#46: Cool for CALC

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Subtle changes and refinements to regularly-used applications can often slip by unnoticed. The Windows Calculator can trace its parentage all the back to Windows 1.0, and has seen numerous revisions over the years. It has featured in previous ToWs, too, most recently in what would have been number six hundred threescore and six, before the Great Reset meant ToW numbering went back to 1.

Electronic desktop calculators were a hotbed of technological innovation in the 1960s and 1970s. If you’re of a certain age, you might recall using a pocket calculator as part of your educational journey. When the first scientific pocket calculators appeared in 1972, they had a similar impact to the global slide rule market as quartz wristwatches had on the mechanical watches a decade later.

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c1985 Casio fx-451M

When Personal Computers were a relatively new thing, having things like a digital notepad and a calculator built-in were seen as key productivity features; even if an IBM PC capable of running Windows 1.0 at the time would have cost you more than a year’s average salary. And yet with calculators on phones and smart watches, the poor old CALC.EXE probably doesn’t get much love these days.

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The Hamburger Menu

Fire up the app (WindowsKey+R Calc [ENTER]) and it looks like any simple desktop calculator device, except that the History (top right) is much more extensive and usable than the stupid M+ / MR buttons on the old physical ones. Few of us knew what all those buttons festooning scientific calculators actually did, let alone ever used most of them.

Fortunately, Windows Calc has put lots of genuinely handy things in that three-line menu on the top left – and you can switch between them using the ALT key, if desired.

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In normal use, simply pressing ALT+1, ALT+2, ALT+3 etc will switch between the different modes; open the hamburger menu (click it or press ALT+H), and scrolling down will show more than a dozen different conversion features too. Just press the ALT key when the menu is showing if you’d like to be reminded of the ALT+ … shortcut keys that can be used to invoke any of them without the need to show the menu in future.

Before Microsoft killed its long-serving line of external keyboards, some used to have a hardware button for invoking calculator. Supposedly, they’re coming back – just under a different name.

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If you’re more mouse- or touch-driven then you can also jump to the primary modes using a right-click/long-tap on the taskbar when Calculator is running.

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If you think there’s some great feature missing from Calculator, check out the Github page on the project and submit your own ideas. It seems to be on a slow-burn though; the Roadmap page talks about what the team is focussed on in 2021, and makes no mention of Windows 11…

#45: Copilot updates flying in

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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:

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… and literally a few moments later, it presented…

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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:

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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.

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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…

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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.

#44: What’s on your (system) tray?

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The System Tray is that little collection of icons typically found next to the clock, in the lower corner of a Windows desktop. It’s been part of the UI since Windows 95, and serves to highlight what is happening with the system and the apps that are running on it. At times, Microsoft has tried to call this the “Notification Area”, not be confused with the thing that appears when you press WindowsKey+N (that’s the Notification Center or Action Center).

In common with other bits of Windows (the right-click menu in Explorer being another), it was easy for 3rd party software and hardware drivers to add their own icons into the “systray”, which might make things convenient for the user until they have 30 or 40 such things cluttering the whole place up. Why wouldn’t you want to quickly control your video modes or tweak Bluetooth settings, after all?

So in sweep-under-the-carpet style, Microsoft added a way of hiding less useful system tray icons so you don’t see them all the time, but they can be exposed by clicking the little arrow to the side.

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As you’d expect, Microsoft has defaulted only the more obviously-useful icons to be visible, like battery or Wi-Fi (for laptops), sound/volume etc. OneDrive is jammed in there too, if you have it set up to sync.

To tweak which icons show by default, look in Settings > Personalisation > Taskbar (try right-clicking on a blank bit of the main taskbar and choose Taskbar settings)

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Many of the icons you’ll see don’t necessarily do much when you click (left or right) on them, other than jump to the app itself, but some afford the ability to right-click and do something in that app directly. One useful tweak not there by default might be to include Teams, so you can quickly set your status.

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To hide or change the clock and date in the System Tray, dive a little further into the Date & time settings…

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… and you could have the clock show seconds as well, if you really wanted.

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This week’s Copilot-drawn banner image is – clearly – inspired by Eddie/Suzy Izzard’s iconic and lightly sweary “Death Star Canteen” sketch, and the minifig animation of it. Happy Friday – but you’ll still need a tray.

#43: Designing Everyday Things

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Design is everywhere in the things we have made. Intentional or inherent, every object is that way for a reason. Whether an item’s design is primarily to make it easy and obvious to use (see Bic), just to look amazing, or for some amalgam of form and function, we often know it when we see it. Sir Lord Kevin McCloud has made a career of pointing out things that have been done well, or perhaps have not.

Some of the best designed things, however, are impactful because we don’t notice the effort that has gone into them; the designer thought hard about it, so the users do not need to. It’s no accident that 3 of the top 10 in Fortune’s updated “100 Best Designs” list originated at Apple, where Steve Jobs placed good, user-centric design and “taste” at the heart of what they do.

In 1988, a seminal book on aspects of product design thinking was published, “The Psychology of Everyday Things”. It later changed to The Design of… as bookshops and libraries were apparently lumping it in the wrong category, it being more about how products should be designed rather what makes us inherently tick.

A few examples highlighted in DOET of things that could be done better include the physical layout of light switches and the lights they operate, or knobs on a cooker vs the position of burners or hotplates they control.

Often the controls are in a straight line across the front of the cooker, but the elements or flames are in a square. To make it easy for you to know which knob works which heatsource, a simple and obvious symbol is positioned nearby. Better hope those don’t wear off over time.

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Wouldn’t it be easier for the end user if the knobs were placed in the same pattern as the burners? That way, you wouldn’t need a symbol to inform you; instinct would make you start with the correct one (assuming you were paying some amount of attention).

Another example is door furniture. On the types of corridor doors which you’d find in offices or public buildings, it’s not uncommon to put a handle on the door. Instinctively, you will grab a handle if offered it, and the first thing you’ll do is to pull it (as DOET puts it, that is the action which the handle affords you). That’s fine if the door opens towards you (or swings both ways), but if not, you’ll instinctively pull it first before realizing it doesn’t move and therefore needs pushing.

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Similarly, if all the door shows is a blank pad, you’ll open your palm and give it a push. No need for a sign to tell you what to do (well, unless you’re from Midvale).

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Aesthetically, glass doors might look better with a handle on both sides but function over form should mean they’d look better still without a push/pull sign, and they’d be easier to use.

Even London’s Design Museum falls foul of the odd rule now and again…

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A grab handle, on a push door? Sacre bleu! (in mitigation: it looks like the handle could be used to pull the door shut to lock it, but still…)

The DOET book has been updated a few times in its life (since its re-identifying from POET) and is highly recommended.

Controlling everyday software things

For a 20-year-old tome on poor software and UX design, see The Inmates Are Running the Asylum: Why High Tech Products Drive Us Crazy and How to Restore the Sanity. Written by Alan Cooper, “Father of Visual Basic” and respected author on interaction design (a nuanced idea, as opposed to interface design), it’s a fascinating insight into design thinking in a software age.

An example given is of designing the user interaction for an in-flight entertainment system; developers will often institute fiddly directional cursors, modal buttons, controls that need to be labelled so you know what they do. Cooper replaced most with a simple rotating knob; the user will quickly figure out what happens when they turn it right and left. Push the knob to select something, maybe add a Back button and you’re pretty much done.

Bringing things up to date, even though a lot about software and interaction with technical systems could be improved, a great deal of effort is put into simplifying things and trying to remove extraneous UI elements.

clip_image010 Icons, of course, have their own life – there’s that meme about kids thinking that a 1980s 3.5” floppy disk is a 3D printed save icon. At least if you hover a pointer over most icons, you’ll get a pop-up to tell you what it is.

Windows 11 made some controversial changes to things that power users knew and liked, but for most people they just get used to it and if they ever had to regress to an earlier version, would probably admit they liked the newer one better.

Too many options

The Right-click menu in Windows Explorer has long been cluttered up with lots of options; software you install would add an item to make it easier to operate on that file (Share with Skype! Edit with ClipChamp!). In Win11, many of the lesser used ones were moved to a secondary menu supposedly to leave only the mainstream stuff behind…

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Clicking the Show more options menu item (with an icon which looks like making a window bigger) will display the old-school Windows context menu which could easily have 30 or 40 things on it.

Back on the “Fluent” Windows 11 context menu, the very most used options – cut, copy, rename etc – were promoted to icons at the very top or bottom of the menu, and for lots of users promptly disappeared from view.

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This is something which is going to be updated in a soon-to-be-released update, to make it easier to use…

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Control Panel Still Alive

Microsoft is still working on replacing some of the last vestiges of old Windows code, just one example being the Control Panel. A key part of Windows ever since version 1.0, it was where you tweaked anything to do with the operating system or the PC. Since Windows 10, most of the key bits you’d configure using Control Panel were migrated to the Settings app but even today, there are some bits of the UX where you’ll fire up an old-fashioned looking Control Panel applet … often buried in the “Advanced” part of Settings, and identified with the square-thingy-arrow-up-right icon, which we learn to know means opening something new…

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These Control Panel “applets” which remain in Windows can be found by looking in the System32 folder – to invoke any of them just to see what they do, press WindowsKey+R then enter the name of the .cpl file and prepare to be amazed and/or confused.

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Gradually, though, these CPLs are being replaced – see desk.cpl – with enhancements to the Settings app, but there’s still life in the old control yet…

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expand the Control Panel section in System configuration tools in Windows – Microsoft Support