#55: Quick access to fave notes

clip_image002

A few themes have re-appeared on Tip of the Week over the years … saving time by using keyboard shortcuts, finding useful but somewhat hidden bits of Windows or Office apps, etc. One of the most prominent seams to mine, however, has been an undying for Onay-no-tay.

The UX Paradox of Office Apps

Usability research into Office applications once found that 87%* of the new features users asked for, were already in the product – they just didn’t know how to find them. As more and more features were added to apps – Excel particularly, it seems – end-users just didn’t know how to “discover” them. By Office 2000, dynamic “intelli-menus” basically hid options which were more obscure or which an individual just didn’t use, and while it made things look simpler and less cluttered, it made the problem worse.

A wholescale UX rethink in Office begat the “Ribbon”, which is now pervasive in other apps; if you’re interested in such things, check out Jensen Harris’ 2008 presentation on what led to the Ribbon being conceived. The talk offers a great historical perspective but also goes over the thought processes on how these things come about.

* statistic is made up but the story holds true. Who cares if facts and figures are correct as long as the lies are well presented? How do you think Excel charts and PowerBI got so successful?

Not Just Another Toolbar

Even with the Ribbon to make things more ordered, sometimes it’s good to be able to jump straight to a feature you use commonly; the customizable Quick Access Toolbar on the top left of many apps gives you the ability to pin certain commands, and can be an invaluable way of getting to functions you like without delving into Ribbon tabs and menus.

clip_image004

Click the down-arrow to the right of the toolbar and you can pick from a set of suggested functions, or by customizing it, you can delve into any part of the extensive menus and pin just that one feature there. There are commands which are not even on the Ribbon, but you could pin them to the QAT if you like them…

clip_image006

The QAT is present in Word, Excel, PowerPoint, Access, Outlook (classic) – but not New Outlook, to some users’ chagrin. It’s not uncommon to find a similar UI feature in 3rd party apps from the mid-2010s.

OneNote Favo(u)rites (again)

New Testament Tip of the Week #39 covered saving Favourites in OneNote: #39: OneNote Shortcuts, Favourites and Pins. Despite some of the guff being taken up with browser and mobile favourites, the good stuff in that tip was in (once again) recommending the fantastic OneTastic.

clip_image008

As well as providing an extensive macro capability, the OneTastic addin lets you pin a page or section to “Favorites”, and you can later go back to the same menu used to manage the pining, in order to access your previously pinned pages.

For extra goodness, try customizing the QAT and looking for Pin to Favorites…

clip_image002

Select it, click Add >> and hit OK. Now you’ll be able to access the drop-down for Favorites right there from the top left corner…

clip_image004[4]

Happy Friday!

#54: New Outlook is coming, ready or not!

clip_image002

Windows Mail or Outlook users might have already noticed that a “New Outlook” is coming. If you’ve already made the switch, you’ll be familiar with the new app’s look and maybe some of its shortcomings. For many people, it will be an improvement once they get used to it. Well, “some” rather than “many”, at least initially.

New Outlook is going to become the default mail client from January 2025. A blog post from this week’s Ignite outlines some of the new and “coming soon” features in New Outlook…

There are lots of new features being built for New Outlook; some are filling in gaps compared to older experiences, though many are integrating new online services and apps (like Microsoft Places).

And there are plenty of things already in Outlook Web App (and therefore also in New Outlook) which are a step forward from dusty old Outlook (or Outlook (classic) as Microsoft is renaming it) Snoozing email, pinning individual messages in the inbox, soon-to-arrive sorting by Copilot-deemed level of importance. If you’re responsible for delivering New Outlook to your users, check out the adoption site for more details of how to get the best out of it.

The timeline for Microsoft 365 users moving to New Outlook as a replacement for the old Outlook application has also been highlighted – from 2025, the current “Opt In” will become “Opt Out” – ie. Users will default to having the new client but can choose to revert to the old one. This will be delayed until mid-2026 for Enterprise subscribers. One glaring omission is the date when this Opt Out phase will be removed …

clip_image004

A quick history lesson

Outlook has been the primary email client for Windows & Office, since Office 97 appeared 28 years ago. Outlook evolved over numerous versions and was joined by a variety of other, different apps using the same name, even if they didn’t share anything else – mobile apps, based on software from acquisitions, and a web client that came from email server teams in Exchange. Even the old Hotmail service adopted much the same UI and was renamed Outlook.com.

Another similarly named app was Outlook Express, a rebranding of the previous free “Internet Mail & News”, used primarily to connect to ISP-provided services using internet standards (IMAP, POP, NNTP). Outlook Express eventually went away and was ultimately succeeded by Windows Mail, or Mail and Calendar.

Both of these – the heavyweight mail & calendar app for Office users, and the “lightweight” one that came with Windows 10/11, are on the verge of collision. It will be a long time before Microsoft can completely yank the carpet from underneath Outlook, but if you’re a Mail and Calendar user then your time is running out.

clip_image006

What will happen on 1st January 2025? Will Mail users be forced to move to Outlook – seems likely. Will there still be a way to revert to Mail even if they don’t care about “support”? Expect there to be unsupported back doors for a while, but eventually resistance will prove futile.

If you find yourself using New Outlook and feel like reverting back for a few more weeks, there’s still time to go to Settings | General | About and hit the button to Open mail instead.

clip_image008

What’s what with New Outlook

The New Outlook application isn’t really a Windows app in the same vein as the old Mail app (which is/was a UWP app, whose raison d’être disappeared when Microsoft’s mobile ambitions died) or the classic Outlook (a regular Win32 app). New OLK is a wrapper on the Outlook Web App which is provided by Outlook.com/M365, so most of the functionality is really happening in a browser that is embedded in the application. This is part of a long-planned move of unifying the PC, Mac and web versions of Outlook and probably, in time, mobile ones too.

Some licensing changes were snuck in with New Outlook, then clarified as the restriction was lifted somewhat. [In a nutshell; if you only have an M365 Basic license, you cannot use New Outlook on your mailbox, even though you could use Outlook (classic)… think of it like closing a loophole which may or may not have existed previously]

What’s wrong with New Outlook

OK, there may be a few gotchas and glitches and some things aren’t quite finished, but so what?

If performs well enough – which it kinda-does – then who cares? Well, for Windows users at least, there are some pretty sizeable gotchas which are going to be hard to fix, if not impossible:

  • Offline. Every other email app that’s been written for Windows for years has had the ability to store an offline copy of your mailbox. Outlook 2003 and later even defaulted to using that local copy when running against an Exchange mailbox. Some offline capabilities have been / are being added to New Outlook, to help make it useable when you temporarily lose a connection, but so far, it’s a long way from having a full offline copy of your mailbox.
  • Gmail / iCloud / Yahoo! etc mail. Old Outlook and Windows Mail could both connect to Google Mail (and a variety of others, including IMAP mailboxes from old ISPs), by essentially downloading the email and doing everything locally, most likely synched with the original mailbox. New Outlook doesn’t have the offline spuds to do that yet, so it needs to sync all your Gmail into “the Microsoft Cloud” first – see here for “details”.

    There’s no obvious way to see how much storage you’re using (or where the data is being held) though at least for now, there’s no additional charge. Some people might get a bit worried about Microsoft hoovering up all the email from a 3rd party inbox and storing the data in its cloud… even if their responsible AI and privacy pledges say they won’t do anything with your email, it’s now not under your control.

Cross mailbox functionality is non-existent.

  • Search. Though you can add multiple mailboxes into a single New Outlook window, in effect you’re just pointing to nn number of M365/Outlook.com instances, one-at-a-time. Oh, and you can’t re-order them once they’ve been added.

This means that if you have – say – a work M365 mailbox, a private Hotmail/Outlook.com mailbox and maybe an old Gmail account, all synced and running in New Outlook, you can’t search for something across all of them. Ironically, the Outlook mobile client (at least on Android) does a great job, not only searching across account but presenting a single Inbox view composed from all of them.

Since each account is a separate thing on the back end, there is no way that cross-mailbox search will work unless there’s either a way of orchestrating it on the service (very non-trivial) or until all mail data is downloaded locally and the search carried out there. See item 1 in this list – not going to happen at all, or at least not in the foreseeable future.
 clip_image010

  • Calendar. Other small gotchas get in the way here, too. Though the Calendar view tries to present a single view of a schedule composed from multiple mailboxes, when you create a new calendar entry, it starts from whatever your default account is.

    Start adding details – subject, changing meeting times, etc – and if you realize you meant to use a secondary account, then it’s simple enough to click the drop-down box at the top of the calendar item and choose the account you wanted.
    And everything you’ve just edited will be lost, with a blank entry now created in your other calendar.

  • Drag & drop. There’s no way of dragging stuff from one mailbox to another and there’s no way of importing from or exporting to a PST file either, yet. If you’re leaving a company and want to make sure you have all your private calendar entries and contacts, along with any personal mail you have stored in your work mailbox, better use Old Outlook to do that move.
    Also, if someone sends you an attachment, in Old Outlook, you could drag and drop it into a folder elsewhere on your PC; no longer. You need to save it to OneDrive or download it to your computer first.
  • Zoom is horrible. Especially on smaller laptop screens, it might be necessary to zoom in and out of the preview pane in mail. In Old Outlook – just as in Word, Excel, PowerPoint, Edge, Chrome and however many other applications, if you use a mouse scroll wheel while holding down the Control key, the content in the application window will smoothly zoom in and out. Ditto zooming in and out using a pinch motion on a trackpad, or pressing CTRL +/-.

    In New Outlook, some zoom motions don’t work (pinching on the trackpad) or if they do (mouse wheel + CTRL), it’s far from smooth and also zooms everything around the content too – including all the UI surrounding the content like the Reply buttons etc. It’s jarring evidence of the fact that everything in the preview pane is just the OWA browser view, and you’re zooming into everything, buttons and all, not just the content of the message

Example – here’s an email at 100% magnification:
clip_image012

Increase Zoom to 200%:
clip_image014
Yuck.

There are plenty of other things which grind the gears of online commentators, though some people quite like it (even if they later conclude that it’s still got room to improve).

If you’re using New Outlook, keep sharing your views on https://aka.ms/newOutlookFeedback and hopefully Microsoft will fix the stuff that’s not insurmountable, in addition to the quest to “Copilot all the things!

#53: Right tool for the job

Designer (24)

Anyone who has worked in IT for long enough will likely have seen cases where unwitting users are wielding completely the wrong utility or application to get stuff done. Perhaps the entire company finance system is running on an old Access database, or the accountants were using a spreadsheet for holding something other than numbers? It’s one thing having lots of tools, but knowing which one to use when is sometimes a lost art.

clip_image002

Sometimes, organizational culture is to blame – if all you have is a hammer, everything looks like a nail (as how Microsoft leaders once felt about Oracle’s Larry Ellison saying that “database” was the answer to every question). Some companies use email for everything, others have moved all their internal comms to Teams or Slack, and occasionally use email only for customers.

The advent of Electronic Forms

One early measure of effectiveness of newly-installed IT systems, was the inefficiencies it managed to replace – and reducing paper forms was one often paraded benefit. Literally cutting red tape, not only speeding everything up and reducing wasted paper, moving to electronic forms was and is an easy case to make. Nowadays, you’d use a web form onto some kind of cloudy data store without even thinking about it, but it wasn’t always so simple.

In the late 1990s, forms were a key component of “Groupware”, with Lotus Notes being the early market leader (and which spurred Microsoft into competitive action in trying to build an alternative).

Microsoft had a separate E-Forms product as far back as the early 1990s, running on top of the old MSMail system, later being migrated into Exchange. The idea was that companies could easily make forms to send around in email, capturing data fields and making smart routing and workflow decisions along the way. It’s safe to say, they never really took off

Outlook picked up forms duty (see here, in the cutting edge “Developing a workflow application” Exchange 5.5 whitepaper). There are still vestiges of Forms Designer in Outlook today (if you’re on Outlook (classic) rather than the upstart New Outlook, that is).

clip_image003

Forms in the 2020s

It’s so easy to use forms now – quickly building a web front end to a set of data is par for the course with Google Forms and Microsoft Forms, to name just two examples. Both are available in free versions (using a consumer Gmail/Outlook type login) or are part of corporate packages which bring extra functions and access to other data.

It is easy to create a form with some simple validation, and then collect responses from people – anonymously or (if they’re in your organization) capturing the logged-in username of the person who submitted it. Results are easily summarized and viewed with charts, word cloudswordclouds and the like.

Each form is basically a series of questions, with different types used to validate data – like getting a rating, picking a date, choosing from set options or even entering specific types of text or numbers.

clip_image005

There are lots of scenarios where a simple form could take the place of sending an email – like registering for an event and collecting dietary requirements, or asking a group of people for a time and place that works best to meet; instead of trying to juggle lots of responses, a form could be the ideal way to present options and get their selections.

For meeting arranging scenarios there are numerous ways of trying to make this simpler – from websites like Doodle, the various Calendly/Bookings options for 1:1 meetings, or the former add-in utility FindTime for finding group availability in Outlook, which has now been replaced with a built-in Scheduling poll feature.

clip_image006

2020s meet 2000s

There are some things which should be easy, using Microsoft Forms, that are just not. Even though Forms can be run inside a M365 organization’s own tenant, and therefore we know who everyone is as they’ve already signed in, there’s no way of adding a “Person” to a form, such that they could be picked from the directory.

To do that needs to revert to an altogether older form technology – the SharePoint List. Originating from 2001, SharePoint really hit its stride by 2007, offering lots of web-based collaboration functionality that almost equalled what Lotus was doing a decade earlier. Microsoft did have another forms/data toolset, InfoPath, with SharePoint integrations – but that’s gone away now, not replaced with any single thing. We don’t really talk about InfoPath any more.

Using SharePoint and withWith a bit of nous, you cancould quickly build a detailed list – think of it like a simple database – and generate a form with data validation, branching logic and so on.

But a much easier way is to look at the newer Lists web app, which combines simple forms stuff with a SharePoint based back-end, meaning there’s more integration with M365, including directory integration …

clip_image008

… which looks a lot better than having to type someone’s name in.

clip_image010

Lists is part of M365 (look in the app grid on the top left if you go to Office.com and sign in, then peek under the More Apps section). )

In true Microsoft fashion, there are many ways to skin this feline – there’s also Loop, which could be used to do all kinds of groovy things in browsers, Teams, Outlook and more. Oh, and PowerApps. Mash all these tools together and you can build a spidery app legacy to keep your successors entertained for years.

#52: The Power of the Cloud

clip_image002

Being shown around a modern datacenter is a pretty awesome experience. The huge rooms full of servers, networking gear and storage can be reminiscent of that last scene in Raiders of the Lost Ark. Dig a little deeper, though, and it’s the power systems that are truly jaw-dropping; how much power the DC uses when it’s running and what to do if the power supply goes away is a big part of building these operations.

At one point, Microsoft used huge Caterpillar diesel generators, each of which could generate several megawatts and was kept ready and waiting by continually pumping hot oil inside, so the machine could be started and running at full tilt in a fraction of a second in the event of power failure. Moves are afoot to use hydrogen fuel cells or other means of storing and generating backup power.

AI and Datacenter boom

As much traditional computing has moved into the cloud over the last decade or two, and faster and more mobile internet access drives end-user demand, datacenters have been getting bigger and more numerous. They almost can’t build them fast enough. About 1/3 of all worldwide DCs are in the US, and together they soak up about 6% of all electricity.

Datacentres worldwide used about 460 TWh of electricity in 2022; that’s 460 billion KWh, or enough to run 35 trillion lightbulbs continuously – about 4,300, 24×7, for each person on the planet. That’s quite a lot of power. Expect that amount to double by 2026. Google and Microsoft reportedly consumed 24TWh each in 2023.

clip_image004

[source – Electricity 2024 – Analysis and forecast to 2026]
https://iea.blob.core.windows.net/assets/6b2fd954-2017-408e-bf08-952fdd62118a/Electricity2024-Analysisandforecastto2026.pdf

Generative AI is VERY power hungry: estimates vary but research showed that generating one image used as much power as over 500 smartphone charges, averaging around 3KWh per image. Better make sure your ChatGPT / Copilot / Microsoft Designer usage is worthwhile and not just creating stupid images of cats and dogs.

To put the commensurate CO2 output into context, however, 1,000 of such images would be the equivalent emissions of driving a car for 4.1 miles. It’s thought that Generative AI on its own could well consume 100TWh or more by 2027.

DC providers are also looking for ways to ensure they can get enough power into the datacenter – Microsoft has even committed to restarting one of the Three Mile Island nuclear reactors and buying all of its power for 20 years. A nod to the old commitment of being carbon negative by 2030, perhaps, but the massive DC expansion to fuel demand for AI makes achieving that target seem increasingly unlikely.

Maybe new governmental administrations will incentivize clean power and reward efficiency?

Local PC power usage

There is something of a dichotomy in power usage on a local computer, especially if it’s powered from the wall rather than using a battery. You want to buy the highest performing, most feature-laden machine you can afford, so (apart from preserving battery life) why would you deliberately knobble its performance to save power? Like buying a Ferrari and driving everywhere at 20mph.

Some quick wins, especially on laptops, could be to reduce the brightness of the screen and use Dark Mode. Check the Power settings on your PC for recommendations on how to lower its energy use. Reduce the number of background apps and trim the ones which start automatically.

If you have an Intel-powered computer (PC, Mac or Linux), they have a free power usage gadget which might give you some idea about the total power consumption of your system, though doesn’t really shed much light as to what’s making it do what it’s doing…

clip_image006

You could try firing up Task Manager (CTRL+SHIFT+ESC) and adding a couple of columns to its default view (right-click on the column headings); useful to know which apps or processes are causing the power usage to shoot up, but devoid of actual numbers for the more data-obsessed.

clip_image008

Edge browser has an Efficiency mode – click the … settings menu in the top right and look under Browser essentials.

clip_image010

If you need more data on overall system performance, try GPU-Z – it gives detailed stats on the Graphics Processing Unit and other main components of your system, including current, maximum / minimum / average power consumption …

clip_image012

In the screenshot above, the Power Consumption (%) shows how much of the graphics board’s maximum power consumption is currently being used. A similar utility, CPU-Z, can give data about the TDP of the main CPU and how it’s doing too.

#51: Windowing Arrangements

clip_image002

The idea of running applications in overlapping, resizable windows has been around since the early 1970s. Pioneered at Xerox PARC, along with pretty much everything else, the idea of having windows arranged side-by-side or in a variety of other ways was revolutionary. Everybody copied it.

Smartphones have mostly avoided trying to put stuff into windows, but computer users will be familiar with the motifs involved, even if you often run windows at full screen size and switch between them when necessary.

Add multiple screens or great big monitors, and how you lay your windows out might become a bit more relevant, especially when you’re referencing different documents or websites at the same time.

ToW has talked in the past about using OneNote on the side (even last week)

clip_image004

… or putting windows into different sections of the screen using Windows’ own Snap Layouts feature, making it easier to show them next to each other. The biggest and higher resolution the screen, the more layout options you are given.

clip_image006

There are other utilities, too – Fancy Zones in PowerToys, or Dell’s Display Manager.

clip_image008

Split Screen viewing

Of course, sometimes you don’t want to arrange multiple apps, but to see things side by side from within the same application. Windows has done a pretty good job of managing apps where there are several documents open at the same time, even if there’s only one “instance” of the application and it happens to have several files open. In Excel and Word, for example, though there’s only one app on the taskbar, multiple open files show as separate windows which can be snapped to different areas of the screen for easy cross-reference. You can tweak the “combined icon” behaviour if so desired.

clip_image010

Sometimes you might want to have several windows open from the same document; maybe you’re copying and pasting content from one part of a Word doc to another, or working on different tabs in the same Excel workbook.

In such cases, look under the View menu and create a new window, which can be snapped and arranged as desired.

clip_image012

The same menu lets you arrange multiple open documents in a variety of ways too; try Split or Arrange All to see the output.

Edge by Edge

If you followed the advice from the recent ToW #38 and bought yourself a gigantic, curved monitor, you might want to check out another feature in Edge that is there to make thing a bit more usable – Split Screen mode (whose icon looks a bit like the Immersive Reader, so it’s easy to overlook).

clip_image014

Since most people have lots of browser tabs open at the same time, Edge (and Chrome) tend to lump all the open tabs under one browser window, so you don’t clutter things up too much. You can move tabs between browser windows or even create a new window with just a specific tab (right click the tab and you’ll see the Move tab to > option), so could arrange separate browser windows using the normal snapping etc.

The Split screen view lets you quickly show 2 tabs side-by-side, and can prove very useful. While in split mode, you’ll see two URLs in the address bar…

clip_image016

Exit split screen or tweak some of the behaviours using the X and the “…” options buttons on the top right…

clip_image018

Finally, in Windows 11 and using Edge, you can make it show separate tabs in the ALT+TAB view of open applications, so they appear like they were separate windows even if they aren’t.

clip_image020

The wording of this setting makes it sounds like many apps would be able to support this (since “tabs” are appearing in other places like Notepad or Explorer), but for now, it’s only Edge.

#50: Object Oriented browsing notes

clip_image002

Obscure Computer Science theory had an obsession with “object orientation” some years ago; both a technique in how applications are written but also design thinking on how they might be used. Sensei Steve Jobs, while walking the earth before coming back to save Apple, had a famed obsessions for design and rooted his NeXT computer on an object-oriented approach. The NeXT Cube itself was arguably ahead of its time, but in 1990 cost a cool $10K (that’s about $25K in today’s money). There were few takers, though the odd geek still gets excited to pick them up 2nd hand.

An example of object orientation in user interaction is that you go to a thing you want to work with, rather than a tool with which you want to work. Elements of this are all over UX in Windows, like going to a document in Explorer, and it lets you open, edit, print, etc. Most people will still go to Word and open a file from there; that’s why the Most Recently Used list and Search features exist.

To start something new, you’ll likely open your app of choice then use it to create a file or open an existing one. When did you last go to SharePoint and use the New -> menu option to create a document in situ, much less a OneNote notebook? Exactly.

clip_image004

There are other places where things are less cut and dried: you might open a notebook like OneNote, Evernote, Notion etc, and start taking notes on a thing you’re working on. Or you might want to be in the flow – in a Teams meeting, or viewing a document on which you want to make some side notes – and it makes more sense to bring the notepad to the side and ideally keep the context so when you revisit that document or that webpage, you’ll (optionally) see the notes you had previously.

Progress is not forthcoming

Sadly, as apps evolve some features are sacrificed perhaps because telemetry tells the developer that they’re not much used, or they just decide that newer things are more important. One key villain in this regard is the “new” (Chromium) Edge browser, which left behind many of the features of the old(“Spartan”) Edge, which might not have been much used but then neither was the old Edge. The dev roadmap appears to focus on more ways to inject adverts and to jam Bing services and Copilot into everything, than to actually make the browser as useful as the one it replaced.

Linked Notes

As covered 18 months ago on old testament ToW 683, OneNote has the capability to be docked to the side of whatever other window is being used, and in some cases, maintains a link to the document that is in the main window.

clip_image006

You’d create the page you want to make notes on in OneNote, and when Linked Notes are enabled, it will tie back to the Word etc doc you were using in the other window. That way, if you re-open the notes in OneNote you’re only a click away from pulling up the document they relate to.

If you later go to back to it in Word, however, or open the doc directly from Explorer, there’s no obvious way to bring up the notes you were taking, without going to OneNote, finding the page you took the notes on, and perhaps docking the window again. Even the Linked Notes option on the Review menu doesn’t quite work as expected – it’s for establishing a new link, not reanimating an old one.

This is an example where true object orientation would work well – you’d open the Word doc which you had linked to OneNote, and you’d automatically see the notes in a sidebar.

Remember Internet Explorer?

Even ye old IE had an option of being linked in OneNote so you could take notes on a page you were viewing. Sadly, Edge has torched this feature – along with Reading List and one of the more helpful and semi-OO feature, which didn’t use OneNote but was still potentially handy…

Web Notes RIP

Web Notes was a feature of Old Edge, for jotting down simple notes on whatever page you were viewing, and the next time you visited that same page, the notes would be shown alongside.

Imagine if you were looking to buy a house or pretty much any other major piece of shopping; whilst conducting research, you might browse to several properties of interest and could make some notes about each one – near a good school but close to a busy road, nice rear garden, high crime area down the road, neighbour has planning permission to build a house in their back yard…

It could be so useful to jot the notes as you go and have them presented again if you happen to revisit the same page in future (so you remember you’ve already looked into it). If you could later see a list of every note you took, with a link back to its source, so much the better.

Sadly, there is no way to do this in Edge, without relying on extensions. There are many out there but none really hit the brief well – if you find a better one, please do mention in the comments below.

The OneNote Clipper is worth a look if you want to keep a list of notes with links back to pages, but is old school in that you’d go to OneNote to find that list and then see which pages you had commented on, rather than the more Object Oriented approach of viewing a page and having the notes offered to you.

clip_image008

Perhaps the extension which comes closest to the functional requirement (even if it doesn’t win many prizes for looks) is Note AnyWhere, available from the Chrome store (and can therefore be installed on both Chrome and “new” Edge).

clip_image010

For ease of use, after installation, click the Extensions icon on the toolbar and Pin the Note Anywhere icon to the toolbar, after which taking notes on a new page is only a couple of clicks away. When you next visit a page, previous notes will be displayed (or you can choose to just show a number on the toolbar by the icon, to show how many notes you’ve made).

clip_image012

It would be nice to have some simple formatting, and searching previous notes is a little clumsy (requiring you to sign up and sync with the developer’s web front end), but for a free app that doesn’t (yet) nag you to subscribe for extra functions, it’s not half bad.


PS – Remember, this weekend is when Europe (mostly) ends Daylight Saving Time, meaning next week could see clashing of meetings arranged with international attendees, before North America catches up on 3rd Nov. New Zealand and some of Australia has already made the leap.

This topic has been covered ad nauseam on previous ToWs … spring forward, fall back

#49: Managing Multiple Messaging

image

It used to be easy: you had an inbox (real or electronic) and new mail arrived. You’d check the inbox for anything that needed your attention, otherwise just get on with whatever it is that you were doing otherwise. Now, there are so many messaging apps that it can be a headache to not only keep on top of all the inbound contact, but to recall in which app you were having a conversation you want to go back to.

It might be easy if your professional comms is all done via email, but if you’re an itinerant consultant working with several companies, you might even have numerous professional email addresses too so keeping an eye on them all can be a chore.

There’s always a chance you’ll be dealing with LinkedIn or SMS messages with work connections as well, and with friends and colleagues there might be Facebook, WhatsApp and many more.

Two quick tips this week might help to get on top of things, if only a little.

Finding work-related messages in M365

If you use Teams and Outlook for work, with Microsoft 365, then you might already experience discombobulation when looking for something a colleague sent, or some comment discussed in the context of a project… was it in the status email, or in the chat of a meeting? Or a direct message in Teams?

clip_image004

Fortunately, the “Work” search options might be able to help. If your organization has it enabled, go to either Bing.com/work or look at the search option in Office.com while you’re signed in, and you’ll be able to search documents and other sources of data within your M365 environment.

clip_image006

One such is Messages – and the handy shortcut to jump there is aka.ms/messages. Type a search term in there and it will look across both your Outlook mailbox, but also in any Teams messages you might have been part of. Once you get used to checking it – and using the Work search for documents and other stuff – it’s a game changer.

Another trick, for finding documents in your work context, is to search from Windows Search directly by pressing the WindowsKey and typing work: followed by something you’re looking for.

clip_image008

Search across OneNote

Though it’s not strictly messaging, you might have taken notes during a meeting (or even had your friendly Copilot overlord do it for you), potentially spread across several OneNote notebooks.

clip_image010

The search box in OneNote lets you choose if you want to perform a query across the current page, section, notebook etc – but the results you get back can be a bit clumsy to interpret as it doesn’t give any details on which are really old pages and which might have been written recently.

clip_image012

If you haven’t discovered the obscure ALT+O to pin search results, try it out – it lets you group by section, page title or date, and you can expand and collapse the groupings to help locate the most likely page more quickly.

clip_image014

Now, where did you put your glasses?

#48: When I’m Updatin’ Windows

clip_image002

Long-time users of Windows will doubtless be familiar with the occasional need to restart because some update or other has been sent to your machine. These days, the “your computer needs to restart” prompt normally gives you a chance to do it later, but there have been times when you literally get a few minutes’ notice to save all that important stuff you’re doing before the update/reboot cycle begins.

Particularly important updates might warn you of an impending restart and give you the chance to take the hit right away, or to wait until the middle of the night. You can set the Active Hours in Settings | Windows Update | Advanced Options and it’s possible to pause updates for up to a week if you need to do some important stuff and avoid a reboot, but the advice is generally to take them as soon as you can.

clip_image004

Social media users love to share examples of prominent PCs displaying errors, or notices about needing to restart, even if they’re not all that they seem.

It’s That Tuesday

21 years ago, Microsoft started using the 2nd Tuesday of every month to push out updates, informally known as Patch Tuesday. They have flip-flopped to some degree over whether these updates will be security/reliability only, or if unsuspecting users will get new features and changes. Big periodic rollups – the modern-day equivalent of the Service Pack – tend to contain loads of fixes along with some changes in the way Windows (and some of the standard apps) works.

clip_image006

If you’re looking at someone’s desktop in person or on a Teams/Zoom call in the coming weeks, and see that little double-arrow update icon on their system tray (though maybe they’ve hidden it), it could be that their poor PC has been waiting to restart for ages. That might tell you something about their standards of hygiene and organisation.

If you’re seeing the update symbol on your own taskbar, going into Settings | Windows Update will tell you what needs your machine to restart, and you could determine if it really needs to happen right now or if it could wait until a bit later.

clip_image008

Search online for the KB number to find out more about what a particular update does. The Knowledge Base has been around for decades; delve into the archives and there are some crackers, like the one-time warning that Barney (remember him?) might self-engage.

In October 2024’s Patch Tuesday, the latest big package of updates to Windows 11 was pushed out – taking the platform to version 24H2 – ushering in a bunch of changes and improvements. To find out more about what’s new, see https://aka.ms/windows/insidethisupdate.

To see what specific version of Windows you’re running, press WindowsKey+R and enter winver. Some earlier versions of Windows 11 – 22H2 – have reached “end of service” so won’t be updated anymore; you’d need to upgrade to 24H2 to continue getting any updates and fixes.

If you’re still on Windows 10, the clock is ticking – it’s due to go out of support in a year’s time, meaning it’s worth either upgrading to Windows 11 (or getting a new PC which already has Windows 11 installed). Some of the hardware requirements of Windows 11 – especially around security hardware – left plenty of users grumbling as some recently bought (even high end) PCs didn’t cut the mustard. Even Microsoft’s own Surface line had some notably glaring exceptions on the compatibility list – the previous flagship $4,000+ Surface Studio is not Win11 compatible, having been launched 5 years before Windows 11.

If you have an otherwise perfectly usable Windows 10 computer which is being blocked from upgrading to Win11 on hardware compatibility grounds, there are unsanctioned workarounds that might allow you to install and happily run the latest version.

Just be careful

#47: Using Copilot for (consistent) meeting notes

clip_image002

GenAI” like Copilot and ChatGPT has been evolving quickly over the last year or two, and the more experience people have in using it has also changed their approach. Just as providing better questions to get more accurate search queries from Google / Bing, getting the best results from Copilot or the like might depend on being specific enough with your questions.

Here’s a tip courtesy of Kat Beedim, Microsoft 365 MVP from Microsoft partner, CPS. Kat is using Copilot to summarise the output of a Teams meeting, in an alternative way to the built-in Copilot for Microsoft 365 method which generates a pretty decent summary (and was recently discussed in context of the OneNote integration). While the content is generally good, using the standard approach, you will likely get differing formats of notes from one meeting to the next, depending on what was said.

Kat’s approach is to download the transcript from a meeting that you’ve attended; this may be available to anyone who joined the meeting, even if the tenant hosting the meeting doesn’t itself have Copilot provisioned. In other words, if you have access to Copilot and you can get the transcript from a meeting (which you didn’t organise, maybe even one organised by a different company) then you can generate the meeting notes.

To see if the meeting was transcribed, go back to the Chat or the Recap from the meeting within Teams and you might be able to download the transcript (as a .DOCX file).

clip_image004

Save the transcript file to OneDrive in the same tenant where your Copilot for M365 is, and within a Copilot prompt you can reference it… if you go to Copilot (Work) and press “/” in a prompt, it will let you choose a file (or other source of data).

clip_image006

Kat has provided a very polite and detailed prompt for Copilot to generate meeting notes; by using the same prompt after every project or team meeting, the same format of notes will be preserved.

Copilot, please assist me in converting the attached /(start typing the file name to select it)
into detailed meeting minutes.

Here’s what I need:

1. Identify Key Sections: Break down the transcript into distinct sections: attendees, apologies, introductions, summary of concerns, previous actions discussed, further discussions, recommendations and actions, date of next meeting. Keep to that order.

2. Summarise Discussions: Provide a detailed summary of the discussions for each agenda item, capturing the main points and any consensus reached.

3. Highlight Decisions: Clearly state any decisions made, including the rationale behind them and any dissenting opinions if applicable.

4. List Action Items: Enumerate the action items that came out of the meeting, specifying the responsible party and the deadline for each task

5. Note Attendees: Include a list of attendees and their roles or titles, as well as any apologies for absence.

6. Format for Clarity: Use full sentences and paragraphs, tables, and bold text for emphasis where necessary to enhance readability. Do not use bullet points.

7. Review for Accuracy. Ensure that the minutes reflect an accurate and impartial record of the meeting, and make any necessary edits for clarity and conciseness. Please format the minutes in a professional and presentable manner. suitable for distribution to all meeting participants and for record-keeping purposes. Thank you.

You could also open the transcript directly in Word and enter the gist of the prompt above in Copilot within Word, though formatting is a bit nicer when done from the Copilot for M365 prompt. It might be possible some day to tell it to generate a new document using a set template, but that appears to be a manual process for now.

Feel free to have a play with the prompt to get the format and the answers you want; you have 2,000 characters to give your instructions so be as descriptive as you like.

Kat’s video demo is on Write meeting minutes with Copilot – YouTube.

#46: Cool for CALC

clip_image002

Subtle changes and refinements to regularly-used applications can often slip by unnoticed. The Windows Calculator can trace its parentage all the back to Windows 1.0, and has seen numerous revisions over the years. It has featured in previous ToWs, too, most recently in what would have been number six hundred threescore and six, before the Great Reset meant ToW numbering went back to 1.

Electronic desktop calculators were a hotbed of technological innovation in the 1960s and 1970s. If you’re of a certain age, you might recall using a pocket calculator as part of your educational journey. When the first scientific pocket calculators appeared in 1972, they had a similar impact to the global slide rule market as quartz wristwatches had on the mechanical watches a decade later.

clip_image003

c1985 Casio fx-451M

When Personal Computers were a relatively new thing, having things like a digital notepad and a calculator built-in were seen as key productivity features; even if an IBM PC capable of running Windows 1.0 at the time would have cost you more than a year’s average salary. And yet with calculators on phones and smart watches, the poor old CALC.EXE probably doesn’t get much love these days.

clip_image005

The Hamburger Menu

Fire up the app (WindowsKey+R Calc [ENTER]) and it looks like any simple desktop calculator device, except that the History (top right) is much more extensive and usable than the stupid M+ / MR buttons on the old physical ones. Few of us knew what all those buttons festooning scientific calculators actually did, let alone ever used most of them.

Fortunately, Windows Calc has put lots of genuinely handy things in that three-line menu on the top left – and you can switch between them using the ALT key, if desired.

clip_image007

In normal use, simply pressing ALT+1, ALT+2, ALT+3 etc will switch between the different modes; open the hamburger menu (click it or press ALT+H), and scrolling down will show more than a dozen different conversion features too. Just press the ALT key when the menu is showing if you’d like to be reminded of the ALT+ … shortcut keys that can be used to invoke any of them without the need to show the menu in future.

Before Microsoft killed its long-serving line of external keyboards, some used to have a hardware button for invoking calculator. Supposedly, they’re coming back – just under a different name.

clip_image009

If you’re more mouse- or touch-driven then you can also jump to the primary modes using a right-click/long-tap on the taskbar when Calculator is running.

clip_image011

If you think there’s some great feature missing from Calculator, check out the Github page on the project and submit your own ideas. It seems to be on a slow-burn though; the Roadmap page talks about what the team is focussed on in 2021, and makes no mention of Windows 11…