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Tip o’ the Week #271 – Finding your Friends

Posted on by ewand

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Sometimes, people don’t want to be found. That’s maybe understandable if you’re a sweary unemployed pugilist, but often, you’d like to locate your friends and colleagues and you’d like them to find you.

Start by letting people see your calendar – in days gone by, the norm in Microsoft Outlook and Exchange was to let everyone see what your calendar says, but in recent versions, the only clip_image003info you’d see by default would be their free/busy status – which isn’t really much use if you’re trying to collaborate with them. All it would take is some eejit to invite you to their holiday, marking the time as out of office and therefore obliterating your own F/B status for people looking to book you for meetings.

Free/Busy is basically rubbish – it doesn’t let anyone know where you are, how likely you are to be available in a given location, etc. So, if you regularly get meeting requests from people expecting you to be in one place when your calendar shows you’re somewhere else, then maybe you should share your calendar better, and tell them to look in your calendar before emailing to ask if you’re available.

Thereclip_image005 are a few options for better calendar sharin: if you look on the Share tab when looking at the Calendar in Outlook 2013, you’ll see a clip_image007Calendar Permissions option, which will let you set the default permissions on your calendar, and see/set it you’ve granted more rights to certain folk – so you could allow everyone to see basic info, and your closest colleagues can be given the right to see everything.

Unless you’ve got something to hide (and if you do, you can always set those appointments as Private), then set the defaut sharing level to be Full Details – in which case, people will be able to see where you are, and who else is supposed to be at your meeting. If you choose any other option, then others won’t be able to open your meeting, so they wouldn’t see body text (like agenda, directions etc) or the attendee list.

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FindMe – a Microsoft internal tool

There’s a snazzy tool developed by a group of Microsoft staff (in an internal development effort akin to the Garage), called FindMe. There are two parts – the installable software agent sits in the PC’s system try and provides your whereabouts to friends who you want to allow to see your location, and there’s a web front-end which will show you where your friends are.

The killer app part of FindMe is its ability to see the meeting rooms located in your chosen location – you can use it without needing to install the agent, and in supported locations you can see the floor layout, and a colour-coded view of the meeting rooms to show availability at a clip_image004given date and time (and a one-click link to make a booking).

As for finding people, if they have the agent running and if the location services detect that they’re sitting in a supported Microsoft building, you’ll see them on a floor plan, otherwise you’ll be shown a world map.

The software can use triangulated positions against known Microsoft WiFi network points, to show not just which building someone is in, but potentially right down to which desk they’re sitting at – it’s brilliant, but it needs a good deal of work in surveying the buildings to make it useful – but the team is working on how to make it available to customers as part of a Microsoft Services engagement. If you’re interested in learning more, ask your Microsoft contact to get in touch with the FindMe team (just send mail to the DL with alias findme).

Tip o’ the Week #270 – Renaming Windows Phone

Posted on by ewand

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No, we’re not talking about the rumoured change of brand from Windows Phone to simply, Windows 10. This week’s tip is inspired by Edward Hyde, whose several-phones-in-one-family position meant that it was difficult to tell one from the other when referring to them by name.

Edward’s specific scenario is when you’ve paired the phones to a car’s Bluetooth setup, and particularly if you’ve had the car longer than your current phone, you may end up with multiple “Windows Phone” pairings in the list on-screen.

Not that we’re suggesting your phone is developing sentience, but to see what it calls itself, look under Settings -> about (quite far down the list… keep swiping…) and you’ll see what name it has taken or been given. If you’d like to personalize it, first you’ll need to connect to your PC using a micro USB cable.

After the phone has connected (and if it’s your first time, you might need to wait for it to install a driver or two), then look in Windows Explorer and you should see it appear as a storage deviceclip_image002. Select it, tap F2 or click the Rename icon in the ribbon, and you can give your device a better moniker. Better still, if you use the Windows Phone app on your Windows PC, you’ll be more easily able to name and put content like ringtones & music onto the device, and manage other stuff like photo libraries.

clip_image003Keeping the travelling public on their toes

The device name only really shows up when clip_image005you connect the phone to something else – whether via a cable or long-dead Danish King, but another identifier is probably more visible to other people – the name you give the WiFi hotspot created when you enable internet sharing.

Why not, just for giggles, give your device a name that stands out from the crowd of “Steve’s iPhone” etc that you’ll see from a PC when looking to connect to your own device?

Now that Bluejacking is largely a thing of the past, how else will you keep yourself amused on the grind into the smoke?

Tip o’ the Week #269 – Clip to OneNote, once more

Posted on by ewand

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Time moves on. Things that are news soon turn into things in history: 20 years ago, Microsoft Bob came into the world. Bob was ahead of its time in some ways, foretelling some UI principles and ideas that later became more refined. It also indirectly gave us Comic Sans, too (though the font never shipped with the software – it was too late).

clip_image003Bob featured an animated mutt, the precursor to Clippy, aka the greatly-maligned Office Assistant.

Recalling Clippy, ToW has covered a few clip-related topics before, notably #219 (almost a year ago), which included a section on a new tweak that could grab web pages into OneNote notebooks.

clip_image004Well, the OneNote Clipper v2.0 has just been released, and is much-updated – the point being that you can easily add a “Clip to OneNote” button to your browser (drop into desktop IE or Firefox, addin to Chrome).

Use the shortcut to quickly clip whole pages or, new in this version, sections of web pages, to a location in your OneDrive storage – offering the choice of the multiple OneNote notebooks that you may have saved there.

You can clip “products” too – handy as you do shopping or browsing and want to remember what you’ve been clip_image005looking at.

It also recognises recipes as a specific content type, so you don’t need to snap all the clutter that might be on the web page, instead only grabbing the detailed instructions.

This is a great bit of non-work productivity software that really showcases the power of OneNote and OneDrive. Installation is a breeze, over at http://www.onenote.com/clipper.

Tip o’ the Week #267 – Synchronising Outlook Signatures again

Posted on by ewand

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Hot on the heels of last week’s missive about how to snaffle more storage space, once again we turn to OneDrive to solve a problem. First, let’s journey back in time to recall some previous tools.

Once, there was a peer-2-peer (P2P) file sychronisation product called FolderShare which was acquired by Microsoft nearly a decade ago; it allowed files and folders to be replicated amongst multiple machines, essentially for backup or for making sure you had your stuff (music, pictures etc) everywhere you needed it.

FolderShare begat Mesh or Windows Live Mesh, which became Windows Live Sync and eventually all became part of SkyDrive, as the latter became less of a simple place-to-put-stuff-in-the-sky/cloud and more of a storage mechanism with a means to sync and replicate it onto multiple places. Now OneDrive is part of Windows, and as well as giving away oodles of online disk space, it’s the mechanism by which Windows 8 and 10 users can synchronise settings between computers. It’s getting better and more granular all the time, too.

One of the nice features of Live Mesh/Sync was the ability to automatically keep several settings on multiple PCs in sync with each other – like IE favourites, or settings from Office like dictionaries, templates and email signatures. Though it’s now obsolete, this was first covered in ToW #69, back in 2011. Email .sigs used to be a big deal.

Windows manages to do a good job of keeping PC-specific settings in sync between machines, or even just backing up settings from one machine to the cloud using OneDrive – so once you’ve signed in to your shiny new machine with your MSA, then it’s quite amazing how much of your stuff just appears. But one thing that doesn’t is your Outlook email signature. If you want to back up your .sig and also make it/them available on multiple PCs, you need to work a bit harder.

The Dark Art of Symbolic Links

Worry not, however. Through a cunning bit of sleight of hand, it’s possible to fool dusty old Outlook into thinking that its Signatures folder is stored in the usual place, however we all know it can be moved into OneDrive and therefore made available to multiple machines. This is similar to the technique of replicating Desktop which was covered a little while back, except that instead of changing a registry setting to tell Windows where the folder is, we need to create a special kind of folder, which is really just a redirection to somewhere else.

Here’s the method – it’s best to close Outlook while doing this.

  • Find your current Signatures location – try pressing WindowsKey + R then paste into the run box, %appdata%\Microsoft (which opens the special location that many applications will use to store files that clip_image003pertain to how they work).

  • Then look for the Signatures folder – select it, copy it and paste into your OneDrive folder (in Explorer; paste it into the OneDrive\Documents folder, for example).

  • … rename the original Signatures folder to something like Signatures.old

  • clip_image005Now, we need to create a Symbolic Link to make something that looks like a folder at the same location, but points elsewhere – start an elevated command prompt (on Windows 8 or 10, press WindowsKey-X then press A to start an admin command prompt).

  • Now create the symbolic link by entering the following as one line into the command window:
    mklink /d %appdata%\Microsoft\Signatures %userprofile%\OneDrive\Documents\Signatures
    (if you know your OneDrive folder is in a different place, then substitute the 2nd parameter for whatever is appropriate – maybe D:\OneDrive\Documents\Signatures, for example)

  • If you now go back to the %appdata%\microsoft location from the 1st step, you’ll see the Signatures folder clip_image006with a special icon showing that it represents a link rather than a real folder. Open it to check that your signature files – as stored in the OneDrive folder from earlier – are showing up in there as expected. Feel free to close the command window.

  • Now, on each other PC you want to synchronise with, go back to the first instruction and repeat, except that you don’t need to do the “copy to OneDrive bit” since your Signatures folder is already there – in other words, you create the Symbolic Link to the local replica of the OneDrive folder, and Outlook will think that the data is in its own appdata location.

  • Don’t worry if you get to the 2nd step on a destination PC and realise the Signatures folder doesn’t exist – it’s only created when you first set up a .sig

Tip o’ the Week #266 – OneDrive – getting more storage

Posted on by ewand

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OneDrive has been quietly expanding its functionality over the last while, increasingly echoing the UI of Office365 (with the numerous apps shown as tiles on the upper left of clip_image003the screen).

As well as offering a tier of free storage (recently upped to 15Gb), it’s possible to buy additional space for your stuff – from a modest $2/month for an additional 100Gb, to a frankly bonkers offer if you sign up for Office365 Home at $10/month, with copies of Office for up to 5 users, 60 minutes of Skype calls per user, 1Tb of storage each and a bunch more. See here for info.

In the meantime, however, OneDrive has also been falling over itself to give users additional storage in exchange for doing something. (Check out your own storage quota and options here). You could refer your friends (get up to 5Gb free), if you set up your phone to back up photos, you’ll get another 15Gb for nada – plenty of storage for all those photographs you like to take on your handset.

Bing Rewards members can get a whopping 100Gb (cor!) just for signing up. Hint: if you are in a country that gets an error saying “This feature isn't available yet in your country or region” when you try to sign up, you might want to try clicking on the settings cog clip_image005in the top right of that very page. If you happened to temporarily set your Worldwide region to be US – English, then you may have better luck. Just an idea.

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If you happen to use DropBox (Win8 app here, WinPhone app here), or more correctly if you happen to have a Dropbox account that you know the logon details of, then you could try visiting here to claim a special 100Gb annual bonus for DropBox users.

All you need to do is sign in and have the web page be able to save a doc to your DropBox account, and you’ll get another 100Gb free OneDrive for a year. Boom!

What to do with all this massive amount of storage? Well, phone pictures might take up lots of space, but what about storing your music on there so you can access from anywhere? Now, wouldn’t that be cool?

Tip o’ the Week #265 – Sorting pages in OneNote

Posted on by ewand

clip_image001As has been mentioned before on ToW, OneNote is the kind of application that lots of people really love; it has a legion of fans who take to getting things done & their stuff in order, and are increasingly able to access it from all sorts of places. OneNote has built-in sync capabilities with OneDrive (in fact, ‘Note was One when ‘Drive was still a figment of SkyDrive’s imagination…). OneNote is also now available on fruity devices, Macs, Googly fonez and of course, Windows Phone and browsers of all sorts.

On the primary OneNote 2013 desktop app on PC, there is a free & fabulous suite of add-ons which has also been covered on ToW passim: OneTastic. Produced by Omer Atay of the OneNote team, but released as his own work, it’s a smörgåsbord of great extensions to OneNote, especially OneCalendar (which shows you which pages you touched and when), and also has a powerful macro language to add functionality.

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After installing OneTastic, you’ll see a bunch of additional commands on the Home ribbon in OneNote, and if you add any others from Omer’s extensive collection of downloadable macros, they’ll show up here (or on a separate tab, if you prefer) – some neat ones include the quick ability to insert horizontal lines across the page.

clip_image005Did you know, to add a quick horizontal line in Word or in Outlook, all you need to do is press the minus/dash key three times (“—“) and press Enter? Well OneNote doesn’t do that out of the box, so you may find Omer’s macros a clip_image007good solution.

Maybe one of the most useful macros, though, fixes something of an annoyance if you take loads of notes in OneNote – maybe a page for every customer you talk to, or every topic in a given section? There’s no built-in way to sort all your pages, short of manually dragging them around.

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If you download the Sort Pages macro from Macroland, the problem is solved with a couple of clicks. The macro will sort all your pages in a given section, and sub-pages under each page too. Perfect for keeping an orderly notebook, and there are other sorting macros that will tidy up the order of sections, paragraphs, to-do lists & more.

clip_image011There are loads of other macros: from setting colours quickly, to creating tables of contents (listing every page in a notebook or section, with links directly to each page). Have a good look through Macroland, and if you’re a OneNote power user, you’ll be like a dog with two tails.

Tip o’ the Week #264 – BCC people to a meeting

Posted on by ewand

clip_image002There’s a great deal of etiquette bound up in email communications – and it varies by culture and sometimes by country. Some people politely make the point of always addressing the recipient in an email, and in thanking them at the end, whereas others apparently look on it as a badge of honour to contain everything in a single terse line with no capitalization. Especially when it comes to OOF messages.

One of the cardinal sins of email management is in misusing the BCC function – you know, the ability to copy someone on an email without showing their name to everyone else. BCC can be very handy at letting one user or group know what is being said to another, without exposing the former’s email addresses or in fact making it explicit that they’re aware of what’s going on. Maybe duplicitous but clip_image004handy at times.

Whatever you do, do not BCC large distribution lists. Some people think they’re doing a group a favour by replying-all to some thread and BCC’ing the group so it doesn’t get sent any of the subsequent replies… but what that often will do is circumvent any rules that members of that group have set up to fire all emails sent to it, into a folder. Now, post-BCC, everyone will probably receive your email in their Inbox, all the while wondering why.

What About meeting requests?

clip_image006BCC is very handy when you’re emailing a group of people – maybe sending an external mail to a bunch of customers and you don’t want to inadvertently share everyone’s address with each other.

Funnily enough, one scenario where BCC would be most useful is when you want to invite lots of people to a meeting – an event, a party, etc  – and there are plenty reasons why it might be best that they don’t know who else is being invited. Yet, there is no BCC option on meeting requests… it’s just not there.

clip_image008But feat not, intrepid readers – it is possible to effectively BCC people on a meeting request, by inviting them as Resources. There are basically 2 ways that most of us will add names to a meeting request – either create it as a meeting in the first place, or create an appointment, then…

· …either type their names into the shown-by-default “To” box, or choose Scheduling Assistant to add people by just entering their names in the list, to invite them.

· … or add names to your request by clicking on Invite Attendees (which actually turns an appointment into a meeting, as meetings are appointments where other people are invited – ya falla’?), then click on the To button (or Add Attendees button).
clip_image010 This brings up a dialog box that will expect you to select people from the address list, and select them as Required or Optional attendees (does anyone ever use Optional?). Or, in fact, Resources – the thinking being that the address book could have entries for resources like meeting rooms or even bookable equipment, that you could invite to your meeting thereby claiming it for your exclusive use.

Now, if you’d like to invite people to a meeting and have the request be sent out to them but not show their address to anyone else, just stick them in as Resources – either by selecting them from the address book or just typing/pasting their name or email address in the box (so it works for external recipients too).

They get a meeting request as normal, they show up in the meeting organiser’s list of attendees, responses get tracked etc – but when any of the attendees looks at a meeting in their own calendar, they won’t see the names of anyone in Resources. Clever, eh?

Tip o’ the Week #263 – Starter for 10: Windows 10 Tips

Posted on by ewand

“Starter for 10” – a phrase that evokes thoughts of Paxo berating some poor swot, or Bambi and the Scumbags. But what we have now is a few tips to get started with on Windows 10, and a promise of more to follow in due course (and maybe a picture round). If you have a favourite tweak or trick, please send it across and you’ll be covered in glory in some future missive.

Anyway, hot on the heels of the unveiling of Windows 10 last week came the availability of the Technical Preview (or Technical Preview 2 as it’s being known unofficially by some). It’s available publicly & free to everyone who signs up as a Windows Insider on here.

Most obvious changes

There are a few biggies with Windows 10 – the Start Screen has gone, and been replaced with a new Start Menu that includes Live Tiles as well as the Apps List beloved of Windows 7 users. Some Windows 8 users aren’t too pleased with what feels like a step back to the old way of doing things, but do bear in mind that this is still a preview and things will change. And there’s a lot more besides the Start menu too…

Modern apps – can now run in a window as well as full screen.
Charms – gone (though there is a context menu at the top of Modern app windows, that gives access to the charms, but the old swipe-from-the-right is gone).
Settings menu – fairly different (and quite a bit nicer – more like a Modern app take on the old Win7 control panel).

If you put your Taskbar on the  side of the screen instead of the bottom (an approach which is arguably better use of screen real estate if you have a widescreen monitor or laptop display), then pressing the Windows Key to get the Start menu up won’t let you type the names of apps or other things to search. Windows 7 allowed this with a Search box on the start menu, and Windows 8 allowed you to just start typing on the Start Screen to do the same thing. If the task bar in Windows 10 TP2 is on the bottom of the screen, pressing the Windows Key shows a text box on the taskbar and you can start typing right away.

There is an icon under or to the left of the Start button which invokes a Search box, so if you like to have a vertical taskbar then just get used to clicking that, or pressing WindowsKey+S to invoke the search. If you’re outside of the US, you’ll probably end up seeing that the Blue One isn’t yet available.

If you’re particularly keen to have Cortana on your desktop, you can set your Region & language to United States and English (US) by going into the Time & language section of the new Settings app, change the region, add English (United States) as a language, then make it primary.

This does mean you’ll be forever fighting the keyboard layout (or press WindowsKey+Space to quickly switch between US English and your normal one), or the alternative might be to just wait until some future update rolls out Cortana to non-US English speakers and maybe even other languages too.

Windows Insiders can set how aggressively they want to receive subsequent updates to the preview – known as flighting – which should be regular in their appearance, and will be distributed via Windows Update for the first time. Just go into the Update & recovery section of the Settings app, and look under Advanced Settings.

Is this the final monolithic release of Windows? According to Ed Bott, at least, it will be. We’ve already announced that it’ll be free for the first year after release, to Windows 7 and 8.x users. This means that for the first year, the upgrade will be freely available, not that there’s some plot to start billing people after the first year or usage…

With Windows 10 being made available via Windows Update to Win7 and Win8.x users, it’s quite possible it could achieve a high %age of users within the first year after release, and after that, who knows what the arrangements would be for laggards to upgrade.

It’s been already confirmed, though, that the updates will be free for the life of the machine it’s being installed on.

Tip o’ the Week #262 – Windows Phone 8.1 Update

Posted on by ewand

clip_image002Well, it’s been an exciting week. We might not have laser beams but we will get “HoloLens” (though we’re not quite at the “Help me, Obi-Wan…” level of holo-projection). Augmented Reality may be about to get really powerful and mainstream, though one departed great was adding to reality at the height of Reaganomics, almost 30 years ago…

Windows Phone as a name is reportedly going away, to be replaced with just “Windows 10”, but there’s still some innovation to come before the availability of the new phone version, later this year (preview here, maybe?).

The upgrade known as “Windows Phone 8.1 Update” is making its way in the world; some new phones already have it installed, while others are getting it as we speak. Lumia users will see a new package of updates that includes Windows Phone 8.1 Update, known as “Lumia Denim”: see here for an overview or look here for detailed rollout information.

Some highlights

clip_image006There are a few particularly cool additions; like the ability to group icons on your home screen into folders, where a tap on the group will expand it out into a sclip_image004ection with larger tiles so you can start the apps quickly. It’s one extra tap on the home screen but it means you can get quicker access to key apps without needing to scroll around on the usual list of apps.

There’s also a nice feature called Apps Corner, which lets you pick a few (like Maps, or a good Stopwatch) and allow them to be launched by anyone, without needing you to unlock the phone. It’s a bit like Kids Corner but for everyone else, and you do need to specifically activate it (either by navigating through the settings menu to enable it, or pinning a shortcut to the start screen) before handing the phone over.

clip_image008action center

Everyone who’s on Windows Phone 8.1 will no doubt like the action center, with its quick glance at battery life remaining, the easy jump straight to the phone’s settings or the 4 big tiles that take you to common settings like WiFi and Bluetooth… but did you know you can customise it? Go into settings > notifications + actions and you can replace the 4 default tiles with choices of your own.

Windows Phone 8.1 Update adds the ability to show mobile data on this list – so if you’re travelling and want quick access to be able to switch roaming data on and off, there’s no easier way.

Finally, internet sharing on the Update gets a tweak – you can set your phone as before to be a WiFi hotspot and share out its own data connection to other devices, but you can also now do internet sharing over Bluetooth.

For a full list of what’s new in the update, and for the OS version numbers, see here.

Tip o’ the Week #260 – Scan cards to OneNote

Posted on by ewand

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Business cards are still a big part of business culture – even if many of us primarily communicate via email, the ceremony of handing over a little card with your name on it, at the start of a face-to-face meeting, is still quite important. Some countries, such as Japan, have very particular etiquette rules surrounding business cards, so it could take a long time for them to become obsolete.

What better time to institute a resolution to digitise the pile of business cards you may have lying on your desk, than the new year? And to routinely add new business cards to your Outlook contacts folder when you get them, without waiting ages? Well, an update to the amazing Windows Phone app, Office Lens, can help out.

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clip_image006The Lens app (install from here) now has an ability to scan business cards as well as photos, whiteboards & documents. Just tap the option on the top right of the app to choose the mode, then select business card. Now, point the phone at the business card you want to scan in, tap the screen to focus and press the on-screen camera icon or the phone’s camera button, to “scan” the card.

It helps if there’s a contrast between the card and the surface it’s on, so if you have a light desk then try getting a piece of coloured paper, and you don’t necessarily have to angle straight down – try to avoid casting a shadow over the card. The software will try to identify the edges of the card and will scale it as if it was flat, and fills the image.

clip_image008Once you’ve photographed the card, you can choose if you want to select & use it, delete it and try again, or possibly add another image – so if your card has info on both sides or you want to batch people from the same company up in one go, then you can have multiple images per contact page.

After tapping the save icon, you can choose which section in OneNote you want to save the resulting info – it may be worth setting up a new section in your notebook on OneDrive, just to catch all the contacts while you decide what to do with them. It works best if you have a pile of cards to just scan them all in as one production line, then go through them and edit/tidy up as appropriate.

Each card will produce a single page in OneNote, with the image(s) of the card embedded, and OneNote will try to identify the text off the card and also figure out the key fields (such as name, address, telephone, email etc). The title of each page might not be all that helpful (by default, it’ll be something like “05/01/2015 13:01 Office Lens”) , but it will be possible to search across the whole notebook, so you can find the contact details from each scanned card without necessarily having to do any more. You can always rename the OneNote page later, if you like.

If you want to add the resultant scan to Outlook’s contacts, then each OneNote page that can successfully identify enough key information from the scan will show a “BizCard” attachment, which opens a vCard of the contact information. Simply open, make any final tweaks, hit Save and it’ll be added to your Outlook contacts folder.

Finally, you’ll probably want to delete all the scanned images from your phone – they’ll be cluttering up your SkyDrive/OneDrive Camera Roll folder if you have automatic upload still enabled, so the quickest way would be to use your PC to delete all the card scans from that folder and let it sync back to OneDrive.