to do this, but I find Sizzling Keys the easiest and most flexible iTunes controller.
Airfoil Speakers
Another utility I use with iTunes is Airfoil Speakers, part of Airfoil. Airfoil is designed to let you stream audio from a Mac to all sorts of devices, and it is an essential tool for doing this task. But Airfoil Speakers works in the other direction: it turns any Mac into an AirPlay receiver. This allows me to stream music from my MacBook or iPhone to my iMac. This is very useful, because I only use Apple Music on my MacBook, and I manage podcasts on my iPhone using Overcast.
Airfoil Speakers stays dormant in the background until I need it, but when I want to stream any audio to my iMac, it lets me do so transparently. I just select it as an AirPlay device from another Mac, or from an iOS device, and the sound goes through my iMac.
Dropbox
When you have key files you want to be able to access on multiple devices—computers or mobile—the cloud comes to the rescue. Like many people, I use Dropbox, which allows me to not only access important files on my iMac, MacBook, iPhone, and iPad, but also to share files with others. I work on a number of collaborative projects, where shared folders allow me and others to work on the same files.
And Dropbox’s Public folder allows me to share large files with friends and clients, sending them a link they can use to add the file to their Dropbox folder, or download it from the web. Dropbox is an essential tool for much of my work.
BitTorrent Sync
I work with two Macs: a 5k Retina iMac and a MacBook. There are a number of files I like to be able to use on both of these computers, and, while I could use Dropbox to sync them, it’s not the fastest solution for local syncs. I use BitTorrent Sync to keep a few folders in sync across my two Macs. Set up the app, add a couple of folders, and every time you make a change to one of them, BitTorrent Sync transfers the new files and deletes the ones you’ve trashed.
In addition, my MacBook is my test machine, and I often take screenshots on that Mac to use in articles I write. So I put my screenshots in a dedicated folder, which syncs from the MacBook to my iMac. It’s nearly instantaneous, and it makes my life easier; I no longer have to mount network shares to transfer files from one Mac to the other. And it’s a whole lot more reliable than that AirDrop thing, which never seems to work.
Carbon Copy Cloner
Last but not least is the tool that keeps my files safe: Carbon Copy Cloner. There’s nothing more important than backups, and I have a complex strategy where I run two Time Machine backups, as well as several backups of my startup volume, my media disk, and other files. Carbon Copy Cloner handles all this, allowing me to set backups to run overnight, to copy key files to external drives, and to clone my entire startup volume.
If anything happens to my Mac, I can always boot from that clone, and even restore it to the Mac. The app can mount external drives automatically before backups, and eject them when it’s finished. With Carbon Copy Cloner, I can be sure that my files are protected.
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Deploying and supporting Macs presents distinct challenges, particularly in organizations where Macs are in the minority or are being introduced for the first time. As with many aspects of IT, having the right tool for the job is the key to managing a new or existing population of Apple desktops and notebooks.
The good news is that there are many tried and true solutions for handling common Mac deployment and management tasks. The better news is that many of the best are available for free, whether from Apple, as open source projects, or as free/donationware creations of other Mac administrators and IT professionals.
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Here you will find the top 22 tools -- most of them free -- for managing the Macs in your IT environment. Windows usb tool for mac. As you'd expect, the list focuses on the core areas of systems administration: deployment, client management, and directory integration. If I missed a favorite free Mac tool, please highlight it in the comments below.
Essential Mac tools Nos. 1 and 2: Disk Utility and Apple Software Restore
If you have more than a couple of Macs to deal with, you'll need an easy way to configure them. For monolithic imaging, the process by which you create a snapshot of one workstation and copy it to others, nothing beats Apple's Disk Utility and Apple Software Restore, both of which are included free with every Mac OS X install.
Disk Utility comes as both a GUI tool and the diskutil command-line option. It is equipped with plenty of local disk management functions, including partitioning, formatting, integrity checking, and repair. It also offers the ability to clone volumes and create disk images using the .dmg format, which makes it perfect for capturing a configured volume for monolithic imaging.
Apple Software Restore, which is available only from the command line as asr, allows you to locally or remotely deploy disk images to one or more clients. It can be used to image a Mac from a disk image on a local drive, a network share, or a multicast stream (the best option for mass deployments). When used for multicast streaming, one Mac hosts the stream via asr commands for others to join. As you might expect, any client imaged using asr must be booted from a source other than the destination volume, such as an external hard drive, a flash drive, or a bootable network volume.
While Disk Utility and ASR provide the backbone for Mac deployment, either individually using an external drive/unicast network connection or a multicast stream, there are several tools to speed up, automate, and improve your workflow for capturing a source image, preparing it for use with ASR, and initiating deployment. Be sure to check out SuperDuper and Carbon Copy Cloner for image capture and basic single-Mac deployment, and Blast Image Config for setting up ASR sessions.
Essential Mac tools Nos. 3 and 4: NetInstall and NetRestore
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Building off of Apple's free image-based offerings are two features of the company's Mac OS X Server: NetInstall and NetRestore.
Network booting has been a staple since OS X Server debuted, and Apple has built off the NetBoot concept with NetInstall and NetRestore, both of which allow servers to host boot volumes, thereby enabling clients to boot directly from the network based on your deployment options.
NetInstall is designed for booting into the OS X installer utility and allows admins to configure options for a traditional OS X install. (It is not monolithic imaging per se, though that is possible.) It also performs pre- and post-install tasks such as disk partitioning, directory binding, and application installation.
NetRestore is designed around ASR and provides a broader range of options for monolithic imaging. It can be configured to automatically deploy specific images or to allow clients to select from available images. As with NetInstall, many deployment-related tasks can be included in the NetRestore process.
Both NetInstall and NetRestore come with the current release of Lion Server and require no client or usage license beyond the cost of Lion Server (a $49 add-on to the $29 Lion).
Essential Mac tool No. 5: DeployStudio
Heterogeneous organizations looking to standardize on a single deployment tool should check out DeployStudio, a freeware monolithic imaging solution for Mac and Windows clients.
DeployStudio offers local disk deployment, network deployment, and multicasting. It comes equipped with solid image management and client selection tools, integrates with Apple's NetBoot, and provides excellent deployment monitoring, all of which make it a great deployment workflow management solution. The biggest drawback -- if you can consider it a drawback -- is that it relies on OS X Server to create a complete network-based solution, including both boot and deployment.
Essential Mac tools Nos. 6 and 7: StarDeploy and Munki
Apple's package (.pkg) and metapackage (.mpkg) files are the primary software installation mechanisms in OS X. While these are typically installed by a user, OS X supports package deployment without user intervention -- for example, by adding packages to a NetInstall workflow.
Organizations looking to deploy packages over a network should check out donationware StarDeploy and open source Munki. These network-based solutions, along with the commercial Apple Remote Desktop, allow admins to deploy packages in the background; they're excellent updating tools as well.
Because packages are simply a series of files along with instructions for their ultimate location in a Mac's file system, you can easily configure non-application packages for deploying configuration files and documents. Coupled with StarDeploy or Munki, this method makes it easy to add, remove, or update almost any item over the network, including browser bookmarks, security certificates, and default system or application settings.
(Note: Adobe doesn't use Apple's package format, but Munki does support remote install of Adobe applications.)
Essential Mac tools Nos. 8, 9, and 10: PackageMaker, InstallEase, and Iceberg
If you're going to deploy non-application packages, you'll need a tool to create them. Apple's PackageMaker is a great tool for this, and it is included with the company's Xcode developer suite, which is free and available via the Mac App Store.
Intended for use by developers to create install packages, PackageMaker provides admins with an easy way to build packages to push out to clients on their network. As noted above, these packages can be almost anything you want to deploy to a range of client devices, including documents.
Two free alternatives are openly available, but not quite as developer-friendly: the open source Iceberg and the free InstallEase, which was developed as a companion to the Absolute Manage client management suite.
Essential Mac tool No. 11: Property List Editor
Admins looking to edit system and applications preferences will want to turn to Property List Editor, a GUI tool for editing the XML .plist preference files. A similar free tool, Plist Editor, is available for modifying these files from Windows machines. You may, however, find modifying preferences from within an app and copying the resulting .plist files an easier process than using these tools.
Essential Mac tool No. 12: File Distributor
File Distributor is a slightly different form of deployment tool. It allows admins to replace files at various locations within a file system. You can even make use of wild cards to specify multiple locations. This is particularly helpful if you are using network home directories and need to deploy documents or configuration files across multiple user accounts.
Essential Mac tool No. 13: FileWave
Another deployment tool worth investigating is the commercial FileWave. This Mac/Windows tool can be used to dynamically manage application installations across your network. FileWave's approach has advantages for license compliance and reclamation, as well as flexibly deploying and redeploying applications as needed.
Essential Mac tools Nos. 14 and 15: Apple's Active Directory Client and Directory Utility
Creating a functional, secure environment requires more than just rolling out computers and software. Global accounts stored in a secure directory service, single sign-on, the ability to secure network and local resources, and the ability to preconfigure and manage the user experience on any workstation is critical. The undisputed leader in directory services, even in Mac environments, is Microsoft's Active Directory. Thankfully, many worthwhile tools for integrating with Active Directory are available, beginning with Apple's Active Directory client and Directory Utility.
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OS X's built-in Active Directory client allows you to join an Active Directory domain, and it supports secure access to resources and single sign-on via Kerberos. Moreover, it doesn't require downgrading security levels, and it allows account synchronization for off-network access.
The client can be accessed using the Users and Groups pane of OS X Lion's System Preferences app (called the Accounts pane in older OS X releases). Detailed configuration, including account and home directory sync, preferred domain controllers, and so forth, can be performed using the included Directory Utility.
It's worth noting, however, that Apple's AD client has limitations. For example, it doesn't support client management of any kind beyond basic password policies. It also doesn't support DFS browsing. There are some issues specific to various releases, including Lion.
Essential Mac tools Nos. 16, 17, and 18: OS X Server, Apple's Open Directory, and Profile Manager
OS X may support Active Directory, but Apple's native directory is an LDAP-based solution called Open Directory.
Open Directory domains, hosted by OS X Server, afford centralized accounts all the advantages that Active Directory delivers for Windows, including secure Kerberos single sign-on and client management. This system, referred to as Managed Preferences (or abbreviated MCX), is entirely LDAP-based and allows for user/group/computer-based client management that rivals the capabilities of Group Policies in Active Directory for Mac clients.
In a dual-directory setup, Mac clients can be joined to both Open Directory and Active Directory, allowing for secure access to AD accounts and resources but with complete Open Directory client management applied.
In Lion Server, Apple introduced a new Profile Manager feature that supports iOS device management and Mac client management without the need for a directory service. This alternative offers the core security client management features with a simplified setup, though it is device/client-specific rather than more granular at the user or group level.
Essential Mac tools Nos. 19 and 20: Microsoft Active Directory Schema Analyzer and Apple Workgroup Manager
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If adding a second directory isn't an option (it can often be a challenge), the fact that Apple's MCX architecture is completely LDAP-based offers an alternative: extend the Active Directory schema to support the Apple-specific attributes.
Microsoft's Active Directory Schema Analyzer is a great tool for generating the needed LDIF files. Once the schema is extended, Apple's free Workgroup Manager tool (part of OS X Server's administration utilities) can be installed on a Mac and pointed to an Active Directory domain, where it can manage some basic user account details and configure the full range of Apple's Managed Preferences.
Essential Mac tools No. 21: Third-party Active Directory Suites (free and commercial)
Apple's solutions are good for Active Directory integration, but they aren't perfect. In some cases, Apple's AD client may have issues with a specific Active Directory environment, while in others, some features just don't have full parity or may not even be available (DFS is a great example). For these situations, there are worthwhile third-party options, some of which are available for free.
For more basic needs, you may want to consider Centrify Express and PowerBroker Identity Services Open Edition for broader authentication and basic access capabilities at no or limited cost.
If you want to integrate client management capabilities without the complexity of using either a dual-directory setup or schema extensions, Centrify's Direct Control and PowerBroker Identity Services Enterprise Edition are worth considering, along with Thursby's ADMit Mac. ADMit may be particularly appealing for small Mac populations because it is a solely client-side solution that includes DFS support.
Essential Mac tool No. 22: Apple Remote Desktop