Tip o’ the Week #67–Lync Conferencing Tips

Posted on September 16, 2011 by ewand

An earlier Tip o’ the Week featured “5 Golden Rules” for OCS and Lync conferencing, and those tips still stand.

If you host or participate in a Lync conference, you can dial-in to the meeting from a phone as well as joining from your PC – eg for Microsoft-hosted Lync conferences, attendees can find numbers here when joining from elsewhere. The same URL can be used to set your conferencing host PIN, so if you dial the access number, you can sign in as the meeting leader.

Enter the conference ID that’s listed in the appointment, or which can be gleaned from the Lync client in the conference itself – so the leader could potentially pass on the joining instructions to other users who are not online.

Lync has some touch-tone commands that can be used to control the phone call – as an attendee, the most important is possibly *6, which mutes/unmutes your phone. Do everyone a favour if you are dialling in to a conference call, and mute your phone when you don’t need to talk. You’ll hear confirmation that “you are now muted” or the reverse, so it should be pretty clear what your current status is. Hopefully no embarassment of you starting to talk while still on mute and wondering why no-one’s listening, or the even less desirable inadvertent heavy breathing that can distract everyone else on the call.

Other touch-tone commands can help to provide the kind of info you can see when you join a conference call using the Lync client directly. Examples:

*1 – plays a list of conferencing commands you can use
*3 – plays a list of other attendees’ names
*4 – Toggle “audience mute”
*6 – Mute yourself
*7 – Lock/unlock the conference
*8 – Admit all participants currently in the lobby
*9 – Enable/disable announcements while entering/exiting

Clearly, some of these are only applicable if you’re a conference leader: it is worth remembering that you can still dial in and control a conference, even if you aren’t able to join from a PC.

Tip o’ the Week #65 – SharePoint 2010, a starter for 10

Posted on September 9, 2011 by ewand

There are many advantages to SharePoint 2010 if you’re coming from 2007, especially from a usability perspective, and there are a few nice tips to get the best out of it. SharePoint guru Jessica Meats provides a couple and will have more in weeks to come…

Update your MySite profile & picture

Head over to the new MySite (simply enter “my” in IE9’s address bar†) The default view gives you information about what’s been going on with people you work with. You can an activity feed which displays things your colleagues have been doing, such as adding new colleagues, joining groups, updating their status, leaving people notes, harvesting their Farmville crops and other interactions. So you can keep up to speed on the actions of people you’ve listed as your colleagues.

As well as seeing what your friends and co-workers are up to, you can add some information about yourself. If you click on profile, you see information about yourself that’s on your profile. Some of this stuff, like your job title, is filled in for you. There are other fields though that are all yours.

Click on the edit profile button and add your skills, interests, external blog link, even projects you’ve worked on. By adding a bit of information here, you can make it easier for people to know what you do, both inside Microsoft and outside.

If there’s a bit of information you don’t want to broadcast too loudly, you can choose to show it only to your manager, team, colleagues, or even just to yourself.

† Last week’s IE9 tips ToW spawned a micro-tip, courtesy of Neil Cockerham. You can set IE9 to assume that any single word you enter in the address bar is the name of an intranet site – that way it will always try first to go to the website, and if it fails, it will fall back to searching Bing for that word… rather than the default, which searches Bing and asks you if you’d like to go to the website instead.

To enable this option, go to the Options in IE9 by clicking on the little Cog icon in the top left, then go into Advanced, scroll down and look for the appropriate option

Sync your documents

Got a document stored in a SharePoint team site you want to work on? Got a long train ride where you won’t have an internet connection?

If you go to a SharePoint 2010 document library, there’s a button in the Library tab called Sync to SharePoint Workspace (as above).

Note that the new UI of SharePoint 2010, akin to the Ribbon that’s been in the last couple of versions of Office, needs to be switched on for every site that’s been upgraded. If you’re using an existing site and the administrator hasn’t yet switched it over, then the option to sync to SharePoint Workspace is in the Actions menu – if you select either of these options and you haven’t already configured the new SharePoint Workspace software that’s part of Office 2010, you’ll go through a wizard which will recover your account and email you a temporary password to get things moving.

SharePoint Workspace, as well as being the new name for Groove, allows you to pull SharePoint content offline, work on it locally and then synchronise up your changes later. By clicking on this button, you will launch SharePoint Workspace and it will start saving a local copy of the documents in the library.

You don’t have to lock the document first. SharePoint Workspace is clever enough to only synchronise up changes. So someone can work on the document from the library while you’re offline working on the local copy. When you get back to the office, your version will merge with the updated version in the SharePoint site.

So now no internet connection is no excuse to take it easy. Sorry…

Tip o’ the Week #64–Some IE9 tips

Posted on September 2, 2011 by ewand

This tip was originally written shortly after the release of Internet Explorer 9, however it’s still valid today. IE9 is the fastest, most modern and most secure browser we’ve ever made (some would say, that anyone has made – recent independent analysis from NSS Labs shows IE9 blocking the vast majority of malware, versus all other tested browsers which fared less well – less than 20% effective, in fact).

If you haven’t installed IE9 yet, just head to http://microsoft.com/ie9 and click the “Download Now” – it’s as simple as that. Reasons to install are here, if you need convincing.

What’s new?

There’s a good overview of the new features in IE9, here. Far too many to cover in one Tip o’ the Week – so it’s a subject we will be returning to.

One key usability improvement is the ability to Pin sites to your taskbar, so you can launch them (or return to them) with a single click: just open the site, click on the tab it’s located in, then drag & drop the tab to the taskbar in order to pin it. Another is the simple display of recent & popular sites you’ve visited, when you create a new tab in IE9 by clicking on the end of the tabs list, or by pressing CTRL-T.

The overall UI is much sleeker and simpler, doing away with lots of icons and even the separate search bar – if you want to search for something, just start typing it into the Address Bar and if it doesn’t get returned via your favourites or your recent history, then it will query your defrault search engine directly from there.

There’s even a “suggestions” option that can be turned on with one click, to suggest search results as you type. This is the off by default, as it would also send keystrokes of URLs you might type in… so the user has to opt in.

Show me the intranet! (add a “/”)

If you enter an intranet URL in the address bar, it will generally try to search online for that “word” – but in the background, IE9 can check if there is a web site available with just that name, and will offer you (displayed at the bottom of the screen) the option of going to that site. Try it with a site you haven’t visited since upgrading – eg hrweb…

Once you’ve said “Yes” once to the offer, if you next enter the same phrase, IE9 will check from your history and see that you really did want to go to http://hrweb, rather than search Bing for it…

If you want to force IE9 to take you straight to the intranet site (and miss out the whole “search Bing, then confirm that you do want to go to the intranet..”), simple put a “/” at the end of the term. So you enter “itweb/” into the address bar (not bothering with http:// etc) and IE9 will take you straight to the designated site. Thanks to MSIT’s John Owen for this tip.

Tip o’ teh Week # 59: Apps on Bing Maps

Posted on August 26, 2011 by ewand

Another tip from Bing’s Tony Young this week. Remember kids, Bing Maps is not just for mapping.

Tony wants to show you how you can use Bing maps to help you plan your day on the road…

If you are travelling to a new destination (as long as you’re in London, Manchester, Aberdeen or Glasgow) and require a taxi, but don’t want to get ripped off by the local cab driver, then there is a neat Taxi Fare Calculator available on Bing Map App’s which is very accurate. Trust me, I use it a lot. To use the application…

· Go to the Bing Maps Silverlight experience at (www.bing.com/maps/explore) and look for the Map App icon on the bottom left of your screen

· Once you are in the Map App gallery look for the Taxi Fare Calculator; . Once you have clicked on the icon it will open up the application…

Enter your route and then hit ‘Calculate Fare’ & hey presto…

You can access the booking system via catch a cab. And if, like Tony, you make a habit of catching £90 cab rides, maybe you can search for a 2^nd job whilst you’re in Bing…

Actually, the Bing Maps Silverlight client is a very slick & smooth experience, and has many interesting Apps available – some are a bit US-specific but it’s worth having a play if you find yourself with a few minutes to spare.

Try out a few in your favourite US city to get an idea for what’s available – particularly interesting is Streetside Photos in Seattle, or Weatherbug that shows reported current weather conditions.

At least it isn’t raining in Seattle at the moment.

Tip o’ the Week #58 – Find your meeting, or your Windows Phone

Posted on August 19, 2011 by ewand

This week, a couple of smart tips concerning Windows Phone 7. Both revolve around finding something – in one case, how to find your phone if you’re not sure where you left it, and the other, how to remind yourself where you’re going.

Dude, where’s my phone…?
This tip uses the location services built in to Windows Phone 7 – services which you may want to switch off if you’re having battery life issues, but which can help you out by geotagging photos (so the GPS location of the photo you take is recorded in the photo, and it’s supported in Windows Live Photo Gallery too) or by finding where you are on the map.

· If you do want to switch off Location Services, go into settings | system and under location, switch off

To turn off geotagging by default, go into settings | applications (by swiping to the left), then under pictures and camera, switch off Include location (GPS)…
To use location services in maps, just go into the Maps app and press the crosshairs button (bottom, middle) to have the phone show where you currently are on the map. When in the map view, try using use the search button on the bottom right of the phone – enter a term like restaurants, pubs, vets, petrol etc… and the map will show you what’s nearby.

If you habitually leave your phone and don’t know where, there is a facility to find out where the phone was last seen, but you need to switch it on (it’s off by default), in settings | system and under find my phone.

To check where you left your phone, you’ll need to have already set up a Windows Live address on the phone (giving access to SkyDrive etc), and then visit http://windowsphone.live.com/ on your PC – under the “FIND MY PHONE” link, you can see your phone’s approximate location on a map, erase its contents if it’s hopelessly lost, lock the device so it can’t be used (and include a “please return to… “message on the home screen) or even make the phone ring, regardless of whether it’s on mute or not… so if it’s in a hidden pocket, you’ve got a chance of giving it a poke to make some noise.

If and when you find the phone, to stop the special ring-tone, just press the power button once (the same trick that you can use to silence any ringing phone, even when locked).

Where do you want to go today?

One reader started using a great trick for remembering where he’s going – by pinning the map location to the home screen. Start by searching for a location, address, facility etc in the Maps app, then press and hold on the flag to see a detailed view of that location offering “about” (including address details, phone numbers), possibly some restaurant reviews etc, and “nearby” (other places in the vicinity).

If you look to the bottom left of the screen, you’ll see a pin shape that lets you pin a tile to the home screen; tap on the tile to return to the “about” page, and tap on the map image in the about page to go straight to the map in the Bing Maps app.

Tap and hold on the map tile on the home screen to remove it when you’re done.

Nice. Really nice. For more map tips, check here.

Tip o’ the Week #57 – Using Microsoft Tag on Windows Phone

Posted on August 12, 2011 by ewand

The “Tag” initiative has been around for a little while, in beta guise initially, then general release. The idea is that anyone can generate a 2D “barcode” that can could be a link to a website for more information, could be contact information, some plain text or even a “dialer” that would redirect a mobile device to call your number. If you’re printing posters or any other ad material, it’s easy to include a tag, and it can be customised so it’s not such an eye-sore as other, similar tagging approaches.

The ideal consumption device for tags is a mobile phone with a camera, and the team behind this technology have been profligate with their support for phone platforms – send anyone to http://gettag.mobi and they can get software for Android, Blackberry, iPhone, Java, Symbian, Windows Mobile & Windows Phone 7 (also available from the Zune Marketplace on your PC if you’re using WP7).

To use a tag, just fire up the app, point your phone at the physical – or on-screen – instance of the tag, and within the app, “scan” it by taking a picture. It’s as simple as that. The phone will then take you to the website, call the number, display the text or give you the option of saving the contact details.

If you want to generate your own tags, it’s a piece of cake – head over to http://tag.microsoft.com and sign in with your Windows Live ID. You can then create tags and download in a variety of formats, and even track how often the tags you create have been opened.

For stories of how Microsoft Tag is being used – including a photo of a guy with a Tag tattoo on his head – check out the team’s blog. Here’s another example of tag customisation that blends in a bit more than the relatively ugly QR Codes that some ads contain.

Tip o’ the Week #52 – OneNote on 3 screens & a cloud

Posted on August 5, 2011 by ewand

After the first year of ToWs, let’s start the 2nd with a short celebration of a cool feature in OneNote – not revolutionary, but the kind of thing that makes one smile when encountering it – somebody really thought about how OneNote was likely being used.

Try typing a sum – like 52×1045= (that’s the number of ToW emails times the current readership) and when you press Enter, Space, TAB etc, you’ll see that OneNote does you the service of calculating the answer. It even works with brackets and everything… try out different operators (*, x, /, ^2 etc).

Not everything in OneNote’s garden is rosy. Try copying a table (with formatting) from Excel and pasting into a OneNote notebook and you’ll maybe feel a little short changed. You could try grabbing the screen area (by looking for the Screen Clipping tool on the Insert tab), or by pressing WindowsKey-S, which will immediately grab a screen area of your choice and paste it either into a OneNote book, or put it in the Clipboard.

Share and Share alike
OneNote is such a useful way of sharing info, using SharePoint to host shared OneNote documents for work purposes, or synching personal info around – there was a way of sharing a notebook between work & home PCs, using the now-superceded Live Mesh (which was replaced by Windows Live Mesh as part of Windows Live Essentials).

A potentially simpler way of achieving the same thing is to use the newly-upgraded SkyDrive & OneNote in concert with one another, using SkyDrive to create a notebook that lives in the cloud and then, having opened the Notebook in the OneNote Web App, it’s a snap to open it in OneNote and to synchronise it onto multiple PCs.

If you have a Windows Phone 7, check out the Office Hub and look in there at OneNote – if you set the WP7 up to use your Windows Live address and choose to sync OneNote with SkyDrive, it will (by default) create a notebook called Personal (Web) in the Documents / My Documents folder. You can keep it to yourself or share it with others – click the “Shared with:” link on SkyDrive to assign permissions.

If you use this OneNote notebook to keep your scraps of personal stuff, it will synch to the cloud (accessible via a browser and OneNote Web App), via any number of PCs that you choose to synchronise it to, and it’ll also be accessible from – and updateable with – your phone.

Tip o’ the Week #51 – Five Golden Rules for OCS & Lync

Posted on July 29, 2011 by ewand

A tip this week concerning best practices for using Enterprise Voice in OCS or Lync for making and receiving voice calls…

Participating in OCS/Lync Calls:

Use a wired* connection when you are on OCS/Lync calls. (Performance over WIFI will not be as good)
Ensure you use an approved OCS/Lync headset (available from the service desk in TVP and CP).

Hosting a OCS/Lync Meeting:

There is also some best practice for hosting a OCS/Lync meeting – the 5 golden rules. In summary:

If you are hosting the meeting, always set-up 5-10 minutes in advance, to upload presentation(s) and to complete the following steps..

Connect network cable to presenter PC first, then start the meeting
Switch off wireless networking on presenter PC.
Always run “Audio Video“ wizard to make sure that your speakers, micro and webcam work correctly after all audio/video devices are connected.
Avoid noise in the meeting room when microphones are not on mute**

typing (e.g. email or instant messaging)
rustling papers
tapping solid objects
be aware of fans (e.g. projector) which are close to PC
side talk
breathing into your own microphone …

Do not start multiple Live Meetings in the same room – use projector to save bandwidth!

**Also remember to Mute yourself if you are not speaking

*the reason for using a wired connection is partly due to a behaviour that Windows Vista and Windows 7 introduced – where a PC has both a wired and wireless connection, the PC assumes you are using a laptop and needs to be prepared to be disconnected, so it uses the wireless in preference to wired network.

You you can set your PC to always favour the wired network, if one is available…

Go to Control Panel / Network and Internet / Network Sharing Center / Change Adapter Settings (or just go WindowsKey-R and run ncpa.cpl)
Press ALT if you don’t see a menu, then go into Advanced and select Advanced settings (stay with me)
Change the binding order so that Local Area is higher than Wireless…

The downside of doing this is that if you do unplug your laptop from the wired network, it might disconnect you from OCS/Lync and any file copying etc might get dropped.

If you want to check what your network is doing, and in particular, which connection is being used, check the Network tab in Task Manager (start it quickly by pressing CTRL-SHIFT-ESC).

Tip o’ the Week #48: Stop! Think! Bing!

Posted on July 22, 2011 by ewand

As well as serving us up a daily delight by way of its home page image, Bing continues to add and innovate other interesting and useful ways to help us find information. There are many examples of where a 10-second Bing search could save time or provide a little more information that could alter the way we do something.

Put in the flight number, for example, and you’ll get real time tracking or departure/arrival information. Enter a post code and you’ll get a map.

Search for a product name and maybe you’ll get price estimates, links to reviews, even specifications lists.
Put in currency (like £ and $) and you’ll get current exchange rates, all without needing to go into another site.

Visual Search
If you haven’t seen or used Bing Visual Search before, give it a go – it really is very good when you’re doing comparison searching – eg top Windows Phone 7 applications. Using Bing to search and filter for Windows Phone 7 apps is (surprisingly) miles better, quicker and more controllable than using either the desktop Zune software or the App Marketplace on the phone itself.

Bing before you email
A good bit of advice would be to quickly search before sending an email asking a question (it might take you much longer to write the email than it would to type in a search) and you’d get to enquire of the mass knowledge & ignorance on the internet. An example from the other day was an email warning of a scam – a parcel company was supposedly dropping a “sorry we missed you” card through the door, but the number you’d call back to get more information was a premium rate one. A quick search on Bing revealed that this was an urban myth based on some real events that happened 5 years ago. And still, the email is doing the rounds…

Search History
Did you know that Bing keeps a record of your search history? Look to the left after you’ve done a search for anything and it will show you recent searches you’ve done. You can go further back in time (28 days) by looking on the Search History page (accessible via “More” from the top left of the page), and you can remove individual entries if you find yourself searching off piste. Apparently. The truly paranoid can switch the whole thing off and clear their history.

Tip o’ the Week #46 – Reduce your influx of Corporate Spam

Posted on July 15, 2011 by ewand

We’ve all had unwanted emails from external sources – so-called “Spam”, after the famous Python sketch that featured a café with Spam in every dish on the menu.

A further menace is “Corporate Spam”, or stuff that you don’t want, but which originates from within the corporate network. Usually, C-Spam is simply being cc’ed on a long email that you really won’t ever read, but Distribution Groups provide many other opportunities to send large volumes of email to people who don’t want it.

There are, however, several weapons in Outlook 2010 to help the C-Spam burden be reduced, eg…

Ignore Conversation – find yourself on an email trail with lots of people saying “me too”, “+1”, “please stop hitting reply-all” etc? Simply right-click on any message in that thread, and choose “Ignore…” and the whole lot will be moved to the Deleted Items folder. Any future message in the same thread will be automatically deleted too. See a Demo.

This feature was semi-inspired by a legendary incident that occurred within Microsoft some years ago, known simply as “Bedlam DL3”. Someone in Microsoft IT had been testing automatic creation of very large distribution lists and adding people – alphabetically – to the DL. There were a whole series of Bedlam DLs, but one person spotted they were a member of DL3 one day, by looking at their own entry in the GAL, in the “Member of” tab.They emailed Bedlam DL3 asking “why am I on this DL, please take me off”. The other 20,000+ people on the DL received that message,many of who also said “me too”, followed by many “STOP SENDING EMAILS TO THIS LIST” type messages.

In the 24 hours after the Bedlam DL3 touch-paper was lit, the Microsoft internal email system sent more messages than was normal for a whole year. Needless to say, the quality of service was less than optimal.

Do Not Reply All – Information Rights Management (something we’ll cover in a future ToW) gives us lots of control over what can happen to an email, but it’s a little heavy handed if all you want to do is stop people replying. IRM is now supported on some mobile devices and within Outlook Web Access, but it’s not quite ubiquitous, and can be a little intrusive for the recipient.

Well, Gavin Smyth of MS Research sent in details of a great Outlook addin he’s written, which exposes a little-known tweak that will stop Outlook from the “Reply-All” syndrome – the root of the Bedlam DL3 problem.

Simply click on the appropriate Ribbon icon, and when you send an email, you can prevent internal recipients from passing it on. The No Reply All and No Forward functions aren’t rigidly enforced like in IRM, and they only work within the organisation – but they’re quick and easy to use, and have no negative impact for the recipients – it just looks like a normal email, but in Outlook, the “Reply All” or “Forward” buttons are grayed out. Simple.

More details are here.
Download the ZIP file for the NoReplyAll addin’s setup here.