635 – Outlook Wunderbar and Full Screen

Posted on June 17, 2022 by ewand

Many Office users rely so much on Outlook, it’s their most-used application by far. Over the years, numerous other apps – such as Yammer, Slack or Teams – have presented other ways to collaborate and communicate yet with billions of messages being sent every day, email just doesn’t seem to slow down.

The bones of the current Windows release of Outlook date back to Outlook 97, with some dialogs and settings having changed little since even if the main UI has been refreshed over the years. One recent change was the further evolution of Outlook 2003’s “Wunderbar”, the menu on the bottom left of the main Outlook window that switched views between mail, calendar, tasks etc (yes, it really was called that internally – look in the Registry).

By Outlook 2016, the navigation bar had collapsed into a series of icons along the bottom, which did the same thing but took up less screen real estate. It’s long been possible to use keyboard shortcuts to jump between the options on the navigation bar – CTRL+1 will go to the 1^st one (usually Mail), CTRL+2 to the second and so on. You can reorder the options on the bar if you like, so CTRL+1 could be Calendar if that’s what’s most important to you.

Outlook 2021 changes things again – the navigation bar has moved to the side, in a UI design shared with both Outlook.com and the Microsoft 365 Outlook Web App.

Other apps can be pinned to the new bar, too – including things like the Org Explorer, which presents a much more graphical way of looking at the org chart than the old Address Book in Outlook.

Moving these icons to the side of the screen might help organize screen real estate; another option would be to collapse the Ribbon, so you only see the many icons and options along the top of Outlook, when you need to use them.

You could try Simplified Ribbon to reduce the size and hide some of the more esoteric functions.

Show tabs only reverts to a simple menu bar, and when you click on one of the options, the ribbon for that tab is displayed. You can toggle easily between Tabs Only and the full ribbon by pressing CTRL+F1. There are loads of other shortcuts for Outlook though some are a little obscure.

To truly maximize your screen area, try going into Full-screen mode; that removes the menu and ribbon at the top of the screen entirely, including the search box.

If you need to search your mailbox while in full-screen, press ALT to temporarily display the ribbon, and look for the highlighted keys that can jump to specific tab or function.

Press Q, then type your search, hit enter and you’ll return to your results in full screen again.

634 – M’aidez, m’aidez

Posted on June 10, 2022 (Updated June 13, 2022) by ewand

The internationally recognized distress signal “May-day!”, as used by pilots heading for trouble among other scenarios, was chosen as an anglicisation of the French “m’aidez”, or “help me”, due to difficulties of understanding other terms over poor quality radio.

With much less serious consequences, those of us with a technical bent might often be asked to help family or friends who have problems with their computer, and may turn to remotely taking over their machine – from desktop sharing in Teams or Skype, to using software that should be simpler for the technologically challenged to initiate so you can help them out.

TeamViewer is one such bit of software that’s relatively easy to install and configure, so it’s unfortunately a fave of the scammers who prey on vulnerable people by phoning them up and warning that Microsoft has detected a problem with their computer, and they need to get help to fix it.

Microsoft will never proactively reach out to you to provide unsolicited PC or technical support.

If you do want to get or give help from a Windows PC, a venerable in-box inclusion called Quick Assist could be worth a look – it has recently been updated and is delivered via the Microsoft Store, which now has support for any Windows app and not just UWP and PWA. More on that announcement from Build, here.

The gist with Quick Assist is that you over the phone, you could talk your ~~victim~~ friend through the process to start it up (Start -> type assist ENTER), then you do the same. The first screen gives an option to enter a code provided, or if you are the one doing the remote assisting, click the button to Assist another person, and you’ll be given a time-limited alphanumeric code to provide the other party.

They type this is to the dialog on their end, and a secure connection is established, whereupon they can choose to share their screen in view-only mode, or they can offer to give you control.

After a couple of prompts to validate that this is really what they want to do, you would see the recipient’s desktop in a window and have a variety of control icons around it, like a short cut to run Task Manager on their machine, shut it down or send messages back and forth between both of you. Unfortunately, the chat history is not preserved but it’s a good enough way to give short instructions.

631 – Why does nobody share calendars?

Posted on May 20, 2022 by ewand

Back in the late 1980s/early 90s, IBM had an internal email system called NOSS – an implementation of PROFS, a text-only mainframe-based system delivered via a terminal.

Even in 1990, NOSS allowed any user to browse a hierarchical directory (showing contact info, job titles, manager/reporting relationships etc), email or instant message anyone, and look at their calendar to see what they were doing. It was 10 years before you could do all those things using Microsoft Windows and Office. In recent years, Big Blue’s email environment has seemingly been less happy.

When Microsoft Exchange first came out, email was handled with the Exchange client and calendaring was from Schedule+, which had been updated to support Exchange (and lives on in some backward Microsoft lingo, where people who start every sentence with “So,” ask you to send them an S+, meaning, invite them to a meeting). Outlook came along in 1996 and became the preferred and unified way to do email, calendars, address books etc.

Some organisations had a default policy when new mailboxes were created that their calendar was shared Read-only, so anyone in the company could see it. You could open someone’s calendar fully in Outlook or by viewing the scheduling tab in a meeting, where you will typically see if a list of people are available or not. Others might have it that only free/busy info is visible by default, and that is pretty sub-optimal.

With M365 in general, newly-created mailboxes have no calendar sharing set up, and the action is on the user to choose how to let co-workers see their info.

Be a nice person, and check to make sure your colleagues can view your calendar.

Ideally, share so that others will see the title and location of any appointment; useful when someone is trying to arrange a meeting, as within the schedule view they can figure out if you are likely to be able to make the proposed meeting time – if your diary is full of blocks marked busy or tentative, they’ll have no idea if you really are in a meeting or have just marked time to do something that you might be happy to move. Or had a colleague’s FYI notice of being on holiday obliterate the view of your calendar.

In the early days of Exchange/Outlook, if you had read access to someone’s calendar, you could open up appointments, see who else was attending a meeting, download any attachments and so on, unless the appointment was marked “Private” – though it’s somewhat possible to open Private appointments programmatically if you know what you are doing.

Nowadays, calendar sharing is more granular – in Outlook Web App, go into Calendar and you’ll see the Sharing and permissions option, which will let you choose specific people and give them ability to see various details, or you can change the default for the whole organisation.

In full-fat desktop Outlook, click on the Share Calendar option on the ribbon, and you’ll get a 1990s-style dialog box allowing you to set the default permissions or to invite particular team-mates to have higher level access should you want them to know where you are and with whom.

If you choose titles & locations, viewers can’t open your appointments to peer inside, so can’t see who else is attending or what the body of the meeting says, but they can at least see if you’re likely to need travel time between meetings. See here for more info on calendar sharing & delegate access.

630 – slimming your PPT

Posted on May 13, 2022 by ewand

PowerPoint files can get big. In the scale of small vs large, sending a many-megabyte PPT file around between a few people might not matter much, but if you’re building a presentation that is going to be widely shared, it could cost actual money – data storage costs, bandwidth charges on a website, carbon footprint for transmitting and storing etc.

Estimates of the energy cost to transmit and store data vary wildly, but if 1 GB cost 1 kWh power and the average CO₂ output for generation was ~500g/kWh, then even shaving 10MB off a file can make a material difference if it’s going to be heavily used^†.

There are a few tricks you can follow to make your PPTs less massive – like compressing the images within, meaning that an embedded picture which was originally sized to print on a poster could be re-sized to fit on a screen.

If you see a few-slide presentation file and it’s dozens of MB in size, then there’s probably other info in the deck which is not necessary for your presentation. Even more likely is that there are some embedded graphic or video assets which are bloating the size of it. Quickly identifying the cause of such largesse might allow you to ditch the offending slide or resize/remove the content.

A somewhat cavalier way of looking for large things you can torch, is to make a copy of your PPTX file and then rename it so you can look within. The OfficeXML file formats (prevalent in Office 2007 and onwards) use the same compression as ZIP files, so if you rename your file as such, you’ll be able to open it in Windows Explorer or other ZIP handling utilities, to see its innards. Opening the file shows you a folder structure, and if you navigate into ppt \ media then sort by Size, you’ll quickly see what’s making your file so big.

Actually doing the rename might be trickier than you think, since Windows hides by default such grubby detail as file extensions. One trick is to flip the switch to show extensions again (in Windows Explorer, look under View menu / Show / File name extensions), then it’s a simple matter of changing the file in Explorer by editing the last part of its name from .pptx to .zip.

Once you’ve confirmed in the warning dialog that the apocalypse is nigh and you really do want to change file type, open the new ZIP file and you’re off. Remember to go back in and switch off the Show > File name extensions option if you’re so inclined.

If you’re still unsure about these new-fangled “gooey” interfaces, you could crack open the command line to do it quickly.

If all this grubbing about inside PowerPoint files makes you feel uneasy, there is one other trick that could yield dividends – look inside the Master. Since many people create a new presentation by starting with an old one, they liked, it’s very possible there are slide layout templates with embedded graphics that you no longer need – especially if the originating deck was produced for a conference.

Go into View menu and look under Slide Master, which will open a whole new tab specific to the management of these template slides that form the bones of the presentation. You may well see lots of title slides or similar, which have embedded background images – if you know you don’t need those graphics or those layouts, just delete them.

PowerPoint generally won’t let you ditch a master layout which is being used to format the current slide deck; so, if you have your deck already built and want to distribute it, just go into the Slide Master view, delete everything which looks unnecessary and that PowerPoint will allow you to, then Close the Master view to return to the main menu. Once you’ve checked that the presentation format hasn’t been garbled, go File > Save As and give it a new name. Now compare the size of the new and old files.

This title slide in the Slide Master view had a graphical background which was 17Mb in size; just deleting all the unnecessary visual slide templates dropped the size of the original file from 110MB to 26MB.

Running the Document Inspector to remove other content further dropped another 1.5MB.

Selecting an image from one of the 70-odd slides in the deck, and choosing Compress Pictures from the Picture Format tab reduced it again to only 11MB, or 10% of the original file size – all for a few minutes’ effort.

Going back to the original 110MB file and opening File > Save As, then choosing More options… will open a traditional Save As dialog box; on the bottom is a Tools > submenu which allows you to run the Compress Pictures function at the point of saving the file, so reducing it to 1/3 of the original size, for literally 15 seconds’ work.

†NB: the irony of sending a 2MB email to thousands of people, and sharing online and on LinkedIn, is not lost.

627 – Sleeping as Edge hits the ton

Posted on April 22, 2022 (Updated April 21, 2022) by ewand

Ever since Microsoft switched the Edge browser from its own page rendering technology to instead use the open-source Chromium, it benefits from regular rolling updates and the version number keeps increasing to match. If you use Edge already, you can see what release you have by going to the “…” menu > Help and Feedback > About Microsoft Edge or paste edge://settings/help into the address bar.

The release number ticked over from 99 to 100 recently, causing a few legacy websites to fall over: when you visit any site, your browser’s User Agent String identifies to the web server what type of client it’s dealing with, including the version number (so the server can modify the page to suit the client, if necessary).

In Shades of Y2K, a few sites balked at a browser showing up with a 3-digit number – if you have problems with any, you could make Edge stick to telling sites it’s running v99 – go to edge://flags/#force-major-version-to-minor on the address bar. Mozilla – creators of the Firefox browser which also uses Chromium – tracked known issues in sites and which ones have been fixed.

As well as taking whatever goodies come from the evolution of Chromium, the Edge development team can devote more of their time building stuff with a view to making Edge better than other browsers.

One feature which made it into Edge a while back is sleeping tabs; meaning open tabs you haven’t used it for a while can be put into an inactive mode and consume less memory, CPU and ultimately, power.

Look in Task Manager (CTRL+SHIFT+ESC) and you’ll likely see lots of entries underneath the Edge application; some are processes in support of the overall app, Extensions and the like, but you’ll also see each Tab appear separately. If you think Edge is running amok, it’s worth looking here to see if some specific site is chewing up CPU and consuming lots of memory.

Tab sleeping has been updated and given extra capabilities to manage tabs which are inter-connected, reckoned to mean that 8% more tabs will be put to sleep. When a tab is dozing, it typically saves 99% of CPU and 85% of memory compared to when running.

Other updates which came into v100 include some changes to handling of PDF files and some tweaks to policy-based control and other improvements to the way the browser works.

The Performance view on sleeping tabs Is rolling out now; if you don’t see it in Settings, then sit tight, or try visiting the Edge Insiders site and install one of the test versions, either Canary (daily updates – not really recommended for the average user), Dev or Beta; pre-release and stable versions of the browser can be run side-by-side so there’s low risk in having both on your machine.

For more information on browser evollution, keep an eye on the release notes for the Beta channel and watch the release schedule for when to expect further browser updates. There’s a feature tracker too, to see what’s in development and learn what’s coming, and summary news is regularly shared via the What’s New blog.

626 – Android Link

Posted on April 15, 2022 by ewand

Leaving aside dewy-eyed recollections of Windows Phone, Android and iOS mirror Windows and MacOS in many ways – the latter being more closed and single-supplier while the former is relatively open and available from a large number of providers. Android has a far larger market share than iOS, even if the cognoscenti seem to flock to the Apple device.

Microsoft has made great strides in the Satya Nadella era to embrace other ecosystems, from releasing Office apps for iOS to wide support of Android to emulate some of the best bits of Windows Phone.

One way of making your Android device more integrated to your Windows PC has just been refreshed and renamed – Phone Link.

Previously known as Your Phone, this app lets you access a variety of features of your phone from your PC; from reading and sending SMS messages and working with photos easily, to making and taking calls using your PC as a headset to the phone.

The UI has been updated to follow Windows 11 design, the app is easy to set up and activate – head to aka.ms/phonelink.

There are some things you can’t easily do with Phone Link, though – while it will mirror notifications you receive on the phone, it doesn’t necessarily allow you to interact with the app that generated them (eg a notification from Twitter won’t let you open the Twitter app to view the full thing). It does allow you to clear notifications though, so if you’re the type with loads of unacknowledged notification badges on your phone, this could be a good way to get rid of them.

While on the topic of mirroring, it is also possible to use WhatsApp on your PC – so you can type messages and paste photos etc into WhatsApp messages, without dealing with the vagaries of autocorrect on the phone.

625 – Journaling now and then

Posted on April 8, 2022 by ewand

Memoirs and autobiographies are the top selling non-fiction books for good reason, as people like to recall past events through the words and thoughts of someone who was there, in the room or even in the driving seat. World leaders who write their tell-all book on what happened 20+ years ago, better have great memories or perhaps a trove of notes and diary entries from the time. If they are fans of journaling, they would have of-the-moment musings, written down to help clear their minds at the time – on committing thoughts to her diary, Anne Frank wrote, “I can shake off everything as I write; my sorrows disappear, my courage is reborn.”

Turning to technology and looking back to relatively near-term history brings up all kinds of product that was ahead of its time or was ultimately overtaken by other developments that nobody saw coming. Sometimes, the perfect blend of genius, timing, execution and luck combines and creates a durable and wildly successful category – like the Smartphone and the plethora of services and apps that were created.

Inversely, one of those tech innovations that was just a bit ahead of its time was the Tablet PC; a fully-functional Windows PC that was blessed with a pen and touch screen so you could take notes by hand just like on paper, yet by flipping it around it could be used to run Office apps and all the other stuff you’d need a PC for, 20 years ago.

In hindsight, the idea of the Tablet PC was 10-15 years ahead of the technology that was needed to really make it work – the pen and screen digitizer were a bit too low-res; the processing power and memory was not up to the mark of providing the kind of user experience that the vision hoped for. The battery life was too poor while the whole thing was too heavy. Nowadays, with devices like the Surface Go and the iPad Pro, the reality is much closer – even if the dream of writing meeting notes by hand has been made somewhat obsolete by transcription and the fact that fewer people use a pen to write any more.

One new app that was built for the Tablet PC to take advantage of its pen, was Windows Journal, a relatively simple yet effective note-taking app, with surprisingly good handwriting recognition built in.

To read more from someone who was in the room – figuratively and, at times, literally – around the time of Tablet PC, the Journal software and the Office app originally called Scribbler which went on to become OneNote, check out Steven Sinofsky’s Hardcore Software post. It’s a fairly long but fascinating read.

Using pen and paper for taking meeting notes might be less popular now, but many of us will still jot down reminders or lists on Post-it notes, perhaps doodling on paper to help creativity and flow. If you have a pen-capable computer now, the newly released Microsoft Journal app is worth a look.

Billed as an app for digital ink enthusiasts, this new Journal presents a modern take on the original Windows Journal idea – an infinitely scrollable canvas for jotting down anything, though with AI capabilities in the app providing quiet yet powerful functionality. Journal started as a research project (from the “Garage”), but has now graduated into a fully-fledged, supported app. Read more about it here.

Maybe time to take a leaf from erstwhile storyteller Steve Clayton’s Friday Thing, and spend a few minutes every day handwriting a journal. Now where did I put that pen?

623 – What’s .new pussycat?

Posted on March 25, 2022 by ewand

Many products evolve due to exposure to their competitors – adopting and refining the best features, and sometimes that evolution even starts to overtake the original. Many traditional desktop applications moved to online variants or were supplanted by newer concepts, such as shifting to mobile apps. Experiences that were clunky – like banking – moved to sometimes lower-functionality but more convenient apps, just as consumers adopted mobile payments and contactless cards.

Having blazed a trail with email in Hotmail and later Outlook Web Access, in 2010 Microsoft launched the first version of the Office web applications, meaning you could run lightweight Word, Excel and PowerPoint in your browser, as a companion or even as an alternative to the full-fat desktop versions.

A few years earlier, Google Docs released as an online word processor (and later, other types of productivity apps, rebranding as G Suite and now Google Workspace). There are pros and cons of the browser-only experience; you tend to sacrifice some functionality compared to the desktop applications in favour of ubiquitous availability, though web clients can be updated more easily and sometimes new features appear there first – as ToW #605 covered, with snoozing email.

Check out What’s new in Excel for the web or look for the summary covering Visio, Forms, Words and more, here.

Not sure about living in a browser? Modern-living afficionados can get by, using only web apps like Outlook, OneNote, To-Do and more.

If you like being browser based rather than desktop bound, you could start a new document from the address bar by simply entering word.new, excel.new or powerpoint.new. Others include docx.new, ppt.new, teams.new, sway.new …

You could add such links to your browser favourites; therefore, a new doc is but a single click away. There are many more .new shortcuts – Google’s in-house domain registry launched the service a few years ago, so not unsurprisingly, Mountain View hoovered up a lot of the relevant ones if you’re of a Googly persuasion. See docs.new, sheets.new or slides.new, mail.new …

622 – Lights, camera, action!

Posted on March 18, 2022 by ewand

Many years ago, computer operating systems competed for the attentions of those who cared about such things by bundling other apps and experiences that might previously have cost extra – media players, web browsers, simple word processors and the like. After the turn of the millennium, as consumer digital video started being a thing, editing packages were added to that list and Microsoft joined the fray with its Movie Maker offering, initially included as part of the much-maligned Windows ME.

Movie Maker is sadly no longer with us, and if you find something online that purports to be Movie Maker then it very likely isn’t. Bowing out finally in 2017, Windows Live Movie Maker (because everything was Live in the days, just as everything was .NET before that) had been developed to be a freely-downloadable and pretty capable video editing package, offering simple to use features to crop and adjust video, add incidental titles, music and the like. It was replaced with some much more basic video editing capabilities in the Photos app, also appearing as “Video editor” if you search for that from the Start menu.

There must be a lot of stored up love for Movie Maker, as searching the web for it will give you hundreds of “Movie Maker alternative” downloads, many of which are even published in the Microsoft Store.

Be careful of the “Free+” labels in the store, though… it probably means that after you spend an hour figuring out the often confusing UI of whatever app you’re trying out, it’ll knobble your video by only allowing you to save the first 2 minutes, or slapping a watermark on it unless you pay extra for the not-quite-so-free version.

If you’d like a fully-featured, completely free† video editing application and are prepared to put in a bit of work to figure out how to use it, then look no further than Shotcut. It’s open source, cross platform, and has numerous extensions and addins to enable pretty much any kind of effect you may want.

† It’s in the Store, too, meaning it’s clean and keeps itself updated too but costs $10 since you no longer need to visit the ad-supported website to get updates, thus supporting the developer. Comme ci, comme ça.

Clipchamp

Another video editor of interest which manages to do a good job of having lots of powerful features but without being bewildering to use, is Clipchamp. It, too, is in the Store, though it’s actually browser-based so you can just go to the site, sign up for a free account and start playing.

The free version is missing functions from the paid-for ones, and also only lets you export video at DVD-quality resolution of 480p. Great if you’re planning to watch your vids on a 1990s CRT television.

If you want to use the more 2010 HD-era 1080p (the max res for Clipchamp, unlike the 2020s 4K that Shotcut and every modern smartphone can support), then you need to pay extra; a not-inconsiderable $19 per month, at least. A fact not lost on Brad Sams and Paul Thurrott at First Ring Daily, who commented on the fact that Clipchamp is being included in forthcoming versions of Windows 11 as a built-in app. Maybe pricing will change in time.

Yes, Microsoft acquired Clipchamp 6 months back, and hopefully its evolution will mean that in these tough times, it becomes a little less swingeing to use it properly. Find out some more about using Clipchamp, here.

Oh, one more thing. Sign into the Clipchamp app with a Microsoft.com email address rather than a Microsoft Account, and you’ll get an activation link sent via mail. Click that and you’ll be in the high-fidelity, first-class-travelling set of Business Platinum, for free. Bonus!

621 – Working Time Directive

Posted on March 11, 2022 by ewand

Time Zones have featured lots on ToW; in an epoch when everyone was holed up WFH, the relative time people were at became especially important when trying to meet with them. Sometimes, it’s unavoidable that meeting times are unpalatable to some attendees if they’re in a far-flung time zone, but it’s worth reminding yourself how distant they are when trying to find the best time slot to speak with them.

There are whole genres of mechanical watches which can display multiple time zones (check out GMT or World Time if horology is your thing), or you could rely on phone or computer-based aides-memoire, such as displaying multiple time zones alongside your calendar in Outlook, using the Windows Clock app with its world clock view, or even showing several clocks on the Windows task bar.

A new addition to the arsenal of time zone tooling is a neat feature that’s appeared in the contact card in Teams and Outlook, showing you what the time is for the person you’re looking at. The time displayed is set by the device they’re using, so if on Windows, that’s the Time Zone setting.

When travelling, rather than just manually winding the clock back or forward, it makes sense to set the correct time zone on your machine – either by allowing Windows to change it automatically or by specifically choosing it from the list.

If you have multiple time zones displayed in Outlook, you can switch between them from the settings page – just right-click on the timeline to the side of the calendar and choose Change Time Zone, or go to File | Options | Calendar and look for the settings in there.

When you swap them around inside Outlook, it will change the time zone on your PC.

In some parts of the world, there’s pressure to prevent “work” from creeping into personal time, meaning emails and other messages should be held back and not sent during what’s supposedly down-time. Ireland has published a “right to disconnect” code of practice, and Portugal even made it illegal for an employer to contact their workers outside of working hours.

If you’re using the right kind of Microsoft 365 subscription, Outlook can offer to delay emails you’re sending to people who are in different time zones – part of the Viva Insights package.

Choosing this action has a similar effect to the Delay Delivery option which is visible on the Outlook toolbar, except that it won’t need Outlook to be running; the regular Delay feature leaves a message in your Outbox folder, and that normally means the Outlook client needs to be running at the time you want it to be sent.

The Viva-powered delay option holds the message on the server until the allotted hour, and then delivers it to the recipients – handy if the sender is already outside their working hours by that point…