The Apple Product Cheat Sheet for Lawyers

Episode Notes

Transcript

The Digital Edge

The Apple Product Cheat Sheet for Lawyers

10/17/2017

[Music]

Intro: Welcome to The Digital Edge with Sharon Nelson and Jim Calloway, your hosts, both legal technologists, authors and lecturers, invite industry professionals to discuss a new topic related to lawyers and technology. You are listening to Legal Talk Network.

Sharon D. Nelson: Welcome to the 118th edition of The Digital Edge: Lawyers and Technology. We are glad to have you with us. I am Sharon Nelson, President of Sensei Enterprises, an information technology, cybersecurity and digital forensics firm in Fairfax, Virginia.

Jim Calloway: And I am Jim Calloway, Director of the Oklahoma Bar Association’s Management Assistance Program. Today our topic is Apple’s latest and greatest tools for lawyer productivity and efficiency.

Sharon D. Nelson: Before we get started, we would like to thank our sponsors. Thanks to our sponsor Clio. Clio’s cloud-based practice management software makes it easy to manage your law firm from intake to invoice. Try it for free at  HYPERLINK “http://www.clio.com/”clio.com. That’s  HYPERLINK “http://www.clio.com/”clio.com.

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We are very pleased to have as our guest our good friend Brett Burney. While he has certainly been accused of being an Apple fan boy, Brett focuses on providing practical and helpful tips for legal professionals on incorporating Macs, iPhones and iPads into their law practices.

In addition to his Macs in Law Blog, that’s  HYPERLINK “http://www.macsinlaw.com” macsinlaw.com, Brett provides short video reviews of apps and tips on his Apps in Law Blog,  HYPERLINK “www,appsinlaw.com” appsinlaw.com. And now offers iPractice on an iPad online course at  HYPERLINK “www.ipracticeonanipad.com” www.ipracticeonanipad.com.

Thanks for joining us today Brett.

Brett Burney: Thank you Jim for reading all of those websites. It is great to be with you guys again Ms. Sharon and Cowboy Calloway. Thank you very much for having me back on.

Sharon D. Nelson: Well, we are always delighted to have you with us Brett. And today, I know a lot of people were very excited by the Apple announcements that were made in September, which is when we are recording, of 2017, it may be several weeks before this gets out, but tell us, of those announcements, what was the most significant part for lawyers?

Brett Burney: Yeah, there were some very nice shiny gadgets announced back then, but before I get to those, I will talk quickly. One of the first things that they did at this big announcement, which was the first presentation they had at their brand-new headquarters, it was the Steve Jobs Theater, so it was all kind of nice, next to their Spaceship Campus that’s coming up, but they actually had the Head of Apple Retail, I think her name is Angela Ahrendts, who apparently was wearing a $1,200 trench coat is what people were saying, but it was good for her to come out. And she talked about how the stores, that many of us know about the Apple Stores are evolving into — I think they even call them like town halls or places for people to gather.

But the reason I found that significant was because one of the main reasons that lawyers come to me and ask if they want to switch to Macs is because they bought an iPhone or an iPad or they bought a Mac for their kid going to school. And they were thrilled with the experienced that they had, going to an Apple Store, buying it, getting the tech support, going to the free classes.

I am excited that that continues to be so that Apple was putting a lot of resources into their stores. I mean, it really is an experience to go there, but the fact that they let you go and use the products there, the fact that they have a lot of free classes, the fact that you have, well, they used to call it the Genius Bar, they are now calling it the Genius Grove, I think.

(00:05:02)

But I find if you have a problem with your iPhone, for example, and you need to get a replacement, they will replace it like over lunch, for example. It’s a place where I find a lot of folks that are using Macs and Apple devices, lawyers that don’t have — they are not big enough of a firm to have a full tech support system having those Apple Stores there are pretty important.

And so, a couple of more things, they announced the new Apple Watch Series 3. It actually now has an LTE cellular radio built into the watch. So, it’s almost like we are finally realizing the days of Dick Tracy from, I think, it was the 1930s when the cartoon first came out, not the 1990 Dick Tracy movie with Warren Beatty and Madonna, we would like to forget about that.

But the fact that now lawyers don’t have the excuse of leaving their phone at home, because literally in your watch, on your wrist, you have a full phone connection. You can leave the phone at home and still be connected even through a cellular capacity and make phone calls.

Lastly, I would say the iPhone 8 and 8 Plus; I almost feel sorry for these devices, they were quite overshadowed by the new iPhone X. Don’t you dare call it iPhone X. The iPhone X was being announced; it probably won’t be available until the end of the year, closer to the end of the year. But I will say this, now that the iPhone has been out for a while, I saw some recent headlines where people were able to use it and compare the speed of it, and I just found that the new processor they put into the iPhone 8 is called the — very cool name, the A11 Bionic processor. But that processor in the iPhone 8 is more powerful than the newest MacBook Pro that Apple puts out. That’s pretty insane that your phone now has a more powerful processor than your laptop could have. So, I think that that just kind of shows the evolution. Obviously, that just means better speed, more responsiveness.

And then last thing, I promise, iOS 11. That was actually announced back in July of 2017, but the improvements with iOS 11 I think are just really what most legal professionals are going to find in going forward now with the new iPhones coming out, whether it’s 8 or the iPhone X, that going forward you have access to the Files App, the improvements with iPads and the Slide Over, and just the amazing improvements in iOS and the operating system that people are going to be using on the iPhone or on the iPad.

So that was a lot there, but all of that I think is important for lawyers to just sort of be aware of going forward.

Jim Calloway: Well, that’s great Brett, we appreciate that round up. We also heard a lot about Face ID for the IPhone. I guess I have two questions for you there. How effective is Face ID going to be for lawyers and how effective is it going to be for the National Security Agency?

Brett Burney: So that would remain to be seen I think maybe on both of those questions, we will see. I mean, I am confident Apple has been throwing a lot of warm bodies at testing this or maybe warm faces on this. I mean, the demonstration was pretty amazing that Apple did, other than the fact that the first iPhone didn’t work. They have been able to explain that away on that.

But if we take a step back, now the iPhone has been with us for 10 years, we first had the passcode, right, the four-digit passcode. It was like your ATM PIN. And by the way, I would like to say, if you are a lawyer and you get client email on your phone, you absolutely must have a passcode. I think that falls way below your standard duty of care and protecting confidential information, at the very least a reasonable effort to protect that information is to have a passcode.

But then Apple introduced the Touch ID, which was using your phone or your fingerprint; it wasn’t the first fingerprint reader. I remember the old IBM ThinkPads had this. It was terrible on those old laptops. But Apple perfected it, to where it’s over the last three devices that have had Touch ID, they have really come a long way in doing that.

So now we are moving on to Face ID, which I think makes sense. It’s not the first biometric facial recognition software. We will see how well Apple does it. We are not going to know until it actually comes out into the wild. Does it work if you have got makeup on? What about sunglasses? What about if you broke your nose? What if you have a twin? How is all that going to work? We may not know fully until it comes out into the wild.

But I think Face ID is going to be a good balance between high security and high convenience. Touch ID, very secure, but it’s a little inconvenient, because every time you have got to tap the four digits on there if it doesn’t work, or just make sure you hold your thumb in the right place.

But what’s the first thing you do when you pick up your phone? You look at it, you are going to look at your phone, and so I think Face ID has the potential to be highly secure. It’s unique to your face. We will see how it works. But it’s also highly convenient, because theoretically, you pick up your phone, you look at it and it immediately recognizes you and you can jump in.

So, we will see how it goes once it’s live. It only is going to work on the iPhone X so far, which again won’t be out until probably a couple of months from now.

(00:10:08)

Sharon D. Nelson: Well, I am sure that you are not at all surprised that my partner John Simek calls it the 10 X.

Brett Burney: Oh, good. I would expect nothing less from John.

Sharon D. Nelson: None of us would. And I was shocked when I heard a reporter this morning call it the same thing.

Brett Burney: Good, good. Okay. I hope it doesn’t catch on.

Sharon D. Nelson: So that part is going really well for the marketing department.

Okay Brett, so backing off slightly here, should lawyers upgrade to iOS 11 and what is its biggest benefit?

Brett Burney: Sometimes it’s hard for me to answer that, because you guys know me well enough. You know I am pretty high up on the nerd spectrum. So of course, I like to upgrade as quickly as possible. I want to get all the fancy new items and features, but because I work with lawyers whose time is extremely valuable, I also try to be practical with this and a realist, and I would say, if it’s not extremely important right now, I would hold off for a little while.

We always see this, Apple again tests everything to the nth degree before they release the iOS and most of the time it’s amazing how little issues that we have. But there have been a few things, people say some apps are not installing correctly and there are a few apps that haven’t been upgraded to take advantage of the new iOS 11.

So, if you really rely on your iPhone or your iPad, I would say nothing is going to hurt for you to hold off for a couple of weeks, other than the fact that you see everybody else upgrading. But there’s some great new features on there.

The new Control Center with iOS 11 is really nifty that you can customize how that looks. The interface seems to be a little more instructive to me. I find that I am able to find things or it just seems a little easier to understand a little bit.

In the iPad, they have the new Files App, which is really going to be nifty. It can really revolutionize the way that we can carry files on our iPhone and iPad. That’s what I talk all about in the course that Jim you mentioned.

You can drag and drop different things. There’s the Scanning App now built into the Notes App. Even little tiny things like, you can share Wi-Fi passwords. So, somebody comes over to your office or your house, instead of telling them the whole long password that you have for your Wi-Fi, if you are both on iOS 11, you just put the devices close together and it shares the Wi-Fi password, so that you don’t have to type it all out, they don’t have to type it everytime.

So little tiny things like that are beneficial in iOS 11, but I wouldn’t say it’s a must have to have. Eventually everybody is going to go there. Some of the security features are really great to have, but it would be okay to hold off for a little while, maybe until iOS 11.1 comes out.

Jim Calloway: Okay. Well Brett, maybe you have a better idea than I do, I don’t really know exactly now, but how prevalent are Apple iOS devices in the legal world versus Android and the others, including our friend Dan Pinnington and his BlackBerry.

Brett Burney: Well, yeah, I know Dan, and I am wondering if he is still holding that very, very close to his heart. He would be one of the estimated 2-3% of lawyers today that are actually still using BlackBerrys.

I love to pull my numbers from our good friend Jeff Richardson, who runs the blog  HYPERLINK “http://www.iphonejd.com” iphonejd.com. Every year he pours over one specific part of the ABA Legal Technology Survey, which is about mobile devices, and he finds — there’s also the ABA TECHREPORT, as you guys know, that the Law Practice Division actually sponsors the Legal Technology Resource Center and they put this survey out every year. And right now, the number of lawyers using iPhones is between 68% and 73%, so by far that’s the largest group.

If you are not using an iPhone, you are probably using an Android. That’s around 21-23% of lawyers are using an Android.

And again, just like Dan, there is about 2-3% that are still using BlackBerrys, and about the same number, maybe just a tiny bit less, that are holding on to the Microsoft Windows devices.

By the way, as you guys know, both BlackBerry and Microsoft are getting out of the phone markets altogether. So, I would see in the next year or two you are not really going to have a choice, but you don’t say for Dan of course, who will continue to use a BlackBerry. But most other people are not going to have a choice. They are going to have to go to either probably an iPhone or an Android device on there.

And I would just quickly say from the ILTA, International Legal Technology Association, they have most of the bigger, larger law firms and even now when they started asking this question about which devices do you support, all of them now support at least the iPhone by far, which even a few years ago they didn’t even do iOS devices.

They obviously still support Android as well, but we see by far that the iPhone and the iPad are the phone device and the tablet device that the vast majority of lawyers are using today.

(00:15:11)

Jim Calloway: Before we move on to our next segment, let’s take a quick commercial break.

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[Music]

Sharon D. Nelson: Welcome back to The Digital Edge on the Legal Talk Network. Today our subject is Apple’s latest and greatest tools for lawyer productivity and efficiency. Our guest is our friend Brett Burney, who focuses on providing practical and helpful tips for legal professional on incorporating Macs, iPhones and iPads into their law practices.

So, Brett, which iPad/iPhone should lawyers buy today; I think you kind of answered that one, and what accessories do they need?

Brett Burney: Yeah, I would just say quickly on the iPhone, if you don’t have an iPhone yet, I would say get an iPhone 8, it would be great. If you already have an iPhone, like a number 7, then you might want to hold off for the iPhone X. If you have an older version of the iPhone, getting the iPhone 8 will be a huge world of difference for you.

On the iPads, I would say I still recommend lawyers go with the iPad Pro. There are two sizes there; 10.5-inch and a 12.9-inch, the mega-size iPad. Don’t waste time on the iPad. There is an iPad now that doesn’t have anything after it. I wouldn’t waste time on that because you need a professional grade machine.

For the size, I tell folks go to an Apple Store or a Best Buy, hold them, look at them, carry them around, slip them in your purse or briefcase, just take them out again until you buy it, but just see if you like the bigger screen.

Some folks like Jeff Richardson love the bigger screen. He says it’s more like a sheet of paper. Others feel awkward carrying the size around. Even the smallest version of a storage on iPad is plenty for most lawyers, but if your budget can handle it, instead of getting a 64 gig, you can go up to the 128 or the 512.

And then the last question most people ask is should I get a Cellular-Enabled iPad? And I say, again, if you do a lot of travel and if you can handle it budget-wise, absolutely get it, because then that means that you are on the Internet wherever you go without having to rely on a public Wi-Fi hotspot.

And on the accessories, I say yes on the Apple Pencil. That’s an extra $100 for that. And on the keyboard, Apple makes the Apple Smart Cover Keyboard. That’s $160. But even if you don’t go with the Apple Smart Cover Keyboard, I absolutely recommend for the iPad to make sure you get some kind of a keyboard.

My other favorite has come from the company Logitech. They make several keyboards for the different size iPads as well.

Jim Calloway: Has the iPad today finally become a laptop replacement?

Brett Burney: If it’s not a full replacement yet Jim, it’s getting even more darn close than it ever was. I have been talking about the iPad for seven years now. I have given hundreds of presentations, CLE, seminars on how lawyers can use the device and this is always the number one question people ask me, can it replace my iPad? And I always want to say, a little on the snarky side, why do you want to replace your laptop? It’s like your laptop is a laptop, the iPad is yet another device that is designed to elevate you and your practice into the digital era, carrying around files, for example, using it as a notepad.

So initially Steve Jobs, when he introduced the iPad in January 2010 said this is a third category of device. Everybody has a phone already, everybody has a laptop, can the iPad fill a third category of device? And at the time he said you didn’t need a keyboard for it, you didn’t need a stylus. We have seen Apple shift a little bit in that, to where today with the keyboard and the stylus and with iOS 11, the fact that it incorporates a lot of multitasking components and just like a Windows computer does, I think we are getting even closer today. It’s not going to be — I don’t think it’s a full replacement yet, but it’s getting very darn close.

(00:20:07)

Sharon D. Nelson: So, if you had to specify, what are five of the top apps that lawyers should download and use on their iPhone and iPad, Brett?

Brett Burney: This is always a good question too. Number one, I say Microsoft Word. It’s a free app. You don’t have to buy anything. They give the app away for free. And I say having Microsoft Word on your iPad or iPhone will enable you to view Word documents that are usually sent to you via email or that you need to open, because you can view it even in your email. There’s a viewer inside the Mail App on iPhone and iPad, you can tap the Word document and you can view it, but you are not going to see any comments or track changes or sometimes the formatting will be off. But if you open that Word document in Microsoft Word, in the app on your iPhone or iPad, it looks exactly the way it’s supposed to look.

Then if you have a subscription to Office 365, you get even a few more abilities and features that you can use to edit Word documents, for example. So, Microsoft Word, and then along those lines even PowerPoint and Excel, all of those apps are free and available from Microsoft, and it’s absolutely critical, I think, to have those free apps on your iPhone or iPad.

Number two I would say — number two and three are kind of similar. Number two is a free app called Documents 6. It’s from a company called Readdle. It is basically for managing files from different cloud services or local files you have.

And number three is another app from the company Readdle, it’s called PDF Expert. Now, it looks very similar to Documents in the way that you can manage files, but it also allows you to annotate the PDFs. And you can extract pages out of a PDF and you can manipulate the files and rename, lot of stuff that you can do in PDF Expert. I cover all of that actually in my online course Jim that you mentioned earlier.

Now, a close second leader to that is another app called GoodReader by PDF Expert.

Number four, one of the ones I love is an app call LawStack, and this is basically a free app that allows you to purchase or download additional rules and statutes, either from states or the federal. Like for example, when Sharon, you and I talk about e-discovery a lot. We are constantly referencing the Federal Rules of Civil Procedure. I used to carry a book around with me with all the rules in it, but it was out of date and it was tattered and dog-eared. Now I use LawStack to pull up whatever rule I need, it’s always up to date, and I can do a search for whatever I need.

And the last app that I like out of, what am I up to, five, yeah, number five, I would say Notability, which is exactly what it sounds like, Notability. This to me is one of the best apps specifically on the iPad, but I use it on my iPhone as well. I use the Apple Pencil on my iPad with Notability to handwrite notes. Just like I would write with a regular physical pen on a piece of paper, I can now write it on Notability and then I can export that out as a PDF file. I can even record audio with the notes as I am taking notes in Notability and I can export that out.

And honorable mention quickly, OneNote is another Microsoft app. It’s a free app available from Microsoft. OneNote synchronizes your notes between your iPad, your iPhone, your Windows machine, your Macs, whatever else that you may have, even Android. So, OneNote is also a really nifty note taking or note collection notebook app as well.

Jim Calloway: Well, that’s quite a few apps and I know all the lawyers want to know about the apps. Any other neat apps we need to talk about before we move on?

Brett Burney: Absolutely Jim. You know I can keep talking about this, but how about maybe two, right? One that I really like quite a bit is, if anybody out there has been into mind mapping, there’s a really nifty app called iThoughts.

Actually, I did a podcast with an appellate lawyer down in Texas, in Austin that uses this as a way to organize all of his notes and his trial notebooks and everything. So, you can go to  HYPERLINK “www,appsinlaw.com” appsinlaw.com and listen to that podcast. But iThoughts is a great way to sort of visually organize your notes. I love that.

I am a big fan of password managers. One of my favorite is 1Password. It’s the numeral one and the word password, 1Password. There’s also LastPass and Dashlane and a few others out there, but having a password manager is absolutely critical in my mind and my favorite is 1Password.

And then lastly, I would say you can’t have a legal focused podcast on iPads without mentioning TrialPad and TranscriptPad, both of these are from the company called LIT SOFTWARE. TrialPad is for trial presentations, which is fabulous. It’s a very polished app and the developer continues to update it.

And TranscriptPad, if you deal a lot with deposition transcripts or court transcripts, it’s a great way to keep organizing all of these, highlighting issues and then creating a nifty report or a summary of all of these transcripts when you are done. So that’s TrialPad and TranscriptPad.

(00:25:06)

Jim Calloway: Before we move on to our next segment, let’s take a quick commercial break.

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[Music]

Sharon D. Nelson: Welcome back to The Digital Edge on The Legal Talk Network. Today our subject is Apple’s latest and greatest tools for lawyer productivity and efficiency. And our guest is Brett Burney, our favorite Apple fan boy who has been sharing with enthusiasm for this entire podcast.

Brett Burney: And we are not done yet.

Sharon D. Nelson: We are not done yet, but we must be done soon.

Brett Burney: Yes.

Sharon D. Nelson: So, Brett, tell us quickly some of your best tips for lawyers that use iPhones and iPads.

Brett Burney: How about if I just do one? It’s one of my favorites. I just did a video on my Apps in Law website recently on this, so you can go and watch this happen if you don’t really understand it. But here’s the thing, I receive emails a lot from clients, I want to convert those emails into PDF files so that I can save it in my doc management system or save it into the folder with my client files there.

If I am on a computer I just go to File>Print and I print it to PDF. But on my iPhone and iPad I don’t have that. But on my iPad, I can bring up the email and I am going to print the email, even though I am not actually going to print it to a printer. It’s actually the little Reply button, there’s a Print menu under the Reply button there. But when that Print menu comes up, you see a small print preview image of that email. In other words, this is what’s going to print out.

So, if you take your thumb and forefinger, or any two fingers, and you spread them apart on that print preview, it, I say magically, turns into a PDF, just like that. And then when it turns into a PDF, you can actually say I want to attach this to a new email, or you can upload it to Dropbox or you can open it into another app like PDF Expert, I call it easy-peasy print to PDF. And you can use this wherever you have a print function, like in Safari or Microsoft Word or in the Notes App. I just love the fact that I can quickly convert anything I have on the screen into a PDF file by just spreading my fingers apart on the print preview image. So that’s my nifty tip.

Jim Calloway: Brett, you mentioned password managers, which are so critically important, what’s another really important security tip for iPhones and iPads that every lawyer should know?

Brett Burney: Here’s one of my favorite, obviously other than using a passcode that you absolutely must have on your iPhone or your iPad, I would say Restrictions, turning Restrictions on. And I find a lot of people don’t know that this section even exists inside the Settings App, because a lot of people look at it as parental controls, which it is. In fact, for my kids’ iPads I turn on parental controls there for the kind of content that they can be viewing, but hey, we are all adults here and I shouldn’t have to turn on parental controls.

But there’s a lot of neat options inside Restrictions. If you go to your Settings App, you go to General and Restrictions. You turn it on. The first time you turn it on it says, Create a Restrictions Passcode. This should be separate and different from your regular passcode. And once you turn that on, you could really ignore most everything else inside there, except Location Services.

So, all of us know that an iPad or an iPhone has a GPS radio built in to the devices, you can turn this off if you wanted to, but then you couldn’t go to Yelp and look for a nice restaurant and your Weather App wouldn’t work because the iPhone doesn’t know where it is. So, this is great that we have GPS radios built in, but it also helps to support the Find My iPhone App.

(00:29:56)

So, when your iPhone or iPad gets lost or stolen, and I said when, not if, because it will happen at some point, many thieves today will get smart and they know the first thing they need to do is turn off the Location Services. But if you go into Restrictions, go to Location Services, you can say do not allow changes, unless what, unless they know that extra Restrictions Passcode.

So I always recommend people should turn that off so that no changes will be able to be done unless you know that extra Restrictions Passcode, and that way even if they turn off the phone, because a lot of people say, well, they will just turn the iPhone off, and I say, yes, but they have to turn it on at some point if they want to sell it or so, and every time you turn it on, the iPhone or the iPad will ping its last known location. So at least it’s going to help you when you go to try to track it down through the Find My iPhone service.

So that’s under the Restrictions, under the Settings, and go to Location Services and say don’t allow changes unless they know that extra Restrictions Passcode.

Sharon D. Nelson: Well, thank you so much for being our guest today Brett. You burble with enthusiasm, you are overwhelmed with enthusiasm, and it shows, but along with the enthusiasm is just a tremendous depth of expertise, and I know our listeners enjoy that. And here is to sharing a glass of Woodford with you at some point in the future.

Brett Burney: Yes, thank you Sharon, thank you Jim, always a pleasure to talk with you two.

Sharon D. Nelson: And that does it for this edition of The Digital Edge: Lawyers and Technology. And remember, you can subscribe to all the editions of this podcast at  HYPERLINK “http://www.legaltalknetwork.com” legaltalknetwork.com or in iTunes. And if you enjoyed our podcast, please rate us in Apple Podcast.

Jim Calloway: Thanks for joining us. Goodbye Ms. Sharon.

Sharon D. Nelson: Happy trails cowboy.

[Music]

Outro: Thanks for listening to The Digital Edge, produced by the broadcast professionals at Legal Talk Network. Join Sharon Nelson and Jim Calloway for their next podcast covering the latest topic related to Lawyers and Technology. Subscribe to the RSS feed on  HYPERLINK “http://www.legaltalknetwork.com” legaltalknetwork.com or in iTunes.

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