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Many Southern Hemisphere nations have already moved into “summer time”, though a few will make the transition on 4th November. Europe, most of Mexico and parts of the Middle East will move out of DST this weekend, but most of the North America and the Caribbean will “fall back” the week after. See the list of places that currently observes DST and when they transition. This can play havoc with people’s electronic calendars; systems these days generally take notice of time zone changes pretty well and that means the relative times of meetings are preserved, though what this does mean is that a 9am meeting organised in Seattle (and therefore hosted in Pacific Time) will be 5pm for attendees in London this week, but it would be 4pm GMT the week after, then back to 5pm after that, as the US moves clocks back. This topic was covered 3 years ago in ToW #301, and most of the tips contained therein are still valid today. Maybe future generations will stop the winter/summer time flip-flop effect altogether (Californians get to vote on whether to join their neighbours in Arizona, by staying on the same time zone all year, and the EU may stop the practice of changing clocks too). In the meantime, for a few weeks a year, those of us who deal cross-border may need to think a bit more about what the time is in our neighbour’s locale.
One further innovation since the last time this topic was aired, is that Outlook now lets you show a third time zone in calendar if you so desire. |
Tip o’ the Week 453 – Outlook Quick Steps
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Put simply, Quick Steps make some repetitive tasks easy with a single click or even a shortcut key combo – start by selecting a message you’d like to apply some action to (such as moving or categorizing it), or if you’d like to start some new item based on the contents of the message – like create a task or an appointment, including the body of the original mail.
If you haven’t played much with Quick Steps before, have a go – they’re fab-u-lous! |
Tip o’ the Week 451 – OneNote auto-listing
 Here’s a quick tip in OneNote – both the full-fat desktop client and the modern app version – which was inspired either through PEBKAC type unexpected clickery or maybe an Office update that inadvertently switched something off. A common feature stopped working, and it caused a serious dent in productivity…
Despite the two parallel PC versions of OneNote – which have been covered previously in ToWs #441, #427, #386, #320, et al – offering a good chunk of similar functionality to each other, there are still quite a few areas where the old desktop x86 version wins through. Add-in support is available in the 2016 variant, for example, so you can run OneTastic (and in particular, OneCalendar, which is immensely helpful if you use many notebooks and take a lot of notes throughout your week).
Search in the desktop OneNote is more powerful, too – CTRL-F takes you to the search box, CTRL-E expands your search, but the most powerful and probably least used is to press ALT-O when you have search results from the CTRL-E dialog; it will order them by the date of the page update… helping to filter out current vs obsolete info.
Bullet lists & indentations (sounds like a Muse song) Did you know that, in both OneNote versions, if you’re typing notes and press the asterisk or dash key at the start of a new line, and then the space bar, it automatically turns your text into a bulleted list? Asterisks in the middle of a text block are ignored; it’s only seen as an auto-correct function if on a new line. Just hit enter after you’ve started typing to add another new bullet or hit enter at the beginning of new bullet to finish the list. TAB and SHIFT-TAB lets you indent and un-indent a bulleted line. It doesn’t sound all that revolutionary, but if you’re typing notes during a phone call, it can make all the difference between keeping up or missing discussion points as you fish around with the mouse looking to click the toolbar. If you’re used to it and it gets switched off, it’s a real pain. The same kind of functionality exists in Word and Outlook too, but now and again it does get in the way – if you’re marking a block of text* that you then want to expand on later without auto-bulleting, for example. * The simplest way to get an asterisk or dash at the start of a new line is to quickly press Undo – CTRL-Z – as soon as the indentation with the bullet happens, and you’ll be reverted to simply having the character at the start of the line. To enable or disable the automatic list features on desktop OneNote, go into Options and look under Advanced…
There doesn’t appear to be any way of disabling the feature on the Modern App (which you can start by running onenote-cmd: at the Win+R box, if you read ToW #445 and #443) – maybe that’s a good thing, preventing the user from harming their own productivity… |
A simpler and more useful feature for many is the ability to grab the contents and context of a meeting request from your Outlook calendar – so you can take notes during a phone call or a meeting, with all the text in the invite, names and email addresses of attendees etc. Can’t do that with
Tip o’ the Week 450 – blur: team life?
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Back in the OCS days, it was assumed you had a server on-premises (style note – the opposite of “in the cloud” is “on-premises”, ie in or on the premises you have, possibly abbreviated to “on-prem”. It is definitely not, ever, “on-premise”. If you are on-premise, that means you’re in agreement with a point of view, not that you still run your own datacent(re|er)…), not an assumption that you’d make today, with flexible working and Wi-Fi everywhere.
Anyway, as well as having on-prem kit that’s quite possibly connected to a physical phone system, Lync/S4B largely assumed your client (wired to a LAN) connected to a local server. That communicated to other clients and servers in the same environment (mostly) and, maybe via a gateway, to the outside world for the POTS. How cool it was to click a link in the communicator client, and next thing your desk phone was calling that number! As Teams imminently starts to replace Skype for Office 365 customers, we’re seeing lots of best practice guides and other resources for successful adoption. Further Teams ToWs will follow as well – in fact, if you have one you’d like to share, please write it up and send it over. This week’s tip focuses – or rather doesn’t – on a very cool trick when using Teams for video calling: the ability to blur your background, so as to remove distractions for other parties in the call. There’s a great short video ad illustrating the feature, here. See it in action here.
Blur background was made generally available to coincide with Ignite – as were a bunch of other updates. |
Tip o’ the Week 449 – Snipping Tool gets the snip
 As mentioned in ToW #447, there are some tweaks coming in the Windows 10 October 2018 update, which might be with us sooner than you think.The old Snipping Tool (not to be confused with the similar screen snipping utility that’s installed if you have OneNote 2016, activated by pressing WindowsKey+S) is going away, and giving way to a new program. And some people aren’t happy about it (in fact, if this was a story which features on the sponsored clickbait tiles on the Edge browser homepage, it’d be described as Microsoft Has a New Trick, and These People are Furious About It…).
If grabbing a free-form selection, once you’ve more-or-less completely made a shape and when you release the mouse button Despite the fact it’s a Modern App and People With Too Much Time On Their Hand Think This… is a bad thing, it’s actually pretty snappy and provides a useful polish to one of the more esoteric but handy features in Windows.
Of course, another method (useful in the preparation of this very note) is to rely on the old PrntScn button, the pressing of which dumps the contents of the screen – floating toolbars and everything – straight into the clipboard. Paste the contents into MSPAINT, then use the Snipping method above to grab the relevant section of your screen grab, and you’re sorted. |
The new 
olbar at the top of a greyed-out screen, making it quick and easy to either grab a rectangular portion of the screen, a free-form selection, or the whole screen itself.
you’ve been holding down, then a large “toast” appears in the bottom right of the screen advising that it’s now in the clipboard. If you click on that, 
you’ll be launched into the Snip & Sketch app, where you can do various tweaks to your grab, save it, share it and so on. An alternative to the Win+S method of invocation is to go into Snip & Sketch to start with, and initiate a new screen grab from there.
Handy especially if you prepare any kind of training documentation, or you’re stupid enough to send out a weekly tips email to thousands of people for 9 years.Tip o’ the Week 448 – Sometimes, size does matter
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Nowadays, with 50 or 100GB mailbox quotas being the norm, most Outlook users don’t need to worry about reducing the size of their mailbox other than to keep it from being too hard to use – a tidy mind and all that. But if you have massive mailboxes, the storage and organisation of all your content may put an unnecessary strain on your PC, so it’s worth taking a few steps to check and clean up if you can.
In Outlook 2016, go to the File menu and l … and marvel at a dialog box that hasn’t changed since the earliest days of Outlook, evidenced by the fact it measures size in KB rather than MB or even GB… Limits to be aware of There are some recommended limits that have been given to Exchange/Outlook users over the years – not just about the overall size of the mailbox, but the number of items in certain folders and even the number of folders themselves. See a 2005 post on the Exchange blog here, for example, which advises keeping the item count low on certain folders (< 1,000 items in the Inbox, Calendar and Contacts folder was the recommendation then – also on the Exchange Blog, check out some of the examples in this post for early pioneers of huge mailboxes). In more recent versions of Outlook, though, there are some guidelines to avoid performance problems:
Now, you’re probably not going to have too many folders with more than 100k items though it might be worth checking Sent Items and Deleted Items. Unfortunately, the mailbox size tool above shows you the total size of each folder, rather than the number of items – and if you want to know how many folder you have, you’d need to manually count them in the scrolling list box: not an easy task if you have lots of them. It’s quite possible if you’ve had your mailbox for a while, and you’re a very diligent filer (especially if you use a methodology like GTD or tools like ClearContext), you could inadvertently have more than 500 folders – and if you use AutoArchive, then you could find a lot of them are empty, since the archive process moves the items out into another location but leaves the folder structure behind.
FolderCount to the rescue Here’s an interesting little hobby project – a macro-enabled Excel sheet which cycles through all the folders in your mailbox, tells you how many items are in each one and offers to get rid of the empty ones for you. It can be run in:
Use with caution; though anything that is successfully “deleted” will be moved to Deleted Items first, therefore you’ll need to run it again to actually do the damage (or just empty your Deleted Items… a thought that fills some people with dread). To run it, click on the link above, save the file locally, open it up in Excel and you’ll need to Once you’ve done that, click on the appropriate button to let it run. I’d suggest starting with the top one until you feel brave… *The Thread Compressor tool was made available externally after a time, but the domain disappeared… the actual Outlook Addin is again available here, but you’re a bit on your own as far as installing and using it is concerned… |
Tip o’ the Week 447 – October is usually boring
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If you get excited about updates to your computer’s operating system, however, October is going to be a bit more interesting, as the next release of Windows – hitherto known as Redstone 5 – will be with us. Read more from MJF, and see a good summary of what’s coming, here.
There’s a great new cloud-oriented clipboard experience that can be enabled (it’s off by default, so no need to get spooked), and there will be an improved screen snipping capability – both examples of the kinds of supposedly small improvements which can make a big difference to anyone with more than one PC. And both of these are features that have been proven using “Garage” projects in the past. The Your Phone app discussed in ToW 442 will be available to all, too. The much-anticipated “Sets” feature isn’t coming this time, though. So keep ‘em peeled over the next few weeks, for the appearance of the October update. Maybe more news will come at Ignite. |
Tip o’ the Week 446 – What’s brown and sticky?
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A: A stick… Q: What’s yellow and sticky? Yes, the Post-It note (which has gone on to spawn many imitators, sometimes known as just “stickies” or “sticky notes”) was essentially invented by accident almost 50 years ago, by a scientist at 3M who was trying to make a super-strong glue but instead came up with one that didn’t really stick very well but was at least reusable and didn’t leave any residue behind. Of course, the real story is a lot less simple – the product really took more than a decade to perfect, and convincing people that it was a viable business took several attempts, but eventually it went on to be one of the most-bought office supplies in history. The digital equivalent has had decades of evolution too, from a simple note app from the company that brought you Tiny Elvis to the Sticky Notes application that shipped with Windows 7, and innumerable similar apps in the various mobile and desktop app stores. Starting with the Windows Insider “Skip Ahead” community (but soon to roll out wider), the Microsoft Sticky Notes app has been heavily revised, consolidating the multiple windows that would typically be left on your desktop with a single list, and then pop-out notes that feature multiple colours, support for ink, cross-device syncing and more.
Keep an eye out for the Sticky Notes 3.0 arrival on your PC. As MJF says, with the same team now responsible for OneNote, To-Do/Wunderlist, and Sticky Notes, it’ll be interesting to see how deeply integrated they get. |
Tip o’ the Week 445 – Finding Modern App names
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As detailed in ToW #443, If you’re looking for the shortcut name for your favourite app, there’s a somewhat lengthy process to find out what it is, but at least you only need to do it once…
Try the following:
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there are ways of running Modern Windows apps from a script, command line or maybe just from the WindowsKey+R Run prompt – so you don’t need to use the mouse or your finger to activate them.
Now, you might be able to figure out from the Name line in the text, which app the following details pertain to, but it’s not always obvious – take the Mail app, for example … if you have it pinned to the Start menu and then drag/drop it onto your desktop to create a shortcut, you can see the target (which is the same as the PackageFamilyName attribute in the text file) is a bit more opaque… 
Tip o’ the Week 444 – Computer! Computer!? Hello Computer?!?
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If you’re an Amazon Echo or Sonos One* user, you’ll already be familiar with barking orders at an inanimate object. If you’re tired of shouting ALEXA… ALEXA!!!, then you can even change the “Wake Word” on the Amazon devices – but not yet others – so you can say other things instead. Handy if your daughter or your dog is called Alexa.
Anyway, who can pass up the opportunity to pretend to be Mr Scott?
Anyway, recent announcements saw the preview of Cortana joining hands with Alexa and allowing access both from Windows 10 PCs to (some) Alexa functionality, and US-based Amazon users can access Cortana stuff through Alexa-enabled devices. On your PC, Voice-searching on the PC using Cortana can be a pretty handy thing to do, as there are plenty of phrases that will give you a direct response rather than take you to a website. It’s quicker to press the WindowsKey+C option than to say “Hey Cortana”, and you could ask stuff like M-S-F-T, what’s the time in New York, what’s the news, what’s the weather, convert pound to dollar and so on.
You’ll also need to grant permission to share info between the two services, and now be able to do things like add items to your Amazon shopping list from within the Cortana UI, or in the reverse, query your Office 365 calendar from your Echo smart speaker. YMMV at the moment, but it’ll surely get more integrated in time. Right now, you can’t stream music through Alexa to the PC (or, it seems, control smart home devices that work through Alexa, though that could be a regional thing for the moment) – and if you’ve a UK-based Amazon account, you can’t add the Cortana Skill to your Alexa account, so there’s no option of querying Cortana from the Echo, yet. US users can, though. Still, Normal People don’t have electronics listening to everything they say… so what if a few nerds need to put up with some temporary friction from having two competing assistants try to work together? Click-Over-bzzzt. |
