Tip o’ the Week #141 – more Outlook 2013 tweaks

Posted on October 12, 2012 by ewand

A couple more tweaks for those of you who are enjoying Outlook 2013 (or Outlook “15”). The first comes from ToW stalwart Stuart Handley, who is driven to near distraction by the Reading pane in Outlook. In his own words…

How can I disable in-line reply in the Reading Pane?

To provide a more streamlined experience without the need of popping up extra message windows and dialogs anymore, Outlook 2013 introduces in-line reply which allows you to press reply and directly start writing your reply in the Reading Pane (which means that it is not really a Reading Pane anymore and they should have changed the name).

You can press POP OUT to open your message in a regular Message editor window which provides access to additional formatting options and features.

To always use the regular Message editor window instead of in-line reply, disable the option:

File-> Options-> Mail-> Replies and Forwards-> Use inline replies when replying or forwarding

Maybe the new Reading/composing pane thing is a mixed blessing, although a lot of the time, progress means having to adopt an at-first uncomfortable change. Maybe try it out and if it causes you to want to cast a spell on its designers, just switch it off.

On a more benevolent level, there’s one nice design feature which is highlighted by Phil Hand…

I just typed out an email in Outlook 2013 which contained “attached” in the body. As usual, I forgot to attach the attachment but wow!, I got the following popup J

Wonderful! – now if only it was Clippy that was telling me 😉

If, like Phil, you have a wistful thought when Clippy is mentioned, you could always sign the Bring Back Clippy petition. Only 51 signatories at the time of writing, so don’t hold your breath for People Power bringing the Clip back from the great wastepaper basket in the sky.

If you’d rather not be warned about missing attachments, you can always switch it off by going into …

File-> Options-> Mail-> Send Messages and clear the “Warn me…” checkbox.

It’s also worth noting that now and again, clearing the Auto-Complete List could be a good idea – as people leave the company, you might find their names & old addresses are still being listed. Of course, you can always ditch individual addresses from the cache by clicking the X that appears at the end of the errant address.

Tip o’ the Week #140 – PDFs in Windows 8 – reprise

Posted on October 5, 2012 by ewand

Hot on the heels of ToW #138 which looked at handling PDFs in Windows 8, lots of feedback from avid ToW readers with their own tuppence to contribute.

Mike Mundy pointed out a simple way to print from within the built-in Win8 Reader app – good ol’ fashioned CTRL-P. Actually, this combo works for any Modern UI Windows 8 App, as long as the app itself supports printing. Try it out – Internet Explorer lets you print, for example, but the News and Weather apps don’t.

One of the features of the Modern UI App is that they declare to the Operating System what they’re capable of doing – maybe they support sharing their content with other apps, or they could support interaction with different devices… like sending their content to a printer, for example. These capabilities and “contracts” are typically exposed through the Charms.

Woody also suggested that Tracker Software’s PDF-Xchange is an even better reader than FoxIt. If you haven’t tried out an alternative to the Adobe monolith, then you might want to give it a whirl.

John Owen and Jason Carter both pointed out that Office 2013 (well, Word 2013) has the capability to edit PDF files too. Well, it does rather want to save the edited version back as a Word document type, but you can always over-ride it and save as PDF.

You can also save documents as XPS format, or just print a doc out (as per the screen shot above) to the XPS Document Writer. XPS – or XML Paper Specification to give it the full moniker (or ECMA-388 for its standard name) – is a freely available spec that Microsoft developed as a way of taking stuff that’s onscreen and representing it exactly as it will appear on paper. Kind of like a PDF or PostScript file, but without requiring the license from Adobe.

XPS has never really taken off, much; even Microsoft internally makes pretty heavy use of PDFs, still, maybe for things that aren’t supposed to be edited (job offers letters, annual review docs, that sort of thing).

Or things that weren’t easy to edit before Word 2013 came along… d’oh!

Tip o’ the Week #139 – Taskbar fun

Posted on September 28, 2012 by ewand

Windows 95 (aka “Chicago”) introduced us to the wonders of the Windows “Taskbar” as a way of managing open apps. It was a response to people’s increased ability and need to multitask in Windows, as previous versions of the OS provided no ready visual indication of how many windows were currently open. Other than a pile of open windows on the screen, obviously.

Windows 7 brought with it some brilliant enhancements to the taskbar that have pretty much remained unchanged in Windows 8 (even the spirit of the Start Button is there, if only you drift your mouse over to the bottom left of the screen…) Useful functions like Jump Lists and the ability to pin Internet Explorer favourites by dragging them directly to the taskbar (see ToW #83 and #86) are all retained in Windows 8.

Like every step forward, however, there was a down side to the changes made in Windows 7 (& by the same token to Windows 8), in the way the taskbar behaves with certain apps that offer no additional functionality by situating themselves on the taskbar (other than cluttering it up). Lync and Skype are examples of ‘always on’ but not as frequently used as Outlook, which has a permanent place on just about all of our taskbars.

There are other taskbar villains out there too – the Windows Live Messenger app always wanted to stick itself there, even if you didn’t sign in – but with the groovy “Messaging” app now part of Windows 8, you could spam FB & Windows Live Messenger, all from a single, chromeless, modern, Windows UI app style UI app, so who needs separate apps to do all those things anyway?

Here’s how to banish those Skype & Lync apps to the ‘tray notification area’ (a.k.a. systray) while they are not in use. [Rumour has it that we’re going to merge Skype & Lync together at some point and call it Slync. Actually, that isn’t true but it would be amusing and certainly better than “Klype”].

Lync 2010/2013

Open Lync and click on Options (cog wheel) located in the top right
On the General tab, locate a section called Application Window and check the box next to it
Click OK and watch the icon disappear from the taskbar (that is if you don’t have any open Lync conversations)

Skype

Open Skype and navigate to the Tools > Options menu
Uncheck the ‘Keep Skype in the taskbar while I’m signed in’ checkbox
Click Save and close the Skype window

If you’re using a widescreen monitor or laptop, try setting the taskbar to the side of the screen – it’s more efficient and allows better navigation for most people. Try it out by checking out this KB article.

Tip o’ the Week #138 – PDFs on Windows 8

Posted on September 21, 2012 by ewand

File Extensions. The lost remnants of MS DOS that started to vanish when Windows 95 removed the tyranny of the 8.3 for most people. This 8 year old survey asks, which one are you?

There are other historical artefacts littered around in Microsoft history – like the alias/login name, which for many is still their email address and is limited in length.

From a 1998 snapshot of the Microspeak Glossary:

E-Mail Names: On the surface, a reasonably logical method of distinguishing 20,000 or so Microsoft employees and contractors on the internal corporate e-mail system. Consists of a five- or six-letter alias (q.v.) constructed from first and last name — if Leonardo Di Caprio worked for Microsoft, for example, his e-mail handle would be something like "leodic." Where it gets strange is that the corporate culture fosters a substitution of the e-mail name for the real name, in memos, formal documents, and even, repellently, in conversation. (Ex: "johnd owns that issue," "contingent staffers report to edcur," and constant casual references to Bill Gates as "billg.")

[in actual fact, the maximum email name, logon name or alias length was 7 then 8 characters, a restriction originally imposed by the Xenix and then MSMail systems – Xenix was a version of Unix which Microsoft used to sell, and on which our first corporate-wide email system was based. MSMail disappeared nearly 15 years ago, yet the length limit still applies because, erm, nobody knows why. Probably.]

People continue to refer to document types by their file name extension, at least in part – “PPT” is still used (even if it’s really a PPTX); now and again you’ll talk about a “JPEG” or “MPEG”, but one of the most used is “PDF”.

The Portable Document Format was originally used by Adobe nearly 20 years ago, after the company was founded by people who had worked at the legendary Xerox PARC (having developed the PostScript page description language there, before leaving – like seemingly everyone else at PARC – with their good ideas, and making millions elsewhere).

There’s a PDF reader built into Windows 8 (called, simply, “Reader”). It’s quick, it’s clean, it isn’t full of unwanted functionality and security vulns, and it’s already there, so no downloading and updating every time you reboot. Hurah!

The downside? Well, sometimes it can look a bit funny on different machines, and it isn’t so easy to print as you might expect – on the Charms Bar (swipe from the right, throw your mouse to the bottom right, or press Wnd-C) you need to use Devices to print out.

The most annoying feature though, is when you click on a PDF link in an web page or an attachment in email, you view it in the full-screen, chromeless, Modern UI, and when you’re done, you close the window by dragging down from the middle of the top (like in any Modern UI app). And you get dumped back to the Start screen rather than the app you were in.

foxit

Ex-UK wonderboy Matt McSpirit was always a big proponent of Foxit Reader, an alternative to Adobe’s ubiquitous, monolithic and forever-needing-patched trad. PDF reader app. If you spend most of your time in the Desktop app side of Windows 8, then you might want to check it out – it integrates with browsers (of several flavours), and it is quick to launch and easy to make go away too.

If you do take a look at Foxit Reader from the link above, make sure, however, you pay attention to the install routine (this one) – like a lot of software these days, it insists on advising that if you don’t want to not install this software and not make it your undefault, then make sure you don’t not untick this already ticked box…

Check you don’t want what it wants to set your defaults, that you uncheck the checked check boxes. Check?

Other PDF readers are available. Paul “Woody” Woodman recommends PDF-XChange Viewer; you may want to check that out before taking the plunge.

Tip o’ the Week #137 – Peek-a-boo, Take two

Posted on September 14, 2012 by ewand

Following on from ToW #135, which introduced the “Peek” capability in the flat and shiny-shiny Outlook 2013, this week we’re looking at another couple. If you use Tasks, the ability to quickly see what’s due and to create a new one might be a useful feature.

Hover over the Tasks option at the bottom of the main Outlook window, and you’ll see a pop up “Peek” (right click on the Tasks option and you can “Pin the Peek” – or show Tasks off to the right of the current window, regardless of which folder you’re looking at. In the pop up window, you can mark tasks complete, you can create new ones, and if you double-click on one of the list, you’ll open the task in a new window.

The Calendar menu option also lets you Peek (as described in #135), while the remaining Peek-able option is People, the selection that was previously known as “Contacts”.

Peek on People, and you can enter someone’s name to find them – akin to searching for them in the Lync client by typing the name. You can also add people to a favourites list – although it says “anywhere in Office”, it’s not quite so straightforward… at least not yet.

Lync 2013 has a “Favorites” list that is a different thing, but if you right-click on someone in Outlook, you can add to Favorites and then be able to ~~stalk~~ contact them easily in future by Peeking on the People tab to see their current Lync status, and view the Lync Contact Card easily, which will afford you all the variety of ways to contact them.

The Peeks functionality doesn’t really give you anything you couldn’t quickly do with other means – press CTRL-2 to show Calendar, CTRL-3 to show People, CTRL-4 to show Tasks for example – but it brings some common functionality that bit closer if you’re using a mouse.

Tip o’ the Week #136 – Inbox tips for Outlook 2013

Posted on September 7, 2012 by ewand

If you’ve taken the plunge and started using Office 2013, you may be getting used to the subtle but impactful changes to the way some information is displayed, particularly lists of emails in your inbox.

Outlook 2010 has a colourful Ribbon, emboldens folders where you have unread email, and shows everything in the mail list in the same font and with the same size (unless you create rules to tell it to do otherwise).

Outlook 2013, on the other hand, has a flatter looking, less colourful Ribbon, and by default, will show your Inbox with a single line preview of the message, and the sender’s name will be in larger text. Some of the “chrome” used in the window has been removed too – dividing lines, 3D-like edges to controls etc.

Maybe it’s all part of the ~~Metrofication~~ Windows 8 Modern/Native Application Design Style-ification of the Office 2013 UI. Just don’t go into the new “Full Screen” mode, then try to close the window by dragging the window down by the middle… it might look like the UI design language until recently known as Metro, but it’s still a full fat desktop app.

In some respects, changes like the new Inbox view take a bit of adapting to, may even seem like an annoyance: in Outlook, the impact of the change of view style is that fewer messages can be seen on screen at once. There are some things you can do to mitigate this fact, though…

Minimise the Ribbon when you don’t need it

Office has allowed the user to make the Ribbon go away in previous versions, and in some respects it’s even more useful now if you want to maximise your screen real estate. Look on the far right of the Ribbon bar and you’ll see an upward pointing carat – click on that and the whole shooting match vanishes upwards. You’re still left with a menu bar, though, and if you click on a menu (the “View” one, for example), then the Ribbon will re-appear. If you don’t like this modus operandi, just click on the pin icon at the bottom right and you’ll be back to normal working. Pressing CTRL-F1 toggles the Ribbon between hidden and pinned, but then if you’re a keyboard junkie, what need would you have with the Ribbon anyway?

Adjust the preview

If you use the Reading Pane on the right, you might find you don’t need to worry about the one line preview below the message in the displayed view – you can tweak this by disabling the preview altogether, and you get prompted to choose if you’d like it just for this folder or for everywhere. Preview? Pah.

Subject vs Sender

Some people recall messages based on their contents, others on when they were sent (hence why you get a by-default grouping based on age), and some on who the sender was – “that note from Steve last week” maybe rings a bell more than what it was called. If you prefer a good ol’ fashioned Subject first approach, then it’s possible – though not necessarily bleedin’ obvious – to switch them round again.

Go to the View menu, in the main Outlook window
In the Current View section, click on View Settings then Columns…
Select the Subject and Move Up
Hit OK to save… et voila!

Bon Appetit!
This week’s tip brought to you by 1970s comedy…

Tip o’ the Week #135 – Outlook 2013 Calendar first look

Posted on August 31, 2012 by ewand

You may have seen news of Office 2013 (aka “Office 15”), and if you’re a committed early adopter, you might even have started using the preview. It’s possible to run Office 2013 alongside an existing install of Office 2010 using “Click To Run” application virtualisation technology, so there’s perhaps a lower risk in dogfooding it than there has ever been before with test releases of Office.

Since Outlook is the application we’ll spend more time in than any other, let’s have a look at a few tweaks in the new version. The early experience of Outlook is that it’s quite different – it certainly looks more “flat” and more “white” than previous versions: a bit odd at first, but it’s quick & easy to get used to.

Take the Weather with you

One neat feature in the new Calendar is the weather forecast being brought into the calendar. To manage your locations, click on the down arrow to the right, and if you click on the x next to any existing location, it will get removed from the list. Obviously, clicking on Add Location will let you search for places to put on the list.

Somewhat obtusely, if you live in the majority of the world which uses Celsius, basing your temperature on one where water freezes at 32 and boils at 212 degrees seems a bit odd. Brits still talk centigrade, but since the late 1940s, the preferred term was Celsius since a centigrade is a French and Spanish term for a unit that is 1/10,000^th of a right angle. And we don’t want to get our temperatures and our miniscule fragments of angles mixed up now, do we?

Anyway. To change the default temperature scale, simply (when in the main Outlook window), go into File | Options | Calendar and scroll all the way to the bottom, then look at the Weather options. Maybe it’ll get a bit more obvious by the time of release.

Zoom Zoom

This function is really designed for touch use, but it also works with desk-based rodents or touchpads on laptops. Go into your Calendar and if you want to switch from day view to see the whole week or month (or vice versa), you could use the view option on the Ribbon. Since many of us may hide the Ribbon by default (and Office 2013 makes a good job of getting itself full-screen), you can do the same thing using Zoom in and out. On a touch screen, just pinch fingers in & out, or if you’re using a mouse, press the CTRL key and use the mouse wheel to zoom in and out.

Peek-a-boo

Remember Microsoft’s Actimates Barney consumer electronics product? No?? Check him out here… One of Barney’s tricks was to play Peek-a-boo, though there was once a related knowledge base (KB) article titled, “Sometimes Barney Starts Playing Peekaboo on His Own”. Creepy.

Well, “Peek” has a new meaning in Outlook 2013, where you can see what’s in your calendar on a given day without needing to switch from the Inbox view to the Calendar view – just hover over “Calendar” on the Navigation pane at the bottom of the Outlook window, then click on any one of the dates to see a scrollable list of the appointments on that day.

Double-click on the appointment to open it in a separate window.

Tip o’ the Week #133 – The Art of Cut n’ Paste

Posted on August 24, 2012 (Updated August 6, 2021) by ewand

Like many concepts in everyday computing, the widely-adopted functionality of Cut & Paste has its descriptive roots in an antiquated process. A bit like a floppy disk as the “Save” icon, or an envelope for the email/send functions, the scissors used in Cut refer back to the old method of compositing printed materials, in the days when editors would literally make up a newspaper or magazine page by chopping up other sources and sticking them onto a master copy.

Everyone must surely be aware of the keyboard shortcuts for Cut & Paste – CTRL-X to Cut (or CTRL-C if you just want to Copy), and CTRL-V for Paste. So much quicker than clickety clicking with a mouse.

CTRL-V goes back a loooong way. Its first use was 45 years ago in the “Quick Editor” – aka QED – co-developed by Butler Lampson, one of the giants of computer history, now employed as a “Technical Fellow” in Microsoft Research. There are some other alumni of Xerox PARC nestled inside Microsoft too (like Chuck Thacker) – in a few years in the 1970s, they invented or developed/perfected the mouse, Ethernet, the graphical bitmapped display, laser printing, the GUI as we know it, distributed computing and a whole load of other technology. If you’d like to read more about what they got up to at PARC, check out Dealers of Lightning.

Anyway, back to the present. Did you know there’s a recognised religion in Sweden which reveres CTRL-C and CTRL-V as sacred symbols? Must be those long, dark winter nights…

For the most part, cut/copy & paste does pretty much what it says on the tin, but there are a bunch of options you might not have come across. When you paste content from a website into a document or OneNote page, for example, Office might not just take the content straight from the Clipboard but will go back to the source server to read the information, which might take a few seconds for each paste to occur. If you see a dialog which is taking a while (maybe even “Contacting server for information…” too), then there is an alternative, especially if you don’t need all the formatting to come with the text.

When in your favourite Office application, rather than pressing CTRL-V to paste (or just clicking the Paste icon), try clicking the down arrow under Paste in the Ribbon, and you’ll see various options – Paste Special offering the same gamut of choice as historically has been offered in previous Office versions, but the icons beneath provide a quick way to getting to the most common options.

At this point (ie when the icons are displayed), keystrokes can come back into play – press K if you want to paste and keep the source formatting, M if you want to merge the two formats, or simply T to keep the text and the text alone.

So, if you’re a Microsoftie doing your annual commitments setting, and you’ve gone to the http://performance website to update them, you might find it’s quicker to copy & paste into Word, edit your commitments there, agree them with your manager then paste back the changes… in which case, the Text Only option might save you a lot of waiting as changes are sent back and forth to the cloud… Just a thought.

Tip o’ the Week #132 – tweaking IE10 compatibility

Posted on August 16, 2012 by ewand

This week, a tip concerning Internet Explorer 10 in Windows 8 Release Preview. Not running it yet? Booo. Unless, of course, you’re now running the newly released RTM version. Hurray!

Anyway. Once you have IE10, you may find that some sites don’t work as well as they’d like. There are a few ways of fixing this – if you’re using the new full-screen App version and get any issues, the fix is basically to try opening the site in the desktop variant. Click or touch the spanner icon, then on View on the desktop option to flick over to the regular Windows desktop and view the site in desktop IE.

Once there, if you’re still seeing issues, click on the compatibility icon that IE may show you, to set the browser to a mode which is more amenable to sites that haven’t yet adopted HTML5 or are not expecting to see IE10.

You may not see the compatibility icon in all sites: if not, you could press ALT to show the menu bar, offering the ability to add your current site to the list (via the Compatibility View or Compatibility View Settings options) of sites that should be treated with kid gloves.

If you come across niggly compatibility issues, you could try this great advice suggested by Microsoft’s Helen Wright …

· Whilst browsing your suspected incompatible site in the desktop IE10, press F12

· Click on the “Browser Mode” menu, then Select the IE10 Compatibility View, and close the debug view by clicking the X in the corner.

· If the IE10 view doesn’t work out, then try setting to a previous mode by repeating the F12 trick and choosing an older version of the browser from the menu.

This tip has been known to work on troublesome websites. In time, hopefully all of the key sites will support IE10 specifically (as hundreds of millions of PCs will soon be using it, if all goes well). Who’d want to miss out on their website working with the awesome-looking Surface, after all?

Tip o’ the Week #130 – Searching in Outlook

Posted on August 10, 2012 by ewand

Ever since the 3^rd party “Lookout” add-in was built for Outlook about 8 years ago, the pilers have inherited the earth. That’s pilers. No connection with Chaka Demus.

Research as far back as the early 1980s into how people organise their desks suggested there were “filers” – meticulously organised people who have a place for everything and put everything in its place, or “pilers” who just let it all build up.

Actually, it’s more complicated than that – pilers have “hot”, “warm” and “cool” areas of their desk defined by the level of activity, so stuff they were working on was commonly nearby. Filers on the other hand, might inadvertently squirrel stuff away and forget all about it. Common belief might be that outwardly more “organised” people are more effective, but the research shows this isn’t necessarily the case. Read more here.

Lookout introduced the ability to just search across your whole mailbox, in literally an instant – doesn’t sound all that special today but in 2004, it was absolutely revolutionary. Imagine searching your whole mailbox (all 200Mb of it, wow!! – though some companies gave their users bigger mailboxes) in the blink of an eye… No longer did you need to file anything, or remember the subject line, or the date it was sent – recall any attribute of the message and you can always find it later.

As it turns out, Microsoft bought the company and then incorporated similar technology into Outlook and Windows directly. The main man in LookoutSoft left MS after his career peak and a couple of years, to go and work at a grubby advertising company. Never mind.

Anyway, back to the present day. Outlook gives the user the option of searching within folder (press CTRL-E to jump straight in and type a search query, then press CTRL-ALT-A to expand the search to all folders if required).

The Ribbon changes when activating the search box to show a bunch of criteria that can be searched upon, with a click:

There are, however, a few other options… mostly to do with the way one expresses a query in the search box. Just type in a word and your query will return any item which contains that word, however if you put subject: search word or subject: “search phrase”, then you can restrict the search results to only key words from the subject line.

Similarly, from:”joe blogs” or from:”joe bloggs” subject: “blah blah” will restrict ever further to just mail from an individual or even specific mail from that person with certain words in the subject.

There are some other esoteric search terms, too. Running out of mailbox space? Try messagesize:>5mb and you’ll see only the huge emails. Or for the same filter, simply add messagesize:enormous.

Many more examples of search criteria can be found here.