Tag: Productivity

Tip o’ the Week #239 – OneNote templates

Posted on by ewand

clip_image002As 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 clip_image004OneNote 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.

clip_image006Frankly, 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 “Saveclip_image008 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-clip_image010section 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 #233 – When I’m moving windows

Posted on by ewand

clip_image002As the nights are already drawing in, UK domestic interest in international football has long waned to background tolerance (apart from tabloid cannibal fever), massive new TV sales and beer supply forecasts drop to any normal summer level, we must amuse ourselves in other pursuits. Maybe, perusing old Tips o’ the Week could be one of them?

ATS Andrew Warriner commented in email, that he sees lots of people struggling to move windows around when projecting during meetings (dragging between the two screens being offered in an extended display). Well, it’s a topic ToW has covered in part before, but it’s always good for a refresher.

If you only have one screen in front of you, try pressing WindowsKey + LEFT or RIGHT arrow to snap your current window to the left or right side of the screen (or unsnap it back to normal). WindowsKey + UP or DOWN will maximise, restore or minimise the current clip_image002window.

When you’re working on multiple screens (the default when you plug in a 2nd monitor or projector), just press WindowsKey + SHIFT + LEFT or RIGHT to switch the current window between your PC screen and the projected one.

Displaying an Excel spreadsheet in a window that you’d like to show off? Try Wnd+SHIFT+LEFT immediately followed by Wnd+UP, and you’ll not only have flicked the window to the big screen, you’ll have maximised it too, all in a matter of half a second. A Productivity Superhero you shall become, hmmm.

Andrew also suggested that you might want to switch off the taskbar showing in the 2nd screen, by right-clicking on the Taskbar, choosing Properties and switching off the “Show taskbar on all displays” check box.

More shortcut fun can be found here, and here.

Tip o’ the Week #231 – Linking LinkedIn and Outlook, look!

Posted on by ewand

LinkedIn has been going for over 11 years and has resurged in user base and usefulness after seemingly getting really popular initially, and then fading a bit (remember Friends Reunited, anyone? – somebody should come up with FiendsReunited.com, though there are many such strange things already on the internet).

LinkedIn has so many uses if you’re looking for details of someone you’re due to meet – maybe you’ll spot a common interest or people you both know, that can help build rapport during the first meeting. It’s even useful to get an idea of what the person looks like, with only a small proportion of idiots on LinkedIn putting pictures of their baby/dog/car/bike/etc as their profile picture. If only the same could be said of the internally-published Outlook Contact Card pictures…

ToW #192 covered LinkedIn a little but it’s worth revisiting the really slick integration to Outlook, as it’s not enabled by default and since most of the ToW readers will be on LinkedIn, it’s worth setting it up. Especially useful when you get LinkedIn requests from colleagues – maybe a sign that they’re soon-to-be-ex-colleagues, so it’s worth having their details easily to hand should you need to keep in touch with them in future.

When you have the Outlook Social Connector set up with LinkedIn (it’s built into Outlook 2013 so you don’t need to go and download anything – older versions can get it from http://linkedin.com/outlook), then Outlook will download useful info for you when it recognises someone’s email address on the LI network. Here’s an example before it’s configured – click on the arrow to the right to expand the People Pane for more information. You may even get a notification at this point that LinkedIn is enabled but you need your password to continue.

Assuming it isn’t enabled yet, the next step is to go into the View tab, look under People Pane and check Account Settings. Tick the LinkedIn box if it’s not already configured, provide your credentials and bingo.

Once you’ve enabled the connector and assuming it’s going to allow download of photos and other info, then Outlook will create a new Contacts group in the People section (CTRL-3, remember?) and it’ll cache elements of your network’s contacts therein.

Without even restarting Outlook, you’ll see the same emails as before will have more details about external recipients – clip_image008just hover over the person’s mugshot and you’ll see their details, and click on the down arrow within the contact summary to view their other information – such as phone number, if they’ve published that in LinkedIn and are allowing their network to see it.

LinkedIn may be the best business social network / recruiting shop window site out there, but don’t hold out much hope for LinkedIn: The Movie.

Tip o’ the Week #223 – Clear your inbox

Posted on by ewand

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Some people live a disciplined existence and manage to keep a very tidy desk, their to-do list at the end of each day is empty, and their inbox is clean. Many others aspire to be so organised but either convince themselves that they’re too busy to tidy everything up, or they try hard but just don’t quite manage to make it. History loves a tryer.

Well, this week’s tip covers an awesome add-in to Outlook which could make the difference between finishing your week with a clean slate and a happy mood, or working in the evenings to clear your backlog. What price that peace of mind?

That is a salient question since ClearContext Professional provides some really powerful tools to help get your mailbox and task list under control, but it does cost a reasonable sum to do so. Try it for 30 days, free, first…

clip_image004When you first install the addin, it will set up some new menu options on the MESSAGE tab in the main Outlook Window, and also adds a new ClearContext tab with additional functionality. At a simple level, ClearContext gives you a quick ability to move individual messages and threads to any folder – it will show the last few folders you’ve filed into. If the mail is part of a thread you’ve already done some filing on before then you’ll see the destination for those other messages, and you can start typing the name of a folder to see a list that can quickly be selected from. So much easier than dragging & dropping, expanding out hierarchies etc.

If you’re into the GTD methodology, then ClearContext can help implement that easily given its “project”-oriented view of things. A Dashboard side panel lets you see an overview of your filing, set up auto-filing rules, and a whole lot more.

There’s a very cool Email Stats view that will show you information such as how many emails you send and receive each day, and how long it takes you to respond to them on average.

clip_image005(I’m not going to show you a screen shot as I’m too ashamed of the results – here’s a library picture instead… ->)

How much do YOU think this advanced productivity environment is worth? $500? $1000? Even more??? NO!
Ask BrianV …

As mentioned earlier, there is a cost to ClearContext – normally $89.95 for ClearContext Professional, or $99.95 for the “Master Your Now” edition, which comes pre-populated with a bunch of rules to implement another methodology, this time specifically developed for Outlook by Michael Linenberger, called Total Workday Control. Find out more about TWC & MYN here.

Is your effectiveness at work and resulting happiness at home worth £60/$90 of your hard-earned dough?

You can try CC out for 30 days free of charge and decide if you’re willing to part with the readies to keep on top of your mountain of mail. If you decide you’d like to invest, then… ClearContext have kindly offered a $15 discount to loyal Tip o’ the Week readers, here, so you can clear your inbox for only £50/$75 instead. Valid until the end of May 2014. What a bargain!

Tip o’ the Week #212 – Filing and piling of email

Posted on by ewand

clip_image002The 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.

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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.

clip_image006Another 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.

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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

Posted on by ewand

clip_image002Anyone 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.

clip_image001Enter 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 clip_image003 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 #200 – Top Ten Greatest Hits

Posted on by ewand

clip_image001If I was to ever write a style guide for these Tip o’ the Week emails, it would say to never use the first person, and to maintain a degree of relatively irreverent humour that hopefully makes it easy to read and not get in the way of the content. When I was thinking about what to write for the ToW #200, a few areas were considered…

Rob Fraser suggested some intriguing but frankly unprintable ideas.

I considered writing an off-piste article such as “How to wash your car properly”, or “How to cook the perfect fillet steak”, amusingly the most popular (by a factor of x10) old post on my blog.

All old externally-relevant ToWs end up on the blog, so if you want to send this stuff to your customer then by all means forward the emails, or just point them at the blog.

But no. After thinking about 4 years’ worth of Tips o’ the Week, some of which are now superseded by new product releases or defunct intranet or external web sites, I decided to showcase my favourite ten, presented here in no particular order. Some are a little out of date now (eg the steps to follow changed due to a new release) but the core principle still holds up and is easy enough to figure out.

#1 – Hide Outlook New Mail Notification. In Outlook clip_image0032013, go into File | Options | Mail and look for the Message arrival section. Switch off particularly the Desktop Alert and the sound – you don’t need to know you have a new mail, and it’ll still be there next time you go to look.

#45 – Focus! Silence the interruptions! Featured a brilliant application which puts Outlook into offline mode and Lync into Do Not Disturb, for a period of time… to let you do your day job without interruption. Sadly not available externally, but you should check out the principle of the Pomodoro technique for time management.

#19 ­–­ Navigating multi-sheet Excel workbooks. Particularly useful when you’re using Multi-monitor setups (a scenario first covered in ToW #39, and updated for Win8.x in ToW #115).

#101 – Finding files for dialogs. The Copy As Path method of clicking on a file somewhere and adding its full file name and path to the clipboard is such a useful tip, it saves me practically several minutes every week. Hey, every second counts.

#71 – Formatting tips for Office apps. Introducing the “Magic Office Key no-one knows about”, F4. Not useful very often, maybe, but when you do need it, you’ll be singing praises to the Office product group.

#5 – Contact number formatting. Install this little utility into Outlook and it will live forever in your mailbox, so never needs to be re-installed. Run it to sweep your Contacts folder for number formatted 0118 etc and it will tidy them up as +44118 etc, so you can click to dial from Lync. It’s UK specific but easy enough to modify for other country codes if you’ve got any VBScript coding skills in you.

#175 – a ‘tastic OneNote add-in. The great OneNote addin “OneCalendar” has featured in a couple of ToWs, it’s so good. This is the latest incarnation, either as a standalone addin or as part of the OneTastic suite.

#102 – When did someone really put something in their calendar? I really wondered whether to “out” this technique for sneaking a look at another user’s calendar, to see how long ago they created a meeting that they are now saying conflicts with the thing you’ve already invited them to.

#105 – Productivity? Learn to type! By far the best thing you can do to increase your productivity, is to learn how to use your keyboard properly. That’s all.

#125 – Ban the Mail Bomb. Another internal-only Tip, aiming to Stop Reply-all madness. It doesn’t just affect Microsoft, though. Me too!
You could employ the great and simple addin to Outlook courtesy of Microsoft Research, which disables the Reply All functionality from any subsequent emails, without having to rely on Rights Management. See here for a description, and here to install.

Hopefully these may be a useful refresher for regulars or a new discovery for recent additions to the ToW list. Here’s looking forward to the next 200 tips – remember, keep the ideas and the feedback coming! Thanks,

Ewan

Tip o’ the Week #199 – Checking your home network speed

Posted on by ewand

As winter bites, as roadworks cause pandemonium, there may be a trend for staff to work at home more. Microsofties all know Lync powers the ability to effectively work and be contactable when you’re sitting in your shreddies in your home office.

If you have a less than perfect broadband connection, though, Lync may be a cause of frustration as it reverts to warning of a “pretty bad” connection, and remote clip_image001participants might complain about not being able to hear you, even if you can more-or-less hear them.

This is a symptom of a poor internet connection at home – very likely nothing to do with whether you’re on WIFI or wired, as the connection to the internet is likely the bottleneck in both cases. If in any doubt, there are a few tests you can run to see if your network is under pressure, and maybe even figure out why.

Test, test and test again

It’s always difficult to get an accurate idea of your own broadband speed – it’s quite variable so from one minute to the next, you can get wildly different results. If there is a bottleneck, it could be anywhere between you and the resource you’re trying to connect to – and any *** in the chain could be causing the issue.

clip_image003Speedtest.net is a popular site for testing your connection  speed over a minute or two (making sure you don’t click on any of the adverts to speed up your PC, clean the Registry, install Google Chrome etc).

It will first test your “PING” (the time in milliseconds it takes to send a request and get a response, ideally in single or low double figures), then tries a download followed by a short upload test. Typical ADSL speeds could be 2-6mbps (megabits/sec, so 6mbps would equate to 0.75 Mb per second) download, and a few hundred kbps upload (kilobits/sec, so a 250kbps rating equates to only 31.25 Kb per second). Fancy-pants cable or fibre broadband types need not worry – generally – clip_image005though sometimes may see varying spikes and troughs in the connection fidelity. The very rural who insist on living miles from the nearest telephone exchange may be stuck with 1mbps down though your upload speed may still be in the few hundred kbps.

If you imagine being on a Lync call, the upload speed is the bottleneck to decent quality – where you might be made sound like a fast/slow/quick-quick/slow Dalek to other participants if  you have too low bandwidth, or too high latency, or PING results (a symptom of the latency in the network being too high to effectively support real-time communications such as a voice call or an Xbox Live game).

To find out what your theoretical maximum speeds should be, you might be able to check in the configuration of your router, or else (assuming you’re on BT provided broadband), try using the BT Wholesale Speed Tester. Run the first test, then click on Further Diagnostics, provide your landline phone number and you’ll get more info.

clip_image007Pingtest.net needs Java (oooh, how quaint) installed on your PC to get the most out of it, but still kinda-works without it. It will test the quality of your connection (as opposed to the speed of it) and can be a useful barometer of troubles elsewhere. One issue that can cause very high reported latency could be that your connection is being maxed out by something else – kids in the house streaming movies, downloading large files etc.

Uploads can kill the capacity of your connection, however – if you’re uploading files to a SharePoint site over DirectAccess, for example, you’ll see a drop in perceived download speed too and your reported latency will likely shoot up.

clip_image009There’s a nice utility called WinMTR which can be used to track the latency between you and the internet (or in fact, of your broadband supplier’s network – who knows, maybe the problem is upstream and in the telephone exchange?). Drop in a URL or IP address and you’ll get the equivalent of a TRACERT performed repeatedly, showing average, best & worst response times for each hop between you and the eventual resource – if you’re seeing averages that are reasonable but the odd very high spike, then you’ve got a problem.

What’s causing the bottleneck?

If you’ve managed to rule out errant family members as possible causes of your poor connection, it’s worth checking your own PC before chewing out the broadband supplier – you never know, it could be a background process on your own machine that’s doing the damage.

With Windows 8.1 and the deep SkyDrive integration, as well as SkyDrive Pro and the ability to take files offline with SharePoint 2013, it’s quite possible that your own PC is busy uploading Gbs worth of content back to the office, all the time hammering your home network uplink, and causing massive latency for Lync and other applications. To perform a quick check on what is using the network on your machine, then Resource Monitor is your friend.

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To start the tool, go to Task Manager (right click on the Taskbar and choose Task Manager, or else press CTRL-SHIFT-ESC, a simple three-finger gesture all along the left on your keyboard). Once in Task Manager, you can get some basic info on what’s hogging your machine’s resources, both now and (for Modern Apps) historically, and you can also see some pretty detailed stats on how the machine is performing all-up.

In the Performance tab, there’s an Open Resource Monitor button. If you know you want to go straight there, clip_image013you could just type resmon at the Start menu to jump straight to the app.

clip_image015Once you have the Resource Monitor up and running, a simple check is to look in the Network tab – click to sort by Send B/sec and you can see if something is bogging down the machine’s performance trhough upload…

If you tick one of the check boxes next to a particular process, you’ll see (under Network Activity, TCP Connections and Listening Ports) what activity that particular application is doing. Watch out for GROOVE.EXE and SKYDRIVE.EXE as potential file synchronisation clip_image017villains…

You could try right-clicking on the SkyDrive Pro applet in the system tray, and choose to Pause syncing. That’s GROOVE taken care of (you thought you’d seen the last of that application? Think again…). If you’ve other processes causing problems, try right-clicking on the process name and Search Online to find out what it might be, and get you one step closer to figuring out how to return normality.

Tip o’ the Week #198 – 22 minute meetings

Posted on by ewand

clip_image002Hot on the heels of last week’s “How 2 rite English proper” tip, and the previous extensive Outlook appointment duration code-a-thon, here comes a simple yet entertainingly effective idea to think about whilst you’re digesting all the over-indulgence of the Christmas period (Merry Christmas, by the way) – if you need to meet in person, why not hold shorter, more engaged and more effective meetings?

clip_image003OneNote program manager Nicole Steinbok delivered an award-winning internal Microsoft presentation, blaming inefficient meetings (in part) on the 30-minute blocks that Outlook defaults to.

Apart from the usual stuff like starting on time, having an agenda, etc etc, there are some great bits of advice for having better meetings – some which everyone knows but nobody follows…

· Stay standing up

· Close all laptops

· Silence all phones

One director in MS UK had a Lync status message, “I try not to IM in meetings, preferring to focus on the people in the room – if really urgent please do text me”.

Perhaps not as fundamentalist a stance as the 22 Minute Meeting method, but definitely a step further in the right direction than most people take.

Proud Canadian Nicole also spoke at an external event called Ignite – improving productivity 5 minutes at a time. It’s well worth watching both this and the internal one.

For more info, there’s a Facebook group now, at http://22minutemeeting.info/.

Tip o’ the Week #197 – When to use apostrophe’s

Posted on by ewand

Grammar and punctuation fundamentalists (the Basterds!) will almost certainly have read Lynn Truss’ (or should clip_image001that be Truss’s… discuss…) seminal book on why punctuation is so important.

The title highlights the difference adding simple punctuation makes to a term said of a Giant Panda, that it “eats shoots & leaves”. Add a comma after the first word, and the same bear becomes a postprandial, gun-toting evacuee.

Misuse of most punctuation doesn’t have quite the same dramatic effect, but it may signal (to some people, at least) a lack of attention to detail, therefore invites ridicule. None more so than using the prolific Grocer’s Apostrophe.

Kingsley Amis, on being challenged to produce a sentence whose meaning depended on a possessive apostrophe, came up with:

  • Those things over there are my husband’s.
    (Those things over there belong to my husband.)
  • Those things over there are my husbands’.
    (Those things over there belong to several husbands of mine.)
  • Those things over there are my husbands.
    (I’m married to those men over there.)

There’s a simple rule when wondering whether you need to add an apostrophe or not – if in any doubt, just leave it out. Jess Meats circulated a now-dead website a while ago – www.canipluralizethatwithanapostrophe.com. Visiting the site displayed a blank page carrying just the word NO. In 96pt Arial Bold.

If you’re not really sure of the rules or if you find you forget them a bit too easily, check out The Oatmeal’s brilliant graphical guide for when to – and perhaps more importantly, when not to – use an apostrophe. There are other wordsmithery wonders too – how to use a semicolon, some words you need to stop misspelling, who vs whom and more. Genius. And really, really funny too.

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