661 – Finding mail and slimming down

Posted on by ewand

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Learning how to find stuff in email is crucial, since many of us get so much that we let it accumulate until eventually it becomes a problem. Sifting through the many cc’ed work mails, or finding the order confirmation email in your personal mailbox amongst all the other stuff, we’re more reliant on search than ever.

This is a topic that has been covered numerous times in previous ToWs – 573 – Searching in Outlook and 504 – Searching Outlook for example – but is worthy of a revisit since we may have a chance to pursue the fallacy that is Inbox Zero over the next few weeks. And maybe it’s a time to find and delete the special offer emails and once-in-a-lifetime invitations that may be clogging up our personal mailboxes too.

Work mail

Dealing with desktop Outlook on the PC, there are plenty of tools available to help you find specific messages, in fact there’s a whole toolbar full of them.

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As you look to search mail that meets your chosen criteria – it’s from someone in particular, maybe with a keyword in the subject, or that you know has an attached PowerPoint file, you’ll see that clicking the filters and options inserts the actual commands that will drive clip_image006the search, into the Search bar positioned at the window’s top.

Remembering a few of these means it’s quick and easy to search for mail from a person (you don’t need the quotes, really, and you could use just a part of their name) by typing straight into the box. ALT+Q (for query?) sends your focus straight onto the search bar, so if you’re a keyboard warrior, you could ALT+TAB to Outlook, ALT+Q and enter a search command, before your clip_image008 mouse-toting colleagues have even clicked a toolbar. While we’re at it, remember that CTRL+number jumps to the location on the (now vertical) icon bar on the left, so CTRL+1 will normally be mailbox, CTRL+2 is calendar, CTRL+3 contacts, and so on.

Commands could also be used to filter on properties of a message that are not so easily visible through the UI – eg from:ewan messagesize:>10mb or from:nico sent:”last week”. See here for more examples of the kind of thing you can type. Look under Recent Searches to re-run ones you’ve typed before.

Reducing Mail Bloat

clip_image010Is your mailbox size is starting to look under strain (look under the File menu to see how big your ‘box is and what the limit is)? With an active work mailbox in M365, it shouldn’t be much of a risk unless you genuinely never delete anything, but a quick way of identifying the big rocks and getting rid of them may be needed occasionally.

clip_image012clip_image014You could run a one-off search for all big mail as per the instructions above, or for extra control try creating a Search Folder. Expand the folder tree on Outlook’s left side, and scroll towards the bottom, to locate the Search Folders hierarchy, right-click on the top of the tree and choose New …

This will bring up a wizard which creates a query across your entire mailbox or other data file, but which looks like a folder; it’s visible only in Outlook desktop (ie not in web or on mobile) but can be a great way to locate stuff that might be filed away in the darker recesses of your mailbox.

You can choose from some set templates or do your own custom thing entirely. The age of this feature is somewhat given away by the default value for “Large mail”… click the Choose button and enter something meaningful (like 10000 for ~10MB).

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This should give you a few easily deleted big mails to at least get any short-term capacity problems dealt with.

Right-click on the Search folder and choose Customize… to give it a better name, or to tweak the criteria.

Home email

If you have a Hotmail / Outlook.com etc mailbox, there may be a more pressing size issue, as over a period of years you might have been signed up to a newsletter every time you buy something online, and without realizing it, those could account for gigabytes of data bloat on your mailbox. If every notification from Amazon or eBay is 400K, they soon mount up to a meaningful size.

clip_image018If you have a free Outlook.com account, you should have a 15GB mailbox quota and if you have the account associated to a Microsoft 365 home or work subscription, you’ll get 50GB.

To check, go into Settings and search for Storage.

The UI for Outlook.com is simple and effective, but one thing it doesn’t do a great job of is handling message sizes.

clip_image020Sort by size and you’ll see a group heading showing which emails are clip_image022the largest (displayed by default with the biggest on top), but nowhere can you find out what the actual message size is.

If you want to do a mass clean-out of your Outlook.com account, then you could try sorting by From, however the UI won’t let you click on the group heading to select all emails from that sender and make it easy to delete them.

The Windows Mail app on Win11 doesn’t offer Size either, not even to sort by.

clip_image024Sometimes, the old ways are the best – you get much more functionality if you add your Outlook.com account to full-fat desktop Outlook, allowing you to change the view, see and sort by message sizes etc. Oh, and yes, you can even set up a Search Folder too. Now, tidy away!

This is the last “regular” Tip o’ the Week until January.

If you’re still here next Friday, look out for next week’s special edition – it’ll be a belter.

660 – Contacts in D365 CRM

Posted on by ewand

clip_image002Sales people tend to not like CRM systems very much. They are usually foisted on the poor folk who need to figure out how to get what they need out of them, while navigating a cumbersome and unhelpful set of behaviours and expectations. And that’s just the sales people – the CRM implementations can be poor too.

clip_image004If you have to use CRM, and you’re lucky enough to be using Dynamics 365 Sales (if not, you can get a free month’s trial), then there are some handy contact management tools worthy of a few minutes’ attention. First of all, the Outlook integration for the latest D365 CRM service means if you have an email from a customer or partner, you can track it and quickly add contacts on the email to the CRM system by invoking the Dynamics add-in.

clip_image006Click the Dynamics 365 icon in Outlook and you’ll see a sidebar show up on the right. The “Set Regarding” option lets you add the email to a customer record in CRM. Below that, if the contact doesn’t exist already, you’ll see the option to add it by clicking on the recipient’s name and hit the + button on the lower right.

Depending on the rules of your particular system, you’ll probably need to provide a job role and maybe some other fields, and you might not be able to associate that contact with an account yet – perhaps you’ll need to save it to Dynamics first, then make the association with the account to which the contact belongs.

clip_image008If the Account field is locked when you first add the contact, then once your contact has been saved in the sidebar, click the hamburger menu icon on the top left and look under Recent to open that contact again, then you should be able to choose the account name from that view, rather than fishing about in the main CRM UI for all the other added contacts.

clip_image010From within the same sidebar UI, you can fire up a more fully-featured view by opening it in a separate Dynamics window. From there you can more easily do stuff like matching the contact to one in LinkedIn, if you have Sales Navigator access; it’s a handy way of associating the two, though annoyingly it doesn’t automatically pick up the LinkedIn photo and associate it with the CRM contact.

clip_image012To set a picture for your contact, click on the circular initials at the top left of the name and that lets you choose a photo – ideally, you’ll have already saved the mugshot to your machine first, though if the image is online – a company website, for example  – you might be able to grab the direct clip_image014URL to the photo and paste it into the Upload Image dialog.

Getting images from LinkedIn can be a little more laborious especially if you’re doing this in batches. Here’s a fairly simple technique to make it easier.

  • clip_image016If you have LinkedIn Sales Navigator and it’s integrated to Dynamics 365, open the LinkedIn tab for your contact – assuming you’ve matched them already. Right-click on the profile picture and choose Save image as. Save it to your Downloads folder.
  • If you don’t have Sales Navigator, then try searching LinkedIn in another window, find your contact then open their profile. Right-click on their profile photo, choose Save image as, save to Downloads folder.
  • clip_image018Now back in D365, click on the initials back on the main contact page, to bring up the Choose Image pop-up. Click the Upload Image button, navigate to Downloads – change the view in the file picker dialog to “Extra Large Icons” to make it easier to find the right one – and select the pic you’ve just saved. Click the Change button and you’re done.

clip_image020clip_image022OK, so you have an image for each of your contacts – so what? Well, all the contacts you’ve just added should be visible in the Org Chart function which appears on the main toolbar of the Account. With a bit of dragging and dropping, you can quickly lay out the reporting structure for your known customer contacts.

clip_image024Handles will appear on contacts as you move them around, to help manage the way the chart is displayed and keep it simple. Save the chart layout when you’re happy, and you can show your boss how diligent you’re being at managing your customer relationship. Now, who wouldn’t want that?

659 – Sounding out apps

Posted on by ewand

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How you control the sonic emissions from your PC has changed repeatedly over the years; volume is often adjustable by hardware buttons or function keys but more advanced controls are usually found by double-clicking a speaker icon in the system tray. Windows 11 evolved the UI further, in the hope of making it easier to use.

Now, if you click the speaker, you don’t jump to the full blown sound control panel, but to a quick settings dialog which clip_image004controls some commonly used connectivity and display settings, customizable if you like. Desktop PCs typically don’t need Flight mode, but nocturnal users may want to add night light for quickly changing screen colour.

clip_image006Drag the slider by the volume icon and the predictable happens but click the icon to its right and you can easily choose which output device you want to use, if you have several (like headphones, speakers, monitors etc). Clicking More volume settings at the bottom takes you to a more fully-featured volume control panel.

If you have multiple monitors connected to your PC – especially if HDMI is involved – it’s clip_image008possible your machine might expect to route sound to one or more of them; unless you do actually have speakers attached to the monitor, or it’s in fact a flippin’ big television, you’d probably prefer it didn’t show up on the list of potential output devices.

clip_image010Click on the arrow to the right of the device you want to exclude – the ASUS monitor, in this case – and then hit the Don’t allow button: next time you look in the quick volume settings UI, it’s no longer there.

Some apps might have a UX for controlling audio output directly, over-riding the system default and probably sticking with whatever device you choose – Teams or Zoom, for example, may choose a USB speaker/mic or a headset if connected, rather than using the laptop speaker. If the app doesn’t know anything of sound devices, then ordinarily it will use the default (as per the options above), but there is a somewhat hidden setting that lets you tweak things further rather than having to alter the system’s chosen output just for that app or session.

If you want to fire the audio stream from a particular app at a different endpoint than the system default – let’s say you have a Bluetooth speaker connected, but you’d prefer system sounds and the likes to keep coming from your laptop speakers – you could tell Windows to send that app’s audio output to a different place, and the app will never know about it.

clip_image012In the main System > Sound control panel, scroll down to Volume Mixer and click the arrow to open it up. In that page, you’ll see a list comprising the currently-running applications which have made some kind of audio output (in other words, if you want to set an app up, make sure it’s started it and if it’s not in the list, start playing something).

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In this case, the Dell monitor does have an amp & speakers attached to its audio line-out socket (where audio is sent to the monitor via the display cable, and it then puts it out to the speakers), so while spending a day of Teams calls and other system sounds emanating from the tinkly-bonk USB speaker, the business of smashing out some banging tunes can go to the bassier speakers.

clip_image016Finally, should you wish to give your devices more meaningful names than the ones shown, look for More sound settings in that first System > Sound settings page. This brings up a Windows clip_image018XP-era dialog which allows more precise configuration of devices and levels.

The Sound dialog lets you choose the sound scheme (controlling all the bongs and bings of Windows), configure the speaker arrangement (if you have surround sound etc), or choose all kinds of enhancements and effects.

It also lets you rename the device altogether and set a different icon, so when it shows up elsewhere – including in the shiny Windows 11 Settings app – then it’ll be a bit clearer what it really is

658 – Sweary 3-ingredient soup

Posted on by ewand

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Since many US colleagues are recovering from an eating & drinking stupor having recently given thanks, this week marks a departure from the usual Tip o’ the Week recipe. Instead of tech tidbits or productivity morsels, we’re making a delicious yet fairly healthy staple in only a few minutes, courtesy of sweary Chef Ramsay.

Yes, readers, fresh soup in less than 10 minutes and with only 3 ingredients – broccoli, water and salt.

It’s not uncommon for soup recipes to start with sweating onions or shallots in butter and garlic, adding herbs, chicken stock etc. But not this – it’s vegan and keto-friendly, and is best if you make it right before eating. Adding creamy cheese to the bowl before serving will give it a nice rich finish (though may compromise the vegan-ness).

The key thing about this soup is that the broccoli is cooked in water with the lid on, and the water is saved and used like stock to liquidize it into a smooth and light soup. It’s important to blend it while still steaming hot, and that means it can be served straight from liquidizer to bowls (though it can be re-heated, frozen etc, if necessary).

clip_image004clip_image006Start with one or two heads of broccoli, the fresher and darker green the better – about 300g in weight before trimming would make enough for 2 or 3 portions (or 4 if you were doing a light starter).

Hold by the stalk and run a sharp knife around the tips to cut off the florets (you can keep the stalks for vegetable stock, or add to a stir fry etc, but in this case we’re just using the darker florets).

Add water to a decent-sized pan with a close-fitting lid – about 1.5-2x as much water as the weight of the broccoli florets. In this example, we started with 300g, which gave 230g of florets, and added 450ml of water. Or 2/3lb of broccoli, yielding about 1/2lb of florets, cooked in a little under a pint of water, if you prefer those measures.

If you’re in a country which still measures mass by fractions of a hundredweight, you might not realize that a litre of water (=1000ml) at room temperature weighs a kilogram, so 1g = 1ml. It’s often easier to weigh water with digital scales than to try to use a volume measuring jug.

Add a good few scrunches of sea salt toclip_image008 the pan, put the lid on and bring the water to the boil. Once boiling, drop the broccoli in and toss it around in the water. Add a little more salt on top and replace the lid.

clip_image010Boil for around 4 minutes, to the point where the knife could cut through the broccoli with no resistance (ie if the knife goes easily through a floret to hit the side of the pan, it’s ready).

Spoon the broccoli into a liquidizer jug and pour the remaining water in – experience will tell you how much is needed (the water will be below the level of the florets in the liquidizer). Season with a final scrunch of salt and black pepper.

Pulse the liquidizer a few times, then start slowly and then give it a 30-60secs on full blast, until you can see the soup is smooth and velvety. You can always add a little more hot water gradually during the blend, if you think it’s too thick (at full speed, look in the top of the jug and you should see a swirling vortex – if it’s just blobbing up and down, it’ll be more like puree than soup so add some more – ideally recently-boiled – hot water).

clip_image012Gordon suggests pairing with some walnut halves and some ash-rolled goats cheese; in this example, it’s Montagnolo Affine, a creamy blue cheese which melts a little into the hot soup and gives it an extra lift.

clip_image014Serve by pouring on one side of the bowl and let the soup flow around. If you’ve seasoned it lightly but often throughout the cooking process, it won’t need anything else on top, other than some froufrou garnish if you like. Enjoy.


Normal service of talking about Excel pivot tables and other rubbish resumes next week. Happy Thanksgiving to those who celebrate it.

657 – Bye Bye, OneNote (for Win10)

Posted on by ewand

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When Windows 8 was at the planning stage, a new model was envisaged which could deliver Windows applications consistently through an App Store (rather than needing each app to have its own install/uninstall mechanism). Other benefits would come, too –automatic app scaling of the UI depending on the size and orientation of the screen, improved security and power management… not to mention the same app running on phones, tablets, PCs, Hololens, TVs… such nirvana! And the charms!

Both the the app platform and the Windows Phone had lots of great ideas, but when the Phone went away and the multi-platform app dream then stopped being viable, the ”Modern” app model (which became the Universal Windows Platform, or UWP) was on borrowed time. Perhaps the zenith of UWP app functionality, and still one of its best apps, is/was the OneNote store app, later described as OneNote for Windows 10.

clip_image004Inevitably, having multiple apps which share the same name yet are fundamentally different can cause confusion. Fortunately, apart from Skype, Teams, Office, Xbox and a few others, Microsoft doesn’t typically have this problem.

Previously, if you’d searched in the Microsoft Store for “OneNote”, you would find the Modern / Metro UWP version, listed as just “OneNote” in the Store even though it called itself OneNote for Windows 10 upon installation, assuming it wasn’t there already by dint of being preinstalled. Capiche?

After deciding to reprieve the traditional Win32 OneNote, having hitherto announced it was to be dropped in favour of the shiny new one, the plan is now to port some of the best features of the UWP app back to the Win32 version and instead consolidate on that. The UWP variant will stop being supported in October 2025, at the same time as Windows 10 reaches end of life.

If you search the Microsoft Store for “OneNote” now, you’ll get clip_image006an app with the same name and basically the same icon as the old UWP app, but this one is an updated packaging up of the desktop/Win32 app. The description even points out that some of the pictured features are planned for the future vs available now.

Both versions of Windows OneNote have been able to coexist for years – WindowsKey+R onenote <ENTER> will fire up the desktop application whereas Win+R onenote-cmd: <ENTER> starts the UWP version. Both could even open the same Notebooks so apart from user preference, it didn’t really matter which one was used. The UWP app had a similar look and feel to the web and mobile apps, though they have diverged somewhat in recent months.

clip_image008clip_image010One benefit of keeping both is that it’s a great way of having all your work notes in one and all your home stuff in the other, so when you search for something, it won’t cross over and give you meeting notes when you’re looking for shopping lists.

If you want to more easily distinguish between the versions, you could change the icon of the full-fat version, and potentially pin them both to Taskbar or Start menu.

If you don’t have “OneNote for Windows 10” installed on your Windows PC, you can still get it if you know the secret – well, it’s not much of a secret, you just need to know the direct link to the Store that lets you find it. Shhhh.

655 – Like my email

Posted on (Updated by ewand

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Every time you buy anything, stay anywhere or eat something, you’re peppered with requests to review and recommend whatever it was. If review / like fatigue has not yet set in, there’s now the ability to signal a reaction with emails in Outlook and M365.

The likey-likey feature is only present for emails in your own organization – ie. you can’t like that email that informs you’ve won the state lottery, or that your Apple ID has been compromised (though it is reported that sometimes the reactions do work across tenants). You can, however, send an appropriate emote to any email that originated from someone in your organization (even if there are other externals on it).

clip_image004In desktop Outlook, look for the smiley icon in the response area at the top right of a message in the preview pane or when you open it outright; Outlook Web App has a similar UI which might contain other extensions’ icons next to the smiley too.

There isn’t a could have been a clip_image006meeting or a please take me off this email button, but whenever you click on the like, love, laugh etc icon, the reaction is visible to the originator of the mail. (Happy Silver Anniversary, btw, Bedlam DL3 – hope you get on the EBC wall)

clip_image008clip_image010To see what people have to say of the guff you send, look at the Notifications icon in the top right of Outlook / OWA, and as well as any mentions you may have from people who can’t type your name without putting an @ in front of it,  you’ll see a summary of who has reacted to each message, and how.

clip_image012Alternatively, look in your Sent Items and if you select a message you can see what reactions it has had; there isn’t an easy way to show reactions in the table view so you could see which messages are the most popular without having to preview or open them up. It probably can be done – though likely a palaver for limited utility.

Here’s a challenge – if you’re a ‘Softie and you got this in email, react to the message and see if we can break the internet.
Thank you for all that you do!

654 – Browsing across devices

Posted on by ewand

imageOne of the most profound changes in the way most people use the internet has been broadening out to using a variety of devices. As well as having a selection of laptops, phones and tablets, people will surf across them all the time – from playing with a phone while watching TV, to reading an article or book on a larger-screen slate as well as working on a regular laptop or desktop. Browsers have added functionality to smooth the transition, but most people are probably unaware.

clip_image001You’ll typically be offered the chance to sign-in and sync your favourites, history and passwords across any other device that you’re using when running Edge or Chrome. If you’re browsing across multiple PCs, one way to easily pick up where you left off would be to go into the browser’s history and revisiting sites browsed from current or previous machine, or use Favourites/Bookmarks or Edge’s Collections.

clip_image003Edge gives you a simple way of sending a currently-viewed tab to another PC or a mobile device – right-click on the browser tab and choose from a list of other devices that you’re signed in on. You’ll then see a near-real-time notification on the other machine that the page has been shared with you.

clip_image005On phones and tablets, if you’re also using Edge and signed in, you’ll see a Send to Devices option on the browser menu, so you can fire links straight to your PC.

There are other options, too – the browser menus in both Chrome and Edge have a Share option that lets you send a link to another application, send via Bluetooth to nearby devices of other types and more.

clip_image007If you don’t yet have enough toolbars in your life, you could look on the Edge Sidebar, at the new Drop feature, which lets you transfer snippets of text or whole files between browsers on multiple PCs or mobile devices. clip_image009 It might be the quickest-yet way to send a photo from a phone to your PC, where received files are dropped into the Downloads folder and stored in OneDrive for other devices to access.

653 – Bookings with me, you, everybody

Posted on by ewand

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Ideally, within an organization where people are expected to work together, they will use tools that have been around since the 1980s and actually share their calendar with their colleagues.

Outlook users can usually see blocks of when someone looks free or busy, when looking in the Scheduling Assistant tab on a meeting, though it won’t show external attendees and unless the attendees have chosen to share their calendar details, you won’t see anything other than tentative, free, busy or out of the office. Hopefully, some eejit won’t have blocked everyone else’s calendars by informing their colleagues of an impending day off.

clip_image004When dealing with people in other time zones, there is a clue to whether they are likely to be able to join a meeting (quite apart from whether they have their calendar blocked or not) – the Work time setting is meant to show others what days and hours their expected work time is supposed to be.

Looking at the scheduling assistant grid, the light-grey area is supposed to be not-work time, and if there are any clip_image006lighter-coloured blocks, that means they’re free and open for booking. Individually, you might also see their time zone displayed in their Profile Card when clicking on the user’s name in Outlook, Teams etc. Again, this is available for people in the same organization, so when dealing with external parties another approach will be required.

A variety of 3rd party services exist to help people find time when others are free – a bit like a restaurant or hotel booking service, tools like Calendly or HubSpot (others are available) offer to expose your free time slots to selected external people, so they can find a slot that you are available and reserve it for a meeting with them. Office users could also use FindTime, which effectively sends a poll of suggested times to a group of people and gets them to vote on which one suits them best.

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There’s also a Bookings application which is part of Microsoft 365; accessible via the app launcher icon (the grid of squares on the top left if you login on office.com using an account with an active M365 subscription). Bookings is designed to manage scheduling across a group of people – like in a hairdresser’s salon, where multiple members of staff could be available on different shift patterns, but a simple web UI is presented to an end customer so they can find a time when their favourite snipper is available.

Regular ToW contributor Ian Moulster spotted a new addition to Microsoft 365 which appeared in July, and though it may have common underpinnings, it’s a different offering to Bookings – called Bookings with me.

clip_image010You might spot the Bookings with me notification in the top right of Outlook Web App, or try setting it up at outlook.office.com/bookwithme.

If available in your subscription, you can then set up a booking page with a menu of meeting types you want to accept – eg 20 minute 1:1 Teams calls in “public” (ie available to anyone who has your booking page URL – you might even add it to your email signature), or more specific meetings that are “private”, which you can choose to make available individually to sets of people. There are numerous of controls over how much time before and after the meeting, what days/times it can happen etc. Availability is synced with your Outlook calendar.

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When you share the booking page or private URL with people, they just find themselves a time that’s free, and either sign in with a M365 work or school account or give another email address. If the latter, they will get an email with a verification code to enter into the booking form (M365 users are presumed already clean), and after confirming the code, they’ll get a meeting request sent from your calendar, with location and/or Teams details.

652 – ‘Av @, ta!

Posted on (Updated by ewand

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One of the most eagerly-awaited updates to Microsoft Teams took a step closer, with the announcement at Ignite that Mesh Avatars are going into preview.

clip_image004When Mesh (the new metaverse avatary thing, rather than the Ray Ozzie sync tech from 2008) was first unveiled 18 months ago, Brad Sams from First Ring Daily had a new business idea. Using Mesh avatars for Teams, the floating torso thing is less of an issue. Since most people in Teams meetings are sitting or standing at a desk, those who use their camera (rather than feigning some technical reason to not do so) will generally only be visible from the middle up anyway.

The Mesh Avatars for Teams feature is currently in private preview, and will roll out more widely “later” – if you’re interested in taking part in the public preview, sign up for more info, here.

In a nutshell, this capability allows you to be in a Teams meeting but instead of showing your camera image, it displays an avatar you define instead.

clip_image006The avatar doesn’t move, other than its mouth mumbling along if you are talking.

Although the stock images in the preview docs show various types of engagement, all of them are done by the avatar’s operator so most of the time, a team meeting full of avatars will have everyone staring blankly out into space.

One side effect of this is that the avatars still look vaguely engaged, even if their humans have left the room to make a cup of tea. Why sit in a boring meeting when you can have your avatar do it for you?

clip_image008You create your own digital likeness in a similar process to how you’d customize a character on Xbox – there are numerous options for shape, colour, clothing, accoutrements and so on.

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Start by clicking the “…” button on the vertical left toolbar in Teams and search for Mesh Avatar to kick the process off. If you don’t find that in the apps list, then you’ll need to wait until the preview is available to you.

In use, you can either have your camera on or you can use an avatar, and you will be able to add custom backgrounds to either.

You could freak everyone out by taking a webcam photo of your real backdrop, just without you in it, and let your avatar virtually inhabit your actual office.

During a meeting, there is a fairly diverse gallery of actions that you can make your avatar do – from simple stuff like giving a thumbs up or visibly laughing, to a range of theatrical reactions that might help convey how you feel about the meeting you’re currently in. 

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