Many moons ago, Outlook search was a laborious process – you’d enter a word and Outlook would chunter through every message in turn to see if your desired text was contained within. In the days when you a few emails, that was fine, but when you have many thousands of messages, it’s not viable.
15 years ago, Microsoft bought a company that made an add-in called LookOut and since then, deep search capabilities have been added in a variety of ways, now provided through the Windows Search service.
A feature that was added into both Outlook is the “Top Results” section in search results – essentially providing what the search engine returns as the most relevant content, rather than necessarily the most recent.
How useful this is might depend on how and when you use Outlook search – if you’re looking for a way to return very specific results, it might be more of a distraction than a help (ie if you’re a natural piler, you might use Search as a normal way of retrieving stuff rather than an occasional tool for finding something in particular).
Should you find the Top Results section annoying and/or distracting, it can be easily disabled by going into Search Options within the Search tab on Outlook’s ribbon, and clear the “most relevant search results” option.
Do so, and normalcy returns.
Top Results also appears in Outlook Web App (outlook.office.com), in the consumer Outlook.com and in Windows Mail – and it doesn’t appear that you can disable it: much to some users’ chagrin. Turn to Uservoice or Feedback Hub if you feel similarly.
To get more out of Search in the desktop Outlook app, it’s worth understanding how to be more specific – even using just a few keywords will help you narrow the results. Search for from:bob, for example, and all results will be mails that originated from someone who had “bob” in their display name. Narrow the search even more by adding terms like sent:yesterday, about:pricing or messagesize:enormous as well.
You can use various tools in the Search bar to filter your results, too – it might even be quicker clicking the big paperclip than typing hasattachments:yes. To discover more search terms, click the + More option in the search bar and have a play.
A previously-announced capability of OneDrive has been widely rolling out – the Personal Vault. This is a special area of your OneDrive Personal storage which is invisible until you choose to unlock it, using a second strong factor of authentication (such as 2FA and the Microsoft Authenticator mobile app). On a mobile device, you can use a PIN, fingerprint or facial recognition to provide the additional identity verification.
When you unlock the Personal Vault from the OneDrive app on your PC (eg. right-click on OneDrive’s white cloud icon in your system tray), it appears as a special folder under the root of your personal OneDrive folder list, on PCs where your OneDrive content is synchronised.
Browsing in your OneDrive data folder, you may need to enable Hidden Items in the View tab to even see it.
You can treat it like any other folder, adding files and other folders that are particularly sensitive – scans of important but infrequently-accessed documents like passports, driving licenses and so on.
Why infrequently accessed, you may ask?
When the PV is visible, it will re-lock after 20 minutes of inactivity (or can be locked manually) and would need another 2-factor authentication method to unlock it again (text message, phone-app approval etc). On the PC, when the PV is locked, the “Personal Vault” folder (and therefore everything under it) is completely hidden and therefore any files within it do not exist as far as Windows is concerned.
In fact, the PV isn’t just a hidden folder – it’s treated by Windows as another physical volume that is mounted on the PC for the duration of it being unlocked; a Junction is then created so it can be accessed as if it’s part of your OneDrive data folder. When the PV is locked again, the volume is dismounted and the junction disappears, so there is no way to access the data using the normal file system.
If you had a file in your now-locked PV that you tried to access from the most-recently-used files list in either Windows itself or within an app, you’ll get a jarring “file does not exist” type error rather than a prompt to unlock the PV and the file within.
Maybe apps will in time come to know that a file is in PV, and prompt the user to unlock before opening?
Then again, security through obscurity (the most sophisticated form of protection, right?) might be a good thing here; when the PV is locked, there is no such folder therefore no apps can get access to it without the user taking specific and separate action to unlock it first. Not being seen is indeed a useful tactic.
Unlike in the PC scenario, the PV folder is always shown and indicates if it’s open or locked based on the icon.
The Web UI offers other help and advice about how to use the Personal Vault effectively.
OneDrive on PC – Setup error 0x8031002c
To work around this and get up and running, try:
If you’ve ever used PowerPoint to present to a group of people, you’ll be familiar with the Slide Show menu to some degree; unless you’re the annoying would-be presenter merely mirroring your primary screen and flicking through their slides without going into the full-screen slide show mode.
When they do it properly, you’ll often see presenters kick off by fishing about with their mouse to click on the little slide-show icon in the toolbar on the bottom. It’s usually quicker to just hit F5 to start, or Shift+F5 to start from the currently-selected slide.
Unfortunately, it’s still pretty common to then see the speaker be surprised because the config of their displays isn’t what they expect – especially the case if they’re sharing their screen on a online meeting, but their laptop is also connected to more than one monitor.
PowerPoint will typically be set up to use Presenter View by default, and the screen that’s being shared will be showing the speaker notes / next slides etc, while the full-screen content is being displayed on the 2nd monitor that isn’t being shared.
To the right of the Monitor setup for presenter view, you may also see an intriguing option that has been added to PowerPoint – automatic subtitling, and translation too. It’s part of the ongoing Office 365 servicing that brings updates on a regular basis.
Choose the language you’d like to display, the location of the subtitles and when you start presenting, the machine will listen to every word you say and will either display what it thinks you’ve said in your own language, or it can use an online service to translate to subtitles in over 60 languages.
There’s an older add-in which achieves much the same thing, if you’re not using O365 – see here for more info. The Presentation Translator addin also allows the audience to follow along and even interact with the presenter using the Microsoft Translator app on their phone.
Windows has a closed captioning setting page that applies to other apps that support it, too, if you’d like to show subtitles on video that has the content already defined.
Closed Captioning is legislated by several countries, for traditionally-broadcast media as well as online video.
You may also want to add captions to videos that you plan to embed – more, here.
Another milestone in Tip o’ the Week – 500 weeks. A bit more than 5 million minutes. A judicial sentence that would have meant a very serious crime. 500 weeks ago, Jay-Z and Alicia had an Empire State of Mind atop the US chart. Some months later, Newport State of Mind was a viral hit.
On days like these, it’s easy to reflect on previous glories and favourite moments. Brits of a certain age, start playing that TOTP chart rundown tune (without getting distracted by YouTube clips of what was actually in the charts back in the day – some of it was undoubtedly great, some just bad noise)… and get ready for probably the 5 best Tips of the Week since the whole sorry enterprise started nearly 10 years ago…
Horizontal lines – this one is incredibly handy when you’re formatting an email or document and need to demarcate a section of content. Simply type three (or more) dashes “—” and press enter. Bingo, thank Autocorrect for that piece of magic. First seen all the way back in Tip o’ the Week #16: All wiyht. Rho sritched mg kegtops awound?
OneCalendar / OneTastic – a fabulous addin to the pensioned-off OneNote 2016 (and its predecessors), the OneCalendar function shows you a calendar view of note pages, arranged by when you edited them. It’s brilliant if you use multiple notebooks, and you want to recall something you knew you did on a particular day (like the previous week’s regular call). OneCalendar spawned OneTastic, a suite of other useful addins and macros for OneNote.
Sadly, neither feature in the new, Modern app OneNote (which you can start with Win+R, onenote-cmd: <enter> if you recall ToW 445). Though the modern app version is getting better all the time, it doesn’t have the same kind of addin architecture so OneCalendar/OneTastic is relegated to the legacy version. Still you can take notes in the new OneNote and as long as you have the same notebooks configured within the old one, then you can use either OneCalendar standalone or activate it by launching the old OneNote, just for searching your notes.
Actually, as ToW 393 covered, searching in old OneNote is better, anyway. ALT-O – who knew?
OneCalendar was first discussed back in Tip o’ the Week #98 – OneNote calendar front-end
Copy as Path – a well-hidden but most useful Explorer trick that is of particular use when you’re fishing around for files to then add into another application; sharing, sending, uploading, that kind of thing. Within Windows Explorer, right-click on the file in question whilst also pressing SHIFT, and you’ll see Copy as path, which plonks the full path and filename of the file onto the clipboard, making it a snatch to reference it within the other application.
Originally uncovered in Tip o’ the Week #101 – Finding files for dialogs
WindowsKey + V – a fairly new entrant to this chart, a feature that arrived with the October 2018 update to Windows 10, and was redesigned a little in May 2019: it shows you the clipboard history, so you can recall URLs, screen grabs etc that you might have copied a few steps ago. Hugely useful once you remember it’s there, once you’ve enabled it. See more in Windows help. First look was in Tip o’ the Week 482 – Paste History
404 – not so much of a tip, as a practical joke played in email. It doesn’t work quite the same in the browser, but you’ll get the idea. Also has some of the best tangential links to random content.
Guess what? It was in Tip o’ the Week 404 – [%subject%] not found %&
Thanks to all the regular readers who provide feedback, ideas and encouragement!
Will anyone still be here for ToW1000?
Cortana was supposed to be the differentiator for Windows Phone. 5 years ago, before Alexa had wormed her way into kitchens of millions of people and forced Google to respond with their range of devices, Siri and Cortana were the assistants in town. When Windows Phone carked it, Cortana transferred her attention to Windows 10, though there have been a few redesigns after feedback from users, such as preferring to have the search dialog shorn of Cortana-ness.
In latest news, rumours have surfaced of some kind of Microsoft speaker to be announced, though it’s purely a design patent rather than any details of what it might do – Cortana? Or just a companion device for making Teams calls? Time will tell. The same source unveiled a patent for a Roundtable type device at the same time last year – ahead of the autumn Surface launch event – and nothing seems to have come of that yet.
The much-trumpeted GLAS home thermostat (competing with Nest, basically) has dropped Cortana from the device, and the Cortana-powered Harman Kardon Invoke speaker (which, by all accounts, is a really good speaker) has sunk beneath the waves following a fire sale to get rid of stock. Cortana is reportedly disappearing from Xbox too, though a wider speech strategy is in place so she won’t go too far.
Cortana has been repositioned from being a consumer service or device, to a series of services that add value by integrating with your productivity applications and services. Additionally, efforts have gone into making speech/AI assistants interoperable.
In a recent Windows 10 build pushed to Insiders, Cortana is getting a new look – again – and will eventually roll out around the world, rather than be limited to a few locations as it had been previously.
If you’re on the insider program for Windows 10 and using a UK language machine, you may find that the new Cortana app doesn’t want to talk to you, unless you set English (United States) as your Windows Display language.
Also click on each entry in the Preferred languages list, and make sure you have all the speech and proof-reading features installed.
The original vision of Cortana’s usefulness is evolving so that when you enable the service, it now searches your email and calendars on a variety of sources (Office 365, Gmail etc) and will remind you when you say things in email (eg I’ll give you a call on Tuesday) – it’s vaguely spooky when you first start to use it, but after a while proves to be really useful.
As To Do and the Microsoft Launcher continue to improve and integrate, the original vision of Cortana might well come back to being more than a gimmick to ask for directions or the current weather – a genuinely personal assistant that will help you organise your life and get more stuff done.
The Microsoft To Do desktop and mobile applications and services (all available from https://todo.microsoft.com/) had a major update recently, which included being slightly renamed. Instead of “Microsoft To-Do”, the core app is now simply “Microsoft To Do”, and it has a new logo (well done if you noticed)… instead of a blocky light-blue and white tick on a blue background, it’s a slightly rounded and shaded blue tick on white background.
Still, To[-]Do’s functionality has stepped forward greatly since its first release a couple of years back, taking more than a few leaves from the Wunderlist app that preceded it. The new v2 of the To Do app includes background images that can be shown behind task lists, including one of the Berlin Television Tower which was synonymous with Wunderlist.
After Microsoft’s acquisition of 6wunderkinder (the company that made Wunderlist), it was announced that, at some stage, the Wunderlist application would be retired but still there’s no confirmed date or anything, with back-end engineering apparently taking a good bit longer than was first expected.
When the To-Do app was launched, it was a somewhat poorer cousin. Now, the story is that To Do v2 has enough of the functionality of Wunderlist, and lots of new capabilities (such as Cortana integration), that it’s time for Wunderlist users to transition.
The founder of 6wunderkinder has taken to Twitter to offer to buy back Wunderlist before Microsoft shuts the service down. It remains to be seen if the offer is being considered or not…
|Morph was a clay stop-motion animated figure from the late 1970s, who featured on a BBC children’s programme, Take Hart. He was created by Aardman Animations, who later went on to create Wallace and Gromit, amongst many others.
Morphing is a special effect used to move between two forms or images, gaining ground from the late 1980s as software allowed smooth transitions between different pictures or moving images – used heavily in movies like Terminator 2, for example.
This week’s tip was inspired by Dan Scarfe of New Signature, who commented, “I think of my life in two halves: pre-morph and after-morph.” It’s not often a feature in a software package can have such a life-changing effect, and for most of us it will be less profound than on Dan. Still, it’s worth a closer look – and was first mentioned on ToW back in July 2016, a tumultuous time in British politics. Plus ça change…
The Morph feature is a Transition in PowerPoint – meaning it’s applied when moving from one slide to another, when presenting. These are powerful capabilities that need to be used carefully for maximum effect – there’s a temptation to add whiz-bang transitions and animations just because you can, but often, a subtle and steady hand works better. See some tips here.
If you want to animate shapes moving from one part of the screen to another, just copy the starting slide from within the slide sorter view, paste it to create the destination, and then move/size/colour the shapes as you see fit. Select the second slide and in the Transitions menu, chose Morph… and that’s it.
Example: blue rectangle 1 will move to the opposite corner of the screen, the number size will shrink and it’ll change to green. 2 will slide across to the top left and the number size will grow, while 3 will drop down and also grow. The star changes shape and orientation, adopts a textured fill, all while also moving to the lower left.
Here’s a screen-grab taken during the transition – it’s smooth and, basically, magic.
Back to Morph, the plasticine man: turns out he did have a life in the 21st century as well – after a Kickstarter campaign, two whole new series of short videos were commissioned and along with lots of archive material, released on Morph’s official YouTube channel.
PowerPoint files can be quite big. Not that it matters too much, now that we have huge amounts of local and cloud storage available, and even email quotas tend to allow large message sizes, so your 25MB PowerPoint file will typically still get through.
What lots of people do when they’re building a new PowerPoint deck, is to start with a template they like – a conference slide deck, or a jazzy marketing one they got a copy of. They delete the slides they don’t need, and maybe create a few of their own, and there’s a beautiful new document, ready to use.
As the decks morph in these ways, lots of hidden stuff stays embedded, even when it’s not used. In a recent group exercise, a bunch of people were asked to create a business plan deck for every one of hundreds of accounts, but the template they were asked to use was nearly 10MB in size before there was any real content within.
In this case, the reason was that the slide deck had over 200 master slide layouts within the template, many of which had large embedded bitmap images. If you find a slide deck whose file size is huge even if there isn’t much content in the slides themselves, you may see the same behaviour. ToW #276, some 4 years ago, covered a few things you can do to make the file smaller, but here’s a slightly more straightforward solution.
In your huge yet seemingly empty file, try going into the View tab in PowerPoint and look under the Slide Master view. You’ll see a vertical list of thumbnails for all the different slide layouts (where each contains background graphics as well as layout controls).
Hover over each thumbnail, and a tool-tip will tell you if that layout is used (and on which slides in your deck). If it’s not being used… then maybe you could ditch it and save some space?
A simpler way than deleting all the unwanted layouts – if there are many – would be to create a new, blank PowerPoint, then (back in the normal slide sorter view, rather than slide master), copy the slides from the the huge slide deck, and simply paste them into the new, blank file. You may want to force it to Keep Source Formatting – but this process will copy only the used slide layouts into the new deck.
In this example, copying the slides to a new deck and saving that, reduced the size from nearly 10MB to only 750KB.
The Tab key on your computer has its roots in the Tabulate typewriter function, which let you align type to defined (even modifiable) stops, so you could easily type tables of text and numbers, like invoices and so on.
In short, Tab could be used to left-align text, and is still used in modern typing, especially in word processing and in writing code. People who type space-space-space-space rather than a single TAB press still exist, though.
As well as the many features invoked by the Tab key in modern Windows, though – like WindowsKey-Tab to look at the timeline or the more common ALT-Tab to switch between programs – there’s a new capability for Edge browser users that might be worth looking out for.
If you’re using the Edge Preview – the Chromium-based version that has recently been pitched as Enterprise-Ready (for testing at least) – there’s a feature that has been enabled, which lets you search within a website rather than going straight to your favourite search engine and without needing to go to the site’s homepage and perform a search within.
This is a feature that has existed in Chrome for a while, but now appears more prevalent in the new Edge. The prompt showing up depends on the website implementing an OpenSearch capability, which is used to plug some query into the search engine behind the site, and how well it performs depends on whether that site search is any good.
Try Microsoft.com TAB search term ENTER and you might just see how many apps that match your word in the Microsoft Store there aren’t, but try Amazon.co.uk TAB Surface ENTER and you’ll have the opportunity to buy Surfaces and many things associated with them. Try maps.google.co.uk | RG6 1WG (what? No Street View?)
Perhaps most useful is when you want to try something in a search engine other than your default; so if you normally use Bing, you’ll know that typing a phrase in the address bar on its own will cause the browser to search if it can’t resolve your term to being a URL. Well, if you type google.com TAB term ENTER then it’ll try that same search over there, rather than you needing to go to the search engine homepage first.
Microsoft people love PowerPoint. Even when using it for completely unsuitable purposes (writing reports using PPT instead of Word, OneNote etc – filling slides with very dense and small text) or simply putting too much stuff on a slide, so a presenter has to say “this is an eyechart but…”
There are many resources out there to try to help you make better slides – from how-to videos to sites puffing a mix of obvious things and a few obscure and never-used tricks (eg here or here), and PowerPoint itself is adding technology to try to guide you within the app.
The PowerPoint Designer functionality uses AI technology to suggest better layouts for the content you’ve already put on your slide – drab text, even a few Icons (a library of useful-looking, commonly-used symbols) or graphics from your favourite source of moody pics.
If you don’t see the Design Ideas pane on the right, look for the icon on the Design tab, under, er Designer.
The PowerPoint Designer team has recently announced that one billion slides have been created or massaged using this technology, and they have previewed some other exciting stuff to come – read more here.
A cool Presenter Coach function will soon let you practice your presentation to the machine – presumably there isn’t some poor soul listening in for real – and you’ll get feedback on pace, use of words and so on. Watch the preview. No need to imagine Presenter Coach is sitting in his or her undies either.
When it comes to laying out simple objects on a slide, though, you might not need advanced AI to guide you, rather a gentle helping hand. As well as using the Align functionality that will ensure shapes, boxes, charts etc, are lined up with each other, spread evenly and so on, when you’re dragging or resizing items you might see dotted lines indicating how the object is placed in relation to other shapes or to the slide itself…
In the diagram above, the blue box is now in the middle of the slide, and is as far from the orange box as the gap between the top of the orange box and the top of the grey one. There are lots of subtle clues like this when sizing and placing objects, and it’s even possible to set your own guides up if you’re customising a slide master.