#72: Sending pages from your pocket

Posted on April 22, 2025 (Updated April 22, 2025) by ewand

Browsing on mobile devices is the main way people use the web. As mentioned in ToW #62, the last decade has seen a complete shift from PC & Mac being used for nearly 70% of web traffic to the dominant platforms being Android and iOS.

One nuance the stats don’t take into account, though, is that most of the 30% who’re still on Windows & OS X will also be browsing on whatever phone they have. It’s not uncommon to see people sitting in front of a desktop or laptop, while using their phone for other things – be that reading stuff in a mobile web browser or using a dedicated app.

Sharing is Caring

One feature common to all the main mobile browsers and their desktop equivalents is the ability to send pages (or tabs) from one to the other, assuming you’re signed in on both using the same account. While the meedja appears to work on the assumption that everyone+dog has an iPhone, around 2/3 of mobile browsing is done with Google Chrome and variants, and over 70% of the browsing devices are running Android.

For those reasons, we’re going to use Android and Windows as the use case for this week’s tip, but the same things can also be done on Mac + iOS. Probably.

Mobile apps -> desktop

If you’re sitting on the sofa flicking through stuff, there will be times where it’s easier to look at the content on a bigger screen. Sure, you might be able mirror the device on the big TV, but who ever does that?

Let’s say you’re browsing an eBay listing and want to send it to your laptop so you can see the pictures better. One option is to try using Google’s Quick Share to send something straight from a phone app to the PC, once you’ve set up the software and signed in. Mac users need to jump through some additional non-official hoops.

Quick Share is the new name for “Nearby Share” – start by clicking the sharing icon on the top of the eBay app (or from whatever app you’re looking to share something).

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How the app behaves will differ from one to another; in the case of the eBay app, it will offer to send a link to this listing to some other app on the device, including the ability to share it elsewhere.

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The list of apps (and contacts) will vary depending on usage. If you have Microsoft’s Phone Link already set up between your phone and PC, you can just fire it to your PC using the Send to PC command, and it will open a new browser page right away. If using Quick Share, you’ll get a prompt to open it.

Mobile browser -> desktop

Another more general and consistent use case is when you’re on the phone using a web browser rather than an app. Clicking the Share icon in Chrome will let you copy the link to the phone’s clipboard or send it to a variety of other contacts or apps (just as in the previous eBay app example), or “Send to devices”: in this case, any other device where you’re also logged in to Chrome with the same Google ID. You could also screen grab the page or generate a QR code, so if you want to share the link with someone nearby, you can do that more easily than faffing about with Bluetooth.

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After tapping this option and choosing the relevant PC, you’ll see a notification show up in Chrome.

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You’ll also see “Your devices” if you expand Chrome’s History either in the menu or by pressing CTRL+H…

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From Edge to Edge

Some small proportion of Microsoft fans might be running the mobile Edge browser on their Android or even iOS phones. It’s a surprisingly good mobile browsing experience with built-in ad blocker, password saving integration with Microsoft Authenticator and an inevitable smatter of Copilotry.

Edge Mobile was built on the Chromium browser engine and released a year before the main desktop Edge was ported to Chromium too. As a result, many features in Google Chrome are also carried over (since it, unsurprisingly, is also based on Chromium), except that you’d be running Edge on your mobile device and signing into Edge on your PC or Mac using a Microsoft Account.

Similar to how Chrome does it, Edge will also let you send links to your PC or Mac – the quickest way is to go to the “hamburger” 3-line menu in the bottom right, and choose “Send to devices” to get a list of potential target computers. The menu that appears on the mobile browser may be several pages wide; swipe left and right to see the others and press and hold anywhere on the menu to edit it, allowing you to reorder the icons or hide/show them.

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Just as Chrome behaves, having sent the link to one or multiple PCs, a notification will appear in desktop Edge inviting you to open it…

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… and if you have the browser on PC and phone both set up to sync with your Microsoft Account, you’ll also see previous pages browsed on the phone by looking in the History page (CTRL+H) in Edge on the PC, which makes it easy to go back to pages you had previously viewed on the phone without needing to deliberately send them across.

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#71: Trying to search on LinkedIn

Posted on April 17, 2025 by ewand

Since you’re not reading this on LinkedIn, you’re maybe not one of the believers – Stay strong! It’s been nearly 9 years since Microsoft announced its plan to blow $26Bn on acquiring the social network for business users, supposedly in competition with Salesforce, Facebook, Google…

At the time, Forbes commented:

This new deal means Microsoft can embed LinkedIn with Skype, its email system and other enterprise products so that, in the words of one Silicon Valley expert, it will be able ‘to recreate the connective tissue for enterprises.’

It seems the Skype integration never really did pan out. Outlook and LinkedIn never got especially close, and Salesforce’s nightmare of Microsoft poring over all that data and not letting anyone else get access to it never really materialised. Even Microsoft tools don’t really have very good access to the data.

One of us (but not really)

At the time, the LinkedIn acquisition was Microsoft’s largest and seen as quite risky, with the backdrop of a failed $45B bid for Yahoo! and not-exactly-successful integrations of multi-billion buyouts of Nokia and others.

There was some consternation on how LinkedIn could possibly be worth all that money – one of the most popular internal Microsoft Yammer communities has even been reborn in LinkedIn, for current and former ‘softies alike …

(though Groups in LI seem to be less functional than Facebook Groups, so the place to go is FB’s Microsoft Old-timers, which has about 30x as many members).

In truth, LinkedIn has been very successful – as pointed out by the excellent Jack Rowbotham:

It’s said there are over 1 billion users. LinkedIn revenue was reported as growing 9% year-on-year in the FY25 Q2 results. Though revenue numbers are combined with other groups, Statista reckons that totals about $16B annual revenue. Not bad.

Maybe what has been LinkedIn’s biggest reason for success in the Microsoft family is that it’s never really been fully assimilated. Sure, management sits at the top table (and co-founder Reid Hoffman is on the board) but LinkedIn has been kept (or kept itself?) at arm’s length; Microsoft friends and partners are not LinkedIn friends and partners. LinkedIn employees have linkedin.com primary email addresses, not microsoft.com ones (even if they may also have a lesser-user microsoft.com address…) There’s a certain defiance of separateness even after almost a decade, a bit like Dynamics used to be or as GitHub also is.

Even the platform it runs on is not quite fully on the bus – after announcing a plan to gradually move to Azure and run on Azure Linux instead of CentOS, that has reportedly been binned in favour of a hybrid model.

Searching for stuff

To paraphrase Yoda: Search not: Find, though that is sometimes easier said than done. Along with holding itself apart organisationally and technically from the rest of Microsoft, LinkedIn has a somewhat stubbornly different look and feel to everything else that comes from Redmond.

Searching on LinkedIn starts with entering whatever you’re looking for in the search bar on the home page.

There are few operators you can use – AND/OR and putting stuff in quotes can help to guide things, but you will need to use the Posts / Companies etc filters to zone in to the right content, and you can only do that after the first search has been run. Note that AND, OR and NOT must be in capitals and they specifically call out that + / – isn’t supported.

So, if you want to find something – a previous post in a newsletter you’d read, for example – there isn’t an easy way to do it without first searching everything, then telling LinkedIn that you don’t want “people” but something else. Even going to the newsletter home page doesn’t give you the ability to search its contents, which seems like an own goal.

If you’re looking for a Post you may get a button offering “From my network”, and clicking on that will invoke a filter to select your top connections, people you follow or your own posts.

But you might not get that option. If you don’t, then you need to select Posts and then use the Date, Content type or, in this example, “From Member” filter. If you’re looking for your own content, you need to type your own name and have it resolve, before clicking on show results.

More help is available on Search on LinkedIn, and you might notice that some filters stick sometimes (but not always) so if you’ve already set the Posts and From:me filters up, then others searches will keep them until you clear the filters, or they somehow just clear themselves.

When you do get results, depending on what you search for, you’ll be presented a list of things that look like they match, but there’s no highlighting of the search terms to see where that match is, so you’ll need to open them up individually to see if they match.

For the more adventurous, you could hack the URL to add search terms and set the filters – eg

https://www.linkedin.com/search/results/content/?keywords=vermouth%20AND%20recipe&postedBy=%5B%22me%22%5D

There are some special characters in that URL – %20 is space, %22 is “ and %5B and %5D are square brackets, so you could actually enter

https://www.linkedin.com/search/results/content/?keywords=vermouth AND recipe&postedBy=[“me”]

… and the browser will sort it out.

Or just search, get a wide range of initial results then use the filters. It’s less “correct” but it’s bound to be quicker.

#68: It’s all about the prompt

Posted on March 21, 2025 (Updated March 18, 2025) by ewand

When internet search engines took off in the mid 90s – remember Alta Vista? – and Google exploded into the public consciousness in the early 2000s, it became increasingly apparent that getting good search results were helped by being able to ask your question correctly.

Savvy searchers might use a combination of quotes and other “operators” to specify an exact phrase, or guide the search engine to include only certain terms or results from a particular website (such as site:tipoweek.com onenote). Google and Bing both tend to use the same operators (so, as Scott Hanselman would say, you could “Google with Bing”).

Prompting Today

A screenshot of a computer screen

AI-generated content may be incorrect.

When using some of the many AI tools such as ChatGPT, Copilot, Gemini etc, you can get very relevant results by being quite specific in what you ask it to do. As an example, one of the best ToW banner images was created using Microsoft Designer with the prompt, “a serene image of a young boy sitting at an old laptop (with Windows 10) but lurking in the dark background is the grim reaper”

A child sitting in a chair with a computer

AI-generated content may be incorrect.

Or, getting much more detailed, see Kat Beedim’s detailed 200+ word instructions to create consistently-formatted notes from meeting transcripts.

Being much more verbose and directional than you’d ever try in a regular search engine can give some quite remarkable results. The order of what you ask might vary the emphasis given to certain parts of the response, and the general advice is to be positive – i.e. ask for things you want, rather than telling it what you don’t want.

It seems that AI can suffer from a variant of Dostoevsky’s “White Bear Problem”; ie. Asking it not to do something increases the likelihood of doing it. Not long after Microsoft went big on Copilot and Designer, here’s one example when Copilot was asked to draw an image on a particular topic…

No photo description available.

The idea was to convey a background threat with those hooded figures, not the feeling that the poor girl was in imminent peril. The figures lurking in the background might be a mite less sinister if they weren’t armed, so clarification was called for…

No photo description available.

Maybe DALL-E 3 at that time was just fixated with firearms, or asking it not to do something was a step too far. We’ve gone from “some guns” to “pointing guns at her”. Hmmm.

No photo description available.

Trying the same prompt in Designer seemingly gets a little less gun-heavy now, but still has the odd one creeping in. Trying to be more explicit doesn’t appear to work… adding to the end of the prompt, “The sinister hooded figures are not carrying guns of any kind”.

You might think that instruction is simple enough, but no. It seems to be interpreted as “you want more guns? Gotcha”.

A person sitting at a desk with a computer

AI-generated content may be incorrect.

#66: A computer on every desk?

Posted on March 11, 2025 (Updated April 17, 2025) by ewand

“A computer on every desk, and in every home, running Microsoft software” – was an early and, at the time, unbelievably ambitious goal for a small company from Albuquerque which later moved up to Bellevue, WA.

Things have moved on radically since Microsoft was founded nearly 50 years ago; now, everyone who needs a computer on a desk has one, and billions more have one on their lap or in their hand. SteveB talked recently, in a retrospective “Alumni Voices” interview, about the early days.

Thinking about PC usage (for Windows and Macs); laptops overtook desktops some years ago (notebooks outselling desktops 4:1). Laptop manufacturers evolve them more quickly, with better screens, longer battery life and now, ramming in AI features, often refreshing their ranges regularly.

But if you sit at a desk most of the time, and all your data is in the cloud anyway, shouldn’t your primary computer be a desktop? Maybe you could have a medium-spec laptop for when you need to be mobile, and a comparatively high-end desktop for the rest of the time?

If you’re using a laptop for work and spend much of your work/life in one place, at least make sure you get a proper monitor.

I found this image at the top when searching, “is it OK to sit on the ottoman of an Eames chair?” – the answer was captioned, “it is, if you’re Bill Gates”

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Moore’s law

The oft-mis-quoted effect (that stuff gets faster/cheaper/bigger all the time) of Moore’s law could be applied to the growth in laptop usage; there’s more to be gained from miniaturization when you’re carrying a machine around, as well as advances in battery and display technology.

Desktops have tended to be left behind; there’s no built-in screen (unless they’re an all-in-1), they don’t run on batteries and they often sit out of sight, with the user interacting through a separate mouse, keyboard and looking at a desktop monitor. Old PCs were boring to look at, sometimes quite noisy and clearly fixed in position.

Now, many new home desktops are sold as gaming PCs with high end graphics and are often adorned with elaborate cooling, colourful lights and the like.

Acer Predator Orion 5000 (2024) review

The rise of the Mini

Around 20 years ago, capable desktop PCs started to shrink in size – it wasn’t uncommon to see demos being run from a “Shuttle Box”, which had way more storage and CPU horsepower than could be gotten from a laptop of the time, so it was possible to run servers in VMs on Virtual PC or similar.

Mac Mini and other small-form devices followed, but were often relegated to secondary use.

Julian Datta and Brett Johnson, posing in 2007 with a Shuttle which worked so hard it was literally smokin’

Desktops for today

If you’re running a laptop from a home office and sit at a desk 90% of your day, it’s worth looking at getting a modern, small form desktop. They’re quiet, can be much neater than a laptop with loads of cables or a docking station, and can be surprisingly cheap.

An Dell Inspiron with Intel i5 10-core CPU, 16GB RAM and 1TB SSD can cost £650 (eg Dell Inspiron Desktop with the Latest Intel Processors). If you’re using an existing screen setup from an older laptop, you might need to buy a webcam too. A broadly comparable laptop might cost £100 or more extra, though it might last a good bit less time than a well-spec’ed desktop.

Desktops are generally more self-upgradeable and repairable than laptops, though that tends to change when you get into highly miniaturized machines. Framework, who build laptops that are sold as being fixable rather than disposable, recently unveiled their first desktop too…

Framework | Configure Framework Desktop DIY Edition (AMD Ryzen™ AI Max

#57: Excel-lent Conditional Formatting

Posted on December 13, 2024 (Updated December 11, 2024) by ewand

A theme of previous ToWs has been that applications often have lots more functionality than users either know or care about enough to utilise. Two of the simplest yet most impactful ways of handling data in Excel (and in Google Sheets, LibreOffice / OpenOffice etc, which basically copied the functionality) is to create tables from data, and to use conditional formatting to help them stand out.

Select a block of data – and for the purposes of these examples, we’re going to use some sample sales data – and on the home tab, it’s a few clicks to Format as Table. Even if you don’t intend to use more advanced formulae and get into naming tables and ranges, just doing the simple formatting and declaring the top row as headers gives you great ability to sort and filter the data quickly.

If you’re lucky, the table may automatically interpret the contents of your data, too – like understanding date fields. As we’ll get to later, you can even sort and filter by the appearance and not just the actual contents.

Users working on data in Excel which is clearly tabular but has not been defined as a Table, should almost be considered criminals.

Conditional Formatting made easy

Back on the Ribbon, the neighbouring Conditional Formatting control lets you add more pop to an existing Table or any other data. Select whatever cells, columns or rows you want to apply it to, and on the flyout menu you’ll have access to hundreds of options to visually distinguish certain data.

For simple “how to” and a cheesy video, check out the help on Use conditional formatting to highlight information in Excel.

If you need to do stuff that’s more complex, there’s also the option to write a formula but it’s quite different to regular Excel formulae – and can take a bit of working out, especially if it’s more complex. See the “Use a formula…” further down that previous help page.

Fortunately, there’s an easier way if you’re a Copilot user (and if you’re not, Microsoft has started pushing a free 1-month trial – just make sure you put a reminder in your diary or you’ll fall into the trap of subscribing to stuff you might not want). Rather than trying to write a formula and figure out the logic of it, you can just ask Copilot and it will comply…

After it has been applied, you could edit the rule to change its range, tweak the formula or adjust the formatting by going to the Manage Rules option under the Conditional Formatting menu. Make sure the “Show formatting rules for:” filter is set to the right area so you’ll see this and any other rules which may apply.

These rules are very useful for highlighting things that stick out – like due date on a pipeline report which have now passed, or a number that’s radically out of kilter with all the others in an export from a credit card account. If you’re dealing with very large sheets of data, you could filter the view not just by the values but by the colours that your formatting has set:

… thus temporarily hiding any of the rows which are not of interest.

Finally, you can interrogate data within Copilot without having to mess about with filters and the like, for example:

To validate that this is actually true, a pivot table can show the data by different dimensions and allow totalling, sorting and filtering: in this case, sorting (descending) by the sum of all orders:

Pivot Tables are some of the best magic that Excel delivers; it’s been a while since they’ve featured in ToW – leave a comment if you think that needs addressing. See here for more examples of Copilot prompts in Excel.

#55: Quick access to fave notes

Posted on November 29, 2024 (Updated November 29, 2024) by ewand

A few themes have re-appeared on Tip of the Week over the years … saving time by using keyboard shortcuts, finding useful but somewhat hidden bits of Windows or Office apps, etc. One of the most prominent seams to mine, however, has been an undying for Onay-no-tay.

The UX Paradox of Office Apps

Usability research into Office applications once found that 87%* of the new features users asked for, were already in the product – they just didn’t know how to find them. As more and more features were added to apps – Excel particularly, it seems – end-users just didn’t know how to “discover” them. By Office 2000, dynamic “intelli-menus” basically hid options which were more obscure or which an individual just didn’t use, and while it made things look simpler and less cluttered, it made the problem worse.

A wholescale UX rethink in Office begat the “Ribbon”, which is now pervasive in other apps; if you’re interested in such things, check out Jensen Harris’ 2008 presentation on what led to the Ribbon being conceived. The talk offers a great historical perspective but also goes over the thought processes on how these things come about.

* statistic is made up but the story holds true. Who cares if facts and figures are correct as long as the lies are well presented? How do you think Excel charts and PowerBI got so successful?

Not Just Another Toolbar

Even with the Ribbon to make things more ordered, sometimes it’s good to be able to jump straight to a feature you use commonly; the customizable Quick Access Toolbar on the top left of many apps gives you the ability to pin certain commands, and can be an invaluable way of getting to functions you like without delving into Ribbon tabs and menus.

Click the down-arrow to the right of the toolbar and you can pick from a set of suggested functions, or by customizing it, you can delve into any part of the extensive menus and pin just that one feature there. There are commands which are not even on the Ribbon, but you could pin them to the QAT if you like them…

The QAT is present in Word, Excel, PowerPoint, Access, Outlook (classic) – but not New Outlook, to some users’ chagrin. It’s not uncommon to find a similar UI feature in 3^rd party apps from the mid-2010s.

OneNote Favo(u)rites (again)

New Testament Tip of the Week #39 covered saving Favourites in OneNote: #39: OneNote Shortcuts, Favourites and Pins. Despite some of the guff being taken up with browser and mobile favourites, the good stuff in that tip was in (once again) recommending the fantastic OneTastic.

As well as providing an extensive macro capability, the OneTastic addin lets you pin a page or section to “Favorites”, and you can later go back to the same menu used to manage the pining, in order to access your previously pinned pages.

For extra goodness, try customizing the QAT and looking for Pin to Favorites…

Select it, click Add >> and hit OK. Now you’ll be able to access the drop-down for Favorites right there from the top left corner…

Happy Friday!

#53: Right tool for the job

Posted on November 20, 2024 by ewand

Anyone who has worked in IT for long enough will likely have seen cases where unwitting users are wielding completely the wrong utility or application to get stuff done. Perhaps the entire company finance system is running on an old Access database, or the accountants were using a spreadsheet for holding something other than numbers? It’s one thing having lots of tools, but knowing which one to use when is sometimes a lost art.

Sometimes, organizational culture is to blame – if all you have is a hammer, everything looks like a nail (as how Microsoft leaders once felt about Oracle’s Larry Ellison saying that “database” was the answer to every question). Some companies use email for everything, others have moved all their internal comms to Teams or Slack, and occasionally use email only for customers.

The advent of Electronic Forms

One early measure of effectiveness of newly-installed IT systems, was the inefficiencies it managed to replace – and reducing paper forms was one often paraded benefit. Literally cutting red tape, not only speeding everything up and reducing wasted paper, moving to electronic forms was and is an easy case to make. Nowadays, you’d use a web form onto some kind of cloudy data store without even thinking about it, but it wasn’t always so simple.

In the late 1990s, forms were a key component of “Groupware”, with Lotus Notes being the early market leader (and which spurred Microsoft into competitive action in trying to build an alternative).

Microsoft had a separate E-Forms product as far back as the early 1990s, running on top of the old MSMail system, later being migrated into Exchange. The idea was that companies could easily make forms to send around in email, capturing data fields and making smart routing and workflow decisions along the way. It’s safe to say, they never really took off…

Outlook picked up forms duty (see here, in the cutting edge “Developing a workflow application” Exchange 5.5 whitepaper). There are still vestiges of Forms Designer in Outlook today (if you’re on Outlook (classic) rather than the upstart New Outlook, that is).

Forms in the 2020s

It’s so easy to use forms now – quickly building a web front end to a set of data is par for the course with Google Forms and Microsoft Forms, to name just two examples. Both are available in free versions (using a consumer Gmail/Outlook type login) or are part of corporate packages which bring extra functions and access to other data.

It is easy to create a form with some simple validation, and then collect responses from people – anonymously or (if they’re in your organization) capturing the logged-in username of the person who submitted it. Results are easily summarized and viewed with charts, word clouds~~wordclouds~~ and the like.

Each form is basically a series of questions, with different types used to validate data – like getting a rating, picking a date, choosing from set options or even entering specific types of text or numbers.

There are lots of scenarios where a simple form could take the place of sending an email – like registering for an event and collecting dietary requirements, or asking a group of people for a time and place that works best to meet; instead of trying to juggle lots of responses, a form could be the ideal way to present options and get their selections.

For meeting arranging scenarios there are numerous ways of trying to make this simpler – from websites like Doodle, the various Calendly/Bookings options for 1:1 meetings, or the former add-in utility FindTime for finding group availability in Outlook, which has now been replaced with a built-in Scheduling poll feature.

2020s meet 2000s

There are some things which should be easy, using Microsoft Forms, that are just not. Even though Forms can be run inside a M365 organization’s own tenant, and therefore we know who everyone is as they’ve already signed in, there’s no way of adding a “Person” to a form, such that they could be picked from the directory.

To do that needs to revert to an altogether older form technology – the SharePoint List. Originating from 2001, SharePoint really hit its stride by 2007, offering lots of web-based collaboration functionality that almost equalled what Lotus was doing a decade earlier. Microsoft did have another forms/data toolset, InfoPath, with SharePoint integrations – but that’s gone away now, not replaced with any single thing. We don’t really talk about InfoPath any more.

Using SharePoint and with~~With~~ a bit of nous, you can~~could~~ quickly build a detailed list – think of it like a simple database – and generate a form with data validation, branching logic and so on.

But a much easier way is to look at the newer Lists web app, which combines simple forms stuff with a SharePoint based back-end, meaning there’s more integration with M365, including directory integration …

… which looks a lot better than having to type someone’s name in.

Lists is part of M365 (look in the app grid on the top left if you go to Office.com and sign in, then peek under the More Apps section). )

In true Microsoft fashion, there are many ways to skin this feline – there’s also Loop, which could be used to do all kinds of groovy things in browsers, Teams, Outlook and more. Oh, and PowerApps. Mash all these tools together and you can build a spidery app legacy to keep your successors entertained for years.

#50: Object Oriented browsing notes

Posted on October 25, 2024 by ewand

Obscure Computer Science theory had an obsession with “object orientation” some years ago; both a technique in how applications are written but also design thinking on how they might be used. Sensei Steve Jobs, while walking the earth before coming back to save Apple, had a famed obsessions for design and rooted his NeXT computer on an object-oriented approach. The NeXT Cube itself was arguably ahead of its time, but in 1990 cost a cool $10K (that’s about $25K in today’s money). There were few takers, though the odd geek still gets excited to pick them up 2^nd hand.

An example of object orientation in user interaction is that you go to a thing you want to work with, rather than a tool with which you want to work. Elements of this are all over UX in Windows, like going to a document in Explorer, and it lets you open, edit, print, etc. Most people will still go to Word and open a file from there; that’s why the Most Recently Used list and Search features exist.

To start something new, you’ll likely open your app of choice then use it to create a file or open an existing one. When did you last go to SharePoint and use the New -> menu option to create a document in situ, much less a OneNote notebook? Exactly.

There are other places where things are less cut and dried: you might open a notebook like OneNote, Evernote, Notion etc, and start taking notes on a thing you’re working on. Or you might want to be in the flow – in a Teams meeting, or viewing a document on which you want to make some side notes – and it makes more sense to bring the notepad to the side and ideally keep the context so when you revisit that document or that webpage, you’ll (optionally) see the notes you had previously.

Progress is not forthcoming

Sadly, as apps evolve some features are sacrificed perhaps because telemetry tells the developer that they’re not much used, or they just decide that newer things are more important. One key villain in this regard is the “new” (Chromium) Edge browser, which left behind many of the features of the old(“Spartan”) Edge, which might not have been much used but then neither was the old Edge. The dev roadmap appears to focus on more ways to inject adverts and to jam Bing services and Copilot into everything, than to actually make the browser as useful as the one it replaced.

Linked Notes

As covered 18 months ago on old testament ToW 683, OneNote has the capability to be docked to the side of whatever other window is being used, and in some cases, maintains a link to the document that is in the main window.

You’d create the page you want to make notes on in OneNote, and when Linked Notes are enabled, it will tie back to the Word etc doc you were using in the other window. That way, if you re-open the notes in OneNote you’re only a click away from pulling up the document they relate to.

If you later go to back to it in Word, however, or open the doc directly from Explorer, there’s no obvious way to bring up the notes you were taking, without going to OneNote, finding the page you took the notes on, and perhaps docking the window again. Even the Linked Notes option on the Review menu doesn’t quite work as expected – it’s for establishing a new link, not reanimating an old one.

This is an example where true object orientation would work well – you’d open the Word doc which you had linked to OneNote, and you’d automatically see the notes in a sidebar.

Remember Internet Explorer?

Even ye old IE had an option of being linked in OneNote so you could take notes on a page you were viewing. Sadly, Edge has torched this feature – along with Reading List and one of the more helpful and semi-OO feature, which didn’t use OneNote but was still potentially handy…

Web Notes RIP

Web Notes was a feature of Old Edge, for jotting down simple notes on whatever page you were viewing, and the next time you visited that same page, the notes would be shown alongside.

Imagine if you were looking to buy a house or pretty much any other major piece of shopping; whilst conducting research, you might browse to several properties of interest and could make some notes about each one – near a good school but close to a busy road, nice rear garden, high crime area down the road, neighbour has planning permission to build a house in their back yard…

It could be so useful to jot the notes as you go and have them presented again if you happen to revisit the same page in future (so you remember you’ve already looked into it). If you could later see a list of every note you took, with a link back to its source, so much the better.

Sadly, there is no way to do this in Edge, without relying on extensions. There are many out there but none really hit the brief well – if you find a better one, please do mention in the comments below.

The OneNote Clipper is worth a look if you want to keep a list of notes with links back to pages, but is old school in that you’d go to OneNote to find that list and then see which pages you had commented on, rather than the more Object Oriented approach of viewing a page and having the notes offered to you.

Perhaps the extension which comes closest to the functional requirement (even if it doesn’t win many prizes for looks) is Note AnyWhere, available from the Chrome store (and can therefore be installed on both Chrome and “new” Edge).

For ease of use, after installation, click the Extensions icon on the toolbar and Pin the Note Anywhere icon to the toolbar, after which taking notes on a new page is only a couple of clicks away. When you next visit a page, previous notes will be displayed (or you can choose to just show a number on the toolbar by the icon, to show how many notes you’ve made).

It would be nice to have some simple formatting, and searching previous notes is a little clumsy (requiring you to sign up and sync with the developer’s web front end), but for a free app that doesn’t (yet) nag you to subscribe for extra functions, it’s not half bad.

PS – Remember, this weekend is when Europe (mostly) ends Daylight Saving Time, meaning next week could see clashing of meetings arranged with international attendees, before North America catches up on 3^rd Nov. New Zealand and some of Australia has already made the leap.

This topic has been covered ad nauseam on previous ToWs … spring forward, fall back…

#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?

#47: Using Copilot for (consistent) meeting notes

Posted on October 4, 2024 (Updated October 1, 2024) by ewand

“GenAI” like Copilot and ChatGPT has been evolving quickly over the last year or two, and the more experience people have in using it has also changed their approach. Just as providing better questions to get more accurate search queries from Google / Bing, getting the best results from Copilot or the like might depend on being specific enough with your questions.

Here’s a tip courtesy of Kat Beedim, Microsoft 365 MVP from Microsoft partner, CPS. Kat is using Copilot to summarise the output of a Teams meeting, in an alternative way to the built-in Copilot for Microsoft 365 method which generates a pretty decent summary (and was recently discussed in context of the OneNote integration). While the content is generally good, using the standard approach, you will likely get differing formats of notes from one meeting to the next, depending on what was said.

Kat’s approach is to download the transcript from a meeting that you’ve attended; this may be available to anyone who joined the meeting, even if the tenant hosting the meeting doesn’t itself have Copilot provisioned. In other words, if you have access to Copilot and you can get the transcript from a meeting (which you didn’t organise, maybe even one organised by a different company) then you can generate the meeting notes.

To see if the meeting was transcribed, go back to the Chat or the Recap from the meeting within Teams and you might be able to download the transcript (as a .DOCX file).

Save the transcript file to OneDrive in the same tenant where your Copilot for M365 is, and within a Copilot prompt you can reference it… if you go to Copilot (Work) and press “/” in a prompt, it will let you choose a file (or other source of data).

Kat has provided a very polite and detailed prompt for Copilot to generate meeting notes; by using the same prompt after every project or team meeting, the same format of notes will be preserved.

Copilot, please assist me in converting the attached /(start typing the file name to select it)
into detailed meeting minutes.

Here’s what I need:

1. Identify Key Sections: Break down the transcript into distinct sections: attendees, apologies, introductions, summary of concerns, previous actions discussed, further discussions, recommendations and actions, date of next meeting. Keep to that order.

2. Summarise Discussions: Provide a detailed summary of the discussions for each agenda item, capturing the main points and any consensus reached.

3. Highlight Decisions: Clearly state any decisions made, including the rationale behind them and any dissenting opinions if applicable.

4. List Action Items: Enumerate the action items that came out of the meeting, specifying the responsible party and the deadline for each task

5. Note Attendees: Include a list of attendees and their roles or titles, as well as any apologies for absence.

6. Format for Clarity: Use full sentences and paragraphs, tables, and bold text for emphasis where necessary to enhance readability. Do not use bullet points.

7. Review for Accuracy. Ensure that the minutes reflect an accurate and impartial record of the meeting, and make any necessary edits for clarity and conciseness. Please format the minutes in a professional and presentable manner. suitable for distribution to all meeting participants and for record-keeping purposes. Thank you.

You could also open the transcript directly in Word and enter the gist of the prompt above in Copilot within Word, though formatting is a bit nicer when done from the Copilot for M365 prompt. It might be possible some day to tell it to generate a new document using a set template, but that appears to be a manual process for now.

Feel free to have a play with the prompt to get the format and the answers you want; you have 2,000 characters to give your instructions so be as descriptive as you like.

Kat’s video demo is on Write meeting minutes with Copilot – YouTube.

Category: Productivity

#72: Sending pages from your pocket

Sharing is Caring

Mobile apps -> desktop

Mobile browser -> desktop

From Edge to Edge

#71: Trying to search on LinkedIn

One of us (but not really)

Searching for stuff

#68: It’s all about the prompt

Prompting Today

Further reading

#66: A computer on every desk?

Moore’s law

The rise of the Mini

Desktops for today

Further reading

#57: Excel-lent Conditional Formatting

Conditional Formatting made easy

#55: Quick access to fave notes

The UX Paradox of Office Apps

Not Just Another Toolbar

OneNote Favo(u)rites (again)

#53: Right tool for the job

The advent of Electronic Forms

Forms in the 2020s

2020s meet 2000s

#50: Object Oriented browsing notes

Progress is not forthcoming

Linked Notes

Remember Internet Explorer?

Web Notes RIP

#49: Managing Multiple Messaging

Finding work-related messages in M365

Search across OneNote

#47: Using Copilot for (consistent) meeting notes