86: Finding your F… Files

Posted on July 29, 2025 by ewand

Computers have dealt with files of many types since the earliest days. When the Graphical User Interface took off, it was even seen as a step forward that you could navigate to a file and double-click it to open the application that created it, rather than having to start your word processor and go to File->Open to access a file.

As storage prices have tumbled ($76M/TB in 1985, $6K/TB in 2000 and $11/TB today), and cloud storage has become the default to some extent, then it’s inevitable we all have more stuff, photos, videos, Office documents and more. But search capabilities have not necessarily kept pace, on Windows at least.

Windows Search

There is an indexing and search feature built into Windows, and has been since Windows Vista for desktop users. It is an evolution of the previous Indexing Service which goes back to NT4 days; basically a background service will notice when files change, and can pick up the data and scan it for keywords.

In principle, you’re supposed to be able to type a search term into the Start menu or the search bar on Taskbar if you have it enabled, and it will find files which contain that word or words in their name, or even in the contents. It’s also used to search Windows own system and settings, so is often the quickest way to get to anything you’d like to change or tune.

The downside is that Windows Search is a little, er, opaque. It can take a while to index lots of content, and if it doesn’t find something then there isn’t much you can do other than try a few switching-it-off-and-on-again tricks before ultimately blowing the index away and recreating it.

Enter File Search

Microsoft has started testing a new M365 “companion” app called File Search, which is used to search files in OneDrive (and only in the M365 commercial OneDrive too, it seems).

It’s pretty quick and does a decent job of finding stuff, as it offloads the actual indexing and searching to the OneDrive service itself. The app itself is a web app running like a Windows app.

When installed, it (annoyingly) starts up at Windows startup; something that can quickly be nixed with the settings menu on the top right. It’s one of a few new companion apps that do other stuff in M365, only one tenant that you’ve signed into (and not working across Microsoft 365 Family as well as M365 school or work accounts, and not working with (MSA) Microsoft Accounts).

Find Everything – well, most things

If Find Search is limited to only stuff that lives in the (M365) cloud, a powerful, free, local application called Everything which searches all the files on your PC could be just what you need.

It searches file names only and starts showing you results as you type, and a quick double-click on the results will have the target file open in a jiffy. There is a preview pane too, so will quickly show you what the file looks like. Everything can search the contents of files too, but since they’re not indexed in advance (and with all the overhead that implies), it’s super slow to give results. Best avoided, really.

The app looks basic but is very fast, and the website looks like it came straight from the AltaVista search engine. Still, it works…

#73: Seek and ye shall find. Maybe.

Posted on April 30, 2025 by ewand

When storage was less plentiful, computer users paid more attention to the location and size of their files. You’d delete stuff you didn’t need to free up space, and if you only had dozens or maybe a few hundred documents or emails, you’d probably remember how to find them.

Not so now. SSD drives for desktop PCs now cost under £50/Terabyte, or >5p per Gigabyte (compared to 30 years ago, when a 1GB drive could be ~£500, and 58 years ago a 1MB hard disk would have set you back $1M).

A Microsoft 365 Family subscription gives up to 6 people in the environment 1TB each of OneDrive storage as part of the £9/month total. Googlers can get 200GB of Drive space for £2.50 a month, or less than 1p per GB each month.

With storage so capacious and cheap, it’s easy to adopt the “piler” strategy that you don’t need to organise or file things away because you’ll be able to find them later, either through just remembering where you put them or by having some other kind of index or tool.

Time / Money

There used to be a website which posed the question that if Bill Gates (then the richest person in the world) was walking down the street and saw a $$ bill, would it need to be worth for him to stop and pick it up? Let’s ask Copilot to update that for today:

Now, if you estimate your own earnings and divide by 31,536,000, it’s probably going to be worthwhile stopping for a $1 note or £1 coin. But if you think about all the time it might take to manage your emails and old documents, vs just leaving them in place and paying for a bit more storage…

Finding documents on PC

Assuming you have documents and other files on your PC, perhaps synced down from a folder that lives in OneDrive, Google Drive, Dropbox etc, they should be indexed and easy to find. Maybe you’ve deliberately decided to keep files in a local folder that will be lost if your disk dies. Unless specifically excluded, Windows will index the contents of all your files, and lets you search from the Start menu or from within Windows Explorer.

Press the Windows key or icon to open Start and type in whatever you’re looking for. Helpfully, it offers files/documents or the option of searching the web for the same thing. Unhelpfully, some would opine, the web search uses Edge browser and the Bing search engine regardless of what the default browser/search engine is. This can be worked around but it’s a clumsy way to try to drive people to use Edge and Bing.

A screenshot of a computer

AI-generated content may be incorrect.

The Windows Search service (and Indexing Service that it replaced) runs in the background and been around in one form or another since Windows 2000. It spots when a file has changed and looks at its properties and contents, so it can be quickly located. Look at the ellipsis “…” on the search results on Start menu for a quick way to tweak the settings.

Some of the clickbaity “Do These 5 Things Right Now To Make Windows Faster!” type articles online would advocate for switching it off altogether, but the gains will be marginal. You’d be better following some of the other nonsense you’d find on the MSN/Bing/Edge homepage.

A screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot

AI-generated content may be incorrect.

Former Windows engineer Dave Plummer shares his thoughts on the efficacy of Windows Search; it’s a relatively hard problem to solve without wasting a lot of resource, even if Macs do a better job (sometimes). If you know the content is on OneDrive / SharePoint / Dropbox etc, it might be quicker just going to the appropriate host and looking for the document there.

If you know the name of the file – or some part thereof – but you can’t recall where it is, then it’s worth looking at freeware, Everything. A super-slimmed down and lightning-fast interface will index filenames across the entire machine; if can also search contents if you like, but since they won’t be indexed first, it’s laboriously slow.

A screenshot of a computer

AI-generated content may be incorrect.

Hoping to find online

Locating documents online should be easy – for consumer OneDrive, just go to https://onedrive.live.com/ or for corporate files in SharePoint or OneDrive for business, try the new https://m365.cloud.microsoft/ homepage for ~~Office 365~~ / Microsoft 365 Copilot.

OneDrive offers some useful benefits when managing photos – like the ability to show you pictures taken in a particular place or of specific things, just as Google Photos does. Finding stuff you’re pretty sure is there somewhere might not always work out, though – OneDrive has had a bug for some months which gives rather less than inclusive search results.

Here’s what comes back when the same query is run on the same set of 1,000s of photos stored in both OneDrive and Google… (using the Split view discussed in ToW #51):

A screenshot of a computer

AI-generated content may be incorrect.

Maybe relying on search to find stuff is a fool’s errand, and the Earth shall belong to the Filers after all.

#61: Adios, Office!

Posted on January 24, 2025 (Updated January 30, 2025) by ewand

Microsoft is seemingly ditching it’s “Office” brand, which first appeared in 1990 to describe the now-familiar bundling of 3 apps – Word, Excel and PowerPoint. Along with numerous other apps and services being added to the family, for some time the company has been pushing the online version – Office 365 then Microsoft 365 – as the default. Despite this, there is still an on-premises, discrete licensed bundle of the latest apps – Office LTSC 2024 if you really must.

Users of M365 – either personal, family or corporate bundles – can go to office.com and sign in to access all the software, services and data associated with it. This has now been renamed to cloud.microsoft and the accompanying Office / Microsoft 365 app (which is really just a PWA, a web app hosted in what looks like a Windows application) is now Microsoft 365 Copilot, in the headlong rush to call everything Copilot even when it isn’t.

Somewhat confusingly, if the “Copilot for Microsoft 365” service isn’t available the following explanation is given on the support page for the app’s transition:

What about regions where Copilot is not available?

For regions without Copilot availability, the Microsoft 365 Copilot app will remove the Copilot tab from the Home screen across web, desktop, and mobile app endpoints. However, the app name and icon will remain the same as Microsoft 365 Copilot for branding consistency.

… so, it will still be called “Copilot” even if the actual Copilot functionality has been removed.

M365 Personal / Family subscriptions

As well as being corporate fodder, ~~Office~~ Microsoft 365 has had a consumer variant for a decade: Microsoft 365 Personal gets you a single user who can have up to 5 devices where you have the Office apps installed (as well as the use of web versions), 1TB of cloud storage in OneDrive, and you get Outlook.com email without any ads. The Family subscription is around 20% more expensive and gets you the same as Personal, but for up to 6 people.

Former Microsofties can receive M365 Family for free if they’re in the Alumni Association, and with membership being less than half the price for M365 on its own, it’s worth joining if you’re eligible. If you know someone who is a current Microsoft employee or who’s an Alumnus, they might be able to get you a Friends & Family login to the eCompany Store, which lets you buy activation codes for M365 Personal or Family at a significant discount. And here’s a trick: you can stack the codes (ie. buy 3 of them for less than the cost of a regular single year’s subscription, then just apply them all to your account to kick the renewal date forward into the long grass).

Speaking of cost, M365 Personal & Family have risen in price quite a bit recently; partly because they include a load of new AI features and those cloud-based GPUs don’t buy themselves.

Welcome Copilot Users!

At the same time as potentially naming something Copilot that isn’t, Microsoft has rolled out some basic Copilot capabilities for Microsoft 365 Personal and Family users. See here for the details of what’s included and how, though if you’re really not on board with all this AI nonsense, you can opt to stay on “M365 Family Classic”, which is the same as it was before without the Copilot and Microsoft Designer guff.

You’ll be shown lots of Copilot banners if you log in to any Office app with a M365 Personal subscription or the primary user of a Family one (only the owner of the subscription gets the extra sauce, at least for now). There are ways to disable it should you want to, though not everywhere – Outlook.com displays a banner at the top of every email offering to summarize it for you…

Predictably, the User forums are full of “HOW DO I SWITCH THIS OFF” type questions. The short version is you can’t; click the X on the right to dismiss the banner but you need to do that for every. single. email. Or just learn to live with it.

And Microsoft wouldn’t be true to form if branding and packaging was simple… there’s still Copilot Pro, which gives additional capacity or the paid-for Microsoft 365 Copilot addon to business Microsoft 365 subscriptions. And Copilot functionality in Business Applications, Security, GitHub and doubtless many more…

#49: Managing Multiple Messaging

Posted on October 18, 2024 (Updated October 17, 2024) by ewand

It used to be easy: you had an inbox (real or electronic) and new mail arrived. You’d check the inbox for anything that needed your attention, otherwise just get on with whatever it is that you were doing otherwise. Now, there are so many messaging apps that it can be a headache to not only keep on top of all the inbound contact, but to recall in which app you were having a conversation you want to go back to.

It might be easy if your professional comms is all done via email, but if you’re an itinerant consultant working with several companies, you might even have numerous professional email addresses too so keeping an eye on them all can be a chore.

There’s always a chance you’ll be dealing with LinkedIn or SMS messages with work connections as well, and with friends and colleagues there might be Facebook, WhatsApp and many more.

Two quick tips this week might help to get on top of things, if only a little.

Finding work-related messages in M365

If you use Teams and Outlook for work, with Microsoft 365, then you might already experience discombobulation when looking for something a colleague sent, or some comment discussed in the context of a project… was it in the status email, or in the chat of a meeting? Or a direct message in Teams?

Fortunately, the “Work” search options might be able to help. If your organization has it enabled, go to either Bing.com/work or look at the search option in Office.com while you’re signed in, and you’ll be able to search documents and other sources of data within your M365 environment.

One such is Messages – and the handy shortcut to jump there is aka.ms/messages. Type a search term in there and it will look across both your Outlook mailbox, but also in any Teams messages you might have been part of. Once you get used to checking it – and using the Work search for documents and other stuff – it’s a game changer.

Another trick, for finding documents in your work context, is to search from Windows Search directly by pressing the WindowsKey and typing work: followed by something you’re looking for.

Search across OneNote

Though it’s not strictly messaging, you might have taken notes during a meeting (or even had your friendly Copilot overlord do it for you), potentially spread across several OneNote notebooks.

The search box in OneNote lets you choose if you want to perform a query across the current page, section, notebook etc – but the results you get back can be a bit clumsy to interpret as it doesn’t give any details on which are really old pages and which might have been written recently.

If you haven’t discovered the obscure ALT+O to pin search results, try it out – it lets you group by section, page title or date, and you can expand and collapse the groupings to help locate the most likely page more quickly.

Now, where did you put your glasses?

#45: Copilot updates flying in

Posted on September 20, 2024 (Updated September 19, 2024) by ewand

Microsoft unveiled “Wave 2” of Copilot for Microsoft 365 earlier this week; if you haven’t seen the video, you can catch it here, or check out Teams guru and MVP Tom Arburthnot’s tl;dr summary of the key announcements and the demos.

BTW, if you are a Microsoft partner, you might have heard during MCAPS Start in July, that (woo-hoo!) Microsoft was going to give you some free Copilot licenses as part of the benefit of being in the partner program.

The latest Benefits Guide shows that Copilot goodness is indeed coming in January 2025, but it might be a bit less generous than expected… Basically, don’t bank on getting more than a handful of seats as part of the package, and if you don’t think Copilot gives you enough benefit to bother paying for it, then, well…

Talking of “what’s new” with Copilot, Microsoft veteran Malcolm Bullock has a thought-provoking explanation of what he means by “Nothing has changed but everything is new”.

Some of the stuff that was announced in the Wave 2 jamboree will be coming later this year, such as Copilot automatically prioritizing your emails in Outlook. Other pieces – the Narrative Builder in PowerPoint, for example, are here already.

The PowerPoint Copilot functionality is amazing. Give it a couple of lines of content and it will generate a whole load of slides by finding out information to flesh out your idea. If you’re an expert in an area then it might seem to give a glib, high-level overview with not-quite-correct images, but all of that can be tweaked and updated later.

Here’s an example:

… and literally a few moments later, it presented…

Not bad at all. At least it has a framework which could be used to flesh out stuff in more human detail.

While Copilot might have its most immediate use in helping to create content like images or writing documents/emails for you, there are other collaborative benefits too, some of which were covered in the announcement. As Malcolm says above, maybe we will need to tweak how we collaborate (using channels instead of chat for group discussions, for example) to properly harness the capabilities to good effect.

On asking Copilot in Edge to summarize the announcement page to less than 200 words, it offered:

· Copilot Pages: Introducing a dynamic, persistent canvas for AI collaboration, allowing teams to work together in real-time with AI-generated content.

· Enhanced Microsoft 365 Apps: Significant improvements in Teams, Excel, PowerPoint, Outlook, and Word, including new features like Copilot in Excel with Python for advanced data analysis.

· Copilot Agents: New AI assistants to automate and execute business processes, with an easy-to-use agent builder for creating custom agents.

· User Feedback and Updates: Over 700 product updates and 150 new features based on feedback from nearly 1,000 customers, improving performance and user satisfaction.

So there are lots and lots of new features coming, if not here already. Yay.

Meetings, transcripts and notes

One of the nicer new widgets that Copilot has brought recently is for putting meeting notes into OneNote. Previously, to record what happened in a meeting, you’d ask either Teams Premium or Copilot to generate some kind of notes, then copy/paste the text into OneNote alongside other stuff you might have jotted down yourself during the meeting.

Now, it’s made the process a whole lot easier – first, you need to be sure the meeting has been recorded or transcribed. If you go back to the Meeting inside Teams (look in the Chat node), you might see a Recap option which will give you the summary of what happened, along with actions that were discussed:

Now, go into OneNote, navigate to your existing notes page for a meeting (or create a new one) and go to Insert Meeting details. It will offer you a pane on the right side showing a selection of meetings from your calendar.

Previously, this would have copied just the bumph from Outlook like the date/time, subject and who the attendees were – useful as that is – but now has added a bunch more…

It’s a brilliantly useful way of adding some extra content to notes you might already be taking, or just to more easily organize notes and follow up actions from within OneNote rather than grubbing about in Teams to find them.

#34: Bringing AI to the Whiteboard

Posted on July 5, 2024 (Updated July 4, 2024) by ewand

One of the joys of in-person group meetings is when someone grabs a whiteboard marker and starts laying out their still-forming thoughts to the enthralled audience, almost as popular as the person who always asks a question 2 minutes before the meeting is due to end. Thankfully, there is a digital whiteboard for use in virtual and hybrid Teams meetings, too. And like seemingly everything else, it’s getting a sprinkle of Copilot-y Goodness.

The Whiteboard app has appeared in previous ToW’s (before the Great Reset) – here. As a quick summary: if you’re a Microsoft 365 subscriber, you’ll find the Whiteboard tucked under More apps in the grid on the top left on numerous sites…

… or available directly on https://www.microsoft365.com/apps/ or just launch it directly from https://whiteboard.office.com/. A Windows app is available in the Store, though it’s really just a wrapper for the web experience.

Whiteboard is intended as a multi-user collaboration tool, available in the browser as above, or in Teams, by using the Share button (NB: if you look under the Apps button to the left of Share, you won’t easily find this Whiteboard, but there are other “Whiteboard…” 3^rd party apps which will show up: YMMV).

One very cool new feature is the ubiquitous Copilot option; it can help get you started on a brainstorming exercise, for example. Start by giving it an idea of what you’re trying to work on

… and it will come back with headings which can be quickly added as Post-it style notes

Selecting one of them and choosing Categoris|ze …

… will arrange them into subject blocks.

And selecting any one and selecting Suggest will go a level deeper and bring up some additional points.

As a discussion starter, it’s brilliant. Give it a try and see what kind of inspiration you might find.

The main Whiteboard info page is here. There are some cool templates available for getting started with some pretty detailed layouts for workshops, Kanban boards etc; more info here.

RIght, now there’s only 5 mins to go, the meeting is starting to wrap up – for goodness’ sake, keep your hands down.

#13: New Outlook gets in own way

Posted on February 9, 2024 by ewand

Many people rely on email for their work, and in some cases the inbox and calendar are the primary tools they use. Gen Z’ers might put up a struggle on entering the workforce, preferring to commune via instant messaging or Tik Tok, but for the most part we know that email isn’t going away. Unless you have an alternative product to sell, that is.

The Outlook application that comes with Microsoft 365 and Office suite has been with us since 1997, but can trace some of its roots back some years before that. Students of history may want to delve into the writings of ex-Office supremo (who went on to bring Windows 8 upon the world), Steven Sinofsky, as he revisits some of the tensions between and the decisions being made by the various development teams. There’s a good one on Outlook’s gestation, or the one where BillG gets presented with the idea for the Office Assistant: 042. Clippy, The F*cking Clown.

In a trope briefly discussed last week, we all know how Microsoft has historically loved to use the same name for wildly different things. “Outlook” is one such case – at various times, the core application which has had quite different capabilities during its growth (especially the difficult second album version, Outlook 98) and the name was associated with a whole slew of other products and/or services.

In the Windows 95 / Internet Explorer 3 days, there was a free app called “Microsoft Internet Mail and News” which combined internet email – POP3, IMAP4 – and the long-dead USENET newsgroup infrastructure based on the NNTP protocol. This was rebranded as “Outlook Express” even though it had nothing to do with the main Outlook application; the actual executable file for Outlook Express was still MSIMN.EXE for its whole life…

[Outlook Express … the solution for all your messaging needs…]

The Exchange Server that sat behind much corporate email added a web view of your mailbox back in 1996, called Exchange Web Access, later renamed Outlook Web Access and then Outlook Web App. As the functionality developed, so the old Hotmail.com service was rebranded Outlook.com, and the functionality of Outlook Web App for Exchange users and the free Outlook.com web client converged to a degree, as Outlook.com was moved to the same Exchange-based Microsoft 365 infrastructure.

Then there’s the mobile Outlook apps – Microsoft acquired email and calendaring companies Acompli and Sunrise Calendar, and folded their stuff into the highly-regarded Outlook mobile applications for iOS and Android.

Finally, when Windows 10 released, there were built-in Mail and Calendar applications; in fact, it was the same application under the hood, but it could be started with different criteria which would set how it looked. This app is still available in the Windows Store and came with OG versions of Windows 11. If you delve back to August 2018 and Tip o’ the Week 445 – Finding Modern App names, you’ll see how to find out what “modern apps” are really called within the system; as it happens, under the hood, the Mail and Calendar app was … ms-outlook.

One Outlook to rule them all

There has been a long held dream in Microsoft of having a replacement for the sometimes creaky old PC Outlook application and the Windows 10/11 Mail & Calendar app, to bring them together under a shiny new application. Sometimes known as “Project Monarch” or “One Outlook”, this new version will use web technologies to effectively be running Outlook Web App but with offline capability, on your PC or Mac.

Spot the difference? The New Outlook above has lots of mail accounts added with different inboxes etc pinned to Favourites. Here’s the same primary mailbox in Outlook Web App:

The New Outlook for Windows has been available in preview for a while, and you might be getting nagged to migrate from Windows Mail to try it out, or if your M365 administrator hasn’t switched off the prompt, you could even be getting it in full-fat Outlook.

Having been in Preview for a while, Microsoft announced in September 2023 that this new client is now generally available, and was to be pre-installed on latest versions of Windows 11. By the end of 2024, the old Mail & Calendar apps on Win10/11 will no longer be supported and won’t be available in the Store anymore. It could be a long time coming to migrate desktop Outlook users to the new-fangled version, but the signalling is saying it’s happening someday.

Check those horses

By all means, have a play with the New Outlook – it’s actually pretty good, if you don’t get 10,000 emails every day; in fact, if you have several accounts, it does a better job of keeping on top of them all than old Outlook does (though, arguably, not as well as Mobile Outlook, which lets you see a single Inbox view of all accounts). If you decide to go for it, then you’ll still have access to the Old Outlook app as well (should you need it), and if you’re moving from Windows Mail to New Outlook and don’t like it then the move back should be smooth too.

But currently, there is a gotcha. And it’s the cold hand of license enforcement mistakenly stopping play.

Users of certain M365 subscriptions – Business Basic, or Exchange Online Plan 1 as two examples, are being blocked from using the New Outlook as their license supposedly doesn’t allow it. There is a confusion having a license for a piece of software, and having the rights to use your software against a separately licensed service.

If you look at Compare All Microsoft 365 Plans, you’ll see that Business Basic include “Web and mobile apps only” for Outlook; another way of putting that is “you don’t get the Office applications on your PC or Mac” by buying that subscription. But what if you had the actual software already, through another route? If you have a M365 Family subscription, you can install the Office apps on 6 machines, and there’s nothing stopping you from connecting to a separately-paid-for M365 Business Basic mailbox from your legitimately-licensed Outlook application.

But New Outlook thinks differently. Trying to add a low-cost M365 mailbox gets you an unhelpful error:

Raise a ticket through official support and you’ll be told “you can access your mailbox by upgrading to a premium subscription”. The irony of “Add all your email accounts” is also not lost (especially since free services like Gmail, Outlook.com and Yahoo! seemingly have no problem), but penny-pinching paid-for Microsoft 365 subscriptions do.

Looking at the Exchange Online Service Description…

The service that is being paid for should allow access from “Outlook for Windows”. Regardless of whether that means the full-fat Outlook app that you have to buy, or the freely available “New Outlook”, this document says you can access those mailboxes. But the New Outlook app is now enforcing something different.

Predictably, there are furious users on the internet. The Powers That Be have been made aware and are trying to think up an appropriate way round the issue, apparently. How about, don’t be a Doofus, Rufus? Excellent!

674 – Here’s the (co)pilot

Posted on March 24, 2023 by ewand

UK telly viewers in the early noughties may recall the surreal comedy show, Trigger Happy TV, with recurring characters like the aggressive squirrels or the guy with the massive phone (and that Nokia ring tone).

It was also known for some great soundtracks, like the fantastically titled Grandaddy song “He’s Simple, He’s Dumb, He’s the Pilot” (also used elsewhere). Tech news over recent weeks tells us that the pilot – or Copilot – is anything but dumb, even if it can be simple.

For Microsoft watchers, “Copilot” is a growing set of capabilities which are being built to add OpenAI functionality to other applications. With all the hoo-hah about ChatGPT and the generative AI that is now integrated into Bing (and available for everyone who wants it, not just early adopters), it’s easy to get different strands mixed up.

GPT-3 and now GPT-4 are the core language models which could underpin any number of applications’ use of what looks like artificial intelligence. ChatGPT is one web app built to hone some of the parameters of GPT-3 and put a chatbot front end to it. The new Bing and all the other stuff announced over the last few weeks is not using ChatGPT, but they do share some of the same technology underneath. Capisce?

There have been AI features aimed at making developers’ lives easier, such as Github Copilot (available since 2021), which uses another OpenAI tool called Codex, itself built to harness GPT-3. For developers on Power Platform, there have been AI functions for years too, though some capability has been recently added.

Everyday users of Dynamics 365 and Office applications will soon get Copilot capabilities to help automate boring tasks, like “work”. Do bear in mind that announcing something and making something available – in limited preview form or generally – are different activities. Copilot for Office apps like Outlook might be a few weeks or months away for most of us, but who can’t wait for AI to automatically read and reply to all their emails?

The future with our robot overlords never looked so appealing.

For a growing summary of Copilot announcements, see the hugely popular LinkedIn post from Jack Rowbotham.

653 – Bookings with me, you, everybody

Posted on October 21, 2022 by ewand

Ideally, within an organization where people are expected to work together, they will use tools that have been around since the 1980s and actually share their calendar with their colleagues.

Outlook users can usually see blocks of when someone looks free or busy, when looking in the Scheduling Assistant tab on a meeting, though it won’t show external attendees and unless the attendees have chosen to share their calendar details, you won’t see anything other than tentative, free, busy or out of the office. Hopefully, some eejit won’t have blocked everyone else’s calendars by informing their colleagues of an impending day off.

When dealing with people in other time zones, there is a clue to whether they are likely to be able to join a meeting (quite apart from whether they have their calendar blocked or not) – the Work time setting is meant to show others what days and hours their expected work time is supposed to be.

Looking at the scheduling assistant grid, the light-grey area is supposed to be not-work time, and if there are any lighter-coloured blocks, that means they’re free and open for booking. Individually, you might also see their time zone displayed in their Profile Card when clicking on the user’s name in Outlook, Teams etc. Again, this is available for people in the same organization, so when dealing with external parties another approach will be required.

A variety of 3^rd party services exist to help people find time when others are free – a bit like a restaurant or hotel booking service, tools like Calendly or HubSpot (others are available) offer to expose your free time slots to selected external people, so they can find a slot that you are available and reserve it for a meeting with them. Office users could also use FindTime, which effectively sends a poll of suggested times to a group of people and gets them to vote on which one suits them best.

There’s also a Bookings application which is part of Microsoft 365; accessible via the app launcher icon (the grid of squares on the top left if you login on office.com using an account with an active M365 subscription). Bookings is designed to manage scheduling across a group of people – like in a hairdresser’s salon, where multiple members of staff could be available on different shift patterns, but a simple web UI is presented to an end customer so they can find a time when their favourite snipper is available.

Regular ToW contributor Ian Moulster spotted a new addition to Microsoft 365 which appeared in July, and though it may have common underpinnings, it’s a different offering to Bookings – called Bookings with me.

You might spot the Bookings with me notification in the top right of Outlook Web App, or try setting it up at outlook.office.com/bookwithme.

If available in your subscription, you can then set up a booking page with a menu of meeting types you want to accept – eg 20 minute 1:1 Teams calls in “public” (ie available to anyone who has your booking page URL – you might even add it to your email signature), or more specific meetings that are “private”, which you can choose to make available individually to sets of people. There are numerous of controls over how much time before and after the meeting, what days/times it can happen etc. Availability is synced with your Outlook calendar.

When you share the booking page or private URL with people, they just find themselves a time that’s free, and either sign in with a M365 work or school account or give another email address. If the latter, they will get an email with a verification code to enter into the booking form (M365 users are presumed already clean), and after confirming the code, they’ll get a meeting request sent from your calendar, with location and/or Teams details.

632 – New Old Things

Posted on May 27, 2022 by ewand

Microsoft veteran Raymond Chen has a great developer blog, The Old New Thing, which inspired the subject line for this week’s Tip, coming as it does, hot on the heels of the Build developer conference. There is also timely news around refreshment of old productivity applications.

OneNote has featured plenty in ToW previously, including a mention in the recent Journaling tip, with a nod in SteveSi’s ongoing historical missive which described members of the development team unhappy with the change of name from its code-name “Scribbler”, referring to the new “OneNote” app as “Onay-No-Tay”.

A few years ago, OneNote was dropped from the Office suite and was due to be replaced by the new “modern” version in the Windows (now Microsoft …) Store. For a while at least, that shiny new one got all the innovation, even if its brand-new architecture meant it missed a lot of the old app’s functionality. In a somewhat surprising but welcome turn-around, old OneNote was reprieved, and both apps are going to converge at some later point – ie the desktop one will pick up features that only exist in the Store app, and eventually that version will cease to be.

Pending an eventual confluence of the two OneNote Windows apps, the desktop one is gradually getting new functionality and a visual refresh. The graphics bring it into line with Windows 11’s theme of rounded corners, subtle animations and a gentle 3D feel. To some, blink and you’ll miss them, but it does make the app look quite a bit smarter.

There’s a more prominent “Add Page” button, with the page sort function that was added back in February 2022 alongside. There are a few other tweaks in the refresh that has started to roll out, like some new Ink functionality with Ink-to-shape and handwriting-to-text like in other Office apps.

More is to come, including improved sharing capabilities and a neat dictation functionality that would allow you to record a spoken explanation for something while using Ink to highlight or illustrate; when another user plays back your monologue, the ink will be synchronised too. For more info on what’s coming, see here.

One handy feature that has been in desktop OneNote for years but never made it into the Store version, is the ability to use OCR magic to extract text from images. Try pasting an image into a notebook, then right-click on it to Copy Text from Picture into the clipboard. It does a surprisingly good job, even when the pic is not very clear and if the text on it is really small.

Copying screen-grabs when someone is doing a demo in a browser, so you can get the long and complex URL for the thing they’re showing is a particularly useful way of using this feature.