#35: Do you really need a VPN?

 

Before widespread internet access, companies would use modems and dial-up services so remote workers could access their internal network as normal, but connecting (slowly) over a phone line. As mobility and broadband became more pervasive, Virtual Private Networks (VPNs) provided a way of accessing data that is held within your place of work – or home, perhaps – when you’re out on the road, establishing an end-to-end secure link over the internet between you and the destination.

At the same time, many of the services we’d rely on moved fully online – like email, shared documents or even business applications, potentially hosted by a 3rd party like Salesforce, Dropbox, Workday or Microsoft. Each of those would be protected using an encrypted and authenticated SSL/TLS connection, just like any other secure website connection.

What do you still have in your home or in your business premises, which you’d need a VPN to access? For organisations with local services or apps, Microsoft has long championed an automatic VPN back to your company HQ, called DirectAccess, but that is now having the sun set on it in favour of a more modern Always On VPN. Many businesses now are all in the cloud, so have nothing internally to connect to – but even as a home user, there may be some relevance.

Securing the connection

When you link using a VPN, everything between you and the endpoint is encrypted through an established “tunnel”, and therefore invisible to the intervening points on the network.

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The invisibility of what’s happening in the tunnel could be useful to the user, for example where there’s a policy denying access to certain websites; if you VPN (and that was allowed) then the network owner wouldn’t know what you were sending up and down the connection since it’s encrypted, and therefore might not be able to block your access.

The VPN model illustrated above has all your internet traffic going back to the VPN endpoint and then out onto the internet from there (so it looks to the website you’re accessing like you’re located wherever the VPN endpoint is). There’s generally a performance penalty in doing this since there are additional “hops” involved, and it also means that whatever you’re getting up to on the public internet will be happening through your company’s firewall or your own home router.

Some VPNs give you the option to split traffic, where it routes only certain data down the VPN tunnel, while everything else just goes out onto the internet from the hotel/airport etc network as usual. That reduces the load on the VPN endpoint and its network (since casual browsing traffic isn’t coming in and out, only stuff destined for the internal network it is attached to), and is a bit quicker for the user since they just get their public internet stuff done nearby.

Some companies – mostly VPN vendors or security consultancies, it must be said – would advise that every time you connect your laptop to a public WiFi network (as found in coffee shops, airports, hotels etc), then woe betide you if you don’t access everything through their subscription VPN service. Such services would say you should routinely connect to their endpoint (in whichever country you want) so that everything between you and their server is encrypted, and the local network provider to you has no clue what you’re doing.

NordVPN, probably the market leader for 3rd party services, pushes itself heavily through advertising and tie-ups with leading podcasts and credit card companies, etc.

Securing the connection is one thing, however there’s still the small matter of being tracked in everything you do, potentially having unwanted software downloaded, which a 3rd party VPN might not protect you from, so it’s no silver bullet.

If you don’t use a VPN and you’re accessing a shopping site or online banking, the network provider (eg the Hotel or airport) could see which URL you’re accessing, but since the first thing you’ll do in nearly every browser session is to establish a secure connection between your computer and their website, any prying networking provider would only see that you’re sending gobbledygook data back to a single address out there on the net.

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There is a possibility of having a man-in-the-middle attack which steals your data through subterfuge, though there are numerous steps taken to prevent this. If you’re using a VPN then you’re protected, unless you’re unwittingly VPNed into the man in the middle directly, in which case, the whole game’s a bogey.

Pretending to be somewhere you’re not

Some VPN users will use them to appear that they are somewhere else – eg if you’re travelling but want to access a web service which is locked to a given region, like TV streaming services. Lots of Brits in America use VPNs to access the BBC’s iPlayer, for example. There is a “yes, I have a TV license” checkbox, but we all know how effective those kind of prompts are.

Since the traffic from the VPN device or service appears to be from whatever country it’s in, that might be used to circumvent geographic blockers. Streaming companies often have legitimate reasons to restrict access based on where you are (as opposed to just being greedy and horrible).

Since some VPNs are offering ways to not only defeat the geo-blocking, but potentially provide a way around password sharing restrictions, the arms race will continue where content providers will try to stop people using certain services and VPN services will get smarter at not being blocked.

Further reading

If you’re on the road and want to access stuff back in your home, your broadband router might even have a VPN service built in (though do take care that it’s not using out of date security standards). Another option could be to set up an endpoint with OpenVPN. If you have Synology NAS appliance (and they are very good), you can enable the OpenVPN service relatively easilysee here.

Some other things to check out:

· Should You Use a VPN? – Consumer Reports

· Do I Really Need a VPN at Home? | PCMag

· Is a VPN really worth it? | Tom’s Guide (tomsguide.com)

So, back to the original question – do you really need a VPN?

Probably not. But maybe.

You be the judge.

#34: Bringing AI to the Whiteboard

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One of the joys of in-person group meetings is when someone grabs a whiteboard marker and starts laying out their still-forming thoughts to the enthralled audience, almost as popular as the person who always asks a question 2 minutes before the meeting is due to end. Thankfully, there is a digital whiteboard for use in virtual and hybrid Teams meetings, too. And like seemingly everything else, it’s getting a sprinkle of Copilot-y Goodness.

The Whiteboard app has appeared in previous ToW’s (before the Great Reset) here. As a quick summary: if you’re a Microsoft 365 subscriber, you’ll find the Whiteboard tucked under More apps in the grid on the top left on numerous sites…

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… or available directly on https://www.microsoft365.com/apps/ or just launch it directly from https://whiteboard.office.com/. A Windows app is available in the Store, though it’s really just a wrapper for the web experience.

Whiteboard is intended as a multi-user collaboration tool, available in the browser as above, or in Teams, by using the Share button (NB: if you look under the Apps button to the left of Share, you won’t easily find this Whiteboard, but there are other “Whiteboard…” 3rd party apps which will show up: YMMV).

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One very cool new feature is the ubiquitous Copilot option; it can help get you started on a brainstorming exercise, for example. Start by giving it an idea of what you’re trying to work on

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… and it will come back with headings which can be quickly added as Post-it style notes clip_image010

Selecting one of them and choosing Categoris|ze …

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… will arrange them into subject blocks.

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And selecting any one and selecting Suggest will go a level deeper and bring up some additional points.

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As a discussion starter, it’s brilliant. Give it a try and see what kind of inspiration you might find.

The main Whiteboard info page is here. There are some cool templates available for getting started with some pretty detailed layouts for workshops, Kanban boards etc; more info here.

RIght, now there’s only 5 mins to go, the meeting is starting to wrap up – for goodness’ sake, keep your hands down.

#32: Microsoft Designer gets everywhere

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Assuming you haven’t woken from cryonic stasis (leaving aside all the practical difficulties of doing that) then you’ll already know of the hallucinatory ChatGPT and its image-creating sidekick, DALL-E, which will spit out a computer generated image from a text-based description of what you want.

Predictably, there are many memes on whether AI is a good thing or not, along with worries that it’s coming for your jobs/freedom/happiness etc. In many ways, it’s just another wave of technology which is certainly impactful, but its benefit will be seen by how we creatively embrace it.

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Also doing the rounds is the trope of “I want AI to do my laundry” which is poignant if not really a new thing (see Keynes c1930, or Bertrand Russell’s “In praise of Idleness”, c1932). Technology is invented to supposedly give us more time but often displaces one form of work for another. Now, AI prompt engineering will be a creative skill, to a degree replacing the need for designing, drawing or painting skills.

Meanwhile, Microsoft has been busy embedding DALL-E technology into other apps and services, broadly packaged under its “Designer” branding. You can generate images for embedding into LinkedIn articles, for example …

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… though with some mixed level of success, depending on what you want…

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Alternatively, just go straight to the Copilot prompt…

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Even the venerable Paint has gotten a new Image Creator function which does much the same thing, though annoyingly defaults to a 1:1 aspect ratio, regardless of the orientation of the canvas. In the main Copilot/Designer UI there is a little icon to change the ratio of your image from square to landscape, however it ends up generating a new image entirely.

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Restyle it out

Remember all those early 2000s makeover TV shows which gave frumpy looking people another view on what to wear? Well, there’s a Restyle capability in Designer that’s so much fun to play with, you could easily spend the rest of the day mucking about with pictures to see what selfies look like in art style, how the dog would be if made of Plasticine, and so on…

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Take your source image…

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…then choose one of a variety of styles, and be prepared for outright weirdness or outright flattery…

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Right, that’s enough of the day wasted. Get on with your work!

#31: Easy and Excel-lent Data sources

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Most people who have spent time using Microsoft Excel will realize that it probably has more capabilities than they’ll ever understand, much less use. There are so many functions used to collate, display and interpret data that it’s no wonder people turn to using it for all sorts of things.

There have been numerous attempts to make user-friendly data tools for Excel, from web-scraping 3rd party sites to the short-lived Money in Excel for American users which bit the dust before it was barely out of diapers.

More recent releases of Excel include several Linked Data Types which can retrieve and manipulate data from “reputable sources of data, such as Bing”… (which, incidentally, had its 15th birthday recently). Companies with suitable data governance can expose internal info for analysis, or regular end users can get started with share prices, currency conversions and geographical data.

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In the Data tab in the current versions of Excel on multiple platforms, you’ll see 3 or 4 types of data that can quickly be inserted – they will perform a lookup on external information and return a data set in the background which can be displayed and otherwise interacted with using formulae, lookups and other standard data tools in Excel.

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Getting real-time data is pretty straightforward – create a blank table with a single column in which you’ll enter your key data items that you want to expand on – for currency conversions, it would be a pair of currency symbols (USD:EUR or GBP/USD etc) that you then select and mark as Currency from the data tab. That then lets you easily add other columns for specific lookup data, and that can be referenced itself through other formulae too.

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Stock lookups work similarly, by entering the ticker symbol in one column and potentially going through a matching exercise to find the right one. Handy, if you have a workbook for calculating when you can stick it to the man and retire to a patch in the Tuscany hills: you can automatically look up the stock values and convert their currencies too, if required.

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There’s some location stuff as well, invoked by entering city or area names; it’s more text-based reference info which is returned, though it might be possible to feed some of the data into a Map Chart for further visualization.

#30: Snipping Smarter

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Wclip_image004indows’ Snipping Tool, used to capture an area of the screen, has been around for a long time in various guises, even threatened with cancellation at least once. Invoking the tool by pressing SHIFT+WindowsKey+S or just hitting the PrtScn button (if you have one) now displays a small dialog at the top of a dimmed screen.

You can choose to capture a static image (of a part of the screen, or the whole thing) or a record a video of a marked section of the screen, optionally with your own commentary – useful for sharing a quick “how to” video.

Another way of capturing the entire screen is to press WindowsKey+PrtScn, which can be useful when trying to grab menus and things that might disappear if you tried to interact with them – like the first image above, since the screen grab menu itself will disappear as soon as you click the mouse button.

As well as copying the snipped area to the clipboard, an updated Snipping Tool from about 18 months ago also saved them to a Screenshots folder, so it’s easy to go back and fish them out later. See 665 – Mind your screenshots for more details; it’s worth keeping an eye on that Screenshots folder so it doesn’t get overly large and/or contain stuff that you might not want to keep.

REDACT THE gggg TEXT

Some further updates to Snipping Tool have been happening of late; there’s some nice functionality which lets you extract text from the grabbed area to the clipboard (as paste-able text rather than an image), or to redact certain bits of the screen so as to preserve potentially confidential info.

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The Quick redact feature tries to identify some data types, but to manually scratch it out, just select the text you want to hide, right-click and choose Redact.

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When you’re happy, click the Copy button on the top right

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And that will put the fully redacted version into the clipboard, either replacing what was there before or adding it to the list if you have Clipboard History turned on.

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Another newish addition is the quick ability to feed your screen grabbed image to the Visual Search in Bing, effectively doing a reverse image lookup – just look in the menu on the top right.

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#29: The power of CTRL

Designer (7)The familiar computer keyboard has evolved over decades, even though some languages have obstinately different layouts; Germans have QWERTZ and French users have AZERTY, while Brits used to their usual keyboard might struggle to find the backslash on an American machine, and accidentally hit Enter when looking for the hash key.

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Most keyboards feature control keys on the bottom corners; designed as a “modifier” to be used in conjunction with other keys to activate certain commands, there are some well-known combos like CTRL+C and CTRL+V for copy and paste. There are outliers – German keyboards have Strg instead of Ctrl, and even an obsolete ISO standard says the key could be marked “”.

There are some occasions when the Control key is not just a straightforward modifier; aside from using Sticky Keys to keep it pressed, one somewhat hidden feature in the Edge browser turns Ctrl to good effect, for opening an image in a zoomable overlay window.

Many images embedded in web pages are much bigger than you might think; the source picture could be something like 2000×1500 pixels in size, but when displayed on the site, it’s reduced to 640×480. In such cases, you can use the CTRL key to magnify the original image without having to navigate away from the current page.

If the Edge window is in focus, move your mouse cursor over an image and try tapping CTRL twice; if the site can support it, you’ll see the image displayed in a pop-up window that lets you zoom in out (with the mouse scroll wheel or by stroking your laptop touchpad).

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If you have the PowerToys addon pack installed, you may also have Find My Mouse enabled, and that too uses one of the Control keys as its activator. Happily, if a little confusingly perhaps, both can co-exist so you’ll expand the highlighted image while temporarily spotlighting where your pointer is.

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#28: Recalling history

tl;dr – press WindowsKey+V on your Windows 10 or 11 PC. If you don’t have Clipboard history turned on, enable it. You’re welcome.

Microsoft unveiled a new range of Surface laptops recently; the foghorn headline is they’re not just PCs, they’re Copilot+ PCs with lots of AI goodness. There was also a lot of news from the Microsoft Build conference this week – Copilot might have mentioned once or twice, but I think they got away with it.

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The really big news for PC watchers is concerning the most recent attempt by Microsoft to move away from Intel to ARM processors; tried before with the Windows RT and Surface RT cul-de-sac, then later the Windows 10X project and the Surface Pro X which was ultimately superseded by an Intel-powered replacement.

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Apple showed that it was not only possible but desirable to move from power-hungry Intel to lightning fast ARM chips, delivering huge improvements in battery life at minimal expense of application compatibility. The new Surface Laptop 7 purports to deliver power and performance that will finally take the fight to Apple in-house ARM silicon.

As well as flashing the new hardware, Microsoft also announced a bunch of new capabilities coming to Windows, delivered by snazzy new hardware and the Copilot Runtime which will allow advanced AI computation to take place locally on the device, without having to round-trip to the cloud.

One such AI-powered feature is “Recall”, which captures what the user is doing on the PC over time and will use a local AI model to analyse the data, so you can ask it to bring back whichever document, web page or app you might have been using when you were doing or thinking about something.

So far, the use cases being discussed are a little basic (like “I saw a recipe for a goat’s cheese pizza but can’t remember where it was”) but it could prove really useful when in the wild.

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Remembering history

There are plenty of other places where history is recorded as you do your thang on a PC. Office apps remember documents you’ve been using in the past either by presenting the Most-Recently Used (MRU) list or letting you search across common document areas.

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Outlook will cache the email addresses you’ve sent to before, browsers like Edge have an extensive and searchable history of pages you’ve been to, and even Windows Explorer’s Home tab shows you all the documents you’ve opened recently alongside ones you might have pinned as favourites.

One history feature which is presumably switched off by default due to some sort of privacy worry, is one where when you start using it, you wonder how you’ve lived your life to date without it: Clipboard history. In a nutshell, CTRL+C and CTRL+V have been widely-used shortcut keys for copy & paste since before Windows was an apple in its creators’ eyes. Using WindowsKey+V to initiate a Paste, will present you a list of the last few things you put on the clipboard.

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It was covered in Old Testament ToW #670.

Remember Windows Timeline? It was a feature which recorded what the user was doing across many apps, browser sessions and different devices (even on mobile), synched to the cloud and presented in a logical, searchable timeline view. While it still exists in Windows 10, it wasn’t part of Windows 11 and since it relied on Cortana (RIP), the feature which remains has very much had its wings clipped.

“Recall” Chicken Licken

The old fairy tale of the chicken thinking the sky is falling (originally an Indian story about a hare, not a hen, and known by a variety of names around the world) was revisited in relation to Microsoft’s “Recall” feature which is part of this new range of Copilot+ PCs, enabled by the additional NPU chips (and not to be confused the Outlook’s “Recall” feature which purports to un-send a message but rarely works as expected, especially if sending to a lot of people).

The story behind the new Recall is that the PC will keep a history of everything the user does by screen-grabbing every few seconds, so that the user can later ask Copilot for help in remembering what they’ve done previously.

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Cue, heavy breathing from all sorts of commentators who’ve never even laid eyes on this thing being used. The UK’s Information Commissioner’s Office – the Gov data watchdogissued a short statement and was widely reported as “looking into” the potential privacy concerns, however Microsoft was clear to point out that:

  • Recall will (initially) only work on these new (ARM) Copilot+ PCs and is in preview. Other PCs with Intel CPUs and Neural Processing Units (NPU) hardware will get the feature in time.
  • Recall will be enabled on initial PC or user setup, but can be switched off using the Settings menu and sys admins can centrally disable through policy; ditto, the length of time Recall will store data for can be tuned (and the amount of storage it uses).
  • Specific apps (and InPrivate browser windows) can be excluded from the screen-grabbery
  • It holds all the data in an encrypted store on the local PC and is only accessible by the user (i.e. not synced to the cloud, not readable by Microsoft or by any company administrator).

#27: Lookup Image Reverse Using

With all the fuss about AI in recent months (the latest being OpenAI teasing some futures with GPT-4o, and potentially raining on Google’s I/O parade that followed the next day), it’d be easy to overlook that elements of artificial intelligence have been infusing the software and services we all use every day, for years. Google are even revisiting an old Microsoft brand too

Text, handwriting and speech recognition, language translation, cognitive understanding – they’re all milestones to what people might think represents true AI, and using elements in conjunction with massive amounts of data has given us some incredibly useful capabilities.

One such is being able to do a reverse image search – the idea that if I have a thing, or a picture of it, how can I find out more about it, or where it’s being used elsewhere online? Copyright holders might want to search for unauthorised use of their materials, or we can even use the technique to tell us more about what our phone camera is looking at.

clip_image002Visual Search

The Bing search engine has had a visual search feature for many years – that’s right, some people do still use it, even by choice rather than because it’s the default or due to a nag screen.

The simplest way to use Visual Search (if you’re using Edge browser and Bing is your search default) is to right-click on an image and choose the Search the web for image option, which feeds the picture into the visual search page.

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This will show you other places on the web that feature the exact same image (and in different sizes, too) as well as displaying other, similar images.

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If the pic you started with is a recognizable place or person, it may offer a suggestion of what/who it is, with links to further info..

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If you’re not using Edge and/or Bing isn’t your default, you can use it by copying the image you want to the clipboard (or grabbing a portion with the Snipping Tool), the go to the Bing homepage and click on the Image search icon.

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Just paste your image in from the clipboard (press CTRL-V, or if you’ve switched on Clipboard history, WindowsKey-V will let you choose from previous ones too) to run it through image search. You can, if need be, adjust the area being searched for, by clicking the Visual Search icon towards the bottom of the main image, then dragging the handles to crop the area you want – picking out a single person in a group photo, for example.

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Google offers the same kind of functionality, too – from Chrome with Google search as the default, choose Search image with Google,

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… or try search by image from the homepage…

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… and paste the selected image in there.

You’ll see slightly different results from the different search engines, so it’s definitely worth trying both out. The Bing user interface is arguably nicer than Google’s but in the end, it’s the results that count.

Mobile apps

When it comes to dealing with the real world rather than online photos, smartphones clearly provide a great starting point. The main Google app has the same initial image search UI as the web site but lets you point your phone camera at something and extract text from it, identify what it is and find out more. The Bing mobile app (and Microsoft launcher on Android, if you use that) does similar things but nowhere near as effectively, judging by the results it returns.

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There are many specialist mobile apps for identifying specific things, like differentiating between a plant or a weed, but it’s worth trying the Google app first.

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The Bing mobile app purports to do similar things, too…

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Nul points

Coming back to looking for pictures, if you don’t get any meaningful results from search engines when trying to match an image, there are specialist services like TinEye, which offer deeper reverse image search.

Take this image from a blog post many years ago, before mobile video calls were really a thing*. Searching Bing/Google for it brings nothing of note, but TinEye found various sites which took part of the image and repurposed it – various nutjobs used the image in “news” that the next gen iPhone was going to have video conferencing capabilities, neatly overlooking the fact that the main subject of the photo had a curly-wired handset to his ear…

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* in fact, Orange launched the SPV M5000 smartphone – aka HTC Universal – in 2005,

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and it was the first 3G “phone” which had a front-facing camera for doing video calls. It wasn’t very good.

#26: Further Outlook Calendar Fun

Following on from last week’s tip on New Outlook and its addition of the “In-person” switch to designate a meeting as taking place in actual 3D, here’s a quick look back at another calendary thing that’s been in Exchange and Outlook since the year dot – the meeting status.

When you create an entry in your calendar, you can set whether it shows you as busy or not – the original status choices being free/tentative/busy/OOF. Microsoft added the new “Working elsewhere” more than a decade ago, though it never really took off. It wasn’t helped by the lack of support on some clients, and an initial gnarly bug in Exchange 2013 which meant Working Elsewhere appointments sometimes disappeared. It does work pretty well now, though – Think of it like a soft Out of Office which doesn’t get in the way of people booking time with you, but it does signify that you’re not physically in the office. That’s a lot more likely these days than it was 11 years ago.

Showing your actual availability is a bit more nuanced than it was when Outlook was launched in 1997; you might be technically Out of Office but still able to be contacted in some ways. You could set a status message in Teams to add context to where you are or how available you might be.

Of course, making sure other people can see your calendar (at least sharing the high level view of where you are and what you’re doing) will help, and do tell people to use the scheduling assistant in Outlook when trying to book meetings with you. Maybe also set your Work Hours to make it clear if you habitually work at different times to your colleagues, take Friday afternoons off etc.

If you have a group of people who work closely together, you could try using a variety of other tools to track whereabouts and make it easier to meet – check out TeamLink, a free Power App that runs inside of Teams, or perhaps the supposedly forthcoming feature set formerly introduced as Microsoft Places.

Finally, there are two stages of Out of Office – there’s the automatic message you might set to respond to emails to say you’re away; the best OOF messages might just apologize that you’re gone so will probably never read these emails. Alternatively, you could set the status of your appointment to show OOF and then people who can see your calendar will know you’re just gone for a while, such as away for the afternoon, but you haven’t gone to the extent of setting up an auto-response.

Both of these can also help with voice messaging, either external telephone calls if you’re using Teams Phone or just “calls” directly into Teams from colleagues or other external contacts. Look in Teams settings, and you can set up how you want to handle calls that go unanswered. You can record your own greeting, or just type in a message and have the system say that to the caller.

Note the granularity where you could have a message played only during times when your calendar is showing Out of Office.