Tip o’ the Week #143 – Share your calendar externally

Organising our home lives is increasingly done digitally, from keeping in touch with friends and making arrangements over social networking, to just the basics of communicating intra-family – how many readers have multiple laptops or <cough>tablet type devices(soon to be Surfaces for Microsofties at least, thanks Steve!) at home? Have you ever IM’ed your significant other even if you’re both in the house at the same time?

Well, as an adjunct to the merry-go-round of keeping your home life under control, Tim Hall suggested this week’s tip, and although it concerns something that’s actually been possible in Outlook for several versions, it’s a hugely useful feature which is perhaps easily forgotten.

We’re all used to having other people in the company being able to see our calendar, so they don’t make arrangements with or for us that conflict with other appointments. Wouldn’t it be a good idea to share the calendar clip_image001with your nearest and dearest?

Well, you can. Go into Calendar in Outlook, and in Outlook 2013 (other versions are available, though the UI may vary), look at the Ribbon on the Share part of the main Home tab. You’ll see the ability to Publish Online – with a few clicks, you can have Outlook push some or all details of your calendar to an external service on Office.com (after prompting you to login with your Office.com/Hotmail account ID), and which can in turn be consumed by invited Outlook.com/Hotmail etc users if they too are running Outlook. You choose who to invite, and they get emailed a link to add your calendar straight into their Outlook client. Simple as that.

There are a few other options which could prove more useful if not quite so straightforward to set up. What if your other half isn’t using Outlook? How about being able to sync a copy of their calendar onto your Windows Phone…? We’ll look into these in a future Tip o’ the Week, but if you’re keen to press on, you could look into a free third party addin that replicates content between two calendars, meaning you could keep a copy of your work Calendar in a household Outlook.com account, and sync that to the Windows Phones of everyone in the house…

Tip o’ the Week #141 – more Outlook 2013 tweaks

 

A couple more tweaks for those of you who are enjoying Outlook 2013 (or Outlook “15”). The first comes from ToW stalwart Stuart Handley, who is driven to near distraction by the Reading pane in Outlook. In his own words…

How can I disable in-line reply in the Reading Pane?

To provide a more streamlined experience without the need of popping up extra message windows and dialogs anymore, Outlook 2013 introduces in-line reply which allows you to press reply and directly start writing your reply in the Reading Pane (which means that it is not really a Reading Pane anymore and they should have changed the name).

You can press POP OUT to open your message in a regular Message editor window which provides access to additional formatting options and features.

To always use the regular Message editor window instead of in-line reply, disable the option:

File-> Options-> Mail-> Replies and Forwards-> Use inline replies when replying or forwarding

Maybe the new Reading/composing pane thing is a mixed blessing, although a lot of the time, progress means having to adopt an at-first uncomfortable change. Maybe try it out and if it causes you to want to cast a spell on its designers, just switch it off.

On a more benevolent level, there’s one nice design feature which is highlighted by Phil Hand

I just typed out an email in Outlook 2013 which contained “attached” in the body. As usual, I forgot to attach the attachment but wow!, I got the following popup J

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Wonderful! – now if only it was Clippy that was telling me 😉

If, like Phil, you have a wistful thought when Clippy is mentioned, you could always sign the Bring Back Clippy petition. Only 51 signatories at the time of writing, so don’t hold your breath for People Power bringing the Clip back from the great wastepaper basket in the sky.

If you’d rather not be warned about missing attachments, you can always switch it off by going into …

File-> Options-> Mail-> Send Messages and clear the “Warn me…” checkbox.

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clip_image005It’s also worth noting that now and again, clearing the Auto-Complete List could be a good idea – as people leave the company, you might find their names & old addresses are still being listed. Of course, you can always ditch individual addresses from the cache by clicking the X that appears at the end of the errant address.

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

clip_image001Following 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.

clip_image003Hover 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.

clip_image005The 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.

clip_image007Lync 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

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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.

imageOutlook 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).

imageOutlook 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…

clip_image004Minimise 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 clip_image005example), 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?

clip_image006Adjust 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.

clip_image007Subject 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!

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

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

clip_image001You 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

clip_image002One 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.

clip_image003Somewhat 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 1/10,000th 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.

clip_image004Peek-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 clip_image006Peekaboo 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

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 #130 – Searching in Outlook

Ever since the 3rd 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 clip_image003years, 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:

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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 #112 – Change Outlook’s startup folder

Productivity gurus wax on about how gaining and maintaining control of your never-ending to-do list starts with the way you prioritise, and how you build discipline in working through your task list rather than being distracted by less important “stuff”.

So, why is it that we stick with the default setting in Outlook, which starts up showing the Inbox folder, and with the most recent mail at the top…?
The only thing more distracting than looking at an inbox full of shiny new mail, is to have the new mail notification flash up in front of whatever else you’re doing, to tell you about it.

Check out the very first Tip o’ the Week – how to switch off the Outlook new mail notification. Try it out.
Live notification-free for at least a day; you can always switch it back on again if you need to.

If you’re on a Lync meeting and someone shares their desktop to show you a presentation (tsk, tsk), or you’re watching a presentation/demo on a big screen, feel free to berate the presenter publicly if they receive a new mail notification during the meeting.

Here’s a tip that Microsoft’s own internal IT training programme recommends: set which folder Outlook starts up in. When you launch Outlook for the first time, don’t have it go into your Inbox – what about opening your Calendar instead?

To change, go into the File menu, under Options then Advanced. Scroll down to the Outlook start and exit section, and pick your folder of choice. Simple as that – though if you routinely sleep and resume your PC, you might not be starting Outlook very often, so you may only see this occasionally. Continue reading

Tip o’ the Week #111 – Sharing PowerPoint in Lync?

clip_image001If you’re regularly part of a Lync call which involves presenting slides, here’s some best practice that everyone should know about. In a nutshell – don’t share your whole desktopto show the PowerPoint slides; don’t even share PowerPoint  as a single program (something that Lync would allow you to do), but it’s really not the best way.

Why not?In general, the user experience is better if you show slides by uploading them into the meeting/call. Showing slides by sharing the whole desktop is inefficient on the network too; if the network isn’t so great (eg when attendees are on slower lines), it can be practially unusable. Also, unless you’re really smooth in the way you operate the PC, you’re in danger of showing more than just the slides – email alerts, incoming IMs from other people popping up etc. A slicker way of sharing slides is to use Lync’s built-in functionality designed to do just that.

If you have slides sitting on your PC, the quickest way of adding them into your meeting is to click on the Share clip_image002button within the conversation window, and select PowerPoint Presentation, which will then give you the option to choose a PowerPoint file to be shown – the Lync software will then upload the PPT to the server, and convert it to an HTML format that can be shown in a browseror in the Lync client. This process of uploading & conversion can take a little while if you have a large or complex PPT, so it’s best to start uploading as early as you can.

The nice thing about using this mechanism to share slides is that they are now in the meeting, and other attendees could take over as presenter quickly – you clip_image003could even leave the meeting and let them continue.

If you store your slides on a SharePoint site, there’s a trick to quickly uploading the slides to your meeting. One way would be to navigate to the document library in the browser, and then Open with Explorer – another would be to simply open the SharePoint site in Windows Explorer, by using the UNC – eg instead of going to http://sharepointemea/sites/love-it/tipoweek, go to the start menu and simply type \\sharepointemea\sites\love-it\tipoweek.That way, you could browse to the document just as if it’s on your hard disk.

If you go back up to the point earlier in this tip, to where you’d add a slide deck from your PC – you could type the \\sharepointemea\sites\etc link into the file dialog and then select the appropriate PPT, or else you could prepare in advance by opening the library using explorer, then re-use the tip from ToW#101on how to copy the full path of a file name to the clipboard, and just paste that into the dialog when it comes time to upload the PPT.

Once you’ve converted to using this approach, you may freely mock anyone who still does it the (admittedly, easier, with one click) old fashioned way of just sharing out their whole desktop to show a single slide deck. Live the dream – upload the slides to the meeting  using Lync!

There’s a really good explanation of some of the other benefits to using the PowerPoint sharing method on this blog.

Tip o’ the Week #110 – Tracking Outlook responses

clip_image001Most of us regular Outlook users are well-versed in the Request/Response model of doing things other than email. Take an appointment in your own calendar: add an invited attendee or two, and you’ve created a meeting. What’s different? The meeting invitations were sent out and the list of attendees is listed and tracked.

If you’re invited to someone else’s meeting, you’ll see options on how to respond, and clip_image002 you’ll be able to look at the scheduling view to see who else is on the list, but you won’t be able to see how they’re responded to the invite (well not entirely). You may be able to see the details in the scheduling view (depending on whether the invited attendees have given you the permission to see their calendars).

clip_image003But if you organised the meeting, you’ll see further options, including the ability to check the tracking status – so you can see who has accepted, declined or just not responded to your meeting request.

If you didn’t organise the meeting, you may be able to open the calendar of the organiser and still be able to see who responded and how. Useful when you’re sitting in a meeting that someone organised, and you want to see who’s still planning to attend.

Unfortunately, when you look at the View Tracking Status tab, you’ll see the responses shown as a table, but unfortunately it’s not possible to sort or filter that list – so quickly picking out everyone who hasn’t responded from a long list of invited people isn’t so easy.

clip_image004Redmond resident Texan Steve Winfield pointed out a simple solution, however – click on Copy Status to Clipboard, and the entire list gets copied to the clipboard – fire up Excel and hit paste, and you’ll be able to quickly sort and filter so you can chase up the non-responders or the folk who declined.

When you’re checking the tracking status of a meeting request, you will go to your calendar, but it’s not the only kind of clip_image006tracking you might need to do.

If you send an email with a read or delivery receipt requested, or are looking for a voting buttons response, you’ll see your original email sitting in Sent Items but with a different icon on the clip_image008message . open the message and you’ll be able to see some tracking capabilities, which differ a little depending on whether you’re looking at delivery or read receipts, or responses to the voting request. Either way, this time, you can only see a static list, with no clipboard shortcut. If you’d like to copy the responses:

· Click on the top one, 

· Press SHIFT-END to select the whole lot

· Press CTRL-C to copy to clipboard

Now, it’s a snap to go into Excel, paste the responses and you’re free to sort & filter as before.