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Tip o’ the Week #228 – Lync Q&A

Posted on by ewand

clip_image001Presumably, we’ve all been on a Lync conference call where there may be a presentation going on and in parallel to the voice conversation, there’s a rampant side-channel of IM traffic which the presenter has no chance of keeping up with or maybe even seeing. One or two company car drivers may have experienced this, recently… Still, it’s not like the old MCI conference call days, at least… (Everyone’s been on one of those calls…)

There are a few simple ways to make the experience for both presenter and attendees better, however. Step one: please don’t present a PowerPoint by sharing your screen (since you won’t be seeing the Lync window so you can’t tell what people are writing about you) – this was covered back in ToW #111, but in summary, it’s a whole lot better (on network performance, on usability for attendees, on UX for the presenter) if you upload the presentation and deliver it within the Lync meeting. More here.

clip_image004If you have your PowerPoint file in email, try dragging it onto your Desktop clip_image003(temporarily), then click on the PowerPoint option under the Manage Presentable Content option within the Lync meeting. Should the file already be somewhere else on your PC, you could navigate to it within Explorer and

right-click on the file whilst holding down the SHIFT key, and select “Copy as path” to copy the full file path and name to the clipboard. When you then click the PowerPoint option, just paste the name in and it will immediately upload your file.

It does need a little planning in advance, as it takes some time to upload and process the file (depending on the size & complexity of the presentation). Presenters can upload multiple PPTs to the same meeting, and then switch between them at will – so if you have 2 or 3 people presenting, they could each be uploading their files in the background – being careful to not accidentally start presenting in the middle of someone else’s spot.

Q&A and Polls

clip_image005If you’re running a Lync meeting with lots of attendees, then it might make sense to switch off the “meeting IM” noise channel, and instead use a managed Q&A system to collect input from attendees and provide answers that can later be exported and sent around. Start the process by going back into the Manage Presentable Content section and kick off a Q&A (assuming you are a clip_image007presenter) – if you’re in the middle of presenting some other content, this will surface as a tab on the “stage” to the right of the Lync window. Both attendees and presenters can switch between these tabs at will.

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Q&A sessions allow people to ask questions and any of the “presenters” in the meeting can supply answers that clip_image010don’t interrupt the meeting; attendees can see each other’s questions (and filter out the noise of others to show only their own, important, queries) and presenters can also start & stop the whole Q&A process, resuming meeting IM as appropriate, and can also save a transcript of all the Q&A to distribute later.

clip_image012Polls also feature in much the same way – similar to Yammer or older LiveMeeting polls,  you can clip_image014ask a question and get people to vote on the responses provided – with attendees seeing the Poll show up in the “Presentation” tab, while presenters can manage more options about whether people can see each other’s responses etc.

If the presenter is following best practice and using PowerPoint presentations within the Lync client, then s/he will be able to switch at will between PPTs and Polls, smoothly and professionally. clip_image016Just go back into the same menu option as before, and you’ll be able to switch between multiple PPTs or Polls in the “Presentable Content” section.

If you’re going to host a Lync meeting with more than a handful of people, it’s worth having a practice with these features. Don’t show up looking like a rank amateur.

Tip o’ the Week #227 – Moving around Outlook

Posted on by ewand

clip_image001What’s the most-used application on your PC? Maybe it’s your web browser (IE, of course), but if you’re a corporate email slave like many of us, then it’s quite likely to be Outlook. As you spend so much time in the application, it’s worth getting to know how to move around it a little more efficiently, and that could save you, oh, whole minutes every day.

ToW’s passim have covered the subject in part; see way back to #10 in #119. In summary, there are shortcut keys that everyone should know – CTRL+SHIFT+I will always jump to your Inbox, CTRL+1 will take you to “mail” (whatever folder you were viewing last), CTRL+2 jumps to your calendar, CTRL+3 to Contacts, CTRL+4 to Tasks, etc.

There are a few other tricks you can deploy to help getting about in Outlook with more vim. As well as using the keyboard to jump around, move up and get down, there’s always the bottom of the WunderBar (seriously, it is called the WunderBar – and not just in Outlook). If you click on the ellipsis in the shortcut bar then choose Navigation Options, you can change the order of the items in the bar – so if you like to click on the shortcuts and you use Tasks a clip_image003lot, then you could move that folder up clip_image005the chain so the icon will always be available.

clip_image006(The “Compact Navigation” option hides the text description and replaces the words with a simple icon, and is on by default).

If you remember that you can always get Mail by pressing CTRL+1, then you could ditch the icon from the WunderBar and get it to focus on the other folders you use a little less frequently.

Another trick is that you can fire up Outlook with the view already in a specific folder – as well as right-clicking on a folder and choosing Open in New Window, you can get Outlook to do the same if  you press the Windows Key + R keys and enter outlook /select outlook:foldername where foldername is inbox, calendar, tasks and more. If you put a path to a folder in there – e.g. “outlook:inbox/my subfolder in my inbox”, etc – then it will bring up a new window with the focus in that folder.

Try this:

  • Launch Notepad (press start, type Notepad, enter)
  • Paste the following into the notepad app:

cd C:\Program Files\Microsoft Office 15\root\office15\
outlook /select outlook:inbox
outlook /select outlook:inbox/Not direct to me
clip_image008outlook /select outlook:calendar
outlook /select outlook:tasks

If you think Outlook is installed in a different place, try launching Task Manager (CTRL+SHIFT+ESC) and look for Outlook in the list, then right-click and choose Properties to see the location. Edit the first line of the above list to point to the right place…

The second /select above is to a custom folder that you probably won’t have – try either setting it to another folder you want to jump to, or just remove it altogether.

  • Save the file to the default location (should be your “Documents” folder),  by selecting the Save as Type option to All Files (*.*) then call your file olk.cmd.

Now, if you press Start, type olk and press Enter,  you’ll get a bunch of new windows each pointing to a useful place in your mailbox. 

Tip o’ the Week #226 – Reading Mode on IE11

Posted on by ewand

clip_image001Windows 8/8.1 has continued to improve over its life, providing both changes to existing functionality and adding some whole new stuff along the way. One recipient of both such updates is the Internet Explorer browser – Windows 8.1 saw the upgrade to IE11 (also available on Windows 7 machines too) and some subsequent tweaks appeared as part of the Windows 8.1 Update (or Windows 8.1 Update 1 as most commentators refer to it, in anticipation of future updates to follow…)

There have been some notable changes in the way the “Immersive” IE11 works – that is, the Metro Modern UI version which only really made sense if you were running on a small, touch screen since the UI wasn’t exactly optimised for giant screens and keyboards/meeces.

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The address bar in the IE11 Immersive mode is still at the bottom of the screen, along with the previews of any tabs you have open. There’s better Favourites integration and a whole bunch of other improvements which make the full-screen M**** version of IE a more palatable default choice for a lot of browsing. There’s improved Compatibility Mode, too, though quite a lot of intranet sites and the likes may still require the desktop version. If you browse to a site using the Immersive IE and it needs to do something that’s only supported in Desktop mode, then it will tell you… and you can always get to it with the spanner icon too.

You may have noticed a new icon appearing to the right of the Immersive IE address bar on some sites – a clip_image005new “Reading Mode” which aims to make browsing easier by removing graphics, ads, unnecessary navigation etc from some sites. You won’t see the Reading Mode icon on every site, though – IE analyses the page and will only show the icon if the content is deemed to be suitably structured that it can be displayed in this new way. Web site owners have the option of putting in a tag to disable this too, so if they really want to retain control of the layout then it’s straightforward to do so.

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Here’s a simple comparison – a page with navigation, inline graphics and text…

There may be several Next Page type links on the article, which Reading Mode will try to follow and show you the whole thing in one bite.

clip_image009Here’s the same blog page displayed in the new mode… Read more about it yourself, here.

The same group of Microsoft typography gurus who built the ClearType font-rendering technology which was designed to make it easier to read text on-screen, have even developed a new font called Sitka, which is said to be the first font developed with legibility being measured scientifically during its design.

If you have Sitka installed on your machine, you’re reading it now…

At first glance it looks a bit more like Times New Roman due to its seriffed style (in contrast with the more in-vogue sans serif fonts like Segoe, Calibri, Arial etc… they even make films about such fonts). Wonder what Simon Garfield, author of the excellent Just My Type, would make of it…

Tip o’ the Week #225 – Surveys R Us

Posted on by ewand

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Have you noticed an increase in online surveys asking if you have a few minutes to complete them, when you visit web sites? Do you duck & dive when walking along the street and are confronted by a just-a-little-too-friendly student in high-vis and brandishing a clipboard?

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Surveys are undoubtedly useful to the people collecting the information (as long as they screen out the loonies) though there’s always the possibility that the people who bother to fill in surveys might not always be the typical user – who has a spare 5 minutes in their day to tell some website what they think?

All that said, there are many tools that can be of use if you’re the surveyor and you want to ask people their opinion. In SharePoint Online (see here for a tutorial) it’s really easy to create surveys that contain structured and unstructured questions, even branching logic (eg. If you answer “No” to one question, jump to the next relevant one rather than asking you further questions about the thing you didn’t do).

Thanks to Phil Cross for pointing out that there has been a super-simple solution available for more than a year, courtesy of SkyOneDrive – Excel Surveys. Ready for your Mum and Auntie to use, it’s a really simple way of asking a few questions and collating the responses you get – here’s an example survey.

It looks nice, but there are few fancy features like branching, however it’s really easy to set up a survey and it’s on OneDrive, so anyone can fill it in.

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One thing to note, though – the originator doesn’t get any more information than what’s entered in the actual survey, so you might want to add questions about who the respondent is, what date it is etc. Answers are retrieved in a straightforward Excel table, and can use Excel functionality to filter and analyse – if you think you’re going to get enough replies that you’ll need to do that.

Still, Excel Surveys are easy to initiate, simple to complete and can be filled in by anyone who can access OneDrive.

Tip o’ the Week #224 – Alarem Scarem in Windows 8.1

Posted on by ewand

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If you’ve installed Windows 8.1 Update 1, there are many great additions which will be  doubtless delighting you as you use clip_image004them, especially if you’re working on a PC which isn’t primarily touch-oriented. There are hundreds of incremental updates (more here), but there are still bits in Windows 8.1 which are commonly unknown.

Windows 8.1 introduced the idea of an “Alarm” function , and also debuted an in-the-box Alarms app, akin to the equivalent on the phone.

The new Alarms clip_image006app (just start typing alarm on the Start page to find it) does what you’d expect of the similar Windows Phone app – set one or a series of alarms that will throw an alert at the prescribed time, make some noise and generally be alarming.clip_image008

The idea of using your PC to wake you up might not be all that useful, however – if your machine goes to Sleep then the Alarm won’t wake it up unless your PC supports “InstantGo” – the new monicker for what was previously known as Connected Standby.

If you set an alarm on a PC which does not support the required mode, you’ll see a notification within the Alarms app that it will only work when the PC is awake… (Booo….)clip_image010

The good news is that even the original Surface RT supports the necessary sleep  mode, as do many of the SoC machines such as the growing band of 8” tablets running Windows 8.1. See here for a bit more info.

Even if your PC doesn’t support the ability to wake you, the Timer and Stopwatch functions are very slick and well worth a look, and the UI is really smooth, particularly for touch users.

Tip o’ the Week #229 – Cortana, let’s rock!

Posted on by ewand

(Another slightly out-of sequence tip as this could be more timely now than in a few weeks)

clip_image001One of the most written-about and eagerly-awaited features in the soon-to-appear Windows Phone 8.1, is Cortana – the “digital assistant”, named after the character in the Halo games.

If you’re desperate to get hold of the developer preview of WP8.1 – bearing in mind it is still a preview, and there’s no going back once you’ve installed it – then there’s still time. The preview did receive an update which made the battery life a bit better, so if that’s the reason you’ve been holding off, then maybe it’s time to dive in. Paul Thurrot detailed how to install 8.1 preview here, and if you are not US based and want to enable Cortana, then you’ll need to fool your phone into pretending to be Septic.

The general feedback on the 8.1 preview has been very positive, though in some quarters, it’s a step back from the Hubs strategy that Windows Phone pioneered, in favour of more monolithic apps – it seems that’s more in line with what users expect. Also, there are some features which draw a parallel with Android – like the notifications that show when you swipe down from the top of the screen.

It’s a fun exercise to play around with the voice input on Cortana – ask her how old she is, where she comes from, who’s her daddy, what she’s wearing (warning: best not do these in public in case you get deservedly funny looks) and you’ll get some amusing answers. Ask her what she thinks of Steve Ballmer, whether she likes Google, or if she’s better than Siri… How we laughed! Still, there are a whole load of useful things you can ask Cortana – a non-exhaustive list appears here. clip_image002

There’s some nice reminder type functionality in there – like “next time Alistair calls, remind me to ask him about what the agenda is for sync week”. Sure enough, next time that person rings you, there will be a small text splash on the incoming call notification, reminding you of whatever it was. clip_image004

There are some less visible but even more awesome Cortana features behind the scenes, though – and some of them you’ll only discover by accident and by using the phone. Here’s just one example – Cortana, your pocket PA, can keep an eye on your calendar and prompt you when appropriate. Here’s an email, for example, where the phone has spotted various terms that correspond to dates and times, and has automatically hotlinked them… tapping on one of these links will offer to set an appointment, in context – so the “how about 4pm” link already knows that the day in question is the next Friday. Very smart indeed.clip_image006

Cortana will also make sure that you’ve got time to drive to your next appointment, if she can recognise an address in your calendar, and can even learn your routine too (e.g. if you visit the same place regularly during the working day, then the settings page will ask you “Is this your work place?”, and if you tend to return to the same place in the evening, she’ll ask if that’s your home).

clip_image007All of this could be seen as a bit creepy but remember that you can always switch any of it off, and that Cortana is using technology pioneered by the Bing search engine to build a model of your world, so she can help you without you always needing to ask, and she’ll never tell you that it looks like you’re writing a letter. Ask her “Do you like Clippy?” if you’re in any doubt.

Sadly, the subject line of this ToW doesn’t quite work – “Cortana, let’s rock!” merely results in a Bing search for the term. However, “Cortana, play some rock!” gets the response “Queuing up your Rock Music”. If you have any jazz music on the phone, that would be lined up instead. Nice.

Tip o’ the Week #221 – Stay safe on WiFi

Posted on by ewand

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Following last week’s misty-eyed retrospective on WiFi and Bluetooth, it’s worth pausing a little to pass on a few safety tips too. If you’ve a WiFi network at home which does not have encryption enabled (using a decently strong password – known as a Pre-Shared-Key or PSK – and a modern encryption method, such as WPA2) then you must hang your head in shame immediately, that is, immediately after you go and put a strong password on your WiFi.

What should you call your home WiFi network? Well, if it’s “NETGEAR” or similar, then make sure you call it something else (in case a well-known exploit is found in every NETGEAR router, in which case you’ve just told every kerbside hacker how to break into your network). Also, it’s worth making sure you change the admin password for your router – it’s a piece of cake to find out the default password for well-known routers, such as NETGEAR ones.

How to name your SSID might depend on where you live, if you have any neighbours, if you trust them and so on.

clip_image004Serial ToW contributor Paul “Woody” Woodman has the mischievous idea of setting his SSID to be something eye-opening – in fact, the WiFi network set up by his phone’s Internet Sharing (as covered in last week’s ToW) has an interesting name…

So, Woody’s on the train, using his phone to connect to the internet, and all the other WiFi users in the same carriage are on their best behaviour…

The Huffington Post wrote about this phenomenon a few years back.

To get a more reliable connection, it’s worth setting your WiFi channel to be something that interleaves well with your neighbours, so you’re not both trying to blast out on Channel 6 – as a guide, check here. Try using a bit of software called inSSIDer to sniff your neighbourhood, see what their networks are called and what channel they’re on, then set yours to something complementary, if you can.

Stay Safe Online

Yvonne Puley made a suggestion about checking what WiFi networks you connect to, after reading a report on the BBC website and seeing an article on the BBC’s Click programme. The gist of the piece is that public WiFi networks – a hotspot set up by your local coffee shop, or even well-known WiFi networks provided by telco’s and the like – are not necessarily all they seem. A simple scam could be for a ne’er-do-well to set up a spoof WiFi network on their own laptop, and the unsuspecting browsers could connect to it and all their online movements could be recorded and tracked. Other hackers could stage a “man in the middle” attack using software that intercepts traffic on legitimate networks and can even decrypt supposedly secured SSL traffic.

In short, there’s no way for you to guarantee that what you do on any public WiFi network is safe from prying eyes. Europol (not to be confused with Interplod, as Arthur Daley might have ventured) says, basically, don’t use public WiFi networks for anything private, like online banking. If you want to scare yourself silly, then watch this Click clip.

clip_image006Anything that goes over VPN or DirectAccess should be OK, as the encryption mechanisms used are less susceptible to having a breaker on the side. Even when connected back to base using a more secure connection, though, ordinary web surfing and background updating of apps will typically go out via the public WiFi network. It’s worth also making sure you don’t give too much away – like when you first connect to the network, unless you control it, then you don’t want to “find PCs, devices and content” etc.

For more info on this setting, see here. Looking in the PC’s settings at the connection properties (as described in that article) also lets you see what kind of encryption you have running on the network. If you’re connecting to a WEP network (the traditional method for putting a password on a wireless connection), then think twice about trusting it – Wired Equivalent Privacy is anything but, and can be relatively easily cracked.

Tip o’ the Week #220 – Wireless networking, 15 years on

Posted on by ewand

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It’s amazing how quickly technology goes from an expensive frippery to a cost-insignificant near-essential. It’s not so many years ago that WiFi and Bluetooth first arrived (remember the Ericsson T29 or T68, the latter of which not only had a COLOUR screen but came with Bluetooth support – all you’d need is a £100 “Socket” Compact Flash card†, and your iPAQ could be GPRS enabled).

Bluetooth went from a travelling salesman’s “look at me” blinking earpiece, to wirelessly enabling things that don’t really need to be wirelessly enabled (and the seller’s earpiece is now pretty-much the territory only of airport taxi drivers). WiFi was developing in parallel.

clip_image003Here’s a photo from 13 years ago, where the serving UK Prime Minister was entertained by a demo in the Microsoft TVP atrium, of a mobile app (equipped with smoke & mirrors) which used a WiFi network – but it pre-dated the Microsoft rollout of WiFi, necessitating about £500 worth of kit just to allow the hand-held device to talk to the network.

Nowadays, we’d rock up at an airport and be disappointed not only if there wasn’t WiFi, but there wasn’t some kind of freely available service. Buses have free WiFi. Often you can price-check online as you’re walking around the department store. We expect WiFi to connect our phones without racking up 4G charges. Time marches on.

It was 1999 (with the adoption of the 802.11b standard) before wireless networks (becoming known as WiFi or Wi-Fi depending on your degree of pedantry) started reliably working with kit between different vendors. This opened the door to successful adoption and eventual embedding in all sorts of devices. Bluetooth also developed apace, and has now carved out a niche (especially with Bluetooth Low Energy, or BLE) for data comms over relatively short-range and comparatively low-power (against WiFi’s longer range, with higher power drain).

clip_image005Although both standards offered options for peer-peer communications and operating in an “infrastructure” mode where there was an established network to connect to, Bluetooth only ever took off as a means of linking devices directly, and the vast majority of WiFi is deployed as a network of base stations.

Windows Phone 8 GDR3 and Windows 8.1

One neat function that was included in the latest major update to Windows Phone 8 (released under the “Lumia Black” moniker for Nokia handsets), turns your phone into a WiFi hotspot that can be remotely controlled by Windows 8.1. If you go into settings -> internet sharing on the phone, and set up internet sharing for the first time, it’ll give you a broadcast name and a numeric password.

You can now connect from some other device to the phone over WiFi, and use its data connection to get on the internet. Once you’ve set the connection up for the first time, with your laptop or tablet is running Windows 8.1, you can establish the connection any time without even needing to get your phone of the pocket – just swipe from the right, look under the network settings and tap to connect.

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† Whilst on the topic of old networking kit, here are some old Bluetooth bits that I found in my Man Drawer. The PCMCIA wireless cards have all gone the way of the Dodo – these ones evaded the net on the basis of their size and the amount of money they costs to procure in the first place.

How can you throw something away that cost hundreds of pounds in its day and is now worthless for any reason other than as a curio?

Might as well keep them and maybe someday they’ll be worth something as a museum piece…

Tip o’ the Week #219 – OneNote takes flight

Posted on by ewand

clip_image001In case you missed it, OneNote had some interesting news a few months ago. The application has a great following amongst fans who crave being organised (at least some GTD aficionados too), more so than maybe any other application (even Outlook). If you’re a user of OneNote, make sure you check out the brilliant & free OneCalendar and OneTastic add-ins.

OneNote is now free, on all platforms. That’s right – free download on Windows (desktop and “Modern”), Windows Phone, iPhone, iPad, Android, Web and even now, Mac. It is worth noting that the free Windows version isn’t quite as functional as the regular full flavour OneNote, and it’s for home/school use only.

A change to the way add-ins are surfaced online also coincides with the release, with extension apps providing additional functionality like the ability to snap a web page with a single click and add it into OneNote. There are a bunch of Featured Apps listed, including others like mod, a company selling Moleskin-style paper notebooks that include a service of scanning them in when you’re finished, and uploading them to OneNote for you.

clip_image003Clippy is back

To set up the Clip to OneNote feature, see this page. Essentially, it adds a snippet of script to your Favourites bar, one click of which will snap the current web page to the “Quick Notes” section of OneNote. If you don’t use the Favourites Bar (or you’d like to use the feature in Modern UI IE), then add it to any regular Favourites folder, and you may have to use 2 clicks…

clip_image005The snip just drops an image of the web page into OneNote, however once you have the page, then OneNote can extract text from the image and can be indexed to make it searchable too. It’s a quick and easy way of grabbing whole web pages; perfect for when doing online research, price comparisons and others when copy & paste is a little hit & miss.

Tip o’ the Week #218 – Have you got the touch?

Posted on by ewand

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Using “touch” in computing has evolved so much in just the last five years. First phones then tablets evolved a new UI around using your fingers rather than a pointer & mouse, and with Windows 8, touch really got mainstream on regular PCs too. How many times do you prod the screen of a laptop then realise it’s not touch-capable?

Well, more advanced means of using touch have sprung up in ways other than just the screen. Most laptops nowadays have ditched the “Pointing Stick” (careful if you go searching online for the other terms one might use) and have adopted a touchpad of some sort. Originally, this was just an annoying way of moving your mouse around with repeated swipes, but as people are more used to them, and they’ve got more effective, it’s generally the preferred way of pointer movement on a laptop.

Unless you have a real external mouse, of course, which is always better.

clip_image004Microsoft’s been working with partners for a while now on a new generation of touchpad, called a “Precision Touchpad”. The idea with the Precision TP is that it replicates the gestures you might use on-screen – see more information here. Check if your machine has a PTP by looking under the Mouse and touchpad section in PC Settings. (sorry about that last link).

If you prefer using one of the growing band of touch-enabled meeces then you should make sure you have the Microsoft Mouse and Keyboard Center installed on your PC. If you’re equipped with an appropriate rodent, you can do all sorts of one, two and even three-fingered gestures and your machine will respond without fuss or complaint. Well, it will once you’ve practiced a bit…

The excellent Wedge Touch Mouse (essential equipment for anyone with a laptop not bristling with USB ports – ie most of them – since it doesn’t need a USB dongle to work, given that it uses Bluetooth) sadly doesn’t support the full gamut of multi-digit expressions, however it does allow you to scroll horizontally and vertically – useful for navigating the Windows 8.1 start screen or simply moving around in long documents.