The word “accessibility” has been used for decades as a catch-all for how people of differing abilities can interact with their surroundings, and often applies to technology which can help to overcome barriers. It’s very easy to go about your day with no thought to how others could be affected by things that you don’t even notice, whether as a result of actions you do or just objects you encounter. Design plays a big part in helping people who have disabilities or who may find certain things more difficult, and good design means that assistive technology does not get in the way of anyone who doesn’t need it.
These technologies often spawn wider usage in unforeseen ways, and in many cases are developed not for goals of making a fortune or having global influence, but to help a particular individual:
Microsoft has a long history in pushing accessibility technology – Windows 95 was the first operating system to ship with accessibility options built in, and has developed a variety of tools and platform services aimed at developers. Windows 10 has many built-in options, grouped mainly under the Settings | Ease of Access applet.
You can jump straight to many of the settings applets by running ms-settings:easeofaccess-keyboard or ms-settings:easeofaccess-speechrecognition and so on.
If you don’t need to use assistive technology yourself, it’s good practice to think about how your work might impact people who do – and there’s a tool built into Office applications which will give you tips to make sure your document or email is suitable for users with accessible needs, such as having the contents read out by the machine, or making sure there’s adequate contrast in text colours, for improved reading ease.
The Check Accessibility option on the Review tab in Office apps like Word and Outlook, should be run just as you’d check the spelling of a document when you think it’s finished. The tool will give you a series of recommendations with guidance as to why it may be better to change aspects of the document. Not every one will be viable – you may want to have images in a particular place on the page, for example, rather than just in-line with text – but many are quick to correct.
If you’ve inserted graphics or charts, for example, then it’s worth adding “Alt Text” to describe what it is, so screen-reading software can read your description of what it is. Right-click on your image to add the text, or have the PC generate a description for you – sometimes with amusing results…
Thanks to Jon Morris for providing feedback on ToW #554, about email signatures – Jon rightly points out that many of us have tiny logos (Twitter, LinkedIn etc) or other icons in our email .sig, but don’t have Alt Text on them.
One call to action would be update your own sig to add Alt Text, or to mark the images as decorative so screen reader software ignores them.
For more tips on how to write documents which are more accessible, see guidance from Microsoft or from the University of Washington. Some resources for developers or web page designers from the UK Gov, with plenty of links to other sources – Testing for accessibility – Service Manual – GOV.UK (www.gov.uk).
Email signatures – or .sigs – were once an important means of self-expression. As email exploded in use and became established as a de facto means of business communication, its use as a social tool has diminished in favour of a myriad of social networking and real-time comms tools. So the .sig of today is less about showing a funny, clever or inspirational quote and more about legal disclaimers and providing your own contact info.
Still, having your LinkedIn photo (and a link to your profile) along with salient information makes a lot of sense, especially when emailing someone for the first time. You can edit your signature in Outlook directly, by going to File | Options | Mail | Signatures, though you may find it better to do the creative stuff in Word, then copy/paste the results into the Outlook dialog.
If you feel like freshening up the signature you use, there’s a nice template document with 20 sample signature designs to give you inspiration, here, and some instructions on how to make best use of it, here.
The signature that you create is stored by Outlook as a collection of files in a folder on your PC – if you want to look and see, press the Windows key to bring up the Start menu, paste %appdata%\microsoft\Signatures and hit enter. There was a previous Tip (ToW #267) on how to set up synchronisation between multiple PCs using OneDrive, if that kind of thing is of interest.
By default, when you respond to an email in Outlook, it shows the reply in the main Outlook window, in the preview pane location – a feature that you can disable if you prefer to open in a new window. Go to File | Options | Mail and scroll down to find Replies and forwards.
When sending mail in a new window, you get the full ribbon menu of options, which includes the ability to insert your signature in the message – handy if you have it set to not include by default (eg in replies, where you might not normally want a full signature).
If Outlook is configured to write replies in the main window, you don’t get the Insert menu, so you’d either need to Pop Out the message into its own window, or you could start typing sig in the Search box at the very top of the window.
The search box will show you a bunch of content from search results as well as relevant actions from the many menu options in Outlook – it can jump to pretty much every feature, if you can’t remember where to find it otherwise.
The Signature action is the same as the menu option which lets you choose from one of a number of possible signature blocks to insert – in this example, there is only one, called .sig.
Finally, if you regularly need to insert your signature, you could add it to the Quick Access Toolbar in the main Outlook window. Just click the downward arrow at the right side of the QAT (in the top left of the window bar) to Customize it, and select More Commands to find the right one. Change the drop-down box to All Commands then scroll down to find Signature then click the add button to put it on your QAT.
Now, when you’re replying to an email in the main Outlook window, the insertion of your signature block is only a couple of clicks away.
It was announced a couple of years ago that the old Snipping Tool that was part of Windows was to be retired – in fact, it’s still there (following lots of user feedback, akin to the Save the Blibbet campaign) but its successor – the Snip & Sketch app – offers more functionality and is included with current versions of Windows 10. Invoking it with the WindowsKey+SHIFT+S is the quickest and simplest way to grab some or all of the screen, and if necessary, draw or annotate on it, save it as an image file and so on.
There are other screen capturing tools, of course – OneNote had a precursor feature which could be used to do much the same as Snip & Sketch, and even used the same shortcut key. OneNote makes such a great destination for screen grabs that the Clipping option is still there in the trad. version, and of course both variants can be the destination for something that’s been grabbed to the clipboard using Snip & Sketch.
There’s also the super-handy OneNote Web Clipper browser extension, which lets you grab web pages to add to your notebook with a couple of clicks.
Now the Edge browser is going to add some web capture capabilities natively – currently in testing and rolling out to a subset of Insiders, there will be a new menu option to grab a section of a page, including the ability to scroll down the page while capturing (rather than just grabbing what’s on the screen).
Eventually, the new Edge will adopt some of the functionality that legacy Edge had when it comes to annotating web pages with ink, adding notes to pages etc – but the forthcoming web capture is a first step. Note – if you use Mouse Without Borders, it already has the CTRL+SHIFT+S keyboard combo in use, so you’ll need to change that…
Updates flow to Microsoft 365 on a regular basis – there’s a published list of all the minor and major changes that are launched and on their way. As well as improving the current user experience and adding new features, occasionally whole new offerings are added – such as Microsoft Lists, which first made an appearance in July.
Lists gives an easy way of creating, sharing and managing lists of custom information within a team – tracking issues, recording assets, anything in fact, that might have used a shared spreadsheet to do it in a low-tech way. Lists was announced to provide a modern-looking, consistent way of managing lists through a variety of front-ends – including mobile apps, to come later this year.
You should be able to see Lists from the menu on Office 365 web apps – start at www.office.com and sign in with a business Office/Microsoft 365 login and the new icon will give you access to Lists – get started here.
Just like sharing forms or doing task management, there are often numerous ways to do the same thing – and in days of yore, that would have meant several competing and incompatible technologies, encouraged to fight it out with each other to try to ensure that the best one wins. Nowadays, with a more collegiate mindset, consistent ways of doing things show up in different user experiences – like To-Do and Outlook, StickyNotes and more. Expect deeper integration across other apps in due course
The new Lists experience is essentially just a great UI built on top of a mature back-end; SharePoint Lists, which have evolved over the last 10+ years, allowing the definition of custom columns and rules to validate data entry.
One new frontier is to integrate the new Lists UI into Teams; if you have ability to administer a Team, you will see an “add a tab” function alongside the Posts / Files etc tabs that are typically presented.
Adding a List tab will then walk you through a process to either choose an existing List (by entering the URL of the SharePoint site that hosts it) or by creating one by importing a spreadsheet, starting from a number of templates or by defining it from scratch
Have a play with Lists and think about how your team could use them in place of spreadsheets.
Microsofties: There’s an internal story about how Lists came about, and looking forward to where it’s likely to go in the future.
Check out Paul Thurrott’s excellent introduction to Lists. And there’s even a Lists Look Book.
Streaming technology has risen with the availability of high-speed, low-latency internet access, allowing users to play on-demand – rather than watch or listen at the time a broadcaster decides – and is wiping out the need to record live TV to watch later, maybe even obsoleting the concept of broadcast TV.
Perhaps the next vanguard is the gaming industry – as Microsoft and Sony get ready to launch next-generation consoles, buying a disc-based game to install and play will soon feel as old-hat as going to Blockbuster to rent a VHS for the night. Streaming games on-demand as part of a subscription service may be norm, rather than buying and owning a title outright. The console isn’t the only destination, though – streaming to mobiles is on the way.
Back in the workplace, streaming takes a different form, from virtualizing and delivering applications on-demand to running whole desktops somewhere else and displaying the output on a remote screen, not unlike the old mainframe/terminal model. And of course, there’s streaming of other types of media besides applications.
Many users will first encounter Microsoft Stream, the secure enterprise video service, if they’re using Teams and see a meeting has been recorded – usually, when the organizer hits the button, a link to the recorded video will be dropped into the chat window of the meeting.
If you miss that, or weren’t at the meeting in the first place but want to catch up, try going to microsoftstream.com and search, either by the name of the meeting, or by looking under People for the name of the organizer where you’ll see all of their content. If you’re recording a load of meetings yourself (like a training series, or a monthly team call) then it might be worth creating a channel and adding those recordings to make it easier for people to see related content.
Unfortunately, you won’t get paid millions of dollars and given tons of free stuff but you might get some sort of corporate kudos and recognition.
Stream is ultimately replacing the earlier Office 365 Video service, though isn’t yet fully feature compatible: see a comparison of the two, here.
It’s not just for storing recordings of meetings in the hope that people who couldn’t be bothered to turn up the first time will somehow tune in to watch the re-run; you can create new content and upload that for your colleagues to view, too.
You could use the Record a Slide Show feature in PowerPoint, to make an (editable) recording of you giving a presentation and publishing it, or if you’re just looking to do something quick and easy (up to 15 minutes in duration), you can even kick off a screen-recording (with audio and video) from the Stream site directly.
When you publish your video to Stream, it’s worth making sure you’re making it visible – depending on how you’re set up, it may be limited. Go into My Content and look for the coloured icon showing the permissions. Click on the pencil icon to the left, to edit the video properties, including setting the permissions or adding it to a channel. For more about managing permissions on Stream, see here.
One thing to note, is that if you have remote participants in a Teams meeting – customers, partners etc – then they won’t be able to see the recording you make; the Stream service is limited to your own organization, as defined by the Azure Active Directory that’s used to authenticate you. If you need to be able to share the video with others (making sure you’re not breaking any rules, obvs), then you may be able to download just an MP4 video file – none of the other metadata, captions, transcriptions etc that you get with Stream, it’ll just be the main video – and at least make that available separately.
Maybe record it to a VHS tape and post it to them?
Evolving from personal and then group contact management software in the 1980s, CRM came of age in 1995, with Oracle refugee Tom Siebel establishing Siebel Systems as the early market leader, and eventually acquired by Oracle.
Microsoft deployed Siebel in the late 1990s, initially requiring a “fat client” installation complete with a local Sybase SQL Server on everyone’s PC, so they could sync data from the central Siebel system, then eventually moving to be browser-based. One MS sales manager coined the moniker “IIIInSIDE” – If It Isn’t In Siebel, It Doesn’t Exist – giving sales people nowhere to hide when it came to reporting pipeline of opportunities they were tracking.
Mark Benioff, another ex-Oracle exec, set up Salesforce.com in 1999 to not only establish SaaS as a viable way to deliver “line of business” systems (as part of the first Application Service Provider boom, which was largely wiped out by Dot Bomb), but to ultimately eclipse his former employer in terms of market value. Time also moves on – now that Salesforce is the big dog in the CRM world, there are lots of competitors snapping at its heels… Pega, Zoho and many more.
Not least, Microsoft – the Dynamics CRM business (now part of Dynamics 365 Customer Engagement) is growing fast, and even courted the “Father of CRM” to choose D365 for his new enterprise. If you use Microsoft’s Dynamics 365 CRM as part of your job, and use Outlook on your PC for mail, calendaring and contacts, there’s a handy way of connecting the two.
Dynamics Connector for Outlook
There have been several versions of a way to link Outlook and Dynamics together; the latest, Dynamics 365 App for Outlook, will fully supplant earlier versions in October 2020. See the admin guide for more on what the connector does and how it works. The installation can be a little clunky first time, though – you’ll need to install the connector software from here, which starts by downloading and extracting the setup files to a folder on your PC.
Make sure you’re getting the right version for your copy of Office – to check, in Outlook, go to File | Office Account | About Outlook and look to see if you have 32 or 64 bit version installed.
Once you have the base version installed (a process which takes a good few minutes: you also have the option to enable offline usage, which means setting up a local database to hold the content), don’t bother starting it yet – go straight ahead and run the update to the current version (strangely, a larger download than the original install). Once that’s downloaded and installed, you’ll need to restart Outlook if it’s running.
You’ll see a new Dynamics 365 tab on the main menu, offering a variety of CRM-specific activities.
Start with an email – the Dynamics 365 app adds context-sensitive commands to the Outlook UI, so with a couple of clicks you can track an email in CRM – copying its contents into the Account record, so others can see that you sent or received it.
If you right-click on an email address in a message, calendar appointment etc, and Add to Contacts, you can then sync that with Dynamics in a couple of clicks…
… meaning there’s no excuse to not have your important contacts listed in CRM.
You can even match the contacts’ LinkedIn profiles, and create an org chart of all the listed contacts.
As an example, if you took the small table below and wanted to copy and paste the calculated values on row 4, you’d need to deal with the fact that the formula will change – offsetting the D and the 2 reference to wherever you paste it (eg if you pasted the copy into E4, the formula would be =E2-E3) – normally, a powerful and useful function, but a potential nuisance.
You could decide to paste just the value itself (which means that if the values in D2 and D3 changed, cell D4 would be recalculated but your copy would not), or you could copy the cell, then copy original cell’s formula and paste that into the formula of the destination cell.
There are lots of “Paste Special” options, which will vary depending on what kind of data is in the clipboard. Right-click in a destination cell and the Paste Options menu will surface the commonly used variants, or click the arrow by Paste Special to see all the others. Move the mouse over that pop-up menu and the rest will fade away.
An older UI for selecting the options is available if you click on the Paste Special… command at the bottom of the pop-out, or by pressing CTRL+ALT+V to pop out the Special dialog.
One of the more particularly useful features of Paste Special in Excel is the Transpose option – if you select and Copy a row of data then Paste / Transpose it, the data is rearranged as a column (and vice versa). Great news in many cases, but if you want to paste cells and keep the original formulae (without resorting to using absolute references formula references using $ in the formula itself, eg setting =$D$2-$D$3), there are no default options to transpose the orientation of the cells but not change the formulae.
One trick if you ever find yourself in this position, is to bulk change the formulas so they won’t get modified when you paste the cells; do a Find & Replace to change = to something like #=.
It’s an edge case but could save you lots of time if you need to do it.
For most of us, getting to grips with shortcut keys in Excel would make things more productive – as well as numerous combos of CTRL-something, there are simple keys (like pressing F4, which repeats the very last command … so if you’ve just coloured a cell yellow, move the cursor to another cell and hit F4 to make that one yellow too… if you’re doing very repetitive things, this can save so much time).
There are also more complex sequences; press the ALT key in Excel (and other Office apps, too) to see the key combos that invoke each command group on menus or the Ribbon – if you can’t remember the shortcut, just press ALT then the key for the menu you want, then the key on the menu that equates to the command you’re looking for.
A little bit of legacy/history – press ALT-E then S to jump to the Paste Special menu – why E? Even though it’s long gone, really old versions of Excel had an Edit menu, and the commands on any menu – in any application – that have an underscore under a letter (like Paste Special) are highlighting the key you can press to jump to that command.
So ALT E / S used to be the combo to get Paste Special circa Excel 2003, and it still exists today.
If you’ve been a PC user and part of Microsoft ecosystem for any amount of time, you’ll have been exposed to a variety of services and products which have come and gone, or at least changed names on occasion. OneDrive is a great example – initially unveiled as Windows Live Folders in 2007, the consumer cloud storage service spent a while under the brand name SkyDrive until an agreement was reached with satellite TV broadcaster Sky, to change the name – and so, OneDrive it has been since 2014.
Along the way quite a few associated names and services have bitten the dust – Microsofties celebrate/commemorate old products on the Next of Kin Yammer group: raise a glass to OneCare (an unfortunate name choice if you’re a Cockney, ain’t that Irish Stew), and all manner of other products that turned out to be Red Shirt / Non-speaking parts, like MSN Music/Zune Music/Xbox Music/Groove, and now Mixer.
If you still have a “SkyDrive Camera Roll” folder in your OneDrive storage, that’s probably a legacy of having synced photos from a Windows Phone and then later having installed OneDrive on your modern mobile. You can rename the folder to something else now – at one point, it was not supported but that’s no longer the case.
Using OneDrive on the move makes a lot of sense – even if only to back-up photos from your phone. The web UI lets you see the pictures in a variety of interesting ways, showing the places you’ve been or the things you’ve photographed.
In OneDrive for consumers, you get 5GB of free storage on signing up – not bad, but Google Drive gives you 3 times as much for free – though you can add lots more online storage to both services by either coughing up the readies to buy a TB or two, or in the case of OneDrive, signing up for
The pricing is such that unless you wanted to buy only a few extra GB, it makes sense to go for the M365 option – £60 a year for a personal subscription that gives a 1TB (ie 1000Gb) storage capacity, or pay £24/year per 100GB block if you want to buy storage on its own and forego the other stuff you get with M365, notably the Office apps.
Despite a bit of confusion over what the differences are between OneDrive for Business and OneDrive (not described as for business, so presumably for home/personal use), it continues to evolve with additional capabilities – as covered in ToW passim. The OneDrive for Business / Sharepoint and OneDrive for consumer technologies are blending together to the point where they look and feel very similar.
Now, the OneDrive team has unveiled a slew of new features for both ODfB and OneDrive personal – like Dark Mode on the web client, or the ability to share files and folders more easily with colleagues, or share with family and friends by creating groups of people who will be sent an invitation to view and contribute.
And the upload file size limit has been raised from 15GB to a whopping 100GB.
Ever since the demise of Windows Mobile and the collateral damage caused to Microsoft’s previous Universal Windows Platform apps strategy by not having a universal platform any more, their future has been in some doubt. In fact, since late 2018, it was reported that the Office “Mobile” apps for Windows were being de-prioritized in favour of the desktop variants (with the exception of OneNote), and separate mobile apps for the surviving mobile platforms.
If you search the Microsoft Store app on PC, you won’t find any trace of the Office mobile apps for Windows PCs any more but if you want to see what the future looked like from a point 5+ years in the past, you can still access the direct links get the UWP apps for Word, Excel and PowerPoint.
In these enlightened days, Microsoft builds quite a lot of apps for iOS and Android, more especially the latter since it has a larger number of users (and seems to be growing its share in key markets) as well as being more open when it comes to the both the end-user and developer experience (though Apple may be changing its tack a little).
The app brings together Word, Excel and PowerPoint, but also adds a bunch of other related things – like Sticky Notes, and some related and useful technology like the ability to manage PDF files, extract text from an image and more.