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When Exchange The Directory fed the Global Address List, or GAL, that was visible in the Exchange “Capone” mail client and later in Outlook – so that’s what you see as the address book when looking stuff up (tip: at the main Outlook window, just press CTRL+SHIFT+B to open the Address Book).
Ever since Outlook 2003, the predominant way of looking up the address book is to refer to an offline copy called the OAB, and there’s a bunch of management that can be enacted on the OAB generation, by the operator of the Exchange Server. By and large, it’s a seamless exercise that users won’t notice, but you do sometimes see a bit of lag – like if a change is made to the directory (a user’s mailbox being created or deleted, for example), it could take many hours to make it down to the address book on the client. Also, not all information is stored in the OAB, so looking for pictures or reporting line information, for example, will need your client to talk to the directory server, meaning it seems to lag behind everything else and won’t work at all when you’re offline.
Since 2000, Exchange has used the Windows Active Directory rather than Exchange’s own; in fact the AD traces its own roots back to the Exchange one – including various detritus of the X.500 standard that was part of the original Exchange directory).
One of the seemi If you want to search other fields, just change the Search radio button to “More columns”, enter your text and hit Go. Sadly, you can’t use wildcards or anything, but you can join different searches as the logic seems to be combining all the words in an AND rather than OR fashion – so searching the Microsoft GAL for “ewan” currently returns 7 users and one DL, but searching “ewan UK” brings back the 3 of us based in the UK. There’s one thing to be aware of, though – the matching is still pretty basic – it only searches Still, if the naming convention is orderly enough, it could still be useful – at Microsoft we do have a reasonably consistent naming scheme, so try searching for all the Steves in Edinburgh, or all the Patels in Hyderabad (hint – look at the location or department fields, and if the first few characters denote the building name or the division of the company, you could use that to search against). Or the Mc-somethings who work in building 9…? [The location field for Redmond employees starts with their building number – so 9/1234 would equate to room 1234 found on the first floor of building 9 – the trailing slash in the search example above stops results from building 99 being returned as well] |
Tag: Office
Tip o’ the Week 328 – Clip for art’s sake
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If you’re after some high-quality clip art to insert into you magnus opus, you could try a service called Pickit, previously known as PicHit.me. The Pickit Photo Finder app gives you a nice Modern app way of finding cool photos given a theme or keyword (though there’s a subscription fee if you want the higher quality pics). It’s even Cortana enabled, supposedly. There’s an Office Addin too, which lets you search for and add photos and art straight into your documents. Pickit is a Microsoft BizSpark success story, and the service runs on Azure. There are many ways of finding decent clipart for your projects – there’s Open Clip Art for an archive of more traditional vector & standard clipart image fare, or image hosting services like Pixabay, which offer free Creative Commons photos. Check out these other alternatives too. |
Tip o’ the Week #291 – A few handy date handling tips
Sometimes, the Tip o’ the Week is all about one topic, and sometimes it’s a theme that spans several things. Today’s is just such a smörgåsbord of stuff, spanning a number of apps that are concerned with dates.
Windows 10 dates
This is not a new topic for ToW – the swish new Alarms & Clocks app that ships with Windows 10 was covered in #280, though the UI has changed a little since then. If you hover your mouse over the date/time on your taskbar, you’ll see a 
familiar preview that tells you a bit more detail. If you click on that section, you’ll see the new calendar view, with a link to Date and time settings which will take you to the system Settings > Time & language > Date & time options. In here, under Related settings, you can add clocks for an additional couple of time zones, if you need to – give them a label, then you’ll see those additional times
displayed atop the calendar and the larger display of the current time.
Hovering on the system tray shows a simple view 
of the same thing. Handy for those of us who regularly work with people from all over the world, and want to make sure you’re not booking conference calls in the middle of the night. Outlook allows you to easily show a second time zone in your calendar – just right-click on the border to the left of the calendar itself, choose Change Time Zone and in the resulting dialogue box, tick the box to show an additional time zone and give it a label.
OneNote page dates
If you use OneNote (the desktop version – does anyone prefer the Store app?) in a shared fashion, then you’ll see coloured blocks when other people update sections of the text
, though it’s not so easy to figure out when you last edited a page (in short, you can see the date you edited a page by looking under History tab, Recent Edits or Find by Author, but it’s not always that obvious).
If you’re using a template repeatedly (Sales Account Plans, for example, where you take a copy of a pro forma plan then complete it), or if you’re updating pages of old notes, you may want to adjust the date/time that’s displayed at the top of the OneNote page, to show yourself (and other readers, maybe) that it has updated content.
Click on the date under the title, and then the calendar icon which appears to its side, and you’ll be able to use a date picker to change the date – or simply click the Today button to set the current date. The same process works with the time field, too – click on it, then on the clock icon, and you can set the time – with the default being the time now.
OneNote has a couple of other neat date tricks that have also featured before on ToW – like the ability to insert today’s date or time, on the Insert tab – if you hover over the first two, you’ll be reminded that ALT+SHIFT+D or T inserts the Date or the Time, but hovering over Date & Time doesn’t remind you that ALT+SHIFT+F, does.
Tuck that away in your sporran for future use, as it’s supremely handy when adding notes (eg from a phone call) to the end of an existing page.
Other Office apps
Excel has a similarly handy shortcut – CTRL+; adds the current date to the selected cell, and CTRL+: adds the time. Word has a different way again; you can go to the Insert tab and look under Text > Date & Time which then displays a dialogue box to ask how you’d like it formatted. The same box can be got to more quickly by holding ALT then pressing N and then D, which is basically jumping to the menu using keyboard shortcuts. That same combo works in Outlook when editing an email, too.
While on the topic of Outlook, there’s one last tip and it’s a belter. Every time Outlook gives you a date & time control – like when you’re editing an appointment, for example – you can select the current value and replace it, either by typing in the new date/time or by using the date picker or time drop down.
But the date control also has some other smarts – you can put additions to dates, for example, so you could type the end date to be “tomorrow” and it will automatically figure out the offset from today and set it appropriately. The duration of the meeting will also be set, so if you subsequently went back to the start date and typed “tomorrow”, the end date would be a day further out. Clever eh?
Here are some others to try – just type a number in the date field and it sets to that number of the current month, or type next month to set the date exactly one calendar month away from the current value (or 2 months, or 1 year…). The most useful ones are often things like next Monday or in 3 days (or just 3d if you don’t want to wear your keyboard out; next mo, 2mo, 1y do the same). There are lots of special dates too – Christmas, New Year’s Eve, Independence Day, Halloween etc. You can even combine them, so could say 2nd Monday in January or 3 days after Christmas. Maybe Outlook will integrate with Cortana one day, and you could enter “Steve’s birthday” or “my wedding anniversary”…
Tip o’ the Week #274 – Hello, Skype for Business
Instant Messaging (and later, voice/video calling) has been with us, in the corporate world, for 15 years – the first real enterprise IM platform was Exchange 2000 Instant Messaging, which used a variant of MSN Messenger as its client, and some workers had been using MSN and AOL for a while before that.
The Exchange 2000 IM server was a one-off; it was superseded by Microsoft Office Live Communication Server (released at a time when everything at Microsoft was seemingly prefixed or suffixed “Live”, and somehow linked to Windows or Office) and latterly Office Communications Server (when the edict came around to ditch the practice of sticking “Live” in every product name), and later acquired the much groovier name of “Lync”.
And now the next phase has rolled out; just as the original MSN Messenger gave way to Windows Live Messenger (see?) and then went away in favour of Skype, Lync has now given over to Skype for Business – though SFB is effectively a technology update, rebranding & a new UI, rather than the wholesale change of underlying technology that MSN/Live Messenger to Skype was.
So now we have Skype for Desktop (the traditional Windows, Mac etc application, which uses a Skype ID or Microsoft Account to sign in), there’s Skype for a variety of mobile & TV platforms, Skype for Outlook.com (the plugin to Outlook.com online email, you know, the email service that was once Hotmail). And for Windows 8.x users, there’s also Skype the Modern Application, now also being referred to as Skype for Tablet.
And now the spangly new Skype For Business client has been distributed via Windows Update, as an update to Lync – so you may already have received it. If you haven’t, and you’re still on Lync, you could either:
Try downloading the update to turn Lync into Skype, from KB2889923- If you’re running Office in “Click to Run Mode”, you can check for updates by going into (for example) Word and choosing File / Account, then select Update Options / Update Now. See here for more.
Or maybe you’ll get it automatically via a corporate deployment. It may even have been pushed out to you already,
Whatever, you’ll have a cracking new updated UI compared to Lync, and the emoticons will be better again… in fact, most of the animated icons from the regular consumer Skype app have made it over to the corporate one, with a few of the less work-oriented ones removed. 
Tip o’ the Week #256 – Clip Art clips off
Exactly 5 years after publishing the very first instalment (though it was internal only for a year before I started posting the tips on this blog), 
Tip o’ the Week goes Old Skool: #256, or 28, the number of combinations possible from a single byte. If you want to join the retro-fun, Sir Clive is backing a new crowd-funded Speccy games console. Sinclair was a hero of the 1980s’ UK 8-bit computer market, before having to sell out to the-then un-betitled upstart Alan Sugar.
Time moves on. The oft-mocked and much-maligned Clippy died, aged 10. Not enough people wanted to write letters any more, it seems.
Other things change, too – the very idea of Clip Art within Office apps, for one. Word 6 from the early 1990s had a handful of clip art images, but later versions of Office had full libraries of pictures and vector-image clip art. But Clip Art is going the way of the dodo…
Microsoft announced recently that the Clip Art collection was being closed down, to be replaced by Bing Image searches.
To insert Bing images into Word docs or Outlook emails, just go to the Insert tab and look under Online Pictures.
The Bing Image Search option shows pictures which are available for free use, licensed through an arrangement called Creative Commons – so you should be able to use them without charge, though do bear in mind that the license to re-use may have specific conditions – select the desired image and click on the link for more details.
So, let’s raise our hats to Clip Art – even if it’s sometimes pretty naff, with images that are out of date and a bit cheesy.
If you don’t like the Bing Image options, you can always select Pictures from your own PC, or add your own collections to the “Online Pictures” list – from online accounts such as OneDrive, Flickr or Facebook.
Tip o’ the Week #239 – OneNote templates
As we’ve covered on ToW before, OneNote is an application that attracts legions of fans like few other productivity apps. The average user probably snips and clips, pastes and types into their OneNote notebooks, but may not realise the depths of functionality only a menu or two away. Surface 3 users even experience magic.
One simple yet really powerful feature is the ability to have OneNote templates – either self-created or downloaded from elsewhere. It’s easy to assign a template to a specific notebook section, and set it so that every new page follows that template. Doing interviews? Qualifying sales leads? Researching cars to buy? Then this could be just the cut of your jib.
Creating a custom template for a section
Start by laying out how you want to capture information – once you have it to your liking, go to the INSERT menu in 
OneNote and select the Page Templates option.
You’ll see a pane appear on the right-hand side of the main OneNote window – this lets you pick from a predefined list of templates or search from ones already published online.
Frankly, most of the in-the-box templates looks nice, but they’re a bit rubbish, really. You’ll always have to customise a template to capture just what you want, and do you really need a fancy graphic on the background of every single page in your notebook? No.
Once you have your own less-groovy but more useful template sorted out, just click on the “Save
current page as template” link at the very bottom of the task pane, and it will prompt you for a name, and ask if you’d like to save it as the default for the section.
Once you’ve saved your fave template, then you’ll need to apply it section-by-
section to the bits of your notebook you want – by navigating to each section, then going into the Page Templates section as above, and using the Always use a specific template drop-down option at the bottom of the same pane.
Now, when you create a new page in said section, it’ll use your new template. The template is local to your own PC, so if you use OneNote on another machine it will still be applied to new pages, but you won’t be able to set it to be the default for new sections – unless you repeat the process above by creating a new page (using the old template) then save that as a template on your 2nd PC, and apply it to the new section.
There’s no way to retrospectively apply a template to existing pages, but there are some tools in the awesome OneTastic addin that might help to tidy up formatting in bulk.
Tip o’ the Week #225 – Surveys R Us
Have you noticed an increase in online surveys asking if you have a few minutes to complete them, when you visit web sites? Do you duck & dive when walking along the street and are confronted by a just-a-little-too-friendly student in high-vis and brandishing a clipboard?
Surveys are undoubtedly useful to the people collecting the information (as long as they screen out the loonies) though there’s always the possibility that the people who bother to fill in surveys might not always be the typical user – who has a spare 5 minutes in their day to tell some website what they think?
All that said, there are many tools that can be of use if you’re the surveyor and you want to ask people their opinion. In SharePoint Online (see here for a tutorial) it’s really easy to create surveys that contain structured and unstructured questions, even branching logic (eg. If you answer “No” to one question, jump to the next relevant one rather than asking you further questions about the thing you didn’t do).
Thanks to Phil Cross for pointing out that there has been a super-simple solution available for more than a year, courtesy of SkyOneDrive – Excel Surveys. Ready for your Mum and Auntie to use, it’s a really simple way of asking a few questions and collating the responses you get – here’s an example survey.
It looks nice, but there are few fancy features like branching, however it’s really easy to set up a survey and it’s on OneDrive, so anyone can fill it in.
One thing to note, though – the originator doesn’t get any more information than what’s entered in the actual survey, so you might want to add questions about who the respondent is, what date it is etc. Answers are retrieved in a straightforward Excel table, and can use Excel functionality to filter and analyse – if you think you’re going to get enough replies that you’ll need to do that.
Still, Excel Surveys are easy to initiate, simple to complete and can be filled in by anyone who can access OneDrive.
Tip o’ the Week #212 – Filing and piling of email
The topic of filing vs piling of email has been had on ToWs passim (here & here), but this week’s gem comes courtesy of a recommendation by productivity guru Tim Pash.
Tim says he couldn’t live without a cracking utility which plugs into Outlook, called SimplyFile. The premise is very simple – it helps you file your emails in tidy little folders. Whoever has time to manually file all their email, eh? Using keywords it can derive from a message you have selected (combined with previous behaviour), it suggests a folder (or a number of folders) that you might want to file the mail into with a single click.
There are a couple of ways to actually invoke the filing addin – you could select a message and then look to the Outlook toolbar, where the most likely folder is displayed in super-size, you can do some pretty funky filing of entire threads or even all messages within a given folder, where it will prompt you for each one. The tools for selecting folders etc are brilliant, and a model for speedy efficiency.
Another option is to just right-click on a mail in a list and use the File In > pop out menu. The software promises to learn as you do more and more filing, but even on the first run it seems to have a fairly decent stab at the right place to put stuff. There are no rules to configure, no wizards to run – remarkably, it seems to just work. You might want to switch off the default filing of everything you send, though – that could be a little annoying.
There are a couple of gotchas – one being that if you have an Archive PST (or a 2nd mailbox into which archive content is dumped) then you might well have multiple folders with the same name (such as the name of a particular client or partner), which could make things a little trickier: SimplyFile might well identify the archive as the place to dump current content instead of the fresh and mostly empty folder that’s still in your Inbox. If you grow to reply on the software, it could be worth coming up with a naming convention for your archive folders to avoid confusion.
Most of us probably have a strategy for arranging folders in Outlook’s hierarchy and giving them names anyway – in fact the two are sometimes linked, with names like zz-Archive that would historically have forced a folder to the bottom of the sorted list, or _ Important that would force it to the top. Did you know that in Outlook 2013, you can manually drag and drop folders around in the tree hierarchy to arrange them in ways other than alphabetically. Quite handy, really…
Oh, the second SimplyFile gotcha – it costs $50 of hard currency but like all the best addictive experiences, it’s available for free for a 30 day trial. Have a go, what’s the worst that can happen?
Tip o’ the Week #203 – Remote control of Office
Anyone who regularly presents will have had the occasion when there’s a need to wander around the stage, or instead be marooned behind a lectern on the side, yet if there’s no presentation “clicker” provided, it’s difficult to control the flow. A/V professionals complain that they can never keep hold of clickers as they grow legs and walk, so unless you bring your own, you might be out of luck.
There have been any number of attempts to build remote control software for Pocket PCs, Stinger smartphones, but none have been altogether successful – usually requiring faffing about with esoteric networking to make them work. There was also the snappily-named Microsoft Wireless Notebook Presenter Mouse 8000, which could be flipped over from its primary rodent function, to expose PowerPoint clicker type buttons below. It’s so bulky, maybe the mouse’s best use in retirement is to torment cats with its laser pointer.
Enter Microsoft Research, who recently produced Office Remote – and a means, with your Windows Phone in paw, to remotely operate Office apps using a Bluetooth connection direct to the PC.
Frankly, controlling a remote Word doc (by jumping around the structure of the document, zooming in/out etc), or Excel (moving about, using Slicers/Filters/Pivots, as well as the jumping/zooming around) is something of a novelty. How many cases will you find yourself where you’re looking at a screen showing your document from your PC, but you don’t have the means to control the document directly?
Where the remote control really comes into its own, however, is with PowerPoint. You can read speaker notes and even use your phone screen as a virtual laser pointer on the main screen – as well as swiping back and forth to move through the slide being shown on the main PC.
There are two routes to go about installing the software – there’s an agent that needs to run on your PC, and an app on the 
phone. If you run the Setup app on your PC, then look under the “OFFICE REMOTE” tab in your Word/Excel/PowerPoint apps, you can remotely install the controller app on your phone. Or start with the phone install first.
Simply install the app on both PC (running Windows 7 or 8.x) and on your mobile device, bond the two together in Bluetooth settings (part of the setup to add a new device) and you’re off. Simple, effective and free. Thanks to Simon Boreham, Ant Austin, Rina Ladva and others for recommending the application.
Tip o’ the Week #191 – Lync meeting updates
Lots of people (including Office365 users) should have been moved to Lync 2013 by now, though the impact may not be all that obvious, since some of us have been using Lync 2013 client for a while, even if the back-end wasn’t running the latest and greatest.
Some of the changes will only be apparent when you join a Lync 2013 meeting – for example, when an application is being shared, one view will show you a line of photos of active participants in the meeting, and when each is talking, a green bar is shown under their mugshot, so you know who’s making all that noise, heavy breathing into their microphone, sniffling etc. Subtle.
[NB: in the photo below, the only highlighted person was actually talking at the time, and if fact, was the only one showing real video rather than a static photo]
There are a bunch of incremental improvements which the server upgrade provides, and some which subsequent updates to the client light up – one of which is the “Meetings” section which appears under the your status section at the top of the main Lync window (and somewhat confusingly, is depicted like a pie chart). The meetings tab shows you the remainder of your diary for the day (refreshed every 10 mins), and helpfully highlights any Lync meetings in blue, so you can right-click to Join. No need to go back to Outlook, open the calendar appointment, click on the link etc.
Other tweaks include the ability to set whether the IM and participant list shows up when you join a meeting (both of which were previously hidden by default until you clicked around inside the meeting). And if you’re the meeting organiser, you could decide to stop IMs or video in a meeting/call altogether.
The behaviour of the Lync client when you join a meeting is set under the Options icon (towards the top right, or you can press the ALT key to show the menu bar and go in throught Tools / Options if you’re old skool). 
There’s also the new ability to choose which Lync client to use for joining meetings – handy if you also have the Lync Modern app installed and would rather use it, for example.
Oh, and don’t forget to install and configure the fab Lync 2013 for Windows Phone, too. As before, but with more panache and pizzaz, the Lync client allows you to join conference calls with a single click (no typing in participant numbers and the like), as well as adding some cool new functionality – like using Wifi for VoIP calls if you set it to.