Chatting with Messages and FaceTime - Online Communications - Macs All-in-One For Dummies, 4th Edition (2014)

Macs All-in-One For Dummies, 4th Edition (2014)

Book II. Online Communications

Chapter 3. Chatting with Messages and FaceTime

In This Chapter

arrow Setting up an account

arrow Chatting about other chat applications

arrow Adding your best buddies

arrow Chatting via text, audio, and video

arrow Saving chats

arrow Calling other Apple devices with FaceTime

The idea behind instant messaging (IM) is that you communicate with someone over the Internet by using text, audio, or video — and it’s all free. (Well, it’s sort of free, when you ignore the fact that you’re probably paying your broadband Internet provider a pretty penny every month so you can access the Internet.)

Now you can swap messages with your friends, chat in real time across the planet, and even see each other through live video windows while you speak. Instant messaging offers another way for you to communicate with anyone in the world, using an Internet connection and your Mac.

By using your Mac’s Messages app, you can exchange basic text chat messages with others instantly. And Messages also makes live video and audio chats and conferences, and file sharing, practically as easy as chatting over the telephone. If you have friends or family with a Mac or iPhone 4 or later, iPad 2 or later, or iPod touch (fourth generation or newer), you can use FaceTime to conduct a video chat from your Mac to your friend’s Apple device.

In this chapter, we show you how to set up a Messages account and use Messages to have IM, audio, and video chats. We also explain how to share files, images, and even your Mac’s screen with Messages. We give you all the tips and tricks to set up and use FaceTime, too.

Getting Started in Messages

Messages uses your Apple ID or the account name from another IM, such as Google Talk, AOL AIM, Jabber, or Yahoo! Messenger. Although each service offers its own app, Messages keeps all your accounts and contact information in one place so you don’t have to have a separate app for each service and account.

Choosing a chat service

If you have an existing IM account with one of these services, you’re ready to set up Messages and start chatting in a matter of minutes. If you don’t have a chat account, you need to set up an account with at least one of the following services:

· iMessage: Use your Apple ID to communicate with friends who use iMessage on Macs and iOS devices.

· AOL Instant Messenger (AIM): Available free at, existing AIM account users and new users are warmly welcome to use their account name with Messages. You can also use your AOL e-mail account.

· Google Talk: Got a Google Gmail account? If so, you have a Google Talk account, which allows you to send and receive text messages or conduct video conferences with other Gmail account holders from your Gmail web page ( Having a Google Gmail account also means that you can use it to set up Messages to send and receive text messages and connect with other Gmail account buddies with Messages audio and video chat, and screen-sharing feature. Google Talk usernames end with

· Jabber: With this original IM service (based on XMPP, the open standard for instant messaging), you can create a Jabber account by visiting or one of the other public XMPP services, and then use your Jabber account (which ends to log in and start chatting.

· Yahoo! Messenger: If you have a Yahoo! e-mail or Yahoo! Messenger account, you can set up an account for either in Messages as long as you have your username and password. Messages will take care of the rest. Set up an account at the Yahoo! website (

image As a general rule, you and the person you chat with have to have the same service, so you may want to have more than one account to chat with different people. To better understand which chat accounts can communicate with which other chat accounts, check out the nearby sidebar, “Can’t we all just get along?”

image You can install and run other chat applications to send and receive IM and conduct voice and video chats with your friends who use other chat accounts and chat applications.

image If your company uses a different IM system, ask your network administrator whether a profile is available for Macs. Install the profile on your Mac and then use Messages to chat with colleagues.

Can’t we all just get along?

You can use only some of Messages’ livelier features — such as audio and video chatting and screen sharing — when you connect to friends using the same kind of account as you. You got it: iCloud account users can send text messages and video chat with one another and with AIM users, but they can’t conduct video chats with Google Talk, Jabber, or Yahoo! users.

On the other hand, Google Talk accounts act as Jabber accounts, and Jabber accounts act as Google Talk accounts. That is, Google Talk and Jabber account holders running Messages get to take advantage of Messages audio and video chat and screen-sharing features, in addition to text chat.

To get the most from using Messages with friends, you want to sign in with an account that matches the ones your friends are using. If your friends use Google Talk to sign in to Messages and you use Yahoo! Messenger, you might want to create a Google Gmail account and add your Google Talk account to Messages so you can audio chat and video chat with your friends who sign in with a Google Talk account name.

Setting up a Messages account

After you create a chat account, you can set up a Messages account by following these steps:

1. Click the Messages icon (the speech bubbles) on the Dock or Launchpad to launch Messages.

A window opens with the prompts for signing in with your Apple ID. This enables iMessage, which communicates with other Macs and iOS devices.

2. Log in:

· Type in your Apple ID and password and click Sign In.

Messages opens, ready to start messaging.

· Or, click Not Now and confirm that you want to skip this step.

Messages opens with the Add Account screen, as shown in Figure 3-1.


Figure 3-1: Choose the type of account you want to add to Messages.

3. If you signed in with your Apple ID but want to add other instant message accounts, choose Messages⇒Add Account.

4. The Add Account screen opens (see Figure 3-1).

5. Select the type of account you want to add and then click Continue:

· For Internet messaging, select the Google, Yahoo!, or AOL radio button and then click Continue. A dialog opens with fields for your e-mail address and password. Enter those and click the Set Up button.

· Select the Use Other Messages Account radio button to add existing instant messaging accounts from AIM, Google Talk, Jabber, or Yahoo! and then click Continue. Click the Account Type pop-up menu and choose your account type. Type in your username and password and click the Create button, as shown in Figure 3-2.


Figure 3-2: Messages prompts you for your account information.

6. Repeat to add other accounts.

Messages opens, ready to start messaging.

image If you want to use iMessage in the future to communicate with other Macs and iOS devices that use iMessage, go to Messages⇒Preferences⇒Accounts, click the iMessage icon in the Accounts list, and type in your Apple ID and password.

Keeping up appearances

You may be perfectly happy with how Messages looks, but check out the preferences that Messages offers for your chat window and for each individual account. Go to Messages⇒Preferences and do the following:

1. Choose Messages⇒Preferences and then click the General button on the toolbar.

2. Peruse the choices. We suggest you consider a few:

· Message Received Sound: Open the pop-up menu to choose the sound to indicate received messages.

· Buddy List: Select Show All My Accounts in One List to keep everything together, nice and tidy.

· Account Status: You have five choices here. In particular, we suggest selecting When I Quit Messages, Set My Status to Offline, and Set My Status to Away After the Computer Is Inactive. These automatically do what you’d probably do yourself.

3. Click the Viewing button and use the pop-up menus to choose the background color, font color, and font style and size for you and the person you’re chatting with (the Sender).

4. Click the Accounts button and do the following:

· Add or remove accounts. Click the Add button (the plus sign) to add a new account, or click an account and then the Delete button (the minus sign) to remove one.

· Manage individual account settings. Click an account and use the check boxes, buttons, and menus to adjust the settings. Each account has different settings. For example, for your Apple iMessage account, you can add additional e-mail addresses where you can be reached. The others have account information and server settings. AIM offers additional Privacy settings, and Google has Chat settings.

5. Click the Close button.

image Choose View⇒Messages to change how your IM conversations appear: as balloons, boxes, or compact (a list form with the time stamps to the right instead of above each exchange). In that same menu, choose how your buddies’ names appear by each exchange: name only, picture only, or name and picture.


Bonjour is another messaging service within Messages, and it allows you to exchange messages and files with other computers on your local network. When you activate Bonjour and enable IM, everyone on the network can see you. If you trust the folks with whom you share your local network, Bonjour offers a quick way to message and exchange files. If, however, your local network doesn’t offer absolute security, you’re better off using another IM option, if available. To activate Bonjour, choose Messages⇒Preferences and select the Accounts button. The window shown here opens.


Click the Bonjour button in the accounts list on the left and then select the options you wish to use. To see other people on your network who use Bonjour, open the Finder, choose Finder⇒Preferences, and then click the Sidebar button. Select the Bonjour Computers check box, in the Shared section.

Adding buddies to your account

If you’re brand new to IM, setting up a chat account is only the beginning. Your next step is to contact your friends and other contacts you want to chat with, to exchange IM account names. Think of account names as telephone numbers; you can’t call a friend without knowing her phone number, and you can’t chat with someone if you don’t know her account name.

Chances are that you have IM account names in Contacts without even knowing it. As we mention earlier, Google Talk uses Google Mail ( addresses, and iOS devices can use mobile phone numbers as the identification for iMessages. You also want to store your friends’ account names in buddy lists, which you use to initiate chats with all but the iMessage service

Storing names in a buddy list

In all IM accounts — except iMessage, which accesses Contacts — stored names automatically appear in your Messages buddy lists whenever your friends log in to their particular chat app (which can be an app other than Messages, such as AOL Instant Messenger for Mac or Windows, or even a mobile chat app running on a smartphone).

image If you use iMessage only, you can skip the buddy list section and go directly to the section “Chatting with Others.”

To add a name to your buddy list, follow these steps:

1. Click the Messages icon on the Dock or Launchpad to launch Messages.

2. Choose Window⇒Buddies or the name of the account you want to add buddies to, such as Gmail or AIM.

image You have to be online to add buddies; click Offline under your name to open the pop-up menu and choose Available.

3. Choose Buddies⇒Add Buddy.

Or click the Add (+) button in the lower-left corner of the Buddies window, and if the pop-up menu appears, select Add Buddy.

A dialog appears, as shown in Figure 3-3.


Figure 3-3: Add a buddy by chat account name or e-mail address.

4. Fill in your buddy’s chat account name and real name.

You have two ways to do so:

· Type your buddy’s account name and real name in the text boxes shown in Figure 3-3. Depending on the chat account your buddy has, the account name might be a single word or an e-mail address.

Filling in your buddy’s first and last name is for your convenience only. If you don’t know someone’s first or last name, or if you prefer to see his chat account name rather than his real name in your buddy list, just leave the name fields blank.

· Add contacts from Contacts. Click the down-arrow button next to the Last Name field (refer to Figure 3-3) to expand the Add Buddy dialog and show names from the Contacts app. Use the search field or click the scroll arrows — both are visible in Figure 3-4 — to locate your buddy’s contact card and then click your buddy’s name to select him or her.

Your buddy’s account name, first name, and last name automatically fill in the related fields of the Add Buddy dialog.

If Contacts holds many records, it might be easier to search for a name rather than scroll through your list. In the search field, type in the first few letters of the name of the person you want to add as a buddy. Potential matches appear in the names list. The more letters you type, the narrower the results.


Figure 3-4: Clicking a buddy’s contact card automatically fills in the blanks.

5. (Optional) Click the column heading to the right of the Name column (named Instant Message in Figure 3-4).

This opens a pop-up menu that lets you choose to display a contact’s IM address, e-mail address, or phone number.

6. (Optional) Open the Add to Group pop-up menu and choose the group category where you want to store your friend’s name.

(See the upcoming section “Creating groups” to learn how to do that.)

By default, new buddies go to the Buddies group. You can change which group your buddy appears in at any time.

7. Click the Add button.

Your new buddy appears in your buddy list.

8. Repeat Steps 2–7 to add other people to your buddy lists.

If a buddy has more than one account type, add a new buddy for each account. Each account will appear in the group where you store it.

Viewing your buddies

If you don’t see your newly added buddy (or buddies you previously added) in your buddy list, you might have inadvertently chosen a Messages option to hide offline buddies from your buddy list. Messages gives you many options for viewing your buddies’ status, all accessed from the View menu. When you see a check mark next to the item, it’s active. You can choose one or more of the following:

· Show Buddy Pictures: Displays the image your buddy has assigned himself.

· Show Audio Status: Lets you know whether your buddy has audio capabilities.

· Show Video Status: Lets you know whether your buddy has video capabilities.

· Show Offline Buddies: Lists both online and offline buddies together; offline buddies’ names are dimmed in the list.

· Use Groups: Divides the Buddies list by account. When deselected, all buddies are in one continuous list.

· Use Offline Group: Shows offline buddies in a group of their own and only online buddies in each account group. Use Groups must be selected to activate the Use Offline Group option.

· Buddy Names: From the submenu, choose how you want to see your buddies’ names displayed: Full Names (Lucy Cane); Short Names (Lucy); or Handles (account names: Lucyblue).

· Sort Buddies: From the submenus choose

· By Availability: Groups all buddies who are online and available for chatting when you are.

· By Name: Sorts buddies by name; use the lower part of the menu to choose First Name, Last Name (to sort buddies alphabetically by first name) or Last Name, First Name (to sort buddies alphabetically by last name).

· Manually: Allows you to drag names to sort them any which way you want. Select Use Groups to make this option active.

image To see more information about a buddy, click the buddy and then choose Buddies⇒Show Info or Buddies⇒Show Profile (each gives you access to the other). You can lock the photo you want to see for your buddy, add or change information (such as a nickname or IM service), and, when you view the Profile, you can see which capabilities your buddy has for communicating with you, as shown in Figure 3-5.


Figure 3-5: View your buddy’s profile.

Creating groups

When you add a name to your buddy list, you see it in the Buddies list. If you choose View⇒Use Groups, the buddies list is divided into groups — at the minimum, Buddies and Bonjour, and Offline if you choose View⇒Use Offline Group. You can add other more descriptive groups — for example, Family or Golf Club — which are helpful if you have a lot of buddies or like to initiate group chats or broadcast a group message. You can always move or copy a buddy’s chat account name to a different group or even create completely new groups, such as a group of people involved in a specific project. You can also grant a buddy membership in multiple groups simultaneously.

To create a group, follow these steps:

1. Choose View⇒Use Groups.

2. Click the Add (+) button in the bottom-left corner of the Buddy List window and choose Add Group from the pop-up menu.

A dialog appears, asking for a group name.

image You can rename a group by right-clicking the group name and choosing Rename Group from the shortcut menu that appears.

3. Type a descriptive name for your group in the Enter Group Name text box and click the Add button.

Your new group appears in the buddy list, ready for you to copy or move names into your newly created group.

4. Click the triangle to the left of the Buddies group in the window to reveal all your buddies added to date. Then do one of the following:

· Move the name to a new group. Click and drag a name from Buddies to the new group. The name leaves the Buddies group and shows up in the new group.

· Copy the name to a new group. Hold down the Option key while clicking and dragging a name from Buddies to the new group. The name remains in Buddies and is copied to the new group.

image When you add a buddy, choose the group where you want the name to appear.

Deleting names and groups in a buddy list

Eventually, you might want to prune names from your buddy lists to make it easier to keep track of people you actually chat with on a regular basis.

To delete a name from your buddy list, follow these steps:

1. In the Buddies window, click the disclosure triangle next to a group to display the names in that group.

2. Click the name you want to delete.

3. Choose Buddies⇒Remove Buddy (or press the Delete key).

A confirmation dialog appears, asking whether you really want to delete the name.

4. Click the Remove button (or Cancel if you suddenly change your mind before giving your buddy the axe).

Rather than delete names one by one, you can also delete a group and all names stored in that group. To delete a group from your buddy list, follow these steps:

1. In the Buddies window, right-click a group that you want to delete.

2. Choose Delete Group from the shortcut menu that appears.

A confirmation dialog opens, asking whether you really want to delete this group and all names in the group.

3. Click Delete (or Cancel).

Chatting with Others

You can chat with someone in five ways, and we tell you how in this section:

· Text: You type messages back and forth to each other. Anyone on your buddies list or in Contacts (who uses iMessages) can use text chatting — IM — because it requires only an Internet connection and a keyboard.

· Audio: You can talk to and hear the other person, much like a telephone. To participate in audio chatting, each person (there can be up to ten chat participants) needs a microphone and speakers or headphones. Most Macs come with a built-in microphone, but you might want an external microphone, such as one built into a headset, to capture your voice (and hear the other person’s side of the conversation) more clearly.

· Video: You can talk to, hear, and see the other person in a live video window. Participating in a video chat with a buddy (or up to three buddies in a multiperson video chat) requires a video camera, such as the FaceTime video camera built in to all new and recent iMacs, MacBooks, and Apple displays. If your Mac is a model without a video camera (or if you want to connect a different kind of video camera to your Mac that has a built-in FaceTime video camera), you can buy and connect an external video camera that is USB Video Class (UVC), such as one of the models offered by Microsoft (, Creative Labs (, or Logitech (

· Screen Sharing: You can talk to and hear the other person while you take over her screen, mouse, and keyboard to fill your screen as though you’re sitting in front of her computer. Likewise, your chat partner can take over your screen and control your keyboard or mouse as if she were sitting in front of your computer. iMessage and Yahoo! do not support screen sharing.

· File Sharing: You can talk and hear each other while you share a file (or files), such as a document, a Keynote presentation, or photos in your iPhoto library. The files you want to share appear on your chatting partner’s screen. Likewise, if your chatting partner is sharing photos (or other files) with you, you see her on your screen.

image If your Internet connection is too slow, Messages might refuse to let you start an audio or video chat.

Initiating a text chat

When you open Messages, the window has two parts (choose Window⇒Messages if you don’t see it). The left pane shows a list of your previous and active chats divided by account type (empty the first time you open Messages). Click a name in the left column, and the conversation appears on the right pane, as shown in Figure 3-6.


Figure 3-6: The Messages window shows who you’ve chatted with (left) and the conversation (right).

image Just because someone is connected to the Internet doesn’t necessarily mean that he’s in front of his computer and/or wants to chat. So if you find your IMs falling on deaf ears (or fingertips) and the person isn’t bothering to reply to your messages or chat requests, chances are that the buddy you’re trying to chat with has gone fishing or is otherwise away from his computer.

To initiate a chat with someone, follow these steps:

1. Click the Messages icon on the Dock or Launchpad.

Choose Window⇒Messages if you don’t see the Messages window.

2. Click the New Message button (looks like a pencil writing on a note pad) at the top of the chat list on the left side.

New Message appears at the top of the chat list, and a blank screen appears on the right.

3. Begin typing the name of the person to whom you want to send an IM; potential matches from Contacts appear.

Or, do the following:

Click the Add button (the plus sign) in the upper-left corner. This opens Contacts, which has a Buddies group in addition to the groups you have in Contacts. In Contacts, you can click Buddies to see those you added to Messages previously, and you can click All Contacts or one of the groups and scroll through to find the contact you seek.

image A blue conversation bubble next to a name means that the contact uses iMessage.

4. Click the name of the person with whom you want to chat.

It appears in the To field, in a blue bubble, which means that you can communicate with iMessage or the account associated with that contact. The account type appears in the message text box at the bottom of the screen, where you type your message.

image Unless otherwise specified as being an address for another IM account, Messages presumes that any phone number or e-mail in Contacts is iMessage-able. If you select it and the bubble is red, the number or address is not registered with iMessage, and clicking the disclosure triangle next to the address or number confirms that.

5. (Optional) Repeat Steps 3 and 4 to add more people and create a group chat.

You can’t add members to an iMessage chat after it begins (although you can with the other services). You can, however, have a one-on-one chat with a person and then chat with that same person in a group chat.

image You can also initiate a chat from your Buddies list. Choose Window⇒ Buddies. Double-click the name of the person or group with whom you want to chat, and a New Message window opens. Or click a name once and choose an action from the Buddies menu or click one of the buttons at the bottom of the Buddies window.

6. Type a message in the text box at the bottom of the chat window and press Return to send your message; refer to Figure 3-6.

The recipient of your message will see something like Figure 3-7 on his Desktop (if he uses Messages). If he uses a different IM app, the user interface will probably be different — but that’s his problem. If the recipient replies to your message, you see the response in the right pane of the Messages window, and you can start typing messages back and forth to one another. You type in the lower text box, and your dialogue with the other person appears in the main text box. You see an ellipsis while the other person writes the response.


Figure 3-7: An invitation to chat.

image If you want to insert emoticons — those little smiley faces — in your text message, click the smiley face at the right end of the text-entry box (refer to Figure 3-6).

Choose Messages⇒Preferences⇒Viewing to change the colors and fonts used for your text chats. Choose View⇒Messages to choose how you see balloons, boxes, names, and pictures in text chats.

Initiating an audio or a video chat

To initiate an audio chat, everyone needs a microphone and speakers, which are standard equipment on iMacs and Macbooks (add-ons for Mac minis or MacPros) and on most Windows PCs (if that’s what the person or people you want to chat with are using).

To initiate a video chat, everyone’s computer needs a microphone and a video camera. Macs with a built-in FaceTime or iSight video camera can use that, but for Macs without a built-in FaceTime or iSight camera, you have three options:

· Plug a digital video camcorder into your Mac’s FireWire port (if your Mac model has a FireWire port; some don’t).

· Buy a USB Video Class (UVC) video camera from Logitech (, Creative Labs (, or Microsoft (, and plug it into your Mac.

· Conduct a one-way video chat in which you see the other person but the other person only hears your voice. If the person you’re chatting with doesn’t have a video camera but you do, the opposite occurs in which she sees you, but you only hear her.

Including you, up to ten people can participate in an audio chat. Video chats are limited to four people, and each must have a video camera connected to their computer along with a fast Internet connection (a minimum of 100 Kbps).

You can initiate an audio or video chat by following these steps:

1. While in an IM chat, click the video icon in the upper-right corner and then choose Audio or Video.

Or, choose Window⇒Buddies and then click the audio or video button next to the name of the person you want to initiate the chat with.

If you’re chatting in iMessage, FaceTime opens, and a FaceTime call is initiated.

In AIM, Google Talk, Jabber, and Bonjour — which support Audio Chat (Yahoo! does not) — a message appears, informing you that your audio chat invitation is sent and that Messages is waiting for a reply.

image If this feature is dimmed, you don’t have a microphone on your Mac, or you don’t have a fast enough Internet connection to support audio chatting.

image If you don’t see a Video Chat icon next to your buddy’s name in the Buddy List window, your buddy does not have a video camera built-in or connected to his computer. If you see a Video Chat icon next to your buddy’s name but it’s dimmed, your buddy is currently in a video chat with another buddy or group of buddies.

2. The buddy whom you invite to an audio or video chat clicks the Accept button.

Your chat begins, and you can both start talking as though you were speaking over a telephone or having a face-to-face conversation.

3. Fine-tune your session:

· Volume: Drag the volume slider to adjust the sound level.

· More buddies: If you click the plus-sign button, you can invite another person into your chat.

· Mute: Click the Mute button (the microphone icon with a slash through it) in case you need to shout at your dog to stop barking at the cat, or whatever else you want to say but don’t want your audio chat partner to hear.

· image Move window: You can click and hold on your live video-chat window and drag it to any corner in your buddy’s live video window so you can see your buddy better.

4. (Optional) Choose from these additional options for video chats:

· Effects: Click the Effects button in the bottom-left corner of the video chat window to open a window showing several different visual effects that you can choose to change how your live video appears on your buddy’s screen. Click a visual effect to select it and then click the Close button to close the visual effects window.

· Zoom: Click the Zoom button (double arrows) to make the video chat window fill your Mac’s entire screen. Press the Escape key to close the full-screen view and return to the window view.

· Pause: Choose Video⇒Pause Video to interrupt transmission of your side of the video; this also mutes the video.

· Snapshot: Choose Video⇒Take Snapshot, which captures the moment onscreen.

image Here is another way to take a snapshot during a video chat: image-click in the center of the video and drag the image out of the window. The file will be on the Desktop or in whichever folder you dragged it to, and is named Image.tiff.

· Click and drag a file to the video window to send a file to the person you’re chatting with.

image Even if your Mac has a camera and a fast Internet connection, someone you want to connect with in a video chat might not. In that case, you might be limited to using an audio or text chat instead.

Sharing files, photos, and screens

While you’re chatting either with instant messages, audio, or video, sharing files, documents, and photos is as easy as dragging the file to the Messages text field and pressing Return. If you’re in the middle of a video chat, drag the file to the video screen, and off it goes.

When you’re chatting on Jabber, AIM, Google Talk, or Bonjour (but not iMessage or Yahoo!) with another Mac user, you can share your screen and let your buddy control it as though it were her screen (or vice versa, if a buddy shares her screen with you). Here’s how to do it:

1. Start a conversation with the buddy who you want to share your screen with or whose screen you want to share.

2. Choose Buddies⇒Share My Screen or choose Buddies⇒Ask to Share Screen.

· Share My Screen: Fills your buddy’s screen with your screen, as though he’s seated in front of your Mac, which he can now control with his mouse and keyboard.

· Ask to Share Screen: Fills your screen with your friend’s screen as though you’re seated in front of his Mac and controlling it with your keyboard and mouse (assuming your buddy has granted you permission).

3. After your buddy receives your request, she can respond by Accepting, Declining, or Replying to your request.

4. To end either type of the sharing session, press the X in the corner.

Saving or deleting your conversations

Messages saves your conversations until you delete them. When they get particularly long, though, you might like to save them and start fresh with the same person. Do the following to save and delete your text chats:

1. Click the Messages icon on the Dock or Launchpad.

2. Click the buddy with whom you have an ongoing conversation you want to save.

Your conversation appears in the right pane of the Messages window.

3. Choose File⇒Print.

4. Click the PDF button at the bottom of the window and choose Save as PDF.

5. Type in a name for the file, choose a folder where you want to store it, and then click Save.

6. Choose File⇒Delete Conversation or hover the pointer over the chat list on the right end of the conversation you want to delete, and then click the X.

Interpreting status indicators

When you look at your buddies list, you see different icons next to the names of your buddies. The colored bullets let you know your buddy’s status; a phone or video icon tells you the type of chat her computer supports.

· Red bullet: Your buddy has an Away status and is unavailable to receive messages.

· Yellow bullet: Your buddy is available but hasn’t used his computer for 15 minutes or more.

· Green bullet: Your buddy is available.

· Gray bullet: Your buddy’s status can’t be determined.

· Telephone: Your buddy’s computer has a microphone, and she can have audio chats. If the telephone icon has depth, her computer supports multiperson audio chats.

· Video camera: Your buddy’s computer has a video camera, and he can have video chats. If the video icon has depth, his computer supports multiperson video chats.

· Wi-Fi: Your buddy receives notifications of chat requests on her mobile phone.

Making Yourself Available (Or Not) for Chatting

As soon as you connect to the Internet, your Mac broadcasts your availability to all the friends in your buddy lists. The moment someone wants to chat with you, you’ll see a window and maybe hear an audible alert. Choose how you want to be notified about incoming Messages requests from Notification Center (image⇒System Preferences⇒Notification Center), which we explain in Book I, Chapter 6.

Chat invitations can be fun to receive, but sometimes they can be distracting if you’re trying to get work done and don’t want to stop what you’re doing to chat with someone. One thing you can do is change the status description others see next to your name in their own buddy lists. Changing your status description to Away or something that indicates you’re not in a chatting mode can discourage others from sending you chat invitations until they see that you’ve set your status to Available again.

Changing your status

To let others know that you’re busy, you can change your status message to indicate that you’re out to lunch, on the phone, or revising a big book and not really in the mood to chat with others unless it’s about something really important. (Otherwise, you might as well just exit Messages altogether.)

image Although you change your status to indicate that you’re away or unavailable to chat, you can still receive chat messages and invitations your buddies send if they choose to disregard your status message. Therefore, you still need to click Reply or Decline for each invitation you receive.

Alternatively, you can change your status to make yourself invisible, which means that you don’t appear in your friends’ Buddies windows. However, you still see your friends in your Buddies window (unless they choose to make themselves invisible, in which case neither of you can see the other).

To change the status that friends see about you in their buddy list, choose Window⇒Buddies and then click the arrow button beneath your name in the Buddies window to open the My Status menu. (Alternatively, you can choose Messages⇒My Status to open the My Status menu.) Choose a status line, as shown in Figure 3-8, and your chosen status now appears in your friends’ buddy lists. The top half shows variations on Available (and displays) a green dot next to your name, and the bottom half shows different ways of explaining why you are unavailable or Away (and displays a red dot).


Figure 3-8: The My Status menu provides a variety of statuses you can display.

If you have multiple accounts, you can choose a different status for each account; for example, on the account you use with colleagues and associates, you may want your status to read Emergencies Only or On the Phone. For your friends, you may want something clever like Should be working. You can also opt to use the same status for all accounts by choosing Use Same Status for All Accounts at the bottom of the My Status menu on the Messages Buddies window.

You can also choose a status that lets your buddies know you’re available and what you’re doing, such as surfing the web or reading e-mail. If you choose Current iTunes Song, people can see the name of the song you’re listening to. If you choose Custom Available, you can type your own message that others will see. Choosing Custom Away lets you type your own Away message.

Becoming invisible

The AIM and Apple iMessage accounts give you the option of making yourself invisible to your buddies. Being invisible lets you see who on your buddy lists might be available to chat, but when other people see your name on their buddy lists, your name appears as though you are offline.

To make yourself invisible in Messages, click the arrow beneath your name in the Buddy List window to open the My Status menu (see Figure 3-8) and select Invisible.

To make yourself visible again, open the My Status menu and choose a status that indicates you are online and available or away, such as Available or On the Phone.

For GoogleTalk, Jabber, and Yahoo! Messenger accounts, you must select Offline to be invisible to your buddies with Messages or go to the Google, Jabber, or Yahoo! websites to set your status to Invisible. If you choose one of the red statuses such as Away or In a Meeting, your buddies see you as unavailable but can still send you chat requests, and you can see their statuses.

image If you want to leave Messages running but sign out so that you are truly offline and unavailable, open the My Status menu beneath your name in the Buddy List window and choose Offline or Messages⇒Log Out.

Blocking chat invitations

Rather than block invitations from everyone by setting your status to Away or Invisible, you may want to accept chat invitations from some people but block them from others. For example, an old flame might be harassing you, so you want to block that person — but someone close to you, such as a family member or good friend, might need to reach you so you want that person to get through at any time.

1. Choose Windows⇒Buddies.

2. Click the name of the person you want to block.

3. Choose Buddies⇒Block Person.

image If you use AIM, go to Messages⇒Preferences and click the Account button. Click AIM and then choose the Privacy tab to make the selections offered:

· Allow Anyone: Allows anyone to send you a chat invitation, close friends or complete strangers alike.

· Allow People in My Buddy List: Allows only people in your buddy lists to contact you.

· Allow Specific People: Allows you to create a list of specific people who have permission to contact you. Click the Edit List button to open the Allow Specific People window, and then click the plus sign and type in the name of the person you want to allow to contact you.

· Block Everyone: Stops all chat invitations from friends, family, co-workers, and everyone else in the world.

· Block Specific People: Allows you to create a list of specific people you always want to keep from contacting you. Click the Edit List button to open the Block Specific People window, and then click the plus sign and type in the name of the person you want to block from contacting you.

Note: If you select the Allow Specific People or Block Specific People radio buttons, you need to click the Edit List button and type the exact account names of the people you want to allow or block.

Making Calls with FaceTime

Instant messaging gives you rapid responses and quick input, but sometimes seeing a friendly familiar face makes an exchange that much better. With FaceTime, the video chat app that comes with your Mac, you can communicate with people who use the following devices with FaceTime installed:

· iPhone 4 and newer running iOS 4.1 or later

· iPod touch fourth generation and newer running iOS 4.1 or later

· iPad 2 and newer running (including iPad mini models) iOS 4.1 or later

· Intel-based Mac running OS X 10.6.6 or later with camera and microphone

image FaceTime, like Messages, uses the Internet to communicate, so make sure you have a connection.

FaceTime uses the information in Contacts to call iPhone 4s and newer with a phone number and iPod touches, iPad 2s or newer, or other Macs with an e-mail address. Any edits you make to Contacts in FaceTime appear when you open Contacts on its own; addresses in FaceTime reflect the preferences you set up in Contacts. (See Book V, Chapter 1 to get a closer look at Contacts.) You also need an Internet connection and an Apple ID (your iTunes Store account or iCloud account work, too). If you don’t have an Apple ID, you can set one up in FaceTime, or see Book I, Chapter 3 for detailed instructions.

In this section, we show you how to sign in to FaceTime, call your friends, and accept incoming calls. We also tell you how to add your favorites peeps so you can call them lickety-split.

Signing in to FaceTime

To use FaceTime to make or receive calls on your Mac, you have to turn on FaceTime and sign in to your account. To sign in to FaceTime, follow these instructions:

1. Click the FaceTime icon, which looks like a video camera with an objective lens on the side, on the Dock or Launchpad.

The FaceTime window opens, and you see yourself in the video pane.

2. Click the FaceTime button On or choose FaceTime⇒Turn FaceTime On.

3. Enter your Apple ID in the User Name field and the associated password in the Password field.

If you don’t have an Apple ID, click Create New Account and fill in the form that appears to the right of the video window, and then click Next to finish setting up an Apple ID.

4. Click Sign In.

FaceTime signs you in and asks for an e-mail address that other people with FaceTime can use to call you on your Mac.

5. Type in the e-mail address associated with your Apple ID account.

6. Click Next.

The calling pane opens.

You can close the FaceTime window, but you remain signed in so you can receive calls.

Making a call with FaceTime

After you turn on FaceTime and sign in to your account, you can make and receive calls. To make a call, follow these steps:

1. Click the FaceTime icon on the Dock or Launchpad.

The FaceTime window opens, and you see yourself in the video pane.

2. Click the Contacts button at the bottom of the pane.

Your Contacts information appears in the calling pane. If you have groups, you see a list of your groups. If your contacts are in one All Contacts group, you see an alphabetical list of your contacts, as shown in Figure 3-9.


Figure 3-9: FaceTime uses Contacts to make phone calls.

3. Click the name of the person you want to call.

That person’s info appears.

4. Click the e-mail address to call the person on an iPod touch, an iPad, or a Mac. Click the person’s mobile phone number to call the mobile phone.

image The person you’re calling must have FaceTime activated on her device (unless it’s an iPhone) for the call to go through. If she doesn’t have FaceTime turned on, you receive a message that she is unavailable.

When the person accepts your phone call, you see her face in the main part of your screen. A small window appears where you see yourself, which is what the person you called sees, as shown in Figure 3-10.


Figure 3-10: You see the person you’re talking to in the large window and yourself in the picture-in-picture window.

5. You have a few options while you’re talking:

· Click the full-screen toggle in the top right corner of the FaceTime window or on the control bar at the bottom to see the person you called fill the whole screen.

· Click and drag any edge of the window to resize it.

· Click the Landscape/Portrait toggle (the curved arrow that appears when you hover the pointer over your image) on your image to rotate the image that the person you called sees. Landscape can be a better view if the person is using an iPad, iPod touch, or iPhone. You can also drag your image around to place it where it doesn’t block your view of the person you called.

· Pause a call by choosing FaceTime⇒Hide or Window⇒Minimize. Click the FaceTime icon on the Dock to return to the paused call.

· Click the Mute button if you don’t want the person you’re speaking with to hear you. Click the Mute button again to unmute.

6. When you finish your call, click the End button or close the FaceTime window.

Receiving a FaceTime call

You can receive calls when you turn FaceTime on and sign in, as we describe in the first part of this section. If someone calls you, FaceTime automatically opens, and you see

· Yourself in the video pane

· The name or phone number of the person who is calling you

· Two buttons that give you the option to accept or decline the phone call, as shown in Figure 3-11

Click Accept to open the video call.


Figure 3-11: You can accept or decline incoming calls.

image If you don’t want to receive FaceTime video call invitations, choose either FaceTime⇒Turn Off FaceTime or FaceTime⇒Preferences and turn the switch off or sign out.

Managing your Apple ID settings

You can make changes to your Apple ID settings in FaceTime or change the country where you are located. To access your Apple ID settings, do the following:

1. Click the FaceTime icon on the Dock or Launchpad.

The FaceTime window opens, and you see yourself in the video pane.

2. Choose FaceTime⇒Preferences.

Your FaceTime Preferences appear, as shown in Figure 3-12, in the pane to the right of the video pane (replacing the Contacts list that usually appears there).


Figure 3-12: Use FaceTime Preferences to change your country location and Apple ID account info.

3. Click your account name in the Apple ID field.

The Apple ID pane appears.

4. Click Change Location to change the country where you are using your Mac and FaceTime, and then click Save.

5. Click View Account to see your Apple ID account information, and do the following:

· Type the password and then click Sign In.

· Click Manage Apple ID to open your account on the Apple website and make changes such as changing your password or your birthday. Follow the onscreen instructions to do so.

· Click the FaceTime window and click Done, and then click the two Back buttons in the top left of the pane to return to the Preferences pane.

6. Click Done to close Preferences.

The Contacts list appears again.

Adding contacts and favorites to FaceTime

FaceTime uses Contacts to make calls. Any time you add, delete, or edit a contact in Contacts, the information appears in FaceTime, too. You can also add a contact to Contacts from FaceTime by following these steps:

1. Click the FaceTime icon on the Dock or Launchpad.

The FaceTime window opens, and you see yourself in the video pane.

2. Choose the group you want to add the new contact to, or choose All Contacts if you don’t have groups.

3. Click the plus sign in the upper-right corner.

4. Enter the person’s first and last name, company name (optional), phone number, and e-mail (as shown in Figure 3-13).


Figure 3-13: Add new people to Contacts from FaceTime.

5. Click Done.

The new contact is added to Contacts. If you want to add other pertinent information (such as a street address or birthday), go to Contacts to edit this contact’s information (as explained in Book V, Chapter 1).

If you have people you call frequently, you may want to add them to your Favorites list so you don’t have to scroll through the whole Contacts list to find them each time you want to call. To select a contact as a favorite, do this:

1. In All Contacts or a Group, find the person you want to add as a favorite.

image You can use the Search field to find a person quickly — scroll to the very top of the list of contacts to see it. Just type in the first letters of the first or last name. The more letters you type, the narrower the results in the list.

2. Click the name of the person you want to make a favorite.

3. Click the Add to Favorites button, as shown in Figure 3-14.

A list of the person’s phone numbers and e-mail addresses appears.


Figure 3-14: Make the people you call the most your FaceTime favorites.

4. Click the phone number or e-mail address you use to call this person from FaceTime.

A star appears next to the phone number or e-mail address you chose.

5. Click the Favorites button at the bottom of the pane.

The person is now in your Favorites list.

6. To call someone from the Favorites list, click the Favorites button and click the name of the person you want to call.

To see more information about that person, click the arrow to the right of the name.