When you create an appointment in Outlook and decide to turn it into a Teams meeting by clicking the icon on the Then there’s the text that gets added to the end of any existing appointment text, which gives dial-in info and provides a link for users who like to click on URLs or who are running a calendaring client which doesn’t support Teams natively. Some degree of customization can be done to this auto-text, but it’s an admin task rather than an end-user one.
The option is accessed from the main Outlook window, under File | Options | Calendar, and is just above the groovy feature which lets you choose to shorten the default meeting time, so as to allow you and the attendees to get out of your chair once or twice in a working day. From the ToW history files: When you create a thing in your calendar that’s just for you, that’s an Appointment. When you start to invite other people to your thing, then it becomes a Meeting. The Outlook UI changes when you’re dealing with Meetings vs Appointments (e.g., see tracking information on who accepted your meeting invitation, etc). When the Teams integration to Outlook was first rolled out, the workflow to create a meeting was typically to put the time in your diary, invite your desired attendees, then click the Teams Meeting button to add all the extra stuff that anoints the meeting to become a Teams one. That was a one-way process, though – if you clicked in error or decided to forego the online element, you either had to hack out the properties and text (since merely removing the “join” links in the text didn’t get rid of the Join Meeting UI in Outlook, as that was lit up by the contents of the various custom fields in the item) or, more likely, ditch the meeting and create a new one.
The bypass feature is meeting-specific, so if you are scheduling 1:1s with customers or partners, you might want to let the striaght through, but if hosting a larger meeting then having a lobby could let you get your internal team straight before bringing in your guests. |
593 – It’s a Date
On the Insert tab / Quick Parts, look under Field, then pick the doc property and format you’d like to show. It is worth pointing out that showing a date as 10/1/21 (or similar) is ambiguous given that a few hundred million people will expect it be month-day-year while many of the remaining 7 billion will assume the day comes first, with a couple of billion presuming the format should normally start with the year, such as yyyy-mm-dd (which is arguably the most sensible of all; and it sorts properly, too). A more daily usable short format like dd-mmm-yy (ie 13-Aug-21) should perhaps be the norm, especially when the date is appearing as text in a document. Pressing SHIFT+ALT+D in Word will insert the current Date as a field (so you can edit the format to remove ambiguity) and SHIFT+ALT+T inserts the current time too. In PowerPoint, both of these combos bring up the “Date & Time” dialogue to add the chosen content and format as plain text.
While in Excel, it’s worth learning the short cut key to insert the date and time – CTRL+; and SHIFT+CTRL+; respectively (no doubt there’s a reason why Excel has a different shortcut to other Office apps – some legacy of Lotus 1-2-3 perhaps?). OneNote fans will want to remember that SHIFT+ALT+D / T combo as it inserts the date/time into the notebook; really handy when taking notes of a phone call or similar. SHIFT+ALT+F puts both day and time, something that Word doesn’t offer. In both Desktop OneNote and users of the Windows Store version, it’s just plain text that gets added, so you’re on your own when it comes to formatting. OneNote pages will typically have a date & time showing under their title – on the Desktop version, it’s possible to change that so as to mark a page as having been recently updated. No such luck on the lame duck Store version.
At least when stalwarts insist on writing – or worse, saying – a short-form date as something like “ten one”, there’s more than half of each month where one number in the date could only mean “day” – starting with the thirteenth (as in, 8/13 can never by the 8th of a month, but 8/12 could be a few days before Christmas to Europeans, or the date when tweedy Americans start looking for grouse in the Yorkshire moors and Scottish Highlands). |
592 – Take Note
Another handy use of Notepad is to quickly strip text of formatting; you might find that copying and pasting text from multiple documents often drags unwanted font choice, size, colours etc. In many apps Some people – for whatever self-flagellatory reasons – actually use Notepad for taking notes during meetings or calls, and then maybe format their raw text into something more structured afterwards. ZDNet’s Microsoft commentator Mary Jo Foley is devout Notepad user. The fact that it’s simple and quick appeals to many, it seems.
Despite its relative simplicity, there are some obscure features – like the ability to add content to the header and/or footer of a page that’s being printed, even if there’s nowhere to save that Following last week’s F4 tip for Office apps like Excel, ToW reader Flaviu Comanescu-Balla goes one better in highlighting that pressing F5 in Notepad will insert the current date and time, In fact, Flaviu also spotted an even more obscure feature, where if you put .LOG as the first line in a Text file saved from Notepad, every time you open that file, the current date and time is appended at the end, so you can jot something down, save it again and keep a log of activities. |
591 – An Excel Smörgåsbord
May the F4 be with you One of the neatest features in Office yet largely hidden; the F4 key repeats the last command without needing to faff about selecting the option from the menu. So what, you might say? Well, what if you’re formatting cells and want to repeat the same format over and over again – you could change one, then use the Format Painter option to apply that to select other cells, or possibly just apply the format you want, then select each additional cell in turn and press F4. One slight downside is that it only repeats the very last action, so changing a number format and then making it bold wouldn’t be easily repeatable since those are two actions. Still, there are so many uses for this “Magic Key no one knows about”. CTRL+y does the same thing in case you’ve got one of those annoying keyboards where the function keys do other things, you never know without looking if you’ll be pressing F4 or changing the system volume.
Layouts and Tabs Now, Windows has lots of tricks for arranging application windows side by side, especially if you have multiple monitors; there’s a particularly shiny new way of doing it in Windows 11 with Snap Layouts. In the context of Excel, that’s OK if you’re using two spreadsheets side by side and you might want to reference or copy data between them, but Excel has its own window-handling functions that could be more useful.
The Synchronous scrolling feature means Click on the Arrange All menu option to automatically distribute the open Excel windows, optionally confining the process to just the windows from the active workbook. Transpose data with paste It’s a fairly common exercise to take a load of data that’s in one format and want to represent it differently; there is a useful Transpose feature that takes data from columns and paste it back as a row, or vice versa. One useful scenario could be when you want to take the names of everyone who got an email or meeting request and put them in a tabular format.
Now you have a list of addresses on their own row, and without the “;”s, but they do have a leading space ahead of all but the first one. It might be quick to correct each line in turn, and there’s always the TRIM function which could be used to tidy stuff up through formulae.
When you’re happy, remove the original line that had the text in columns, leaving just the separate email addresses on their own rows. Now, snacks just make you hungry, don’t they? |
590 – OneNote Tagging
Try using the Search filters at the bottom to restrict the results set, so you only show tags within a given notebook location or across all your notebooks, but for a specific time.
In the OneNote for Windows 10 store app, you can search for Tags but custom ones created in the desktop app don’t appear in the Tags list when editing a page. Only a handful of tags are initially offered in the store version, and if you add a custom one it’s still possible to press CTRL+n to use it, but you need to count where your tag is in the list as it doesn’t show you the shortcut. Custom tags added in the store version don’t appear in the tags list of any other client though do sync across other devices, to some degree. Given the slight rough edges between the versions if you routinely open the same notebook in mobile, web and store/desktop apps, then Tags may not prove so useful – but if you tend to stick to a single UI – especially if it’s the older desktop one – then it’s worth exploring how custom tags could help you organize your stuff. |
589 – When I’m naming Windows
Windows 365 delivers a “Cloud PC” – literally a machine running Windows, which is remotely accessed by an end user and stays just like they left it when they disconnect, but is managed and secured centrally. As you may expect, there will be various SKUs depending on how capable you want it to be; Paul Thurrott opines that there will be many options, as “Microsoft is addicted to tiers”. General Availability is due on 2nd August; it’s sits on top of the existing
According to Mary Jo Foley, it will be reassuringly expensive so use cases will be carefully chosen rather than thinking everyone will sit at home running W365, accessing it over some ancient PC. For more details on machine sizing and the mechanics of provisioning and managing Windows 365, see here. Interesting examples given during the announcement were the remote government of Nunavut, or having hundreds of interns joining Microsoft for the summer; normally they’d come to the office and be given a PC but since they’re all at home, the cost and time burden of configuring the PCs and shipping them out would have been high. Instead, they’re given a virtual desktop via Windows 365 – created en masse in a few minutes – and they connect to that from whatever kind of device they already have at home. When their tenure is up, their access is removed and there’s no data left behind on their iPad/Mac/Chromebook or home PC. Maybe 2022 could finally be the Year of the Linux Desktop? For the rest of us; Windows 10 is still moving forward and the latest release due later this year has entered its latest stage of testing – Windows 10 21H2. And Windows 11 got another update to 22000.71, offering a variety of tweaks and polish. Even though Windows 10 is a modern OS with lots of great functionality, if you have already switched to Windows 11, using a machine with Win10 feels like going back in a time machine. |
588 – Inside(r) Windows 11
Microsoft people who set up their Insider enrolment as being associated with a @microsoft.com email address will see additional options around which Branch or Ring to use – if that’s you, then unless you’re technically self-sufficient and very comfortable with the level of pain you may feel, be careful. External users get to join Dev / Beta / Release preview Channel. Improved and updated functionality includes not just the fancy new Taskbar and Start menu – there are lots of areas where deeper integration with app functions and the OS itself will help to make it a slicker experience overall. The virtual desktop experience has been improved somewhat – you can set up multiple desktop environments, then easily switch and drag/drop apps between them, but there are improvements over the same feature in Windows 10 – you can set different backdrops/themes for each and they persist between machine reboots. Press WindowsKey+TAB to see the desktops and manage the apps – that’s the same key that used to control the Win 10 Timeline feature which has now been removed.
Some features that have been disclosed – like running Android Apps on Windows – will be delivered in later previews, and doubtless some that are present now will change before final release. There’s already been an update which adds more tweaks and fixes some bugs. A “Windows Health Check” app was released briefly which would report if your PC was suitable for Windows 11, but was short on information as to why a particular PC might not be upgradeable, so the team has pulled the app for now and instead points to the info on Windows 11 Specifications. At least while it’s in Dev channel, it is possible to get Win11 on machines which don’t meet the bar, though there is a warning that your experience may not be all there and some things won’t work. YMMV. |
587 – New Line please
As well as the QWERTY keyboard layout, a few things were carried over to the modern computer from the typewriter – the backspace and tab keys and the carriage return key. Purely mechanical typewriters had an end-of- Early computer systems aped the same approach of the line feed (ie the paper being shuffled up one line) and the carriage return (going back to the left side), as being separate activities and they were given specific control codes – so CR, LF and CR+LF are still things. For some time, consternation still applied as Windows considered that CR + LF needed to be noted to really start a new line, whereas the Unix fraternity simply thought that LF was all you needed. It is possible to hack the registry so Notepad acts Unixsy should you need it to. In most applications, if you want to start a new line, you’d just press Return or Enter (in effect, the same thing, though not always the case). Pedants would say that ENTER doesn’t mean you necessarily need a new line, you’re just committing some data you’ve typed, redolent of the old terminal where you might be submitting a form rather than typing in free text. Applications perform sometimes completely different actions when you press a modifier key like CTRL or ALT, and ENTER. In Word, CTRL+ENTER starts a new page, ALT+ENTER repeats the last typing action. In Outlook, CTRL+ENTER sends the current email and ALT+ENTER – like the same keystroke normally does when looking at a file in Windows Explorer – shows the properties of the current message. In Excel, CTRL+ENTER has some other meanings, notably it completes the entry of data into a cell, without moving the selection to the next cell along or to the line below (depending on config). SHIFT+CTRL+ENTER can be used to create a powerful but quite complex array formula. ALT+ENTER also has a useful trick for formatting text in-cell, alongside some tips to control cell text formatting.
Another way of editing text in an existing cell; select it and the text will be displayed in the formula bar, but only the first line, unless you have the formula bar expanded out, by clicking the down-arrow on the right.
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586 – Pick Up Thy WordPress
The extended back story is that there were hundreds of employee blogs which had been published under the technet.microsoft.com and msdn.microsoft.com sites, both of which URLs could trace their birth back to the 1990s, and a project was underway to clean them up and rationalize somewhat. Initially, guidance to MS bloggers was (basically) “unless you’re an official blog, you have <nn months> to move your stuff elsewhere before it gets deleted.” Certainly, there was to be no new content after the cut-off date.
That guidance relented somewhat and content from relatively active blogs was migrated to the Microsoft Docs archive though taking a trip through the final posts from the ToW host blog, The Electric Wand, shows that lots of graphical content was not carried across – more of a lift & dump than a lift & shift. Blogging is a bit old-hat these days but lots of people do still maintain a blog to share stuff they think is interesting; see Scott Hanselman as one example. Anyway, the solution for Tip o’ the Week was to move to an external website – www.tipoweek.com – which is hosted in Azure and, like about a third of all websites, running under the content management system, WordPress.
For more tips on how best to get up and running with WP in Azure, see here.
This has, in fact, been a niggling issue for a while, since Chrome (and Edge, given its diet of Chromium) instituted a policy of flagging any website that doesn’t use the secure HTTPS protocol & SSL by default. Secure Sockets Layer, if you’re not overly familiar with it, relies on a way of encrypting data travelling between two points, using a previously-generated pair of mathematically-linked digital keys. If you have one key, you can use it to encrypt data which can only be decrypted by the other key in the pair (ie you can’t even use the same key that encrypted the data to decrypt it again). Typically, one of these keys is publicly accessible and the other is kept private.
The whole public/private key encryption process has something of a computational overhead associated with it, but once we have established a secure connection, we could use a faster encryption technique for data sharing by using a single key that can both encrypt and decrypt the same data. In other words, if I go to a website that presents me a certificate specifically issued for that URL’s domain, I can be sure that the site handing out the cert is who they purport to be. This could be validated by me generating a random set of numbers, encrypting it with the public key and sending that to the site; it would decrypt the gobbledygook with the private key that only it has, and we now both have the same set of data that has been securely shared between us. That would form the symmetric key that we can use for the rest of the connection. For more detail on these kinds of topics, check out the Cryptography 101 podcast on Hanselminutes.
The trouble is, if you’re hosting a hobby or a community web site, paying for an SSL certificate might seem a bit of overkill; web hosting companies will try to bundle them into domain protection and other security features which might be no big deal for a commercial enterprise but a little stiff for a parish newsletter. Fortunately, there are alternatives, though they do need a bit of spade work to get up and running. Hanselman (yes, him again) discussed using an extension and an organisation called Let’s Encrypt, whose goal it is to make the web 100% secure. They have issued over 225 million SSL certs, and will generate 3-month-validity certificates free of charge, as an alternative to paying anything from $60-200 a year to a commercial issuer. With a bit of practice, it doesn’t take long to create and manage the certs and if you only need to do it 4 times a year, then it could be time well spent and money well saved.
Once you have the certificate exported to a file, it’s a matter of a few clicks to import it into the Azure App Service that is running WordPress, set up the bindings appropriately, and you can then flick the switch to make the site only service up content over HTTPS.
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585 – Heading to Viva
In the UK’s 1970s, Ford had the Fiesta (small), Escort (mid), Cortina (large), Capri (sporty) and Granada (executive). GM operated in mainland Europe as Opel (Kadett/Rekord/Monza/Senator etc) and in the UK, as Vauxhall (Chevette/Cavalier/Carlton etc). Brits of a certain age may fondly? remember the Escort-sized, everyman family car: the Vauxhall Viva. The announcement of the employee wellbeing platform, Microsoft Viva thus brought a misty-eyed moment of reflection for some…
The Insights-defined “Virtual Commute” and calendar-blocking Focus Time has been mentioned previously in ToW #577, but it’s had a new shot in the arm as well as announcements about forthcoming improvements, such as the ability for Teams to quieten notifications when you’re in a focus period, and quiet time when Teams and Outlook will shush pinging you outside of working hours. Now rolling out to Viva Insights is a set of mindfulness and meditation exercises curated from Headspace, who produce a load of online video as well as Netflix series and in-flight channels. See more about Headspace in Viva Insights, here. |