|Most people don’t really think too much about which font they’re using in written works. The novelty of having different font designs, weights and sizes soon wears off, especially if you like to try all of them in the same document.
Some strange choices do persist, though – Comic Sans on a warning sign at an electricity substation?
Yet, there is a lot of thought which goes into creating a font, especially when considering how it’s likely to be used. Typeface design goes back to the earliest days of printing, with fashions changing from heavy and elaborate block type to lighter and perhaps easier to read lettering. To serif or to sans?
The author Simon Garfield has written extensively on the subject of typography, including articles on What’s so wrong with Comic Sans? or The 8 Worst Fonts In The World and his really excellent book, Just My Type, which delves into the history behind lots of common typefaces and how or why they came about. It really is fascinating.
Even the design of the text used on road signs was a hot topic in the 1950s, with the UK facing a need to choose a standard for the upcoming motorway network, which could be easily read at speed. Designers Jock Kinneir and Margaret Calvert came up with many road signs and the typeface design still used today (theorising that at 70mph, a driver looking for Birmingham won’t actually read the letters, but will recognise the shape of the word). Trials were done by fixing words to the top of a Ford Anglia and driving it past a group of seated, bemused volunteers, to test the fonts’ efficacy.
A lot of technology we take for granted today has its roots in the 1970s at Xerox’s PARC research establishment or was materially advanced there – ethernet, bitmapped displays, laser printers, the mouse, the GUI, object orientation, distributed computing and so much more – and the two founders of Adobe, who went on to define PostScript, started their work together there. This font-rendering software – along with the Apple Macintosh & LaserWriter and the Desktop Publishing software PageMaker – laid the way to revolutionise the printing industry.
Most fonts used until the 21st century had been designed to look good in print, but 14 years ago, Microsoft shipped a new font in Office 2007 and Windows Vista. Designed specifically to be easy to read on-screen, presuming that most documents and emails will be read on a display rather than printed out, that font was Calibri. It became the default font used in Office applications and has remained so since.
Five of the Cloud Fonts collection are being considered to be the new default font for Office apps in the future… which would you choose?
Fans of the fathers of elektronische music will get the reference to the seminal track Autobahn, written to mimic the repetitive noises of driving along the motorway. Since most of us have not being doing much of that for a while (and nobody misses being stuck in a traffic jam on the M25 on a Friday evening), a new addition to Microsoft Teams from the previously announced Microsoft Viva could be a welcome distraction.
Start by looking for the “…” menu on the left-side icons bar in the Teams client, and you’ll see additional apps that can be added to the menu (and once there, you can right-click on them to pin in place); a previous update to Teams lets you drag the icons’ placement to your own preference too.
You can jump between the apps in Teams by pressing CTRL+n, where n is the corresponding location on the bar (ie CTRL+1 for the top app, CTRL+2 for next down etc).
Open the Insights app to see the first-released Viva application, which has also been recently updated.
Viva Insights lets you send praise to colleagues, do some quick & mindful breathing exercises, check on actions you may have mentioned in email (eg “I’ll get back to you on Monday…”) and block out time that’s currently free in your schedule to give you a chance to focus on work you’re supposed to do, rather than meeting with people to talk about it.
Newly added, is the Virtual Commute – go to the Protect Time tab, or look in the top-right settings menu “…”, to set up the time to finish your work day.
You can now have Teams remind you that it’s time to go home, even if you’re home already.
Jared Spataro wrote recently about the need to give yourself breaks between meetings and to transition from “work” to “home” modes.
If you’d like to jazz up your Teams background image rather than showing your real backdrop, check out the Viva backgrounds now available in the custom backgrounds gallery for Microsoft Teams.
Remember when presenting to a room full of people was a thing? At some point, we may get back to needing to do that, but in the meantime we’re probably presenting to smaller groups of people using Teams or some other form of video meeting.
It’s still worth tailoring your presentation style, especially so when you can’t necessarily see the audience – that guy who’d be dozing off in the front row of the presentation room? He’s now doing that on mute and with camera switched off. Creating compelling content is another huge topic which is even more important than the means by which you present it.
Firstly, when it’s time to present your slides in a Team meeting, please don’t just share your screen. Most of the time, the PowerPoint sharing experience that is built into Teams is good enough.
If you have a specific reason to share the screen or app then please at least “Present” in PowerPoint, since simply showing a PPT window is a massive waste of screen real estate and your attendees won’t be able to read it.
If you’re wary of presenting in a multiple-monitor setup (in case your slides end up on the screen you’re not sharing, and the non-existent speaker notes gets displayed to the meeting attendees), then go into Set Up Show on the Slide Show tab in PowerPoint and choose which monitor you want the slide presentation to appear on (and share that one in Teams). Worst case, just disable Presenter View in that same dialog, and then PowerPoint will only use one monitor.
The simplest way to present slides on Teams is to use the PowerPoint Live feature from within the Share icon – it will show you a list of recently opened PowerPoint decks, or let you browse your machine for one if it’s not visible.
This view will let you share content in a more efficient manner, and also gives the option of letting other presenters easily manage the transition from slide-to-slide, rather than having to rely on trying to take control of the presenter’s PC in order to advance them, and avoiding the “Next Slide Please” request. Attendees can privately move around your deck if you allow it.
You can also start the sharing from within PowerPoint, as long as the source slide deck is saved to OneDrive or Sharepoint, as the content is rendered as a web view. Go to the Slide Show tab and you’ll see a Present in Teams icon; click on that when you’re in a meeting, and it will automate the whole sharing process to start presenting your current slide deck.
Assuming you’ve managed to create slides which are not a mess and are comfortable about how you’re going to present them, the next step might be to polish your own performance.
You could use Rehearse Timings to do a dry run of your presentation, and it will record the time it takes to cover each slide (and will also save that timing so you could auto-matically advance the slides during a future presentation).
If you’d like an unbiased assessment of your presentation style, try out the new Rehearse with Coach feature – as well as getting some real-time tips during the rehearsal, you’ll get a report when completed, praising for a job well done or admonishing you for speaking too fast, just reading the slides out loud, using, errm, non-inclusive language etc – all of which might be used to help improve your delivery for the next time.
Have a play with the Presenter Coach – presuming it’s an automated service rather than a real human listening in, it’s fun to try and see how the recommendations given – see how many profanities you can get it to recognise?
Organising a meeting in Outlook means sending out requests to participate – effectively you’re creating an appointment or event in your own calendar, then converting into a meeting by inviting other people to join you. If you’re putting something in your diary and want other people to know about it, but without expecting them to join you (eg you’re going on vacation and presumably don’t want your teammates to tag along), simple tricks can reduce the annoyance you might foist onto your co-workers…
Who has responded? Have most people declined?
When you open a meeting you’re organising and which you do want people to respond to, you’ve always been able to see (in the Tracking tab) how many people have accepted or declined etc. A couple of years back, Outlook added the feature of Tracking if you’re an attendee, so anyone in the same tenant as the organizer can see who else has accepted etc.
If you are organising or attending a large business meeting with lots of attendees, it’s useful to be able to slice and dice the attendees more effectively – have most people declined and should I move the date, for example – click on the big Copy Status option at the top of the list.
It’s now easy to paste the info into a blank Excel sheet, and before even changing selection, hit the Format as Table option on the Home tab; confirm the selection area is OK, tell it you want to add a header row and choose a style that suits.
If you right-click the table and select Table > Totals Row then if you filter the headings – like the responses, for example, you’ll be able to quickly see how many Accepted, Declined and so on.
Well, thanks to the magic of macros, use this Address Book Resolver spreadsheet, and just paste the responses from the Copy Status… step into cell A1, then hit the Resolve button.
Some attendees might be external users (so won’t be known to your address book), and some of the names in the first column might not be unique enough to resolve, and will be highlighted (alongside external users) by a red Unknown in the Job Title column.
If you manually look up an unresolved internal user in the Outlook address book, and find the correct alias name for that person, paste it into the first column instead of their name, and re-run the Resolve function.
To use this sheet for resolving any list of bulk display names or alias names, just paste them into column A (and hide Columns B and C if you’re not using the output from a meeting invite tracking list).
To prepare the spreadsheet for use, download the Address Book Resolver file as above (here it is again). Open the ZIP file and open the enclosed XLSM file or save it somewhere on your machine, then open it. Make sure you Enable Editing, then Enable Content so you can run the Macro that does the lookups.
This is an evolution of the Alias resolver sheet posted back in ToW 417.
One of the features in Office apps that has come to the fore in recent years is the concept of @mentions – something that started in the early days of Twitter. The use of the @ before someone’s name lets you quickly tag them to a piece of content, and in some cases gives them a proactive notification that you’re trying to reach them.
Exactly how the notification occurs differs slightly depending on the medium – in Yammer, for example, starting to type someone’s name after an @ sign will give you a picker to choose which person you might want to tag; pressing TAB will accept the name at the top of the list, and cc: that person to the specific post you’re making, so they’ll be notified in Yammer and possibly by email too. If you know someone’s alias then you can quickly type @aliasTAB to tag and accept them. You can also use mentions in comments within Office documents.
The same behaviour is commonly available in Teams as well, though it may be more limited as to who you can mention – in the chat for a meeting or in a Teams channel, you’ll typically only be able to @mention the people who are taking part or who are already members of the team. Like other uses of the @mention idiom, tagging someone will insert their full Display Name, as defined in the Microsoft 365 environment (or the address book if you like) – which can make mentioning people in a chat feel a little directorial or formal, especially if the format of their display name is something like FamilyName, GivenName (DEPARTMENT).
In most uses of the mention, you can edit the full name of the person, though it’s not quite consistent how to do it – in Teams, for example, merely pressing backspace (after the display name has been resolved) will remove the last word … so if you want to tag a colleague and their display name is Jane Doh, then a quick tap will reduce that to simply Jane. If they were Doh, Jane (IT) then it’s a little more complex to lose the formality – holding CTRL+SHIFT while pressing the left arrow will select a word at a time, so you could ditch the last part of the name then simply CTRL+Left arrow would skip the middle part, then CTRL+SHIFT+Left arrow/Delete will remove the first part again.
Lesser platforms might allow a user to set a nickname that is used in place of their display name; that’s not (yet) an option in Teams etc, though in Outlook when you mention someone, you could insert a nickname in-between other names then remove the original ones, leaving only the short name you’ve added, but still hot-linked to their contact card etc. It’s a bit clumsy but might be preferable to calling them by their more formal name.
You can’t sort by that special field, but you can filter the inbox to only show you the mails where you are being called out. Handy when people have a habit of assigning you tasks in an email, assuming that you’ll read it…
Just click the sort/filter option found to the top right of your Inbox or other folder, and choose Mentioned Mail to show only messages where you are mentioned.
The URL – Uniform Resource Locator, to give its full name – is familiar to everyone as a way of accessing their favourite sources of online titillation, propaganda and knowledge. Most people pronounce the term “yoo arr ell” though some stick to calling it Earl. Few “regular” users have any idea what magic occurs behind the scenes when you enter an address in the browser.
Early browsers might have been pedantic about the user entering the protocol into the address box, since the application wouldn’t know if you wanted to use ftp, gopher or this new-fangled http thing to try to open the page. So you had to spell out the whole address – with the right number of slashes and colons, sometimes even having to get upper and lower case parts of it exactly correct – or just get denied.
Of course, it’s easier to enter URLs these days – a good proportion of end users just type the thing they’re looking for (eg “bbc news”) into the address bar, and it will search on their favourite engine to display a list of results upon which they then click. Others will know that if you enter a term in the address bar and press CTRL+ENTER, the browser will add the www and the .com to either side of it, and on Chrome, the address bar even hides the display of the https://www bit.
Still, pasting a URL into a document or email can sometimes look messy, especially if it’s a link to a file on a Sharepoint or Teams site. Public websites sometimes will have an address which tells the story – like https://www.upi.com/Top_News/Voices/2020/11/19/SpaceXs-Starlink-satellites-are-ruining-stargazing-for-everyone/9351605790233/ – but a new feature in Edge browser aims to make things a whole lot more friendly.
In the latest versions of Edge, instead of pasting the raw address (with all of its slashes, symbols and numbers), when you add a URL into an Office document, the link will use the title of the page as the “text to display” instead of the URL itself. As a result, the UPI story above would look like “SpaceX’s Starlink satellites are ruining stargazing for everyone – UPI.com”.
When pasting a link to a shared document, instead of it showing up like https://microsoft.sharepoint.com/:b:/t/Store%20Planning%20Team/EX3o-R5PRT5Kk-Ndmh5GKFgBx0OfjIWI9d4CGT4nZGi0Dw90980 or similar, Office apps will try to fetch the source document’s details and render its name as the displayed text, hiding the URL under it:
If you’re sending the link in an email, it will even check if all the recipients have permission to open it, and offer to help you fix that by changing the permissions or by attaching the document instead of a link to it. This might even realise the dream that one day, people will stop emailing documents to each other and instead will use proper collaboration tools. We can but hope.
If you’d rather keep the raw URL, paste it into your document using the Paste Options / Text only choice. If you don’t like the new feature, you can switch it off in the Edge settings – navigate to the Share, copy and paste settings, or just enter edge://settings/shareCopyPaste into the browser address bar to jump straight there.
One potential side effect, though, is if the website you’re looking at doesn’t properly manage its page title (as displayed in the browser tab), it could paste as the wrong thing: some sites might set the title when you search for something, but then not set it properly when you click through into the results. You can always right-click the link and Edit Hyperlink to fix the issue if that occurs, and hope that enough people complain to the site owner so they fix it.
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…