Thirteen years ago, Microsoft launched Office 2007. Back when people looked forward to new releases of office productivity suites with a mix of excitement and dread, new features arrived by the boat load. While many functions stayed in later releases as core parts of the product, others led a wafer-thin existence then vanished.
One major change was the introduction of the Ribbon – a then-new way of organising the complex menu structure that sat within the individual Office apps. Despite complaints from some users, it quickly became established as a good way of presenting, in context, useful features that might otherwise have stayed buried in some deep menu structure. Competitors copied it too.
Outlook – like other Office apps – has evolved its Ribbon over time, and introduced a simplified version that takes up less screen real estate. While your average user has moved on from squinting at a 15” CRT monitor, it’s still desirable for some to keep the less-used menu options hidden and to focus on the content. To switch between the standard and simple Ribbons, click the little caret mark at the far right corner of the main Ribbon UI.
So far, so good, but it you like the “Classic” Ribbon, there’s a lot you can do to get rid of some of the guff and keep the useful features more prominent. Looking at the first Ribbon image above, about 40% of the space is consumed with a handful of addins that might be useful, but not necessarily deserving of such prominence – your own list may differ, but the stuff on the right side tends to be a series of groups with a single, large icon in each.
To clean up the ribbon, right-click on it and choose the Customize the Ribbon… option. You’ll now get a dialog box which lets you organise things – individual commands are displayed in Tabs (like Home, View, Help etc) and on groups within the tabs (New, Delete, Respond, and so on).
If you reduce the number of groups on a tab, the remaining ones may spread out and show larger icons or more detail – handy on the Home tab, if you like to use Quick Steps, which will expand out of one column.
Once you have the new tab created, it’s simple to start dragging and dropping defunct groups from the home tab onto the new one – things you might use occasionally but they don’t need to be on the main screen. Customisations are particular to the Ribbon you’re looking at – so if you organise the Classic one then switch to Simplified, you’ll still see the old arrangement until you customize that one too. You might want to export your finished layout too.
Looking at the restyled Ribbon above, all of the groups from Delete to Tags have been stretched to show more prominent icons or reduce the menu level a little, and Quick Steps has grown from one to four columns wide. Much more useful.
If you’re a Quick Steps fan, another trick is to right-click on one of your existing steps (where you’d normally customize that step or jump into the dialog for managing the whole lot), and choose Add Gallery to Quick Access Toolbar; meaning your array of quick actions is only a couple of clicks away, regardless of what is shown on the Ribbon.
It’s been a busy few weeks on the Teams team. As an aside, what do you call a team that’s set up in Teams? Is it a Teams Site, or a Teams team, just a “Team” or …? Documentation talks about creating a team, which is fine when you’re already in Teams, but talking with someone about Teams teams can be a bit like a tongue twister.
It was recently announced that Teams has 20 million daily active users, up from 13 million since July. Talk to enterprise customers who have adopted Teams, and many have a user base that really loves it. There may be more to the story, but as many Office 365 users get Teams as part of their subscription, it’s inevitable that its usage will grow. It’s great to hear stories of how customers are using technology like Teams to positively change the way they work.
At the Ignite Conference in October, some forthcoming functionality was announced, from nascent integration into Outlook (coming next year) to some nearer-term stuff like the ability to create Private channels within a Team, which has already rolled out.
Outlook Tasks and To-Do integration is also expected next year, and the app is increasingly being used as a focal point for other sources of data too – such as using PowerApps to bring business reports or other custom functionality into the same canvas.
There were quite a few Ignite sessions devoted to using Teams for calling and for meetings. One innovation to look forward to is the ability to not just blur your background, but to add a specific background image, either from a library or one of your own.
OneNote is, for a lot of fans, the best application that Microsoft makes, especially in an educational setting. About 18 months ago, it was announced that the venerable and extensible (especially if you’re a OneTastic / OneCalendar user) desktop version was being put out to pasture, in favour of the more modern, erm, Modern version.
Office 2019 was no longer going to ship with OneNote – the desktop app was not being developed beyond OneNote 2016, but it would still be freely installable if desired.
Efforts would be focussed on the Modern / Store / “OneNote for Windows 10”, which shares a lineage with the mobile apps; there’s a lot to be said in favour of this strategy, since it would bring the UX of the Windows Store, tablet, phone and web apps into alignment. For regular ToW readers, this has been covered ad nauseam.
Well, blow me down, a brilliant Ignite session from @Ben Hodes only went and wound the clock back (and simultaneously painted it forward)… [Check out Union Jack Man at 42:18 in the video stream if you want a laugh]
OneNote 2016 is getting some CPR, and will be installed by default with clean Office setups again, early in 2020.
Point of clarity – a clean Office2019 / Office 365 install doesn’t currently include OneNote 2016 … but upgrading from an existing Office install that already had OneNote, does. If need be, go to http://aka.ms/installonenote to install OneNote 2016.
Some new features are coming, too – like Dark Mode, @mentions, To Do integration and more. The OneNote for Windows 10 code base is being back-ported to the older Win32 version; in time, the same underlying code will exist, even if there remains two versions of the product. It was previously reported that across the Office suite on Windows, the Win32 codebase will be favoured going forward, even though Modern versions were released for several of the traditional apps. We will have to wait and see.
Of course, lots of functionality exists in common between the two current versions of OneNote, even if the level of detail and the way to invoke and use it is a little different – take Record Audio, for example.
Did you know that if you insert an audio recording into your OneNote page, that any handwritten or typed notes you take while the recording is underway, will be linked to the corresponding place in the audio?
Later, if you click on a block of text or handwriting, you can play back the recording at just that point, or if you just start playing the audio, the notes you took will be highlighted as the playback progresses.
No such function appears to exist in the OneNote for Windows 10 app; maybe that’s a good thing. After all, OneNote 2016 only lets you turn it on after an ominous-sounding warning…
If you’ve ever used PowerPoint to present to a group of people, you’ll be familiar with the Slide Show menu to some degree; unless you’re the annoying would-be presenter merely mirroring your primary screen and flicking through their slides without going into the full-screen slide show mode.
When they do it properly, you’ll often see presenters kick off by fishing about with their mouse to click on the little slide-show icon in the toolbar on the bottom. It’s usually quicker to just hit F5 to start, or Shift+F5 to start from the currently-selected slide.
Unfortunately, it’s still pretty common to then see the speaker be surprised because the config of their displays isn’t what they expect – especially the case if they’re sharing their screen on a online meeting, but their laptop is also connected to more than one monitor.
PowerPoint will typically be set up to use Presenter View by default, and the screen that’s being shared will be showing the speaker notes / next slides etc, while the full-screen content is being displayed on the 2nd monitor that isn’t being shared.
To the right of the Monitor setup for presenter view, you may also see an intriguing option that has been added to PowerPoint – automatic subtitling, and translation too. It’s part of the ongoing Office 365 servicing that brings updates on a regular basis.
Choose the language you’d like to display, the location of the subtitles and when you start presenting, the machine will listen to every word you say and will either display what it thinks you’ve said in your own language, or it can use an online service to translate to subtitles in over 60 languages.
There’s an older add-in which achieves much the same thing, if you’re not using O365 – see here for more info. The Presentation Translator addin also allows the audience to follow along and even interact with the presenter using the Microsoft Translator app on their phone.
Windows has a closed captioning setting page that applies to other apps that support it, too, if you’d like to show subtitles on video that has the content already defined.
Closed Captioning is legislated by several countries, for traditionally-broadcast media as well as online video.
You may also want to add captions to videos that you plan to embed – more, here.
Another milestone in Tip o’ the Week – 500 weeks. A bit more than 5 million minutes. A judicial sentence that would have meant a very serious crime. 500 weeks ago, Jay-Z and Alicia had an Empire State of Mind atop the US chart. Some months later, Newport State of Mind was a viral hit.
On days like these, it’s easy to reflect on previous glories and favourite moments. Brits of a certain age, start playing that TOTP chart rundown tune (without getting distracted by YouTube clips of what was actually in the charts back in the day – some of it was undoubtedly great, some just bad noise)… and get ready for probably the 5 best Tips of the Week since the whole sorry enterprise started nearly 10 years ago…
Horizontal lines – this one is incredibly handy when you’re formatting an email or document and need to demarcate a section of content. Simply type three (or more) dashes “—” and press enter. Bingo, thank Autocorrect for that piece of magic. First seen all the way back in Tip o’ the Week #16: All wiyht. Rho sritched mg kegtops awound?
OneCalendar / OneTastic – a fabulous addin to the pensioned-off OneNote 2016 (and its predecessors), the OneCalendar function shows you a calendar view of note pages, arranged by when you edited them. It’s brilliant if you use multiple notebooks, and you want to recall something you knew you did on a particular day (like the previous week’s regular call). OneCalendar spawned OneTastic, a suite of other useful addins and macros for OneNote.
Sadly, neither feature in the new, Modern app OneNote (which you can start with Win+R, onenote-cmd: <enter> if you recall ToW 445). Though the modern app version is getting better all the time, it doesn’t have the same kind of addin architecture so OneCalendar/OneTastic is relegated to the legacy version. Still you can take notes in the new OneNote and as long as you have the same notebooks configured within the old one, then you can use either OneCalendar standalone or activate it by launching the old OneNote, just for searching your notes.
Actually, as ToW 393 covered, searching in old OneNote is better, anyway. ALT-O – who knew?
OneCalendar was first discussed back in Tip o’ the Week #98 – OneNote calendar front-end
Copy as Path – a well-hidden but most useful Explorer trick that is of particular use when you’re fishing around for files to then add into another application; sharing, sending, uploading, that kind of thing. Within Windows Explorer, right-click on the file in question whilst also pressing SHIFT, and you’ll see Copy as path, which plonks the full path and filename of the file onto the clipboard, making it a snatch to reference it within the other application.
Originally uncovered in Tip o’ the Week #101 – Finding files for dialogs
WindowsKey + V – a fairly new entrant to this chart, a feature that arrived with the October 2018 update to Windows 10, and was redesigned a little in May 2019: it shows you the clipboard history, so you can recall URLs, screen grabs etc that you might have copied a few steps ago. Hugely useful once you remember it’s there, once you’ve enabled it. See more in Windows help. First look was in Tip o’ the Week 482 – Paste History
404 – not so much of a tip, as a practical joke played in email. It doesn’t work quite the same in the browser, but you’ll get the idea. Also has some of the best tangential links to random content.
Guess what? It was in Tip o’ the Week 404 – [%subject%] not found %&
Thanks to all the regular readers who provide feedback, ideas and encouragement!
Will anyone still be here for ToW1000?
Cortana was supposed to be the differentiator for Windows Phone. 5 years ago, before Alexa had wormed her way into kitchens of millions of people and forced Google to respond with their range of devices, Siri and Cortana were the assistants in town. When Windows Phone carked it, Cortana transferred her attention to Windows 10, though there have been a few redesigns after feedback from users, such as preferring to have the search dialog shorn of Cortana-ness.
In latest news, rumours have surfaced of some kind of Microsoft speaker to be announced, though it’s purely a design patent rather than any details of what it might do – Cortana? Or just a companion device for making Teams calls? Time will tell. The same source unveiled a patent for a Roundtable type device at the same time last year – ahead of the autumn Surface launch event – and nothing seems to have come of that yet.
The much-trumpeted GLAS home thermostat (competing with Nest, basically) has dropped Cortana from the device, and the Cortana-powered Harman Kardon Invoke speaker (which, by all accounts, is a really good speaker) has sunk beneath the waves following a fire sale to get rid of stock. Cortana is reportedly disappearing from Xbox too, though a wider speech strategy is in place so she won’t go too far.
Cortana has been repositioned from being a consumer service or device, to a series of services that add value by integrating with your productivity applications and services. Additionally, efforts have gone into making speech/AI assistants interoperable.
In a recent Windows 10 build pushed to Insiders, Cortana is getting a new look – again – and will eventually roll out around the world, rather than be limited to a few locations as it had been previously.
If you’re on the insider program for Windows 10 and using a UK language machine, you may find that the new Cortana app doesn’t want to talk to you, unless you set English (United States) as your Windows Display language.
Also click on each entry in the Preferred languages list, and make sure you have all the speech and proof-reading features installed.
The original vision of Cortana’s usefulness is evolving so that when you enable the service, it now searches your email and calendars on a variety of sources (Office 365, Gmail etc) and will remind you when you say things in email (eg I’ll give you a call on Tuesday) – it’s vaguely spooky when you first start to use it, but after a while proves to be really useful.
As To Do and the Microsoft Launcher continue to improve and integrate, the original vision of Cortana might well come back to being more than a gimmick to ask for directions or the current weather – a genuinely personal assistant that will help you organise your life and get more stuff done.
The Microsoft To Do desktop and mobile applications and services (all available from https://todo.microsoft.com/) had a major update recently, which included being slightly renamed. Instead of “Microsoft To-Do”, the core app is now simply “Microsoft To Do”, and it has a new logo (well done if you noticed)… instead of a blocky light-blue and white tick on a blue background, it’s a slightly rounded and shaded blue tick on white background.
Still, To[-]Do’s functionality has stepped forward greatly since its first release a couple of years back, taking more than a few leaves from the Wunderlist app that preceded it. The new v2 of the To Do app includes background images that can be shown behind task lists, including one of the Berlin Television Tower which was synonymous with Wunderlist.
After Microsoft’s acquisition of 6wunderkinder (the company that made Wunderlist), it was announced that, at some stage, the Wunderlist application would be retired but still there’s no confirmed date or anything, with back-end engineering apparently taking a good bit longer than was first expected.
When the To-Do app was launched, it was a somewhat poorer cousin. Now, the story is that To Do v2 has enough of the functionality of Wunderlist, and lots of new capabilities (such as Cortana integration), that it’s time for Wunderlist users to transition.
The founder of 6wunderkinder has taken to Twitter to offer to buy back Wunderlist before Microsoft shuts the service down. It remains to be seen if the offer is being considered or not…
|Morph was a clay stop-motion animated figure from the late 1970s, who featured on a BBC children’s programme, Take Hart. He was created by Aardman Animations, who later went on to create Wallace and Gromit, amongst many others.
Morphing is a special effect used to move between two forms or images, gaining ground from the late 1980s as software allowed smooth transitions between different pictures or moving images – used heavily in movies like Terminator 2, for example.
This week’s tip was inspired by Dan Scarfe of New Signature, who commented, “I think of my life in two halves: pre-morph and after-morph.” It’s not often a feature in a software package can have such a life-changing effect, and for most of us it will be less profound than on Dan. Still, it’s worth a closer look – and was first mentioned on ToW back in July 2016, a tumultuous time in British politics. Plus ça change…
The Morph feature is a Transition in PowerPoint – meaning it’s applied when moving from one slide to another, when presenting. These are powerful capabilities that need to be used carefully for maximum effect – there’s a temptation to add whiz-bang transitions and animations just because you can, but often, a subtle and steady hand works better. See some tips here.
If you want to animate shapes moving from one part of the screen to another, just copy the starting slide from within the slide sorter view, paste it to create the destination, and then move/size/colour the shapes as you see fit. Select the second slide and in the Transitions menu, chose Morph… and that’s it.
Example: blue rectangle 1 will move to the opposite corner of the screen, the number size will shrink and it’ll change to green. 2 will slide across to the top left and the number size will grow, while 3 will drop down and also grow. The star changes shape and orientation, adopts a textured fill, all while also moving to the lower left.
Here’s a screen-grab taken during the transition – it’s smooth and, basically, magic.
Back to Morph, the plasticine man: turns out he did have a life in the 21st century as well – after a Kickstarter campaign, two whole new series of short videos were commissioned and along with lots of archive material, released on Morph’s official YouTube channel.
Back in the olden days of computing, wage slaves sat in front of terminals with black backgrounds and lurid green text writing. The advent of the graphical user interface relieved this tyranny with a paper-white background from a bitmapped screen to write your WYSIWYG text, to showcase colourful graphics (and Fonts!).
Fast forward 30+ years and it seems every app and OS is running away from black text / white backgrounds, and heading for monochrome graphics and oppressive white text on a black background again.
Using Dark Mode, either in apps or in the operating system on your computer or phone, promises a variety of benefits – less noticeable flickering, reducing eye strain, avoiding bright lights in a dark environment, perhaps better readability and therefore productivity, and even lower energy costs.
Dark Mode has existed in Windows for a while – but ultimately, apps need to support the theme, too, and more and more are doing so – like new Edge browser, or Office apps (where you can set the Office Theme).
The announcement on Microsoft 365 functionality adds for August 2019 highlighted additional Dark Mode support coming to Outlook mobile apps and Outlook.com, saying, “Dark Mode is not only easier on the eyes and may extend battery life, it also enables you to comfortably continue using your device in places where the default bright mode isn’t appropriate, like darkened airplanes and movie theaters.”
So kids, next time you want to go and watch a movie & catch up on your email, make sure you’ve Dark Mode on!
PowerPoint files can be quite big. Not that it matters too much, now that we have huge amounts of local and cloud storage available, and even email quotas tend to allow large message sizes, so your 25MB PowerPoint file will typically still get through.
What lots of people do when they’re building a new PowerPoint deck, is to start with a template they like – a conference slide deck, or a jazzy marketing one they got a copy of. They delete the slides they don’t need, and maybe create a few of their own, and there’s a beautiful new document, ready to use.
As the decks morph in these ways, lots of hidden stuff stays embedded, even when it’s not used. In a recent group exercise, a bunch of people were asked to create a business plan deck for every one of hundreds of accounts, but the template they were asked to use was nearly 10MB in size before there was any real content within.
In this case, the reason was that the slide deck had over 200 master slide layouts within the template, many of which had large embedded bitmap images. If you find a slide deck whose file size is huge even if there isn’t much content in the slides themselves, you may see the same behaviour. ToW #276, some 4 years ago, covered a few things you can do to make the file smaller, but here’s a slightly more straightforward solution.
In your huge yet seemingly empty file, try going into the View tab in PowerPoint and look under the Slide Master view. You’ll see a vertical list of thumbnails for all the different slide layouts (where each contains background graphics as well as layout controls).
Hover over each thumbnail, and a tool-tip will tell you if that layout is used (and on which slides in your deck). If it’s not being used… then maybe you could ditch it and save some space?
A simpler way than deleting all the unwanted layouts – if there are many – would be to create a new, blank PowerPoint, then (back in the normal slide sorter view, rather than slide master), copy the slides from the the huge slide deck, and simply paste them into the new, blank file. You may want to force it to Keep Source Formatting – but this process will copy only the used slide layouts into the new deck.
In this example, copying the slides to a new deck and saving that, reduced the size from nearly 10MB to only 750KB.