The Boyce Blog

Mac, iPhone, & iPad tips to help YOU get more from your Apple stuff.
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How to password-protect a Numbers document on your iPhone or iPad

You can password-protect a Numbers document on your iPhone or iPad. No one can open it without the password. This way, if your iPhone or iPhone is unlocked, your document is still protected. It's really easy to do.

(If you know how to do this for a Pages document on your iPhone or iPad you already know how to do it with Numbers.)

With a Numbers document up on your iPhone or iPad, look for the wrench at top right and tap it.

IOS Numbers password protect 01 box

Tap where it says "Set Password"

IOS Numbers password protect 02 box

Give your document a password, enter it a second time, and enter a hint. There's no back-door into a password-protected Numbers document so the hint is essential should you forget the password.

IOS Numbers password protect 03 box

Numbers documents show locked icons when they are password-protected. See below.

IOS Numbers password protect 04 box

When you try to open a password-protected Numbers document on your iPhone or iPad you'll see a message asking you to supply the password. If you can't remember it, try again. If you still can't remember it, try one more time-- the password hint doesn't appear until the third failure.

IOS Numbers password protect 06 box

And that's all there is to it.

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How to password-protect a Numbers 3.5 document on a Mac

Numbers locked doc

Apple's Numbers 3.5 app on the Mac has a nice feature that lets you protect a document with a password. Without the password, the document won't open. You don't need this every day but someday you will, and here's how you do it.

(You do it exactly the same way you do it for a Pages 5.5 document. If you know how to password-protect a document in Pages 5.5 you know how to do it in Numbers 3.5 too.)

First, get your Numbers document up. Go to File and slide down to Set Password...

Numbers5 password 6combined

Next, enter a password, enter it again, and enter a hint. The hint is there in case you forget the password. Warning: I can't get your document open if you forget the password. Give yourself a good hint.

Numbers5 password 3

If you check the box to remember the password in the Keychain you will never have to enter it again, as long as you're logged onto the Mac with the same username and password. That reduces the value of having a password on the document so my advice is to NOT check that box.

That's all there is to it. From then on, whenever someone tries to open that document he'll get a box asking him to enter the password. Even if he's a she. Get it right and the document opens right up. Otherwise, the document remains closed. Don't check that "Remember password in my keychain" this time either.

Numbers5 password 2

That was easy.


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How to password-protect a Numbers '09 document on a Mac

Numbers locked document

You can password-protect a Numbers '09 document. That means no one can open the document unless he has the password. This can be very handy if you share your Mac with other members of the family, or if you have roommates who "borrow" your stuff, or if you have a very, very special cat.

You password-protect a Numbers '09 document just like you password-protect a Pages '09 document:

1. Open the Inspector (View menu/Show Inspector)

2. Click on the Document button in the Inspector (top left), then click "Require password to open"

Numbers09 password protect 05b

3. Enter a password, enter it again, and enter a hint. The hint is very important because no one will be able to get you into a password-protected Numbers '09 document if you forget the password.

That's all there is to it! From now on, when you go to open that document, you'll be asked for the password. If you get it right on the first try the document will open right up. I would not recommend saving the password in your keychain because if you do, the system will not ask for the password anymore. That sort of defeats the purpose, doesn't it.

If you don't remember the password just keep trying. The hint shows up on your third try so don't give up after two.

Numbers09 password protect 01

Easy stuff, when you know how.

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How to password-protect a Pages document on your iPhone or iPad

You can password-protect a Pages document on your iPhone or iPad. No one can open it without the password. This way, if your iPhone or iPhone is unlocked, your document is still protected. It's really easy to do.

With a Pages document up on your iPhone or iPad, look for the wrench at top right and tap it.

IOS Pages Password1 arrow boxed

Tap where it says "Set Password"

IOS Pages Password2 box boxed

Give your document a password, enter it a second time, and enter a hint. There's no back-door into a password-protected Pages document so the hint is essential should you forget the password.

IOS Pages Password4 box boxed

Pages documents show locked icons when they are password-protected. See below.

IOS Pages Password5 box boxed

When you try to open a password-protected Pages document on your iPhone or iPad you'll see a message asking you to supply the password. If you can't remember it, try again. If you still can't remember it, try one more time-- the password hint doesn't appear until the third failure.

IOS Pages Password8

And that's all there is to it.

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How to password-protect a Pages 5.5 document on the Mac

Pages lock icon

Apple's Pages 5.5 app on the Mac has a nice feature that lets you protect a document with a password. Without the password, the document won't open. You don't need this every day but someday you will, and here's how you do it.

First, get your Pages document up. Go to File and slide down to Set Password...

Pages set password menu and menubar

Enter a password, enter it again, and enter a hint. The hint is there in case you forget the password. Warning: I can't get your document open if you forget the password. Give yourself a good hint.

Pages create password

If you check the box to remember the password in the Keychain you will never have to enter it again, as long as you're logged onto the Mac with the same username and password. That reduces the value of having a password on the document so my advice is to NOT check that box.

That's all there is to it. From then on, whenever someone tries to open that document he'll get a box asking him to enter the password. Even if he's a she. Get it right and the document opens right up. Otherwise, the document remains closed. Don't check that "Remember password in my keychain" this time either.

Pages my Christmas list open with password


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How to password-protect a Pages '09 document on a Mac

You might have a reason to want to password-protect a Pages '09 document. Maybe it's your Christmas list. Maybe it has performance review notes. Maybe it's your diary. Whatever it is, you might not want people to be able to open it unless they're invited. You need a way of locking your Pages '09 document so it can't be opened without a password. Here's how you do it.

In Pages '09, look at the Document section of the Inspector. You get to the Document section by clicking the button at the top left of the Inspector. See below.

(If the Inspector isn't showing, look in the View menu for "Show Inspector" or just click the blue Inspector button in the Toolbar.)

PagesInspector

At the very bottom of the Document section of the Inspector you'll see "Require password to open." Check that box, choose a password, enter it a second time, and you're done. It would be good to include a hint because there's no way to pry the document open without the password.

Here's a picture of what you're looking for in the Inspector.

Pages first click here

Your protected document will get a new icon:

Pages 09 locked document icon

When you try to open it you'll be asked for the password. Enter it successfully and the document opens right up. Get it wrong, and the document stays closed.

Nothing to it when you know how.


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How to password-protect an Excel document on a Mac

Excel Password Protect 02

There are lots of Excel documents you might want to keep private: spreadsheets with financial information, a Christmas gift list, a list of countries you're thinking of taking over. Fortunately, you can put a password on any Excel document, so even if people have access to your computer they won't be able to get into your private documents.

You password-protect an Excel document via the Save As… box. You can do it when you first save the document, or you can do a Save As… down the road. Either way, you're going to see a box like this:

Excel Password Protect 04

Click the Options button. That leads you to this window:

Excel Password Protect box

(Naturally it is completely different from what you see when you click Options in Microsoft Word. If you want to know how to password-protect a Microsoft Word document, click here.)

If you set a password for opening the document you've really done all you need. You can probably come up with a situation where you'd want one password for opening the document and another one for editing but I think that situation would be unusual. Anyhow, enter a password for opening the document, click OK, and you'll see this box:

Excel Password Protect 06

Enter the password (this is to double-check that you really know what the password is) and you're all set. From then on, double-clicking the document results in a box like this:

Excel protected 1

Enter the password and you're in. Get it wrong and you're kept out. Easy as pie. The password is stored in the document, so if you email the document to someone he'll need to enter the password to open it up.

That's all there is to it. But remember the password, because if you forget it, you're sunk. I don't know anyone who can hack into a locked Excel document-- I don't think it is possible. Maybe you should make a spreadsheet of passwords. Password-protect that one too.


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How to password-protect a Word document on a Mac

MicrosoftWord password

Sometimes you have a document that you'd like to keep private. Could be a Christmas gift list, could be a list of invitees to a surprise party, could be a diary. If your document was created in Microsoft Word there's a way to password-protect it. No one will be able to open the document without the password.

(You can actually set up two passwords: one for opening the document, and another for changing it. You can probably imagine a use for this.)

The way you put a password on a Microsoft Word document is through the Save As… box. You can do it when you first save the document or you can do it later with a visit to the Save As… box via File/Save As….

Here's the Save As… box. Everyone's seen it, but almost no one's clicked the "Options" button. They should. You should. Get a Word document going and try it yourself.

Microsoft Word Save As… box

When you click the Options button you get this box:

Microsoft Word Save As… Show All

Click at the top, where it says "Show All," then click the Security button (in the bottom row).

Now you get to set the passwords. You can use the same one for opening as for modifying, or you can use different ones for each. It is up to you. Fill in the boxes and click OK. (You don't have to click "Protect Document…"-- that's something different, but worth looking at someday.)

Microsoft Word Security Set Password

When you type the passwords you'll only see dots. So, when you click OK, Word asks you to type the password(s) to make sure you didn't make a typo. Provide the passwords and you are all set. From now on, that document can't be opened or modified without a password. Close the document and see for yourself. When you double-click the document you'll be asked for a password, and if you don't know it the document won't open.

Nothing to it, when you know how.


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Book Review: Becoming Steve Jobs

Becoming Steve Jobs: The Evolution of a Reckless Upstart into a Visionary Leader.

By Brent Schlender and Rick Tetzeli.

Becomingstevejobs

In Becoming Steve Jobs, tech journalists Brent Schlender and Rick Tetzeli document Steve Jobs' growth and development as a person and consequently as a better leader of companies. It's a far more humanizing book than Walter Isaacson's flat portrayal of Jobs as half jerk, half genius in his 2011 authorized biography, Steve Jobs, though Isaacson's book covers more ground. I found Becoming Steve Jobs to be an interesting contrast to Isaacson's book, and I recommend reading them both.

Becoming Steve Jobs tells several well-known (and some not-so-well-known) stories about Steve Jobs, but with a twist: the stories are used to describe Jobs' mindset and maturity at various stages of his career rather than provide a chronicle of milestones and dates. It describes the young Steve Jobs' immaturity and lack of tact when dealing with others, the lessons learned by being demoted at his own company, the insights gained from Pixar's Ed Catmull and John Lasseter, and finally the older, wiser, gentler, grown-up version of Jobs, the one whose second go-round at Apple led to the iMac, the iPod, the iPhone, and the iPad. The authors make a case for Jobs maturing significantly during the ten "wilderness years" between his disgraced exit from Apple and his return when Apple purchased Jobs' new company, appropriately named "NeXT." They do a good job of that, and it an easy argument to accept.

Maturation did not strip Jobs of idealism, nor of his desire to do great work. Nor did it turn him into someone all sweet and cuddly. But maturation-- and Jobs' experiences with NeXT and Pixar-- did show Jobs that sometimes patience is rewarded. It also showed him that one can't do everything by oneself. Toward the end of the book, when his cancer comes back and he knows his time is short, Jobs prunes away distractions until his life is work, family, and friendships-- with everything else left in the hands of trusted, capable people.

Interestingly, though this is a story of growth and maturity, it never paints Jobs as egomaniacal or even selfish. Even his return to Apple was not about him, not about a second chance for Jobs. That experience, according to the authors, was strictly about saving the company that Jobs had never stopped believing in-- or loving. Jobs was careful to not make it "about him," to the point of not wanting to narrate the "Think Different" TV ad (the voice-over was by Richard Dreyfuss).

Bonus: here is the same ad, narrated by Steve Jobs. It never aired in this version, at Jobs' request.

Becoming Steve Jobs does an excellent job of explaining how luck played a significant role in Jobs' successes. For example:

Jobs bought the Computer Graphics Division of LucasFilm from George Lucas (of "Star Wars" fame) for its 3D computer graphics technology and expertise. The CG Division was known at the time for its "Renderman" software that made realistic-looking 3D surfaces, and it was being used to provide computer-generated imagery (CGI) for George Lucas' movies. Jobs, intrigued and impressed by the realism that Renderman produced, wanted the software and the talented people who made it, so he bought it from Lucas and renamed it Pixar. Unbeknownst to Jobs, though, Pixar's super-smart, super-creative people didn't just want to make software and do CGI for other people's films. What they really, really, really wanted to do was make full-length animated movies themselves. The eventual result? Toy Story, a deal with Disney, several more movies, and eventually a sale to Disney that made Steve Jobs Disney's biggest shareholder.

Speaking of luck, it's pure luck that LucasFilms' Computer Graphics Division was for sale in the first place. It was 1986, and George Lucas needed money. He and his wife had divorced in 1983, and he didn't have ready money for his payments, so he had to sell a few things to generate cash. Without the divorce, LucasFilms' Computer Graphics Division mightn't have been for sale, and there might never have been a Pixar. Steve Jobs should have written the ex-Mrs. Lucas a thank-you note.

Another lucky move had to do with NeXT, the company that Jobs started after leaving Apple in 1985. The company was supposed to make "the next great computer" but it was overpriced and never found a market. By 1993 NeXT was down to making software, not machines. NeXT was running out of money and would probably have failed in another few years-- unless they managed to get someone else to buy them. Incredibly, NeXT found a buyer in Apple. The story there is Apple needed an operating system that didn't crash, (with features to match Microsoft's Windows) and was looking outside its walls after years of trying to write an operating system in-house. Jean-Louis Gassee, a former Apple Vice President, had started a company called "Be" and its BeOS was thought to be Apple's Number One choice-- but Gassee over-played his hand, and Apple looked elsewhere. Under tremendous pressure to get a deal done as Apple was about to go under itself, Apple bought NeXT for more than $400 million in 1996. Suddenly, Jobs' failing NeXT company had a buyer, and Jobs had a new job as a "Special Advisor" to Apple CEO Gil Amelio. It wasn't long before the Board fired Amelio and asked Jobs to take his place.

None of that happens without Apple flopping around for years, trying-- and failing-- to make an operating system themselves. None of that happens without Jean-Louis Gassee failing to close the deal with Apple. None of that happens without NeXT being eager to be purchased because it was itself failing. Three things had to fail, and all at the same time, for Jobs to get back to Apple-- and it did. Jobs came out smelling like a rose. You can't make this stuff up.

Becoming Steve Jobs describes some of Jobs' failures, and these help dispel the notion of Jobs having the Midas Touch. He was smart enough to buy Pixar but didn't know what he had until years down the line. He assembled a great team at NeXT but couldn't build a successful business with it. (He also brought us the original Macintosh computer, but ground-breaking as it was he couldn't get it done at a price that would make it a hit. The Apple III, another Jobs project, was also an expensive flop.) Becoming Steve Jobs is the first book I've read that debunks the rather simplistic notion of Jobs being able to see around corners, to know what the future would bring, to know what people wanted before they knew it themselves. This does nothing to lessen Jobs' accomplishments, while significantly adding dimension and a certain "real life" aspect to our understanding of the man.

Interesting as Jobs' growth journey is, the things that don't change are just as interesting, and serve as a foundation upon which the rest of Jobs' story plays out. Jobs wanted to do great work, wanted to surround himself with people who thought the same way, and believed that financial success was a by-product of a great product and not the product itself. These are constants in Becoming Steve Jobs, from beginning to end.

I found Becoming Steve Jobs a very enjoyable and well-rounded book (it includes several pages of photographs, all previously unknown to me, as a nice bonus). One of the authors, Brent Schlender, knew and interviewed Jobs multiple times over a 25-year period as a writer for The Wall Street Journal and Fortune magazine. His interviews, plus more recent ones with those who knew Jobs best (his widow, Laurene Powell Jobs; Apple CEO Tim Cook; Apple's Senior Vice President of Design, Jony Ive; former head of hardware at NeXT and Apple, Jon Rubinstein; President of Pixar Studios, Ed Catmull, and many many others) inform the bulk of the book. The passage of time may have generated more reflective thoughts than might have been given in the weeks immediately following Steve Jobs' death; in particular, Tim Cook's remarks are thoughtful, extensive, and poignant.

Struck down at the height of Apple's success (while still on an uphill path), Jobs' impending death looms large as one approaches the end of the book. Jobs ran out of time, and I wanted Becoming Steve Jobs to have another chapter-- as if additional pages would prolong not just the story, but the life.

I recommend this book.

UPDATE: My friend Tom Negrino, who's been a Mac guy longer than I have, points out that Becoming Steve Jobs has more than a few factual errors, which makes him wonder whether there are other errors that we don't know about. For example:

The book describes the old-time Apple logo as having five stripes, but anyone who looks at it can see it has six. There's a reason they say that old-time Apple guys "bleed in six colors." It's sort of a rallying cry.

Old Apple Computer Logo

The book is wrong about the date of Gil Amelio's droning, wandering Macworld Expo keynote speech (the one that was rescued for a few moments by bringing Steve Jobs onto the stage). It's wrong by ten years! The year was 1997-- I was in the audience, but you can look it up-- but the book says "1987." This should have been caught in editing.

(Try to watch this video of the speech without cringing. It is just awful. Jobs comes out and the room comes to life-- and then it's back to Amelio and a shockingly-bad demo of the 20th Anniversary Mac).

The book mentions Jobs' daughter Lisa, whom Jobs denied fathering, and Apple's first graphical user interface computer-- also named Lisa-- but nothing is said about whether there's a connection (even though they both appear in the same chapter, within a few pages of each other). Same with Jobs' college-- Reed-- and his son-- also Reed. Coincidences? Maybe. I don't know. Maybe no one knows. But wouldn't you think the authors would at least pose the questions?

The point is, this book has some out-and-out mistakes, and some rather dangling questions, and it's not as if the authors had to rush to get it done. The problem for me-- and for Tom-- is "if they messed up on these little things, maybe they messed up on some bigger things too." Stuff that we have to take their word for.

That said, Becoming Steve Jobs remains an interesting book, but hardly "the only Steve Jobs book you'll ever need" (to paraphrase some other reviewers). There's a lot of good in Becoming Steve Jobs-- but it would have been better with better editing. It's not good to have long-time Mac guys like me and Tom Negrino wondering how much else they got wrong.
Becoming Steve Jobs is available at Amazon via this link in Kindle, hard-cover, soft-cover, Audible, and as an audio CD. It is also available on Apple's iBooks store as a book and as an audiobook.

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Watch Me Now: How I Came to Want an Apple Watch

Apple Watch 3-up

When Apple introduced "Apple Watch" last September, I was more than a little skeptical. Here's what I wrote back then:

"I usually don't generalize but there are two kinds of people: those who wear watches, and those who don't. This is going to be interesting to watch (pun) because anyone who wants to wear a watch, and has the money to buy a $349 Apple Watch, probably already has a fancy watch on his wrist, and if there's one thing I know about "Fancy Watch Guy" it's that he likes the watch he has now. I suppose we may see people wearing two watches at once. Otherwise there are going to be a lot of Rolexes gathering dust on the dresser.

The people who don't wear watches have their reasons, and those reasons will still be there, Apple Watch or no. For example: I keep banging it on things, it catches on stuff, it's too bulky, I'm afraid of losing it, if I want to know what time it is or to send a text message I just pull out my iPhone."

(Here's a link to the whole article, if you want it.)

I am pleased to announce that even at 52 years old I am open to changing my mind. And, when it comes to Apple Watch, I've changed my mind. Careful readers may recognize that, in September, I was making the same mistake with my assessment of the Watch as I did with the original iPhone. I was thinking "the Apple Watch is a watch, and I don't need a watch" the same way I thought "the Apple iPhone is a phone, and I don't need another phone."

Of course I was wrong about the iPhone, and I was wrong (but am no longer wrong) about the Apple Watch. Both devices are both poorly named: the "watch" part of Apple Watch-- that is, the time-telling part-- isn't the important thing, just as the "phone" part of the iPhone doesn't describe 90% of what we do with it. I'm now thinking of the Apple Watch as "a super-portable computer/communication device that is always with me, literally no more than arms' length away, that adds value to the iPhone and (by the way) also tells the time" in the same way that I now think of the iPhone as a hand-held computer/iPod/web browser/email machine/address book/camera that also makes phone calls.

If I look at it that way-- that is, if I think of Apple Watch as a super-portable computer/communication device that is always with me, literally no more than arms' length away, that adds value to the iPhone and (by the way) also tells the time-- $349 for the low-end model is palatable. Three hundred and forty-nine dollars for a watch? Out of the question (for me). But $349 for a clever device that adds value to my iPhone, frees up my hands (because I don't have to pull out my phone), and makes things a little more convenient for me, many times a day? And it tells the time? AND you can set the watch's face to be an animated, toe-tapping Mickey Mouse (among many options, but why would you need them)?

Holy cow. I want one. I'm in.

Need more convincing? OK. As with the original iPhone, Apple's made a bunch of apps that take advantage of the new hardware. Take a look at these Apple apps that come pre-installed on Apple Watch.:
  • Messages: Get tapped on the wrist when a new message comes in; raise wrist to read it.
  • Phone: See who's calling. Mute by covering phone with hand.
  • Mail: Read your email. Delete messages.
  • Calendar: Get reminders on the watch face.
  • Activity: Simplified way to see whether you're exercising enough (prediction: you're not).
  • Workout: Shows statistics during cardio workouts.
  • Maps: Turn-by-turn navigation.
  • Passbook: Boarding passes and tickets and rewards cards, all on the wrist. Everything shows up when it should (that is, when you arrive at the airport, your airplane boarding pass appears, and when you pop into Starbucks, your Starbucks card appears. Not sure what happens when you pop into the Starbucks at the airport).
  • Siri: Uses the "Hey Siri" method of hands-free interaction (see my article about it). Makes it easier to use when you can simply say "Hey Siri, call Christian Boyce."
  • Music: No speaker, but you can listen to songs using wireless Bluetooth headphones. Or, control the music on your iPhone.
  • Camera Remote: Use the Watch as a viewfinder and a shutter control for your iPhone.
  • Remote: For controlling your Apple TV.
  • Weather: Local weather, and weather anywhere in the world. (Clever graphical presentation-- you'll see.)
  • Stocks: Keep track of the Apple stock you just bought.
  • Photos: View your favorite photos, in miniature.
  • Clock Stuff: Alarms, Stopwatch, Timers, World Clock. Same stuff as on your iPhone but a little bit handier.
  • Settings: All sorts of settings, but my favorite is you can send a signal to your iPhone and make it go "bing" so you can find it (now that you're not using it so much).

You can read more about the above, and see little movies about them, by visiting this page on Apple's site. Note also that, unlike the original iPhone, Apple's opened up Apple Watch to app developers, and many 3rd-party apps will be available on Day 1 (April 24th, 2015).

Apple Watch has to be paired with an iPhone. The description at the Apple site says "Requires iPhone 5 or later running the latest version of iOS" so plan on buying an iPhone at the same time, if you don't have one that's new enough. Interestingly, it turns out an iPhone is better when paired with Apple Watch. For one thing, Apple Watch brings Apple Pay to iPhone 5 and 5s owners (previously, you needed an iPhone 6 or 6 Plus for Apple Pay). I would bet there will be other interactions and I will tell you all about them once I get my own Apple Watch. It's going to look a lot like this one:

Apple Watch home screen

I was thinking today about how we want everything, all at once. For example, we want our iPhones to be really small, so they're really portable. At the same time, we want them really big, so they're easy to use, with big screens and big buttons. But, no matter which size Apple gives us, the iPhone's size is always a compromise-- a trade-off between portability and usability. Apple Watch, as a companion to the iPhone, changes things. Now, instead of trying to make one device (the iPhone) simultaneously small and large-- very difficult-- Apple's solved the problem by introducing a second device (Apple Watch). Very clever. And a lot easier than breaking the laws of physics.

Apple Watch can be pre-ordered from the online Apple Store April 10th, 2015. It will be available in the physical Apple Stores on April 24th, 2015, and if you pre-order on the 10th your Apple Watch might arrive on the 24th too. I'll be pre-ordering on the 10th: Apple Watch Sport, 38mm case, white band.

And I'll be thinking of it as a super-portable computer/communication device that is always with me, literally no more than arms' length away, that adds value to the iPhone and (by the way) also tells the time.


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