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 #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 #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.

Tip o’ the Week #44 – Making Outlook show only email from external senders

Posted on July 8, 2011 by ewand

This tip came about after one reader asked if there was any way to highlight email, in Outlook, that came from a set of external addresses [in short, it kind-of is, but it’s not so straightforward]. There’s a more universally useful tip lurking beneath, though – how can I hide all the internal stuff/organisational spam that I get sent via email, and show just the mail that came from customers, partners or others from the outside world?

This is a long tip but very worthwhile… One solution here is to use Outlook Search Folders.

These are special folders that can be created in Outlook, which show results of a query across multiple folders – like “show all flagged messages” (anywhere in the mailbox). Super-useful and a topic to return to in a later ToW…

This process will take a few minutes to set up, but it will live forever in your Exchange mailbox (ie you don’t have to repeat all this if you move to another machine).

Step 1 – Let Outlook figure out which emails originated from the outside world

If you’re using Exchange Server, then (generally) any email which comes from the outside world passes through an anti-spam layer which looks for how likely that message is to be “spam”, by analysing not only its content but where it came from – and the message is stamped with a Spam Confidence Level, or SCL. A message with a very high SCL (like 7) is probably going to be dropped on the floor by the filtering process, but emails with an SCL of 4 or 5 might look a bit spammy but could in fact be genuine. So chances are, they’ll get let through but might be dropped into your Junk Items folder. We can use the SCL value to figure out if an email came from the outside or not – internal emails just won’t have an SCL or it will be value of -1, but all external emails will have an SCL of 0 or higher.

So the first thing we need to do is “expose” the SCL to Outlook – you could add it to a standard view if you like, so you could view external emails’ date, sender, size etc, and their likelihood to be spam. This process can be a tad involved but if you follow the steps exactly, it should be fine – you might want to print this message out since it involves fiddling about in various parts of Outlook that will make it less easy to refer to the tip.

OK, here goes…

Save this SCL.CFG file to your PC –it needs to be dropped into a particular folder where a load of other .CFG and .ICO files already exist: it’s the definition for a custom Outlook form that we’ll use to define what the SCL value is. Save it to your desktop or somewhere else you can find it easily, for now.
Now, open up the correct destination for the CFG file – the default locations are …
(open using Windows Explorer, or click below to try to open)

o C:\Program Files\microsoft office\Office14\FORMS\1033\
o or C:\Program Files (x86)\microsoft office\Office14\FORMS\1033\
(it would be the latter if you are running 64-bit Windows – if you try to open/navigate to the first one but the FORMS folder doesn’t exist, try the 2^nd location… and if you know your programs are installed on a drive other than C:, the substitute appropriately)

Move the CFG file from your desktop into the appropriate folder you’ve opened up by docking the newly opened window to the side (press WindowsKey ÿ– Right) and drag/drop it – you’ll need to confirm that you want to provide administrative privileges for this.
Back in Outlook 2010, go to File | Options | Advanced | Custom Forms (button, about 2/3 of the way down the page) | Manage Forms | Install (phew)
Navigate within the dialog to the CFG file you saved in step 1 above, and Open it.
Press OK on the form properties dialog – you should now see the SCL Extension Form listed in the right hand side – now hit Close | OK | OK to return to the main Outlook view.

OK, you could now add SCL to your default view if you really want … otherwise skip to step 2…

In the View tab on the Ribbon, select View Settings then click on the Columns button. In the “Select available columns from…” drop-down box, look right at the bottom, select Forms… then point to Personal Forms in the drop-down list, and you should be able to select SCL Extension Form and add it to the right.
Now, SCL will be available as a column if you select “SCL Extension Form” again, from the “Select available columns…” drop-down; add SCL to the right. If you now return to the standard Outlook view and hover over an external message, you should see something like…

(this example was in Junk Items, incidentally)

Step 2 – Set up a Search Folder to filter out anything that isn’t external

Now that Outlook can see the SCL value, it’s relatively straightforward to set up a suitable Search Folder. To begin, navigate to your Search Folders in the folder tree within Outlook, , right-click and choose New Search Folder (or press CTRL-SHIFT-P).

In the Search Folder dialog that appears, scroll to the very bottom and select “Create a custom Search Folder” then click the Choose button to select the criteria.
Give it a meaningful name (like External Mail since yesterday), then hop to the Advanced tab to set the criteria…
Now you can add multiple sets of criteria if you like, but the main one is to select the SCL Extension Form in the Field drop down, then choose the SCL value and set the condition to be at least 0: this would show all external mail.
You might want to add another one like set the Received field to be on or after “8am yesterday” (if you set that, literally, as the condition, Outlook will figure it out). I’ve also excluded some folders by name in this example – any folder that has Junk or Deleted in its name, won’t show in the list. You’ll find “Received” and “In Folder” fields in the “All Mail Fields” group.
DONE! Now you should see the new search folder, it can be added to your Favourites collection if you like (right click on it, choose Show in Favorites) and if you want to go back in to tweak it further, then simply right-click on it and Customize.

Tip o’ the Week #37 – Quickly create a new task

Posted on June 17, 2011 by ewand

If you’re super-efficient and use Outlook’s tasks functionality a lot, here’s a tip that might help you create a new task in double-quick time.

Obviously, you can create tasks directly from Outlook itself (clicking on the New Items ribbon menu option, by pressing CTRL-N when you’re in the Tasks view itself, or by pressing CTRL-SHIFT-K if you’re anywhere else in Outlook).

If you’re in OneNote, position the cursor next to the action item or other text that you want to make a task from, and either click the giant Tasks flag on the Ribbon, or else use the keyboard shortcuts that are displayed on the menu.

Pretty useful so far, eh?

Well, here’s a final method for creating new Outlook tasks that is accessible from anywhere – if you’re reading a web page or a Word doc, it can help you immediately fire up a new Outlook task without having to navigate into Outlook to do it.

The tip uses a Shortcut for an application – a technology that was introduced with Windows 95 and even has its roots in the old Win3.x “Program Manager”.

The simplest way to create a shortcut is to look at your desktop (WinKey+D will instantly minimise all windows).
Actually you might want to minimise everything, then ALT-TAB back to this email, then
use WindowsKey+LeftArrow to dock it to one side, leaving an area of exposed desktop.

Now, right-click on the desktop and select New -> Shortcut then start typing in \Program Files\Microsoft Office\Office14\Outlook.exe (you’ll see as you type, that the full names of each directory get auto-completed for you, so you could just use the up/down keys to select the right one, and by pressing “\” again, you’ll be able to carry on typing the name of the next folder…).

Once you’ve got OUTLOOK.EXE, hit Next, then give the shortcut a meaningful name (like New Task). Now, right-click on the shortcut, change the icon if you like (to be less generic Outlook and more Task-oriented), and add /c ipm.task to the end of the command line. This tells Outlook that you want to start directly in a new item window – you could later create other shortcuts with other types if you like (ipm.note for email, ipm.contact, ipm.appointment, ipm.stickynotes etc…).

Now click on the “Shortcut Key” box in the properties dialog and press whatever combination of shortcut keys you can remember: CTRL-ALT-T might be a good place to start. Press OK to finish, and Robert’s your father’s brother. Now press that key combo from anywhere and it should fire up a new Task window to the fore.

Other Outlook command line switches are available… if you’re feeling brave.

Tip o’ the Week #36 – Using bookmarks in long emails

Posted on June 10, 2011 by ewand

“The most valuable of all talents is that of never using two words when one will do.” ~Thomas Jefferson

Brevity. That’s one, important, word.
Better to write a short, thorough email, than to overwhelm with info no-one will ever read (something a few folks in Redmond have yet to appreciate, perhaps). As Blaise Pascal noted, it takes longer to create a short letter than to write a long one.

If, however, you find you do need to write lenghty emails, especially ones with lots of information, you might find it worthwhile looking into Bookmarks. Just like in long documents in Word, it’s possible to create reference points within an email, then provide links to jump directly to those places.

Start by selecting a place in your email you want to bookmark (by selecting a piece of text, or just putting the cursor in the approprite place)
Now, on the Insert tab in the Ribbon, Look in Links | Bookmark
Type a name for the bookmark you want to add, then press “Add” (note – if you already have existing bookmarks and you just hit Add, it will actually replace the one you currently have selected … not ideal but worth keeping an eye on when you’re adding 2^nd, 3^rd etc bookmarks)
When you’ve finished adding the bookmarks to places in the document, you can link to them and the reader will jump straight there – you may want to add a list of headines at the top, or a line of short links such as…

brevity | join & leave | history

Simply select the text you want to link from, go to Insert | Hyperlink and instead of linking to a URL, choose the “Place in this Document” option, then pick the appropriate bookmark.

Tip o’ the Week #30 – Sending emails from the past

Posted on May 27, 2011 by ewand

Following on from ToW #9, regarding delaying sending email, this week’s episode was asked for by another reader, since he eagle-eyed-ly spotted that the email was send on one date but didn’t arrive in his inbox until a week later.

Aha! Now, it’s possible in Outlook to set that a message should not be delivered until a specific time but there are two distinct behaviours to this function.

Nowadays (since Outlook 2003, in fact), the default behaviour of Outlook is to be in “cached mode” – ie. mostly everything you do within Outlook happens to a cached copy of your Exchange mailbox, meaning the performance of Outlook in not dependent on the availability or speed of network access to the Exchange server.

In most cases, this is a great solution, however one downside is that that “Outbox” folder where email is held before being sent, doesn’t synchronise with the server, and is unique to the Outlook cached mode “profile” – so if you choose to send email at a later time and you’re in cached mode, it will only be sent if your PC is online.

The 2^nd behaviour is if you’re using Outlook in “online mode” where the Outbox is a special folder that lives on the server, and mail sitting in it will be processed by the Exchange server at the appropriate time, regardless of whether you’ve got a client PC online or not.

If you need to regularly send mail at a time when you’re offline, the trick is to set up a second Outlook profile and use to actually do the sending… prepare in advance, hit send, and then amaze your colleagues by not only sending mail through a time vortex, but at a time when you’re known to be in the air/on a beach/asleep etc.

To set up a 2^nd Profile

Go into the Mail application in Control panel (you’ll see it if you just type “Mail” at the start menu in Windows 7), and choose Show Profiles.
Click “Add”, give your new profile a meaningful name (like “Online mode”) then enter you name, email address and domain password (assuming you’re on Outlook 2007 or 2010, this info will be enough to “Auto Discover” where your server is) to the profile wizard…
After the wizard has found your server and says the account is configured, tick the “Manually configure server settings” box in the bottom left, then click next.
On the following screen, clear the checkbox that says “Use Cached Exchange Mode” then hit Finish.

Et voila! The only challenge now is, how to get Outlook to actually use this profile?

Back at the Mail configuration applet, you can choose to have Outlook prompt you for which profile to use every time it starts, and set which one will appear by default – in this case “Outlook” is the standard profile in Cached Mode, and a simple hit of the enter key will select that option when Outlook starts up.

If this is a once-in-a-blue-moon requirement, you could simply leave the setting to always use the Cached Mode profile, and then when you want to go into Online Mode, simply close Outlook, go into Control Panel, change this setting to prompt you, then start Outlook again (and maybe reverse that procedure when you’re finished)

Now when you start Outlook up in “online” mode, you might see that it’s a bit more sluggish, since everything you do (open an email, open an attachment in an already-opened-email, sort a folder etc) requires that the client and the server send potentially large amounts of data back & forth. So it’s best to limit your “online” mode bit to as short as possible. You may notice that the status bar now says “Online with…” rather than “Connected to Microsoft Exchange”.

Sending mail from the past

The best way to do this is to draft the email you want to send when you’re in Cached Mode, and make sure a copy of it is in your Drafts folder.

Close Outlook down*
Restart, then select the online profile
open the email in question from your Drafts folder
change the “Do not deliver before” option in the ribbon’s Option tab | Delay Delivery
hit send, and watch the email stay in the Outbox … now you can close Outlook down.

You won’t see the pending email in your Outbox when you return to cached mode, since that Outbox folder is coming from your PC and not the server. You will see the email sitting in the Outbox folder if you log in again using Outlook & the Online profile.

*on closing Outlook, you may need to close other applications that use Outlook, or wait a little for all the addins that Outlook could be running (like GSX), to shut down – if when attempting to start Outlook in online mode, and you don’t get prompted for a profile as you might be expecting, that means Outlook is still running.

If this happens, try closing Outlook again and check in Task Manager to make sure OUTLOOK.EXE isn’t still there. Top tip for getting Task Manager running quickly, even if Windows Explorer has hung… CTRL+SHIFT+ESC. There you go, multiple tips for the price of one…

Tip o’ the Week #29 – Filtering email to reduce the noise

Posted on May 20, 2011 by ewand

Anyone who gets lots of email will appreciate the importance of Outlook rules. Most rules run on the Exchange server, but some (like rules which move messages to a PST folder on your PC) will run client-side.

In Outlook 2010, the Rules settings are available from the File menu (or Backstage).

Over the last few versions, Outlook has made it easier to create rules – if you right-click on an email, you can now create rules to move email sent by the orginator or mail sent to the destination (such as a Distribution List). This can help you filter out the noisier DL’s (like Ltd Social) into a sub folder so they don’t clutter up your inbox.

If it’s Not Direct to Me -> take it away for now
This tip might take a few minutes to set up – you’d be well advised to print this message out, since you might not be able to refer back to it whilst you’re editing your rules.

A great use of Rules is to filter out any email which isn’t sent directly to you, or isn’t handled by another rule to move it to a specific place. Does that sound confusiing? If so, the logic is:
If <this new email> is sent to a DL that I want to move to a specific folder, then

Move it to the folder, and stop doing anything more with it.

Otherwise,

Move the email to the “not direct to me” folder
unless it’s sent directly to me or to a DL (in which case leave it alone, in my Inbox)

The key part here is the “Stop processing more rules” action within the Outlook rules wizard. After you’ve created the rule (through the one-click option above, perhaps), you can go back in and edit it, adding other actions or conditions. On the same part of the wizard that says to move the message to a folder, you can also stipulate that Outlook stops doing anything further with that message after it gets moved (otherwise, it could be moved to one place, then moved again to a different one).

If you arrange your rules so that each “move to a folder” type rule also stops processing any more (indicated in the rules list by the hammer/spanner icon on the right), then set the final rule in the list to be the one that dictates whether a message will stay in your inbox, or whether it gets moved to one other folder.

This way, you can keep the most important emails coming into your inbox, and the “FYI” type DLs that aren’t noisy enough to earn their own sub-folder, will all get swept up into one place.

Happy rule tweaking!

Tip o’ the Week #26 – multiple time zones in Outlook Calendar

Posted on May 6, 2011 by ewand

Sometimes you need to create appointments that will make sense when you’re in a different time zone – it helps to use Outlook, Exchange and its phone integration to put relevant stuff in the calendar, so you can make sure you’re in the right place and at the right time.

Now there are a couple of ways to make Outlook more timezone-friendly – if you right-click on the time bar to the left of the calendar detail, then a fly-out menu will let you Change Time Zone. An alternative, can be found in the “Time Scale” option on the View tab when looking at the Calendar. As with many things, there are several ways to skin the proverbial cat…

If you choose to change the time zone, Outlook displays its options dialog, which lets you select the current time zone (and also sets the whole PC into that time zone so you needn’t change the PC clock separately), but helpfully also lets you display a second zone, and give both a label so you can see which is which…

If you edit an appointment, it’s also possible to show multiple time zones, and to set the destination time zone for an appointment to take place. In other words, if I’m arranging to meet someone at 7pm in Washington DC, I don’t need to manually figure out what time that is in the UK, I just set the time zone of the appointment to be Eastern Daylight Time.

As it happens, Outlook always converts an appointment back to “UTC”* – what we still know as GMT in the UK, is actually the base for all appointments, and then a time offset is applied depending on whether the time zone(s) in question have Daylight Saving Time in effect, etc. So an appointment is never 7pm in Washington DC, it’s actually at 00:00 then -5 is offset, since their time zone is UTC-5.

It’s even possible to have an appointment which starts and finishes in a different time zone. The only example I can think of this is a flight, but there may be others. Suggestions on a postcard please…

* UTC doesn’t actually stand for anything – the ITU standards body wanted a single worldwide abbreviation; English speakers wanted “Coordinated Universal Time” or CUT. French speakers wanted “temps universel coordonné” or TUC. Unable to separate the two factions, they compromised and chose UTC.

Tip o’ the Week #23: Viewing Excel sheets side by side

Posted on April 1, 2011 by ewand

Toni Kent from Microsoft UK’s partner group once again provides the inspiration for this week’s tip.

Everyone loves the side-by-side windows feature of Windows 7, where you can dock windows to the sides of your monitor by dragging them (or pressing ÿ+? or ÿ+?). But sometimes it doesn’t appear to work if you have several documents open, and want to compare them side by side, particularly if they are spreadsheets.

It’s all to do with how applications open multiple windows. Microsoft Word, for example, opens each document in a separate instance of Word, so if you have two docs open, it’s a snap to show them side/side. Excel, by contrast, prefers to open each new worksheet within a single “Excel” application.

So, whilst Windows 7 will show previews of multiple windows, they’re actually just multiple documents opened within Excel.

If you want to see Excel windows side by side, try going into the View menu in Excel, and click on the View Side by Side option on the Ribbon, then choose which of the additional open worksheets you’d like to compare the current one with.

There’s also the option in Excel to “tile” open worksheet windows, so you could have more than 2 arranged side by side or one above the other.

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