Tip o’ the Week 443 – Starting modern apps

Power Users often like to start applications quickly, without recourse to grubbing around with a mouse or a trackpad. Super Users might even want to write scripts that automate all sorts of things that mere mortals with less time on their hands are happy to do manually. Regardless of your penchant for automation, here are a few short cuts you can take to quickly start apps that you use often.

Apps pinned to taskbar

The taskbar in Windows obviously shows you what’s currently running, but can also be used to pin frequently accessed apps or – by default at least – those that Windows thinks should be frequent (Edge, Store, etc – right-click on them to unpin if you disagree). You’ll see a highlight line under the apps that are running, so those without the line are simply pinned there.

If you start typing the name of a favourite app at the Start menu, then right-click on it in the list, you can choose to pin it. So far, so good.

If you drag the pinned apps around, they’ll stay in that position relative to each other, and new apps will always start to the right (or underneath, if you use a vertical taskbar, as you really should). Now, if you press WindowsKey+number, you’ll jump to the app that is n along the line, and if that app isn’t running, then Windows will start it. So in the picture above, pressing WindowsKey+2 would start Edge, or WindowsKey+3 would bring Outlook to the fore.

Shortcut to desktop

You could try an old-skool method, by creating a desktop shortcut to apps that are already on your Start menu – press WindowsKey+D to show the bare desktop itself, then press Start to show the actual Start menu.

Assuming your Start menu isn’t full screen then you’ll be able to drag icons or tiles from the menu to the Desktop, and if you right-click the shortcut and look at Properties, you’ll see a Shortcut key: option… just press some key sequence that makes sense to you and press OK to save.

This method differs from the taskbar one above, because each press of the shortcut you set might start a new instance of the app (if it supports that) – which may or may not be desirable. If you end up with several windows of OneNote, for example, you could cycle through them by repeatedly pressing the appropriate WindowsKey+n as above.

Keep on Running

There’s no better mark of being a real PC deity than by launching your apps through running the executable name… you know the drill? WindowsKey+R to get the Run dialog (it’s so much faster than pressing Start), then enter the app’s real name and you’re off to the races. winword, excel, calc, notepad… they’re for novices. The genuine hardcases might even dive into the (old fashioned, obvs) Control Panel applets like ncpa.cpl rather than navigating umpteen clicks.

Looking at the shortcut to OneNote’s modern app above, though, it’s clear there isn’t a simple executable to run – onenote will launch the on-life-support OneNote 2016 version.

Many modern apps do, however, let you launch them from the Run dialog by entering a name with “:” at the end…

Examples include:

onenote: Modern OneNote (annoyingly, you may get prompted to open in OneNote 2016 – just hit cancel and it goes away)
ms-settings: The new-fangled control panel. You can tag on other commands like ms-settings:display or ms-settings:windowsupdate but you might be quicker clicking the icon than typing all of that.
bingmaps: A good bit quicker than launching the browser and navigating to the maps URL, even if you do press ALT-D to set focus to the address bar, and type bingmaps <CTRL-ENTER> to auto-fill the www. and the .com
outlookmail: Even though it’s not real Outlook, this launches the Mail part of the Mail & Calendar store app. outlookcal: does the other bit.
ms-windows-store: For when you can’t wait to check out all the great new apps in the Microsoft Store.
fb: If you feel the need to do a personality test or look at other people’s holiday photos.

More on this, later…

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Tip o’ the Week 437 – Mapping of Minds

clip_image001Like just about every other productivity technique, “Mind Mapping” has vociferous proponents and those who’ve tried it but never quite made it stick. The general idea is to try to represent a complex but related series of thoughts and topics onto a diagram that helps to organise them, and to aid recall. Mind maps are perhaps more useful for the person doing the mapping as a way of sorting their own brain out, than as a means of communicating to other people or even to record those thoughts for much later consumption.

Like writing a status report, the act of doing the report or compiling the map prompts valuable activity more than the resulting artefact which might never be read. Research has shown that more visually oriented people are likely to get more out of mind mapping, and using a mind map to try to remember stuff has a fairly short shelf life.

If you’ve not tried mind mapping, the simplest way is to start with a blank sheet of paper and a pen. Read some more here about the concepts. Or here, realising that the site is basically trying to sell you mind mapping software. There’s a more balanced view of different software packages, here.

You don’t need to pay for your mind mapping software, though… OneNote could be a great way of doing it, especially if you have a PC with a stylus. There are a few 3rd party addins to OneNote (desktop version) that provide additional functionality for mind mapping, though the same don’t necessarily work with the Modern App version – something that’s been picked up on the User Voice forums.

clip_image002If you’ve got Visio on your PC, you could try the Brainstorm template, using Visio’s core strength of creating and associating shapes, moving them around, hyperlinking between them as appropriate and so on.

This functional approach can be a bit too structured and formal, some people preferring a much more freehand, flowing kind of mind map to basically do a brain dump. Maybe a good way of publishing an already-sketched mind map?

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Here’s a step-by-step guide (originally written for Visio 2010). Watch this 10-minute tutorial video if you’d like a more visual approach.

There are some more brainstorming tips and tricks for Visio 2016 here.

clip_image005Another option is to try some specific mind mapping software – there are some very good examples of such in the Microsoft Store. One particularly good app is Mind Maps Pro, which is free for a few days (as of end of June 2018 – install it now; even if you don’t try it right away, it’ll save you a good few £/$/€/etc as and when you give it a go).


The app has simple hierarchical mapping features, and some freehand support – including Ink – with easy additions of structure, auto-layout and the like – it’s a great way to creating a mind map on Windows. It can automatically sync your maps to OneDrive, too, and export to PDF/PNG.

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#12: Which Copilot do you need?

Microsoft has a habit of over-pivoting to use the same terminology for lots of different things, sometimes even giving the same name to related but quite specifically different things. Think OneDrive / OneDrive for Business, OneNote / OneNote for Windows 10, Skype / Skype for Business, Teams and Teams (work account) etcetera. At times in the past, everything was seemingly appended with “.NET”, or given a name starting “Windows…” “Live…” or “One…” (or all three).

Here’s the Copilot

With all the hoo-hah in recent months about “Copilot”, it can be confusing to pin down exactly what it is – a search engine, chatbot, a tool to write code, or something that will draw pictures while summarizing your email?

clip_image002There are whole standalone experiences like the Bing search which was originally Chat but has now been renamed Copilot …


… and the Edge browser integrated Copilot panel, activated by the icon in the top right. Preview versions of Windows have a Copilot button on the taskbar with the ability to tweak things inside the operating system. New PCs will soon have a Copilot button on their keyboard.

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There are other “Copilot” things coming out all the time. Want some help in writing a Power Automate cloud flow to integrate stuff between systems? If you’re a salesperson, Copilot in Dynamics Sales lessens the drudgery of keeping CRM up to date. Or if you’re a developer, Github can help you write better code, more quickly. Some are free and some need you to subscribe to.

It’s very likely that these things come from different sets of technologies under the hood, though Microsoft is increasingly talking about there being a “Copilot platform” behind each of these experiences. Things are certainly moving quickly – as BizApps MVP Steve Mordue commented in his chat with Charles Lamanna. Expect the effect of AI on regular applications to move from being an addon or a side panel, to fundamentally changing the apps we use – why build a BI dashboard if you can just ask the questions you need or even have the information suggested to you?

Copilot Pro and Copilot in M365

The recently-launched Copilot for Microsoft 365 integrates priority access to some of the public web services (akin to ChatGPT Plus), and adds in-app integration with Microsoft 365 and Office applications, promising also to be able to put the back end magic to work across your own organization’s data too. It’s been in preview for a while, for certain customers – initially it was invite-only for some of the biggest (who still had to pay for it) but recently has been extended to anyone with a Microsoft 365 Business subscription.

Somewhat confusingly, Microsoft at the same time announced “Copilot Pro”, which is really for individuals and integrates with Microsoft 365 personal or family subscriptions, for a monthly fee of $20 (or £19 – forex, huh… though the USD amount doesn’t include tax whereas the GBP one does).

If you’re not a Microsoft 365 Personal or Family subscriber you won’t see a lot of the value which Copilot Pro adds, on top of the GPT-4 Turbo and DALL-E 3 usage. If you are already using a M365 home subscription, then for your £19/month you’ll see Copilot functionality showing up in the desktop and web versions of the Office apps. (NB – that’s £19 per user; note that the £8/month you might pay for M365 family gets you up to 6 people… they’d each need to be enrolled into Copilot Pro if you wanted all to get the benefit, so it could work out quite expensive).

clip_image006Select a block of text or a page in OneNote and you can summarize it or build a To-Do list on what actions it might contain. Word shows a little Copilot icon on the left of the text editing block, and will offer to draft some text or rewrite what’s already there.


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Excel’s analytical Copilot is still in preview (and works on files already saved in OneDrive/Sharepoint only), while PowerPoint offers some frankly amazing abilities to generate fluff from thin air, or jazz up the dreary text-laden slides you might already have.

Buying and deploying Copilot for Microsoft 365 business users – available to small business users on Business Standard or Premium, or Enterprise users who have E3 or E5 licenses – is something an organizational admin would need to control, so if you’re an end user then you’ll need to wait until they decide you’re worth it.

The business version (priced at £30 per month, inc VAT) gives you everything that Copilot Pro does, and also access to your own organization’s date, and, integration with Teams, where Copilot can prepare summaries of meetings you have, or offer a chatbot that can find other information in different sources.

Should I buy it?

Of course, the free Copilot experience can be very useful, but it’s not integrated into the Office apps at all.

If you’re an Office apps user and have a M365 family or personal subscription, then it’s worth taking a look at Copilot Pro – the first monthly subscription of £19/$20 will give you a chance to have a proper play with Copilot functionality, and then decide to keep it going or cancel the subscription and it’ll expire at the end of the month. It might even give you an idea – as an end user – what Copilot for M365 could give you, and thus petition the powers that be to enable it for your M365 org.

One downside of the M365 business Copilot licensing model is that, although it works out at $30/£30 per month (give or take), it’s an annual commitment which must be paid up front. So if you’re looking to kick the tyres, try the $20/£19 a month Pro first.