Even fans of OneNote – either the full-fat Windows x86 version or the versions targeted at other platforms, mobiles and the Microsoft Store, both of which have been covered extensively in ToW passim – will likely use only a fraction of its total functionality. Did you know, for example, that pressing SHIFT+CTRL+> or SHIFT+CTRL+< increases or decreases the font size of the selected text? Or holding CTRL while pressing DEL or BACKSPACE in a block of text deletes the word either side of the cursor, and not just a single character? (Actually, these are true of other Office apps as well, though not Excel, presumably because using Excel for text formatting is considered deviant and weird).
There are many useful features hidden in plain sight, like the tagging functionality which sits on the Home tab. In OneNote for Windows, if you have the ribbon expanded, you’ll see a series of icons to mark selected text with a Tag, and for the top 9 you can tag the text by pressing CTRL+n, where n is the number in the list.
The idea with tags is that you can quickly reference back to the specific text that you’ve highlighted and tagged, via a hyperlink. As well as the variety of in-the-box tags, it’s easy to add custom ones: click on the down arrow at the bottom of the list and choose Customize Tags… then you can supply your own description and choose the icon and colours.
Finding previously-tagged text uses the seriously powerful but sometimes obtuse search function in the sidebar; if you use OneNote to take notes from Outlook meetings, by default you might see hundreds of links that appear to be tagged.
Try using the Search filters at the bottom to restrict the results set, so you only show tags within a given notebook location or across all your notebooks, but for a specific time.
The “OneNote for Windows 10”, Mac and mobile versions of OneNote handle tags slightly differently; while more-or-less compatible the degree of functionality does vary between the clients. Generally speaking, you can find tags across them all, though you may be restricted in editing or creating them. The OneNote mobile app supports a “To Do” tag, for example. The web clients don’t offer custom tags at all, and don’t allow tag-specific search (other than just text indexing).
In the OneNote for Windows 10 store app, you can search for Tags but custom ones created in the desktop app don’t appear in the Tags list when editing a page. Only a handful of tags are initially offered in the store version, and if you add a custom one it’s still possible to press CTRL+n to use it, but you need to count where your tag is in the list as it doesn’t show you the shortcut.
Custom tags added in the store version don’t appear in the tags list of any other client though do sync across other devices, to some degree.
Given the slight rough edges between the versions if you routinely open the same notebook in mobile, web and store/desktop apps, then Tags may not prove so useful – but if you tend to stick to a single UI – especially if it’s the older desktop one – then it’s worth exploring how custom tags could help you organize your stuff.
For some years now, Microsoft has produced an application for mobile devices, which allows easy scanning of bits of paper, photos from physical whiteboards or importing of contact info from business cards.
The “Office Lens” app was originally produced for Windows Phone before being ported to iOS and Android. Later, a PC version came along but with the death of Windows Phone it hardly seemed worth keeping going, since scanning docs and business cards etc is so much easier from a handheld device. As a result, Office Lens on the PC is now gone – dispatched at the end of 2020; if you had installed it previously, you could still use some of its functionality, though the smarter online services that sat behind it are no longer available.
Instead, the old Office Lens mobile apps on the surviving smartphone platforms has been renamed “Microsoft Lens” – along with the release of some improvements and new features.
There are tweaks to the algorithms used to detect edges of documents when scanning pages or turning a receipt snapped at an angle into a square-on image. It’s not always perfect, but you can drag the apices to tidy up the process, and save pages as images on their own or multiple pages of a document into a single PDF file, straight to OneDrive or local on the phone.
There is also a new “Actions” feature which lets you interact with reality – grab text from something you point the camera at, and potentially feed it into the Immersive Reader so the phone will read it out to you. You can also extract a table from the physical world, or scan a QR code or barcode from something in your hand.
The QR scanning is pretty slick, focussing on URLs or files, quickly enabling you to follow the link or view the doc (and ignoring some types of QRs used for encoding a membership number or serial number of a device, etc).
Similarly, barcode reading just brings back the number, whereas some other apps will provide a bit more context – Lightning QR Reader for Android, for example, can read any text encoded in a QR code and will also give some more details for barcodes, like decoding ISBN codes on books to let you search for more info on that specific title. Still, Lens provides a neat & quick solution for scanning or capturing all kinds of info.
If you’re an iPhone user, the connected experience is somewhat watered-down and achieved in a different way, and is mostly about syncing content and continuing web browsing from your phone to your PC. Thank the differences in Android vs iOS ecosystems for that…
For various Samsung phones and the Surface Duo, you can also control and mirror apps from your phone on the PC as well as transfer content. If you have a phone with the shiniest of shiny Android 11, you may be able to treat mobile apps just as if they are Windows apps – pin them to Start menu, run them in their own window on the PC etc. See more here.
For most other Android devices, you can’t yet do the mirroring within the Your Phone experience, but you do get to share app notifications on your PC (so you’ll get “toasts” in Windows for WhatsApp etc), exchange photos and files quickly and easily, manage messaging and even, should you want to, take and make calls on your PC.
To get it up and running, start the Your Phone app on your PC, and the pre-installed Link To Windows app if you have a supported Samsung or Surface device; if not, then install the Your Phone companion app on the phone to get everything set up.
It can be handy getting notifications on your PC that originate on phone apps, especially if your device isn’t next to you – but there may be limited use if all the notification on the phone would normally do is make you tap on it to read the story or interact with the app.
If you’re going to enable notifications, be careful – you’ll want to go through the list of apps that are on your phone, and only allow the ones you really need, or you’ll be getting a blizzard of unwanted toasts on your PC, assuming you’re not in Focus Assist mode.
Perhaps the best feature on Your Phone is the rapid ability to copy photos – without having to send them by email or wait for OneDrive to sync them. Using Your Phone, you can copy the file immediately to your PC, or just browse the photos on a larger screen and possibly screen grab bits of interest to insert into documents or emails. Sadly, what it won’t let you do is manage the photos easily, like delete the garbage…
Still, it’s free and it’s potentially useful for anyone with a Windows 10 PC and an Android phone – so definitely worth a look. For more info on how to use and troubleshoot Your Phone, see here.
Previous Tips have covered making use of 2FA – or 2 Factor Authentication – with your Microsoft Account (ie your account from Outlook.com/Hotmail/MSN/Passport etc) and how to manage passwords better, so you don’t end up with P@ssw0rd1 for every single one of your website logins. Dealing with passwords can be complicated and since humans are typically weak and seek the path of least resistance, this can often lead to huge security lapses.
So 2FA – or its cousin, Multi-Factor Authentication (MFA) – is a better way to secure things, as a remote system can validate that the user knows something which identifies them (their username & password, secret phrase, date of birth etc etc) but also has something that identifies them too; a security token, smart card, digital certificate or something else that has been issued, or even just a mobile phone that has been registered previously with whatever is trying to validate them.
Although such systems have been around for a while, the average punter in the EU has been more recently exposed to 2FA through a banking directive that requires it for many services that involve transfer of funds, setting up payments or even using credit cards. In some cases, the tech is pretty straightforward – you get a SMS text message with a 6-digit one-time code that you need to enter into the mobile app or website, thus proving you know something (you’re logged in) and you have something (your phone), so validating that it really is you. Or someone has stolen your phone and your credentials…
MFA is stronger than 2FA, as you can combine what you know and what you have, with what you are. An example could be installing a mobile banking app on your phone then enrolling your account number, username & password; the know is your credentials, and the have is a certificate or unique identifier associated with your phone, as it’s registered as a trusted device by the banking service that’s being accessed. Using your fingerprint to unlock the app would add a 3rd level of authentication – so the only likely way that your access to the service (for transferring funds or whatever) could be nefarious, is if you are physically being coerced into doing it.
2FA and MFA aren’t perfect but they’re a lot better than username & password alone, and Microsoft’s @Alex Weinert this week wrote that it’s time to give up on simpler 2FA like SMS and phone-call based validations, in favour of a stronger MFA approach. And what better way that to use the free Microsoft Authenticator app?
Once you have Authenticator set up and running, It’s really easy to add many services or apps to it – let’s use Twitter as an example. If you’re using a browser, go to Settings and look under Security and account access | Security | two-factor authentication.
In the Microsoft Authenticator app itself, add an account from the menu in the top right and then choose the option that it’s for “other” – presuming you’ve already have enrolled your Work or school Account (Microsoft/Office 365) and your Personal account (MSA, ie Outlook.com etc).
After tapping the option to add, point your phone at the QR code on the screen and you’re pretty much done; you’ll need to enter a one-time code to confirm it’s all set up – rather than getting an SMS, go into the list of accounts in the Authenticator app home screen, open the account you’ve just added then enter the 6-digit code that’s being displayed. This is the method you’ll use in future, rather than waiting to be sent the 6-digit code by text.
As you can see from the description, there are lots of other 3rd party apps and websites that support MFA using authenticator apps –
If you’re a car-owning Android phone user, it’s worth looking into the Android Auto ecosystem. At a high level, Android Auto is like Apple CarPlay – a way of projecting apps from your phone to a screen in your car, and interacting with them through the car’s own UI – be that touch, buttons or speech. Some cars will allow your phone to connect wirelessly, while others may require it to be plugged in.
If you have an older car – or you didn’t fork out on the options list to add CarPlay/Android Auto to your more recent one (like the £3K option price on a £170K Ferrari) – it’s still possible to run Android Auto on your phone while in the car.
The main Android Auto app can either be run manually or set to start automatically when the phone connects to your car’s Bluetooth system.
The app displays a simplified arms-reach or voice-driven UI, showing navigation, telephone and music apps, and the settings allow for a good amount of choice – Waze or Google Maps, Spotify or Amazon Music etc.
Assuming you’re going to cradle it, you’d treat it like you might use a fitted satnav system – albeit one which uses the phone’s network to show real-time traffic news, updates maps dynamically and freely rather than the eye-watering prices to update software and maps on installed systems.
There are 120-odd Android Auto compatible apps, so even if you don’t see their UI on the main menu, you could respond (with voice) to incoming messages on WhatsApp, or choose to listen to podcasts with Stitcher as one of several interchangeable “music” apps.
If your car does support Android Auto (check compatibility here) then it might take a bit of experimenting to understand how to connect it and how to get the car’s display to show the app outputs, though the results are largely the same as what you’d see if you just ran the host Android Auto app on your phone screen directly.
You might be able to replace the satnav system in an older car with one which does support Android Auto – see here for some ideas – as aftermarket satnavs are increasingly simple, ditching a CD/DVD player and maybe not even having a radio tuner – perhaps all you need in your car stereo is a 7” screen to which your phone connects, and an amplifier. Some retro-fit satnav systems use Android as their own OS, and offer a whole host of Carlos Fandango features for little more than the cost of a maps update for an older in-car system.
Streaming technology has risen with the availability of high-speed, low-latency internet access, allowing users to play on-demand – rather than watch or listen at the time a broadcaster decides – and is wiping out the need to record live TV to watch later, maybe even obsoleting the concept of broadcast TV.
Perhaps the next vanguard is the gaming industry – as Microsoft and Sony get ready to launch next-generation consoles, buying a disc-based game to install and play will soon feel as old-hat as going to Blockbuster to rent a VHS for the night. Streaming games on-demand as part of a subscription service may be norm, rather than buying and owning a title outright. The console isn’t the only destination, though – streaming to mobiles is on the way.
Back in the workplace, streaming takes a different form, from virtualizing and delivering applications on-demand to running whole desktops somewhere else and displaying the output on a remote screen, not unlike the old mainframe/terminal model. And of course, there’s streaming of other types of media besides applications.
Many users will first encounter Microsoft Stream, the secure enterprise video service, if they’re using Teams and see a meeting has been recorded – usually, when the organizer hits the button, a link to the recorded video will be dropped into the chat window of the meeting.
If you miss that, or weren’t at the meeting in the first place but want to catch up, try going to microsoftstream.com and search, either by the name of the meeting, or by looking under People for the name of the organizer where you’ll see all of their content. If you’re recording a load of meetings yourself (like a training series, or a monthly team call) then it might be worth creating a channel and adding those recordings to make it easier for people to see related content.
Unfortunately, you won’t get paid millions of dollars and given tons of free stuff but you might get some sort of corporate kudos and recognition.
Stream is ultimately replacing the earlier Office 365 Video service, though isn’t yet fully feature compatible: see a comparison of the two, here.
It’s not just for storing recordings of meetings in the hope that people who couldn’t be bothered to turn up the first time will somehow tune in to watch the re-run; you can create new content and upload that for your colleagues to view, too.
You could use the Record a Slide Show feature in PowerPoint, to make an (editable) recording of you giving a presentation and publishing it, or if you’re just looking to do something quick and easy (up to 15 minutes in duration), you can even kick off a screen-recording (with audio and video) from the Stream site directly.
When you publish your video to Stream, it’s worth making sure you’re making it visible – depending on how you’re set up, it may be limited. Go into My Content and look for the coloured icon showing the permissions. Click on the pencil icon to the left, to edit the video properties, including setting the permissions or adding it to a channel. For more about managing permissions on Stream, see here.
One thing to note, is that if you have remote participants in a Teams meeting – customers, partners etc – then they won’t be able to see the recording you make; the Stream service is limited to your own organization, as defined by the Azure Active Directory that’s used to authenticate you. If you need to be able to share the video with others (making sure you’re not breaking any rules, obvs), then you may be able to download just an MP4 video file – none of the other metadata, captions, transcriptions etc that you get with Stream, it’ll just be the main video – and at least make that available separately.
Maybe record it to a VHS tape and post it to them?
There have been plenty of ToW missives over the last few months on the subject of remote working, video conferencing and the like. Businesses who have Microsoft 365 – the new umbrella name that includes Office 365 – already have access to Teams, though personal users and non-subscribers could still set up a free version.
Other chat, video and collaboration tools have clearly been finding many new users during the COVID-19 lockdown…
Slack, which established itself as a texty business collaboration tool (especially in the technology industry), has been overtaken somewhat by the rush to video calling and meeting. Slack’s partner AWS, who also have a video/audio/chat service called Chime, announced plans to integrate under the covers. Meanwhile, Slack thinks it’s finally time to ditch email and their CEO also has an interesting take on how remote working will evolve – will this be the end of the real estate bubble in the Bay Area, for example?
Salesforce has launched a new offering called Anywhere, which aims to take back collaboration and comms tasks from Slack or Teams. And in the “you can tell any story you like by using the right set of numbers” file, Teams has been reported as outgrowing the media’s darling, Zoom, as the feature battles between the two have intensified. Skype and Google’s
Teams will soon have the ability to show up to 49 people at once (having rolled out a 3×3 grid of video windows recently)…
… and has also released an updated free offer, aimed at friends and family communications.
Initially available in the mobile apps, the focus is on providing free collaborative functionality for groups you can set up, as well as being able to schedule video calls and meetings.
If you don’t already have the Teams mobile app on your phone, then go to iOS App Store or Google Play to install it. If you’re already using Teams through your work account, you can add a personal account by going to the settings icon in the top left, and at the very bottom of the list is “Add Account”.
This will guide you through the process of associating with an existing Microsoft Account, including signing up for free Teams service if you haven’t already.
At the moment, the service is in Preview, and it does involve switching between profiles when you need to, but offers a load more than just WhatsApp-style text chat and the odd call.
As well as file sharing, there’s even a “Safe” feature on its way, which will let you share WiFi Passwords or other more sensitive information that requires 2-factor authentication.
So, for once in the last 3+ months, now’s a good time to spread something to the rest of your family and your wider circle of friends…
Ever since the demise of Windows Mobile and the collateral damage caused to Microsoft’s previous Universal Windows Platform apps strategy by not having a universal platform any more, their future has been in some doubt. In fact, since late 2018, it was reported that the Office “Mobile” apps for Windows were being de-prioritized in favour of the desktop variants (with the exception of OneNote), and separate mobile apps for the surviving mobile platforms.
If you search the Microsoft Store app on PC, you won’t find any trace of the Office mobile apps for Windows PCs any more but if you want to see what the future looked like from a point 5+ years in the past, you can still access the direct links get the UWP apps for Word, Excel and PowerPoint.
In these enlightened days, Microsoft builds quite a lot of apps for iOS and Android, more especially the latter since it has a larger number of users (and seems to be growing its share in key markets) as well as being more open when it comes to the both the end-user and developer experience (though Apple may be changing its tack a little).
The app brings together Word, Excel and PowerPoint, but also adds a bunch of other related things – like Sticky Notes, and some related and useful technology like the ability to manage PDF files, extract text from an image and more.
Over the last couple of years, a variety of changes in design have rolled out across all sorts of Microsoft applications – from a simplified look of toolbars and the canvas that makes up a big part of many apps, to new icons and other UI elements. Consistency, reuse and a common experience across multiple devices is the aim.
When Hypertext was first conceived – the term itself is more than 50 years old – early implementations tended to use a book metaphor, where a page was the size of one screen, and moving around the content dived in and out through following hyper-links. Apple pioneered a similar approach with HyperCard, where a stack of virtual cards would hold data (and other objects) that were linked together.
Over the last decade, as web and app users have moved to being more mobile, the way content is displayed and interacted with has changed – many websites appear less hierarchical, with longer pages that can be swiped up and down, rather than the classic design where short pages were strung together with links.
As one example, look at the British Airways site today – it’s designed to be touch-friendly and yet be usable with a more traditional mouse/menu approach if desired:
…compared to the old, from December 2009 …
Back then, pretty much everyone who hit that site was using a keyboard, mouse and non-touch screen. Completely separate mobile versions were often build for smartphone users, but the more traditional site was still very mouse oriented. Not so today.
Microsoft’s Fluent design system embraces a common ethos that applies to web pages as well as apps on all screen sizes – and forms a big part of an expanded design philosophy, as covered by an interesting article and video from The Verge earlier this year.
As Fluent principles are being applied across the board, we’ve seen updated versions of lots of apps and online experiences – like OneDrive and OneNote, for example. More will follow, with Teams and Yammer being identified as “coming soon”.
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: