I have a couple of Gmail accounts set up with Google Apps, so that Google is hosting my email using my own domain names. While those accounts have been working flawlessly for quite a while, I suddenly ran into issues a few days ago where Apple Mail couldn't pull email from the server. I could use the Gmail Web client and access the email, but using Mail or my iPhone, I'd get an error.

Both Mail and the iPhone initially reported that either my password or username was incorrect, but after restarting my MacBook Air, the message changed to what you see above. While I had been sending some large files through email last week, I wasn't using anywhere close to the 2 or so GB per day of bandwidth that Google allows.

A quick search revealed that there's a known bug where accounts are locked out for exceeding IMAP bandwidth limits when using Apple Mail under Snow Leopard. To quote Google's support page,

This is a known issue for users of Apple Mail on the Snow Leopard OS. We are working with Apple on a resolution to the issue. In the meantime, there are a few workarounds to reduce the likelihood of hitting the bandwidth limit:

1. Do not sync attachments.
2. Reduce the number of folders you sync by using the Advanced IMAP Controls tab in Gmail.
3. Close your email client when you are not using it.

For my business, I keep my email client up and running most of the day, so the third workaround was not an option. Syncing attachments is easy to turn off in Apple Mail Preferences for Gmail IMAP accounts by selecting "All messages, but omit attachments" under "Keep copies of messages for offline viewing" on the Advanced tab, but it didn't resolve the problem.

I fortuitously noticed that my MacBook Air seemed to be losing a lot of disk space, and searching the ~/Library/Mail folder indicated that the issue seemed to be in the "Recovered Items" Inbox for this Gmail account -- something I didn't even know existed! It was taking up a whopping 18.66 GB of space, so I went into Mail and deleted the "Recovered Items" inbox.

While this didn't fix the issue immediately, it did eventually allow the account to come back on line with no problems. All told, I was without Mail.app and iPhone access to the account for four days, but at least I could check my Web mail occasionally to see what was coming into the Gmail account.

If you're running Snow Leopard and get bit by the "bandwidth bug" with a Gmail account, I hope that this tip can help you out.

The "Reset Network Settings" button on the iPhone not only resets your Wi-Fi settings -- resulting in a clean slate with respect to Wi-Fi access points and their passwords -- it also resets your phone carrier settings. Several months back, I had the darndest trouble with cellular data access. I could place and receive calls, but couldn't get cellular data access no matter what I did. I tried going into and out of airplane mode, turning the phone on and off, and resetting it, all with no luck.

So I decided to call AT&T. Apparently, one of the cell phone towers near my office was having trouble and fell out of and back into commission. And although the tower was back up and running, my iPhone was stuck in cellular data purgatory. AT&T support suggested that resetting the network settings on the device would likely resolve the issue: and it did. Resetting network settings has also helped me resolve an issue I was having with Visual Voicemail on another occasion.

To reset your iPhone's network settings, tap your way to Settings > General > Reset > Reset Network Settings. With great power also comes great annoyances, like having to reconnect to previously remembered access points and having to re-enter passwords.

Former TUAW colleague David Chartier over at Finer Things in Mac has noted something interesting about the innocuous iWork '09 file format. What he found may surprise you.

An iWork '09 file created from Pages, Numbers, or Keynote actually lives a secret life as a ZIP archive. This trick isn't a new one; the most common example of archive trickery by Apple is probably the iPod/iPhone software bundle which uses ZIP as a container format. Previous iWork versions actually created folder-like bundle files by default, which made them tricky to upload to cloud storage or email to collaborators.

In the case of the new iWork files, changing the file extension to .zip and expanding the archive reveals the as-expected XML document and plist files (for the document and its formatting) as well as a little PDF surprise -- a preview version of the file. What this means for you is that you can send an iWork file to a friend or co-worker and regardless of their operating system choice or installed software base, they can "view" your document by unzipping it and opening the PDF.

On Windows, you would simply change the extension to .zip and open with your favorite un-archiving utility. Given the kludgy-ness of this process, it doesn't surprise me that Apple isn't promoting it. However, it would be interesting to see the folks in Cupertino release an iWork viewer for the Windows users in our lives (other than the extant iwork.com sharing service).

[Via Download Squad]

More Mac 101, our tips and tricks for novice Mac users.

For some reason, I tend to come across times when my optical drive doesn't want to eject the CD or DVD that's in it. I found myself having to restart the computer and try again... in more serious instances, I have to restart and force-eject the disc by holding down the mouse button during the boot process.

At some point I thought to myself, "There's gotta be a better way to do this." Having to restart my computer when a disc doesn't want to eject is not exactly user-friendly. After pondering the possibilities for quite some time, I remembered that you could enable some menu extras (including an eject button) from the CoreServices folder.

Go to the root of your hard drive, either by choosing "Computer" from the Go menu or by clicking it in the sidebar of a Finder window (my hard drive is the icon labeled 'Server' in the screenshot), and follow this path:

System > Library > CoreServices > Menu Extras

Once in that folder, you'll see a lot of different extras that you can put into your menu bar. Just double-click the ones that look appealing to you and they will appear in your menu bar. Go ahead and give them a try. If you decide that you don't want something in the menu bar, just hold down the command key and drag it off the bar.

The eject button doesn't always fix a stuck CD, but it's one more option to try before restarting my computer.

Folders, which have been a feature of iTunes since iTunes 5.0, serve as a means to better organize your music. For example, you could create genre- or artist-based folders with corresponding playlists nested within them. But moving playlists into folders isn't the most fun thing, and can be especially time consuming if you're going to be moving a bunch. Fortunately, the "Move Playlists to Folder" script provides a means for you to easily move multiple playlists over to a specified folder in iTunes.

First, download and install the script: the file should reside in your [username]/Library/iTunes/Scripts/ folder. After successful installation, the script will now appear as an item in the scripts menu. If you didn't already have any scripts installed, the script menu allows you to access and run scripts for a specific app.

This AppleScript, along with a host of many other iTunes script goodies, is available as a free download at Doug's Scripts. However, Doug would also be more than happy if you were generous enough to donate a buck or two to help buy him a latte.

One of the great torments of owning several computers is keeping all of your personal data in sync; having multiple copies of the same application speak the same jive. Take The Hit List, for example. I use this app on my MacBook Pro at work for organizing tasks and collecting thoughts like a virtual inbox to my brain. At the end of the day I need a way to get all the day's notes from my laptop into my home desktop, which also happens to be running THL as well. What to do?

The ideal solution is to get each machine sharing the same THL database file synced to the cloud, instead of a locally rooted file. Fortunately, there is an way to do just this, and all that is required is for each machine to be running Dropbox. By now all of you should be using this amazingly awesome free service for saving and sharing data to the cloud. If you haven't yet opened an account, and downloaded and installed the Mac desktop client, go now. It's ok, I'll wait. Got it? Good, now let's do this.

First, you need to locate THL's main database file which can be found hiding in /Users/userprofile/Library/Application Support/The Hit List. Look for a file called The Hit List Library.thllibrary. Find it? Good, now simply drag this file to your Dropbox folder. Hold on, we're not quite done yet. Here's where the magic happens.

Hold down the option key while launching The Hit List. A dialog window will appear, asking what the hell you've just done with its library. Just select "Choose Library" and point it the file located in your Dropbox folder. You must repeat this part of the process on every machine running THL. That's it!

There is one small caveat. It's a good idea to always ensure that Dropbox has fully synced all of your local changes before loading THL on another machine, or else you risk losing your most recent data. Be wise to this and you'll have no troubles at all. You're welcome.

By the way, if you use Things rather than The Hit List for your task management, be sure to see our previous post about how to sync it using Dropbox as well.

Before Snow Leopard was released, we were enjoying GrabUp for super-simple sharing of screenshots. It was a great little utility: After a brief setup, it automatically sent any screenshot to its servers (or your own) and added the resulting URL to the Clipboard. It was fast and very useful.

Snow Leopard killed it by changing the naming convention of screenshots. The developers haven't fixed it (in fact, Google now throws up a danger warning when I try to access the site) and it looks like they aren't going to. We posted a fix not too long ago, and today we found another approach on the Dropbox wiki that uses Dropbox and Jing. You get free online storage for up to 2GB of screenshots, and an easy way to get the URL of your screenshot where you need it in a hurry.

Here's how it works. First, download and install Jing (it'll work with the free version -- more on that later) and get a Dropbox account (again, the free version will work). Once your Dropbox install is all done, create a destination folder in your Dropbox's Public folder -- maybe "screenshots," for example. Now it's time to fill in the Jing preferences. Read on...

After several years of trying to figure out what task manager for Mac and iPhone worked best with my peculiar style of organization, I finally settled on Things from Cultured Code. The Mac application is easy to use, uncluttered, and can take advantage of many keyboard shortcuts, while the iPhone app [iTunes Link] gives me a portable version of the Things database to take on the road. While the iPhone app can do a local sync to a Mac, it still doesn't do over-the-air syncing, which I hope Cultured Code will add in a future release.

When I made Things my task manager, I needed to make sure that I could use the same database on both my desktop Mac and my MacBook Air, since the Mac version doesn't do syncing either. It turns out that one of the easiest ways to do this is to use the wonderful cloud storage application Dropbox to hold my Things database, and then point Things on both Macs to use the shared database.

Fortunately, a Brit by the name of Bradley Wright had already done all of the hard work and had written up some command-line instructions on how to do this. Brad does all the work in the Terminal; here, I'll describe how to do most of the work in the Finder with the exception of creating a symbolic link at one point.

I recently bought a new Mac, and I decided not to migrate years of cruft over to a pristine Snow Leopard install. I also decided to shed years of stale workflow and adopt a new way of doing things. Enter the power tools: software that augments the power and performance of OS X to do things faster and smarter. I'll examine some general system enhancements and look at a couple of powerful Mac/iPhone app combos that really work well together.

Step one was finding a replacement for my beloved QuickSilver. I had abandoned QS well over a year ago due to performance issues on most of my Macs, but after a nagging pain in my wrist surfaced, I realized I had to find more keyboard shortcuts. Enter LaunchBar, which fills in for 90% of what QuickSilver used to do for me. LaunchBar is one Ctrl-Space (configurable, of course) away from Spotlight searching, Google searching, application launching, math calculations and much, much more. LaunchBar is $25 around $35 per seat, and worth taking 15 minutes to learn the basics. Go ahead, hate me for giving up QS, but try LaunchBar before you hurl the insults.

Next I needed a better way to juggle 3 Gmail accounts. But I also needed a way to track the metric ton of inbox items that flow through those email conduits. The solution was the combination of MailPlane and Things. I had really dedicated my heart to Toodledo, but there's one trick I couldn't replicate on any setup (The Hit List included): when I get an email in MailPlane, I can select some text and press Shift-Ctrl-Opt-Cmd-0 and the Things HUD pops up and autofills the notes section with a link to the email itself. It is awesome. Not perfect, mind you, but a huge thing for me.

Read on for more power tools and tips.

Welcome back to Mac 101, our series of tips for new and novice Mac users.

We've had a few questions about a forward delete functionality on Mac laptops lately, but the question isn't new. We realized that we sometimes take our readers for granted... little tips like this are actually huge news for a lot of the switchers in the audience. So if you know this, awesome! If not, here's a quick way to duplicate the forward delete functionality on a Mac laptop.

It's really simple: find the function key (it is abbreviated as fn) on the bottom left side of the keyboard. Hold down function and hit the delete key (fn+delete).

Yes, we know -- it's an extra step over a PC but your days of using the arrow keys to delete are over. There are a lot of arguments about why there isn't a dedicated key for that function and most of them focus on the aesthetics of the keyboard by keeping it minimal. If that means I hold function to forward delete, well, I'm OK with that. I think my keyboard is sexy.

Thanks, Logan!

While Front Row's integration with iTunes and iPhoto provides a nice, seamless experience, there are times when your needs demand a not-so-integrated approach -- say, for example, if you have an external hard drive full of videos that you'd like to watch on Front Row, but don't necessarily want to import into iTunes or copy into your Movies.

One solution to this is to create an alias that points to said external hard drive or any other folder on your computer or network. For new PC-to-Mac converts, an alias is the equivalent of a "shortcut" on Windows. To create an alias, right-click on the file or folder (in our case, folder) and select "Make Alias." Now, place said alias in the your Movies folder, which is located in /Users/username/Movies.

Now, you'll be able to browse and play movies of the folder that the alias points to. And if QuickTime can play the file, then so too can Front Row.

Is the cell coverage in your area not up to par? Whether you happen to have steel walls or live where there are no cell phone towers or trees cleverly disguised as cell phone towers, some of us must deal with the reality that, while we own arguably the most innovative gadget in recent years in the iPhone, we may not have had the best carrier to accompany it. One way to address this "bag of hurt" is through the Skype [iTunes link] app.

If you don't already have the Skype app, download it -- it's a free download in the App Store. Next, you'll need to make sure that Skype stays online when the screen is locked. This is accessible via the Skype app preferences within the iPhone's main settings page. After this is enabled, the Skype app continues to run in the background and maintains a Wi-Fi connection even after the sleep/awake button is pushed -- or if it's set to automatically lock after a given time interval. Second, because Skype requires a Wi-Fi connection to make and receive calls, you'll also want to make sure that whatever cell phone dead zone you're at also happens to have a Wi-Fi connection.

This workaround obviously isn't without its weaknesses. Assuming that most of those calling you would prefer dialing a phone number instead of your Skype user name, you'll likely need a separate phone number. One option is SkypeIn, which marries Skype to a real phone number. The service costs $18 for three months or $60 for a whole year. And if you happen to have a Google Voice phone number, directing your calls to your SkypeIn number is an option. Alternatively, you could forward all of your iPhone calls to said Skype number whenever you anticipate a cell phone dead zone -- say, before you enter your house, if you have bad reception there. This is accessible via the Phone preferences within the iPhone's main settings page. Doing this, you won't have to give out multiple numbers to your friends and family.

One of the other drawbacks of this alternative is that while an audible indicator (a ringing noise) is present when you're receiving a call, a visual one isn't. In other words, you may need some cat-like ears to know when you're receiving a call.

A seamless solution this is not, but it nonetheless provides a possible workaround until more cell towers are built in your area, or until a push-based solution is available for Skype.

Readers, tell us what you're doing to remedy cell reception issues. Be it a do-it-yourself tin can signal booster or anything else, let us know what's worked for you.

The Dictionary.app in Snow Leopard has been driving me nuts. If you use LaunchBar or Spotlight (or probably any other method of sending a word to Dictionary.app), it opens a new window. And then another. And then another. This might be handy if the window bar was updated to show the word that you had looked up, but it doesn't, meaning that the extra windows are just clutter.

Before 10.6, Dictionary.app reused the same window for each new definition. If you wanted to go back to a previous word, you could simply use the "Back" button. As we've heard countless times, Snow Leopard has been about subtle refinements, but this was a step backwards to me. I was surprised that there isn't a Preference setting to reuse the same window or open a new one.

In a fit of frustration yesterday, I posted a bounty on Twitter and asked Rob Griffiths to see if he knew of an answer. Rob is the proprietor of MacOSXHints.com which I consider essential reading for Mac users (I have even submitted a few tips of my own over the years). I knew if anyone could find an answer, it was Rob.

Well, it turns out they don't call him Rob "The Hints Guru" Griffiths for nothing. Not long after my cry for help, Rob figured out how to Force Dictionary to show definitions in one window. As you might expect, it involves entering a command in Terminal.app while Dictionary.app is not running:

defaults write com.apple.Dictionary ProhibitNewWindowForRequest -bool TRUE

Voilà! Dictionary will now revert back to the 10.5 and earlier behavior of using one window for all definitions.

Rob must truly be credited for discovering this gem, because (as of this writing) Google comes up 100% empty when looking for 'ProhibitNewWindowForRequest'. When was the last time you tried to Google something and came up completely empty? That doesn't happen often anymore!

Turns out that Rob used another tip from his site to find hidden preferences (something else which has gotten more difficult in Snow Leopard). It's the circle of life... or at least, tips.

Thanks again, Rob. Now where do you want me to send your Ferrari? (You'll have to read Rob's post to get that joke. It also explains how to undo this change if you decide you want to revert to the standard 10.6 behavior.)