Tip o’ the Week 487 – Who are you? Who, who?

Posted on July 12, 2019 by ewand

Who are you? A simple question, but one that can be tinged with malice while taunted on the football terraces, or a classic and multi-layered song by a windmilling ‘70s rock god.

But how about finding info about who your colleagues are at work (what a segue …)?
If you’re a Teams user, there’s an app (one of many) called who. To use it, try typing /who in the search box at the top of the main Teams window.

Dr Who fans from overseas: did you know the TARDIS is real (ish), and was used by bobbies to keep in touch with the station, restock their notepad, or even temporarily incarcerate apprehended ne’er-do-wells? C’est magnifique!

After first trying to use /who, you may need to install the app, and you’ll be sent a message explaining what it can do…

Follow the /who command with the name of a colleague and will give you their contact details, org chart and so on, assuming they’ve been published in the directory appropriately.

Hat tip to Dom for suggesting this week’s tip!

Tip o’ the Week 486 – Cloud Storage Bonanza

Posted on June 30, 2019 by ewand

Microsoft’s OneDrive end-user cloud storage system was in the news this week, as plans were unveiled to allow people to buy more storage space than was previously available. The tl;dr version of this is that in addition to your free 5GB of storage when you sign up for OneDrive, you can opt in to buy an additional block of 50GB for $1.99 a month. Now, you’ll get 100GB for the same amount, and Office 365 users will soon be able to buy even more.

If you visit the OneDrive.com site and sign in, you’ll see the total space being used in the lower left, and have the option of upgrading your service – but it’s pretty clear that Microsoft doesn’t want you to buy OneDrive storage on its own… in a Tarrantesque “We don’t want to give you that!” move, you’d need to click through

several “are you sure you don’t want Office 365 instead?” type dialogs.

The best way to get additional OneDrive storage is indeed to get Office 365 Personal, if you only need one account – and for your $70 / £60 per year, you get 1TB of storage plus all the additional awesomeness of Office 365 for your home delight.

An even better solution would be to fork out an extra $30 / £20 per annum to get up to 6 accounts; even if you don’t plan on sharing O365 with your extended family, you could set up separate accounts for different purposes – eg if you want to backup all your movie files from a home NAS, that could be a separate login to your primary one, or if you store RAW format images you could keep them in one OneDrive login while enjoying your processed photos in your regular account.

If you really need more than 1TB per login, Office 365 will soon let you buy addon storage, so for $2 per month more, you can add storage in 200GB blocks, all the way up to an additional 1TB for an extra $9.99 per month.

Online commenters have already pointed out that you could buy 2TB of storage outright from Google for $10/month without first needing to have an Office 365 subscription, but let’s get distracted by that.

Tip o’ the Week 485 – Excel and the Web

Posted on June 30, 2019 by ewand

For decades, it’s been possible to import data into spreadsheets from elsewhere. Excel supports many data sources, from basic stuff like CSV, ODBC and OLE DB, to more specific and advanced knowledge of particular data sources and types.

A recent tweet from @msexcel showed a simple video on how to grab data from a website – highlighting a capability that’s been in Excel for years but has been refreshed and made a lot easier to use.
Try this as an example:

In a new Excel workbook, go to the Data tab and choose From Web…
Try a web site that has data tables – eg
https://en.wikipedia.org/wiki/World_population
After confirming the authentication method to connect, Excel will retrieve the page and try to make sense of its layout – and let you choose the table you want to retrieve data from.
This is part of a new “Get & Transform Data” set of functionality that’s available to Office 365 subscribers, that uses Power Query to retrieve data from a variety of sources, and can include some advanced transformation and editing of the query too. See here for a more detailed tutorial.

If you want to revert to using the old data import methods, you can either enable the Legacy import wizards in Options (File > Options > Data > Show legacy data import wizards), or just type Legacy into the Search / Tell Me box in Excel, and see the available actions from there.
You can jump to the Search box quickly by pressing ALT+Q and jump straight to any Excel function, or get help on how to do many tasks.

Another cool Office 365 data feature is to use Data Types. Enter your data in a column, select it and choose the appropriate Data Type – let’s use Stocks as an example.

Once you’ve tagged the source data, clicking on the icon to the left of the data point will show a pop up with the background detail, or you can reference the fields within formulae to display or manipulate the data values.

Each data source presents a number of fields that can be discovered and selected through autocomplete in a formula, and the values can be refreshed easily.

See more detail on using the Stock quotes functionality, here.

Tip o’ the Week 484 – Saving Office 365 profile pics

Posted on June 30, 2019 by ewand

Office 365 users will be familiar with the Profile Picture that appears in multiple places, most visibly in Outlook and Teams. Just like their picture on LinkedIn, many users will help people understand what they look like by posting an actual photo of themselves, whereas some will insist on posting a photo of their dog, or their kids, or themselves wearing a hat and shades while standing very far away.

There’s supposedly a lot that your choice of profile picture says about you. There’s a tabloid version (akin to the “What Your Horoscope Says About Your Pet” style nonsense more often to be found on the Edge browser homepage). There are some more scientific resources with views on what people think when they see your picture, and some hints on how to choose the right one. Some fun examples of what not to do could be illuminating.

Facing left-to-right is supposedly best – maybe it makes you look more powerful, or simply, when your photo is on the left side of a load of content (like the details of your LinkedIn profile), then it’s better to be looking toward it rather than away to the left… Similarly, good advice is to stick to a head-and-shoulders shot, or at least waist-up – if your profile pic is your visible brand on LinkedIn and Office 365, then there’s no point in using a photo that shows your face as too small for anyone to recognise you.

How to save photos from Office 365

This tip will probably become obsolete at some future update on O365, such is the march of innovation, but it deals with how you can get to the profile photo that someone else in your organisation has published. The inspiration came from a departmental admin who was trying to build a nice org chart, and had to repeatedly nag members of the team to share a photo of themselves. It can also prove handy when someone has posted a photo of themselves that’s too small to see – if you can open the photo up in a browser, it can show you the original full-resolution image, and you can always use the browser to zoom in, too.

Start by going to the Office home page and sign in; you can then search for someone’s name and click on the People tab for the detailed results.

An even quicker way might be to go to https://www.office.com/search/people?auth=2&q=<name> and follow the q= with the name you want to search for.

When you have the results of the search, hover over the thumbnail of the person’s profile pic, and in the pop-up that appears, right-click on the slightly larger image.

If you’re using classic Edge, then you’ll be able to save the image locally, but if you’re on Chrome or the new Edge Dev browser, then you’ll easily be able to copy a link to it – paste that into a new browser tab, and you’ll get the full-size version of the profile pic so you can zoom in, save it, draw moustaches on it with your Surface Pen and so on.

Tip o’ the Week 483 – mobile OCR and Office

Posted on June 7, 2019 by ewand

Optical Character Recognition is one of those technologies which has gone from being just-about-possible at great expense and hassle, to so mainstream that people just assume it will work flawlessly, all in a relatively few years. Numerous companies offer OCR services or addins to line-of-business systems which help to prepare printed data for easier consumption – scanning invoices for example.

Consumers tend to use OCR in other ways; combined with language translation, you can point your phone at a foreign menu or sign and it may be able to help you understand. In OneNote, if you have captured an image (maybe through the clipper addin from your browser), then it can extract the text from that picture – not always perfectly, and not necessarily well-formatted, but it’s probably quicker than re-typing everything.

Near OCR functionality is also pervading the slew of freely available Office apps for Android tablets, phones and even Chromebooks, and similar versions for iPad and iPhone.

A recent addition to the iOS version of Excel is the ability to scan a table of printed data and use OCR plus a bit of tweaking, to import the data into the spreadsheet. See more here. The same functionality was first made available on Android a couple of months earlier …

Start with the grid capture icon on the toolbar of a new spreadsheet, and then use the camera to highlight the area of a document that you’re interested in – the UI will be familiar to anyone who uses Office Lens, as the same anti-skewing technology is used to prepare the “document” for importing.

Then the OCR goes to work and tries to lay out the data as closely as possible to its source – obviously, your accuracy will be improved by having a well-lit and clear original document, and you’ll get to tweak the contents in context of seeing the OCR’d data and the scan at the same time, before committing to insert it.

Tip o’ the Week 482 – Paste History

Posted on May 31, 2019 by ewand

Back in 2012, three weeks before Super Saturday, ToW #133 talked about the Art of Cut ‘n’ Paste. How the widely-used CTRL-V keyboard shortcut for Paste can trace its roots back to a program co-developed by Butler Lampson, one of the “Dealers of Lightning” as a founder at Xerox PARC, and now a near-25-year Microsoftie and Technical Fellow. QED was a thing before Neil & Buzz set foot on the Moon (which happened on 21^st July, not 20^th: Eagle landed on the 20^th, but it was 21^st before “one small step for a man”… at least it was in UTC).

Did you know that in recent versions of Windows 10, there’s a useful new shortcut – WindowsKey+V?

It shows you the history of the clipboard, so you can quickly access something you’d previously copied; you can sync the clipboard between multiple machines (or phones), too.

There are other controls you can assert when it comes to pasting stuff, too – CTRL+ALT+V in Office apps will let you paste something and decide how to handle it (the equivalent of Paste Special, in most cases) and you can over-ride the default behaviour in Word too, by choosing to Set Default Paste.

In other apps, there may still be different ways of handling Paste actions – Paul Thurrott recently wrote about how to change the options in OneNote for Windows 10 (the UWP app that is replacing traditional OneNote; the one you can start by running onenote-cmd: from the Win+R box).

The “copy & paste” metaphor dates to PARC, too – and yet it’s still evolving, 45 years later.

Tip o’ the Week 481 – Lost in Translation

Posted on May 31, 2019 by ewand

Bill Gates had a vision of the future, set out in his 1995 tome, “The Road Ahead” (and later in “Business @ The Speed of Thought”) which included computers performing seamless speech and handwriting recognition, and language understanding (even to the extent of lip reading). Many of his predictions have come true yet it’s easy to forget what the world was like before the advent of technology we now take for granted.

In the not-too distant future, we may have the ability, babel fish-like, to automatically hear in our own language, regardless of what is spoken. Institutions like the EU have thousands of translators and interpreters, who provide written, spoken and signed interpretation between different languages. There are rigorous checks in place when trying to get work in these areas (though not everywhere), as we all know what can happen when wrong grammar is used, the words are unsuitable, or punctuation is in the incorrect place.

Computerised language translation has come a long way, and though it may still a way off replacing real translators, it’s good enough for most people to get the gist of a foreign document or website – so while you might not rely on it to turn a contract from French to English, it’s fine to figure out what’s on a menu or read some instructions.

There are plenty of mobile apps and websites like Bing Translator, and the cloud-powered translation service is built-into Word (just right-click and Translate on any text).

Microsoft Research Asia recently won a competition for the best machine translation between a host of languages, and the growing fidelity of AI models is helping to improve the quality – a year previously, the Chinese-English translation was adjudged to be at human conversation level already, so it might not be too long before machine translation gets good enough that it’s hard to tell the difference between that and humans.

A practical tip for users of the new Chromium-based “Edge Dev” browser; you can enable on-the-fly webpage translation by going to edge://flags/, search for trans to find the translation flag, then switch it on and restart the browser. It is an experimental feature, technically, so YMMV for now.

Now, when you browse to a foreign-language site, you’ll be prompted if you’d like to translate (or you can invoke the function using the Bing Translator icon to the right of the address in the toolbar).

Legacy Edge users can install the Translator extension.

As they say in translation circles, Yandelvayasna grldenwi stravenka!

Tip o’ the Week 480 – Installing Apps in New Edge

Posted on May 31, 2019 by ewand

Whatever you call it – New Edge, Edge Dev, Edgemium, Chromdge etc – the new Windows browser called Edge but with its rendering gubbins based on Chromium is making progress with regular updates and has quite a following already.

ToW 476 covered some of the articles that were written when it first came out, but buried within was a slew of interesting features that merit their own mention.

Such a capability is being able to install a web page as an App, making it look a lot like a normal Windows app to some degree. In older Edge browser, this was known as pinning a site.

In New Edge, just go to the … menu (top right) on any web page, and under Apps, you can Manage apps and install pages.

If the current site is a regular web page, you’ll see “Install this site…” but if the page is itself a Progressive Web App (PWA), like the Starbucks example above, then it will likely declare its name. There are lots of PWAs out there already – see here as an example – some are managed through the Windows Store, but since Google allowed Chrome / Chromium to install PWAs, many are published online and available directly.

Users don’t even need to know what a PWA is, for the most part – if a site looks and feels like an app, then that’s what it is. Some publishers report dramatic improvements in using PWA when compared to more traditional iOS/Android or UWP apps – Tinder, for example, found the PWA was 90% smaller than the regular app.

It seems that when Tindering, size really does matter.

Tip o’ the Week 479 – Tipping in Public

Posted on May 11, 2019 by ewand

Tip o’ the Week started back in December 2009, and a year later the content started appearing on a public blog, hosted by the TechNet blogs platform. Readers asked if they could share the Tips with their customers outside of Microsoft, so most were published online for any and all to see. At the time, the TechNet and MSDN blogs were hosted on a customised version of an off-the-shelf blog environment.

After some years, the Technet/MSDN blogs moved to WordPress, an open-source blog platform based on PHP and MySQL (the P & M, and mostly, on the L & A in the LAMP stack, that was once seen as antithesis of Microsoft, before Linux Love settled in).

Nowadays, with open source and Linux being fully (?) embraced by Microsoft engineering teams, it’s no surprise that a staple offering on Azure, is the WordPress blog platform. You can link a custom domain to your blog, too.

Not all the Tip o’ the Week content moved online, mind. Some Tips were basically internal-only, or were slightly edited from the version sent in the Friday email. By and large, though, the weekly mail content went onto the blog – sometimes delayed by a few weeks.

The time has come the Tip o’ the Week public blog to move – here on www.tipoweek.com.

Running on WordPress, on Azure, obvs. Share widely, as you see fit.

Tip o’ the Week 478 – O365 and Windows’ Mail and Calendar

Posted on May 8, 2019 by ewand

On the mobile platforms that still survive, the highly-regarded and rightly popular “Outlook” mobile apps have no relation to the Outlook desktop Windows app which first appeared with Office 97, before smartphones were a glint in anyone’s eye. Mobile Outlook has hundreds of millions of downloads on both iOS and Android; quite a feat, as later this year Windows Mobile sinks quietly beneath the waves.

The genesis of Outlook on the phone as we know it today, is perhaps the acquisition of a company called Accompli 5 years ago, and a great deal of refinement and effort since.

Somewhat interestingly, traces of the same app have come to Windows as well – namely the Mail and Calendar app(s) that are in the box on Windows 10. Look back to ToW 445, and you’ll see that the names for the apps are outlookcal, outlookmail and outlookaccounts. Stick a “:” on the end and you can run them from a prompt.

e.g. Hit WindowsKey+R then enter outlookcal: and you’ll jump straight into the Calendar app.

Both have come a very long way – at first release, they were pretty basic, but they’re now so well featured that most people could use them as their primary email and calendar apps, most of the time.

The Calendar app is functionally pretty similar to the Outlook desktop app, except when it comes to working with other people – there’s no way to view someone else’s calendar, for example, but for a personal diary of appointments it’s really very good. And if you want the best of both worlds, you can connect your Office 365 account to both Outlook – as might be your primary way of working – and to the Mail and Calendar apps, for some side benefits and quicker ways of getting some things done.

Go into the settings on the Calendar app, then Manage accounts, then + Add account… or just Win+R then outlookaccounts: and you’ll be able to add your Office 365 account onto both Mail and Calendar.

If you have multiple calendars connected – like home Office 365, Gmail or Outllook.com accounts as well as your corporate one – you could selectively enable them for display in the app, and the set of calendars that are shown will also appear in the agenda if you click on the clock / date on your taskbar. You can also see your upcoming appointments in a live tile on the Start menu, if you still use such things.

You’ll also see your next appointment on the Windows Lock Screen if you have it enabled under Lock screen settings.

You may want to go into the Notifications & actions settings page (just press Start and begin typing notif…) and turning off Calendar notifications, or you’ll get a blizzard of reminders from desktop Outlook and the Calendar app.