Tip o’ the Week #138 – PDFs on Windows 8

Posted on September 21, 2012 by ewand

File Extensions. The lost remnants of MS DOS that started to vanish when Windows 95 removed the tyranny of the 8.3 for most people. This 8 year old survey asks, which one are you?

There are other historical artefacts littered around in Microsoft history – like the alias/login name, which for many is still their email address and is limited in length.

From a 1998 snapshot of the Microspeak Glossary:

E-Mail Names: On the surface, a reasonably logical method of distinguishing 20,000 or so Microsoft employees and contractors on the internal corporate e-mail system. Consists of a five- or six-letter alias (q.v.) constructed from first and last name — if Leonardo Di Caprio worked for Microsoft, for example, his e-mail handle would be something like "leodic." Where it gets strange is that the corporate culture fosters a substitution of the e-mail name for the real name, in memos, formal documents, and even, repellently, in conversation. (Ex: "johnd owns that issue," "contingent staffers report to edcur," and constant casual references to Bill Gates as "billg.")

[in actual fact, the maximum email name, logon name or alias length was 7 then 8 characters, a restriction originally imposed by the Xenix and then MSMail systems – Xenix was a version of Unix which Microsoft used to sell, and on which our first corporate-wide email system was based. MSMail disappeared nearly 15 years ago, yet the length limit still applies because, erm, nobody knows why. Probably.]

People continue to refer to document types by their file name extension, at least in part – “PPT” is still used (even if it’s really a PPTX); now and again you’ll talk about a “JPEG” or “MPEG”, but one of the most used is “PDF”.

The Portable Document Format was originally used by Adobe nearly 20 years ago, after the company was founded by people who had worked at the legendary Xerox PARC (having developed the PostScript page description language there, before leaving – like seemingly everyone else at PARC – with their good ideas, and making millions elsewhere).

There’s a PDF reader built into Windows 8 (called, simply, “Reader”). It’s quick, it’s clean, it isn’t full of unwanted functionality and security vulns, and it’s already there, so no downloading and updating every time you reboot. Hurah!

The downside? Well, sometimes it can look a bit funny on different machines, and it isn’t so easy to print as you might expect – on the Charms Bar (swipe from the right, throw your mouse to the bottom right, or press Wnd-C) you need to use Devices to print out.

The most annoying feature though, is when you click on a PDF link in an web page or an attachment in email, you view it in the full-screen, chromeless, Modern UI, and when you’re done, you close the window by dragging down from the middle of the top (like in any Modern UI app). And you get dumped back to the Start screen rather than the app you were in.

foxit

Ex-UK wonderboy Matt McSpirit was always a big proponent of Foxit Reader, an alternative to Adobe’s ubiquitous, monolithic and forever-needing-patched trad. PDF reader app. If you spend most of your time in the Desktop app side of Windows 8, then you might want to check it out – it integrates with browsers (of several flavours), and it is quick to launch and easy to make go away too.

If you do take a look at Foxit Reader from the link above, make sure, however, you pay attention to the install routine (this one) – like a lot of software these days, it insists on advising that if you don’t want to not install this software and not make it your undefault, then make sure you don’t not untick this already ticked box…

Check you don’t want what it wants to set your defaults, that you uncheck the checked check boxes. Check?

Other PDF readers are available. Paul “Woody” Woodman recommends PDF-XChange Viewer; you may want to check that out before taking the plunge.

Tip o’ the Week #137 – Peek-a-boo, Take two

Posted on September 14, 2012 by ewand

Following on from ToW #135, which introduced the “Peek” capability in the flat and shiny-shiny Outlook 2013, this week we’re looking at another couple. If you use Tasks, the ability to quickly see what’s due and to create a new one might be a useful feature.

Hover over the Tasks option at the bottom of the main Outlook window, and you’ll see a pop up “Peek” (right click on the Tasks option and you can “Pin the Peek” – or show Tasks off to the right of the current window, regardless of which folder you’re looking at. In the pop up window, you can mark tasks complete, you can create new ones, and if you double-click on one of the list, you’ll open the task in a new window.

The Calendar menu option also lets you Peek (as described in #135), while the remaining Peek-able option is People, the selection that was previously known as “Contacts”.

Peek on People, and you can enter someone’s name to find them – akin to searching for them in the Lync client by typing the name. You can also add people to a favourites list – although it says “anywhere in Office”, it’s not quite so straightforward… at least not yet.

Lync 2013 has a “Favorites” list that is a different thing, but if you right-click on someone in Outlook, you can add to Favorites and then be able to ~~stalk~~ contact them easily in future by Peeking on the People tab to see their current Lync status, and view the Lync Contact Card easily, which will afford you all the variety of ways to contact them.

The Peeks functionality doesn’t really give you anything you couldn’t quickly do with other means – press CTRL-2 to show Calendar, CTRL-3 to show People, CTRL-4 to show Tasks for example – but it brings some common functionality that bit closer if you’re using a mouse.

Tip o’ the Week #136 – Inbox tips for Outlook 2013

Posted on September 7, 2012 by ewand

If you’ve taken the plunge and started using Office 2013, you may be getting used to the subtle but impactful changes to the way some information is displayed, particularly lists of emails in your inbox.

Outlook 2010 has a colourful Ribbon, emboldens folders where you have unread email, and shows everything in the mail list in the same font and with the same size (unless you create rules to tell it to do otherwise).

Outlook 2013, on the other hand, has a flatter looking, less colourful Ribbon, and by default, will show your Inbox with a single line preview of the message, and the sender’s name will be in larger text. Some of the “chrome” used in the window has been removed too – dividing lines, 3D-like edges to controls etc.

Maybe it’s all part of the ~~Metrofication~~ Windows 8 Modern/Native Application Design Style-ification of the Office 2013 UI. Just don’t go into the new “Full Screen” mode, then try to close the window by dragging the window down by the middle… it might look like the UI design language until recently known as Metro, but it’s still a full fat desktop app.

In some respects, changes like the new Inbox view take a bit of adapting to, may even seem like an annoyance: in Outlook, the impact of the change of view style is that fewer messages can be seen on screen at once. There are some things you can do to mitigate this fact, though…

Minimise the Ribbon when you don’t need it

Office has allowed the user to make the Ribbon go away in previous versions, and in some respects it’s even more useful now if you want to maximise your screen real estate. Look on the far right of the Ribbon bar and you’ll see an upward pointing carat – click on that and the whole shooting match vanishes upwards. You’re still left with a menu bar, though, and if you click on a menu (the “View” one, for example), then the Ribbon will re-appear. If you don’t like this modus operandi, just click on the pin icon at the bottom right and you’ll be back to normal working. Pressing CTRL-F1 toggles the Ribbon between hidden and pinned, but then if you’re a keyboard junkie, what need would you have with the Ribbon anyway?

Adjust the preview

If you use the Reading Pane on the right, you might find you don’t need to worry about the one line preview below the message in the displayed view – you can tweak this by disabling the preview altogether, and you get prompted to choose if you’d like it just for this folder or for everywhere. Preview? Pah.

Subject vs Sender

Some people recall messages based on their contents, others on when they were sent (hence why you get a by-default grouping based on age), and some on who the sender was – “that note from Steve last week” maybe rings a bell more than what it was called. If you prefer a good ol’ fashioned Subject first approach, then it’s possible – though not necessarily bleedin’ obvious – to switch them round again.

Go to the View menu, in the main Outlook window
In the Current View section, click on View Settings then Columns…
Select the Subject and Move Up
Hit OK to save… et voila!

Bon Appetit!
This week’s tip brought to you by 1970s comedy…

Tip o’ the Week #135 – Outlook 2013 Calendar first look

Posted on August 31, 2012 by ewand

You may have seen news of Office 2013 (aka “Office 15”), and if you’re a committed early adopter, you might even have started using the preview. It’s possible to run Office 2013 alongside an existing install of Office 2010 using “Click To Run” application virtualisation technology, so there’s perhaps a lower risk in dogfooding it than there has ever been before with test releases of Office.

Since Outlook is the application we’ll spend more time in than any other, let’s have a look at a few tweaks in the new version. The early experience of Outlook is that it’s quite different – it certainly looks more “flat” and more “white” than previous versions: a bit odd at first, but it’s quick & easy to get used to.

Take the Weather with you

One neat feature in the new Calendar is the weather forecast being brought into the calendar. To manage your locations, click on the down arrow to the right, and if you click on the x next to any existing location, it will get removed from the list. Obviously, clicking on Add Location will let you search for places to put on the list.

Somewhat obtusely, if you live in the majority of the world which uses Celsius, basing your temperature on one where water freezes at 32 and boils at 212 degrees seems a bit odd. Brits still talk centigrade, but since the late 1940s, the preferred term was Celsius since a centigrade is a French and Spanish term for a unit that is 1/10,000^th of a right angle. And we don’t want to get our temperatures and our miniscule fragments of angles mixed up now, do we?

Anyway. To change the default temperature scale, simply (when in the main Outlook window), go into File | Options | Calendar and scroll all the way to the bottom, then look at the Weather options. Maybe it’ll get a bit more obvious by the time of release.

Zoom Zoom

This function is really designed for touch use, but it also works with desk-based rodents or touchpads on laptops. Go into your Calendar and if you want to switch from day view to see the whole week or month (or vice versa), you could use the view option on the Ribbon. Since many of us may hide the Ribbon by default (and Office 2013 makes a good job of getting itself full-screen), you can do the same thing using Zoom in and out. On a touch screen, just pinch fingers in & out, or if you’re using a mouse, press the CTRL key and use the mouse wheel to zoom in and out.

Peek-a-boo

Remember Microsoft’s Actimates Barney consumer electronics product? No?? Check him out here… One of Barney’s tricks was to play Peek-a-boo, though there was once a related knowledge base (KB) article titled, “Sometimes Barney Starts Playing Peekaboo on His Own”. Creepy.

Well, “Peek” has a new meaning in Outlook 2013, where you can see what’s in your calendar on a given day without needing to switch from the Inbox view to the Calendar view – just hover over “Calendar” on the Navigation pane at the bottom of the Outlook window, then click on any one of the dates to see a scrollable list of the appointments on that day.

Double-click on the appointment to open it in a separate window.

Tip o’ the Week #133 – The Art of Cut n’ Paste

Posted on August 24, 2012 (Updated August 6, 2021) by ewand

Like many concepts in everyday computing, the widely-adopted functionality of Cut & Paste has its descriptive roots in an antiquated process. A bit like a floppy disk as the “Save” icon, or an envelope for the email/send functions, the scissors used in Cut refer back to the old method of compositing printed materials, in the days when editors would literally make up a newspaper or magazine page by chopping up other sources and sticking them onto a master copy.

Everyone must surely be aware of the keyboard shortcuts for Cut & Paste – CTRL-X to Cut (or CTRL-C if you just want to Copy), and CTRL-V for Paste. So much quicker than clickety clicking with a mouse.

CTRL-V goes back a loooong way. Its first use was 45 years ago in the “Quick Editor” – aka QED – co-developed by Butler Lampson, one of the giants of computer history, now employed as a “Technical Fellow” in Microsoft Research. There are some other alumni of Xerox PARC nestled inside Microsoft too (like Chuck Thacker) – in a few years in the 1970s, they invented or developed/perfected the mouse, Ethernet, the graphical bitmapped display, laser printing, the GUI as we know it, distributed computing and a whole load of other technology. If you’d like to read more about what they got up to at PARC, check out Dealers of Lightning.

Anyway, back to the present. Did you know there’s a recognised religion in Sweden which reveres CTRL-C and CTRL-V as sacred symbols? Must be those long, dark winter nights…

For the most part, cut/copy & paste does pretty much what it says on the tin, but there are a bunch of options you might not have come across. When you paste content from a website into a document or OneNote page, for example, Office might not just take the content straight from the Clipboard but will go back to the source server to read the information, which might take a few seconds for each paste to occur. If you see a dialog which is taking a while (maybe even “Contacting server for information…” too), then there is an alternative, especially if you don’t need all the formatting to come with the text.

When in your favourite Office application, rather than pressing CTRL-V to paste (or just clicking the Paste icon), try clicking the down arrow under Paste in the Ribbon, and you’ll see various options – Paste Special offering the same gamut of choice as historically has been offered in previous Office versions, but the icons beneath provide a quick way to getting to the most common options.

At this point (ie when the icons are displayed), keystrokes can come back into play – press K if you want to paste and keep the source formatting, M if you want to merge the two formats, or simply T to keep the text and the text alone.

So, if you’re a Microsoftie doing your annual commitments setting, and you’ve gone to the http://performance website to update them, you might find it’s quicker to copy & paste into Word, edit your commitments there, agree them with your manager then paste back the changes… in which case, the Text Only option might save you a lot of waiting as changes are sent back and forth to the cloud… Just a thought.

Tip o’ the Week #132 – tweaking IE10 compatibility

Posted on August 16, 2012 by ewand

This week, a tip concerning Internet Explorer 10 in Windows 8 Release Preview. Not running it yet? Booo. Unless, of course, you’re now running the newly released RTM version. Hurray!

Anyway. Once you have IE10, you may find that some sites don’t work as well as they’d like. There are a few ways of fixing this – if you’re using the new full-screen App version and get any issues, the fix is basically to try opening the site in the desktop variant. Click or touch the spanner icon, then on View on the desktop option to flick over to the regular Windows desktop and view the site in desktop IE.

Once there, if you’re still seeing issues, click on the compatibility icon that IE may show you, to set the browser to a mode which is more amenable to sites that haven’t yet adopted HTML5 or are not expecting to see IE10.

You may not see the compatibility icon in all sites: if not, you could press ALT to show the menu bar, offering the ability to add your current site to the list (via the Compatibility View or Compatibility View Settings options) of sites that should be treated with kid gloves.

If you come across niggly compatibility issues, you could try this great advice suggested by Microsoft’s Helen Wright …

· Whilst browsing your suspected incompatible site in the desktop IE10, press F12

· Click on the “Browser Mode” menu, then Select the IE10 Compatibility View, and close the debug view by clicking the X in the corner.

· If the IE10 view doesn’t work out, then try setting to a previous mode by repeating the F12 trick and choosing an older version of the browser from the menu.

This tip has been known to work on troublesome websites. In time, hopefully all of the key sites will support IE10 specifically (as hundreds of millions of PCs will soon be using it, if all goes well). Who’d want to miss out on their website working with the awesome-looking Surface, after all?

Tip o’ the Week #130 – Searching in Outlook

Posted on August 10, 2012 by ewand

Ever since the 3^rd party “Lookout” add-in was built for Outlook about 8 years ago, the pilers have inherited the earth. That’s pilers. No connection with Chaka Demus.

Research as far back as the early 1980s into how people organise their desks suggested there were “filers” – meticulously organised people who have a place for everything and put everything in its place, or “pilers” who just let it all build up.

Actually, it’s more complicated than that – pilers have “hot”, “warm” and “cool” areas of their desk defined by the level of activity, so stuff they were working on was commonly nearby. Filers on the other hand, might inadvertently squirrel stuff away and forget all about it. Common belief might be that outwardly more “organised” people are more effective, but the research shows this isn’t necessarily the case. Read more here.

Lookout introduced the ability to just search across your whole mailbox, in literally an instant – doesn’t sound all that special today but in 2004, it was absolutely revolutionary. Imagine searching your whole mailbox (all 200Mb of it, wow!! – though some companies gave their users bigger mailboxes) in the blink of an eye… No longer did you need to file anything, or remember the subject line, or the date it was sent – recall any attribute of the message and you can always find it later.

As it turns out, Microsoft bought the company and then incorporated similar technology into Outlook and Windows directly. The main man in LookoutSoft left MS after his career peak and a couple of years, to go and work at a grubby advertising company. Never mind.

Anyway, back to the present day. Outlook gives the user the option of searching within folder (press CTRL-E to jump straight in and type a search query, then press CTRL-ALT-A to expand the search to all folders if required).

The Ribbon changes when activating the search box to show a bunch of criteria that can be searched upon, with a click:

There are, however, a few other options… mostly to do with the way one expresses a query in the search box. Just type in a word and your query will return any item which contains that word, however if you put subject: search word or subject: “search phrase”, then you can restrict the search results to only key words from the subject line.

Similarly, from:”joe blogs” or from:”joe bloggs” subject: “blah blah” will restrict ever further to just mail from an individual or even specific mail from that person with certain words in the subject.

There are some other esoteric search terms, too. Running out of mailbox space? Try messagesize:>5mb and you’ll see only the huge emails. Or for the same filter, simply add messagesize:enormous.

Many more examples of search criteria can be found here.

Tip o’ the Week #128 – Train Tickets & Times on WP

Posted on August 3, 2012 by ewand

This week’s tip aims to shine a light on a selection of Windows Phone Apps dedicated to letting the train take the strain. There have been a slew of newly released apps which let you plan your journey, find information about stations and even buy your ticket in advance, ready to collect at a ticket machine. Best not get caught on board without a ticket, or your inspector might not be so friendly as this fellow on the right.

‘Allo, John, gotta new motor?

One of the oldest railway information apps has been updated recently, namely the Avanade-written Train Travel. The update added some snazzy new features, including a “Where am I now?” augmented reality train & underground viewer.

Do bear in mind that it’s expensive to buy (£4.99 is a lot for an app on any mobile platform) and it’s had some pretty stinky reviews since the update, due to a (now fixed) bug that refused to recognise a previous purchase. And as you’ll see shortly, the majority of the functionality is available elsewhere for Brussel Sprout.

The Journey Pro app tries to meld travelling on national & London metropolitan rail, bus, tube, ferry and DLR all into one app – with a mixed degree of success, if truth be told.

Some reviewers (one, a train conductor, even) complain that it offers illogical routes or even ones that don’t exist, though this could be as much down to the back end than the app itself. As with all these things, your mileage may vary but since it’s free, then it’s worth having a look.

Whilst on the topic of travelling in London, of course it’d be remiss not to point out Bing Get Me There. This app combines all of the necessary travel services to get your around in the Smoke, including excellent turn-by-turn walking directions to get you from the nearest transport stop to your eventual destination. It’s a much slicker app than Journey Pro, too. London Travel Lite and City Travel London might be worth taking a butcher’s at too, stop ya getting Jonathan Ross’d.

There are a bunch of new apps getting great reviews because of national coverage (despite the association with a single train operator), and being free makes them a great alternative to other paid for apps and they carry some weight of being official, unlike some other train times apps which have come and gone in the past.

The FGW and ScotRail apps appear to be the same under the covers; no great surprises since the First Group sits above both operators. In fact, the First Capital Connect and The Transpennine Express appear to be the same thing too. All will allow you to query times, buy tickets etc.

Finally, as if too much choice was ever a good thing, TheTrainLine.com has gotten in on the act too – offering a quick & slick way to find fares, make bookings and collect your tickets up to 10 minutes before boarding. This appears to be one of the most fully-featured when it comes to buying a ticket. No surprises there…

Don’t forget, (as covered in ToW #74), there’s a snazzy Internet Explorer 9/10 optimised site at http://ie9.nationalrail.co.uk/ which lets you do a lot of the searching you might need to, from your desktop.

One can only look forward to all the lovely Win8 apps due sometime soon…

Tip o’ the Week #127 – Windows Phone and History

Posted on July 27, 2012 by ewand

This week sees a short but sweet Windows Phone tip, courtesy of Kevin Lief. He paints the picture of being in a meeting when someone says “did you get my email about … etc?”

Of course you got the email… but getting it and reading it are odds apart sometimes. How many times have you seen an email, maybe skimmed it (flagged it even) but haven’t quite got round to reading it in detail?

If your inquisitor expects you to show that you’ve at least put their email on your to-do list, Kevin’s tip might work for you.

Grab your phone and open the People hub, then select the Contact for the person who sent you the email.
Flick left to “history” and you’ll see the last messages you’ve received from this sender…
Point to the email in question, showing the sender, and admit “This one? Yes, I got your email, though I haven’t finished reading it yet…”

Of course, it helps if you have your colleagues’ details saved in your contacts list. If you don’t, try opening their details in the Outlook address book and hit Add to Contacts – or if you’re on the hoof, try searching the person’s name in the People Hub, and if you can’t find it, tap “search Outlook directory”, then open the contact, then hit the save icon at the bottom to add to your contacts.

Random thought: the “save” icon, like that in many applications, is a 3.5in diskette icon. When was the last time you used a computer that had a floppy disk drive (even if the disk was anything but floppy), where do you keep the last diskettes and what did you save on them? Answers on a postcard please

Tip o’ the Week #126 – Voice dial on Windows Phone

Posted on July 20, 2012 by ewand

It may be a little known aspect of Windows Phone 7 and 7.5 that you can issue voice commands to the device. There are essentially two functions – one, searching using Bing by voice, by pressing the magnifying glass button on the front of the phone, then the microphone icon on the Bing page … (see here for a demo).

The second voice feature of note is to control the phone by voice: press and hold the Windows button on the front, and annunciate your instruction (eg Open Calendar, or Start Maps). See here for a review of the voice command functionality or here for a few more instructions.

Issuing spoken commands to your handheld device runs the risk of making you look like a prize eejit, especially if you do it Apprentice-style whilst holding the phone at arm’s length and bellowing into the thing. But if you’re walking along a corridor or street, you could talk discreetly into the phone whilst held to your ear and it won’t raise much of an eyebrow from passers-by.

Business Intelligence guru Will Thompson found a cracking tip, though, when using the phone to call someone. If you press and hold on the Windows Key button, and say “CALL someone ON SPEAKER” (or “CALL someone HOME|MOBILE|WORK|etc ON SPEAKER”) , you’ll start a phone call with them already (as you may expect) set to speaker phone.
Even LorShoogar would be impressed. Or Kirsty & Phil off the property show.

Go old school

If you’d rather select your dialing contacts using a keypad, you might mourn the passing of the old 3×4 phone keypad where you could type their name in using numbers. Well, if so, cry no more… there’s an app called People Search (free trial or £0.79 to buy) that you can use to type in fragments of someone’s name and it will show a filtered list of contacts. A bit like Windows Mobile 5.0 did, in fact.

Give the voice dial feature a go, and maybe try out the People Search application if you want to search contacts on your phone with a few jabs and no self-conscious narration into your palm