Emojis can trace their roots back to the first 🙂 from September 1982. Originally knows as emoticons or simply smileys, many of us have adopted these icons like a form of punctuation, especially in social media / Yammer / Teams type comments. This topic was last visited 4 years ago in ToW 391.
Emojis are mostly agreed and defined by the Unicode Consortium, which controls the Universal Coded Character Set, adopted by many systems to maintain compatibility between each other. When a user sends a symbol in a text message, the phone of its recipient needs to know which character was being sent or confusion may occur. Interpreting what the actual emoji symbol means is still down to the end user, and there are many pitfalls to avoid.
Once both sender and recipient of a message or comment agree which emoji to display, the application or platform they’re each using still has to decide what it will look like, and sometimes the iconography – and therefore the subtext – will have changed over time; see the Pistol Emoji (emojipedia.org) as just one example.
Microsoft decided to adopt a “flat” emoji look in the Windows 10 timeframe, but that is starting to change again with the upcoming release of Windows 11 and the evolution of Microsoft 365 – as Art Director and “Emojiologist” Claire Anderson previewed, we’re going 3D and Fluent, due late this year. Oh, one more thing…
ToW reader Paul Robinson draws attention to the shortcut way of inserting emojis in Windows – it’s been a feature for a while now – just press WindowsKey + . and it will allow you to insert emojis into pretty much anywhere that accepts text.
The UI for the emoji panel is changing in Windows 11 too, with GIFs and other types of symbol being included and the whole thing is easier to search. A useful tooltip shows you what the symbol represents, though as said before, be careful with the potential interpretation of some of them. Peachy.
In Windows 10, the same keystroke brings up a simpler yet slightly more confusing UI. Both old and new (under the Symbols grouping) provide a neat way of finding and inserting other special characters; arguably quicker than fishing about in the Office menu, and certainly better than faffing around with typing in ANSI codes.
Paul likes to start Teams channel names with an emoji, and if you want to illustrate one difference between old world and new, try using them in email subject lines and see just how they appear in Outlook versus Outlook Web App…
When you create an appointment in Outlook and decide to turn it into a Teams meeting by clicking the icon on the Meeting tab, a bunch of custom fields are added to the meeting item in your calendar to define how it should be handled by the Outlook application, allowing such functionality as right-clicking on an item in your calendar and joining the meeting from there.
Then there’s the text that gets added to the end of any existing appointment text, which gives dial-in info and provides a link for users who like to click on URLs or who are running a calendaring client which doesn’t support Teams natively. Some degree of customization can be done to this auto-text, but it’s an admin task rather than an end-user one.
LinkedIn’s #1 fan, Brian Galicia, got in touch to draw attention to an option in Outlook which lets you make every meeting a Teams meeting (since the days of meeting people face to face now feel like a distant memory). Fortunately, it only adds the appendages to a calendar appointment when you start to invite people to it, so if you put stuff in your calendar to remind you to do things In Real Life, it won’t get in the way.
The option is accessed from the main Outlook window, under File | Options | Calendar, and is just above the groovy feature which lets you choose to shorten the default meeting time, so as to allow you and the attendees to get out of your chair once or twice in a working day.
From the ToW history files: When you create a thing in your calendar that’s just for you, that’s an Appointment. When you start to invite other people to your thing, then it becomes a Meeting. The Outlook UI changes when you’re dealing with Meetings vs Appointments (e.g., see tracking information on who accepted your meeting invitation, etc).
When the Teams integration to Outlook was first rolled out, the workflow to create a meeting was typically to put the time in your diary, invite your desired attendees, then click the Teams Meeting button to add all the extra stuff that anoints the meeting to become a Teams one.
That was a one-way process, though – if you clicked in error or decided to forego the online element, you either had to hack out the properties and text (since merely removing the “join” links in the text didn’t get rid of the Join Meeting UI in Outlook, as that was lit up by the contents of the various custom fields in the item) or, more likely, ditch the meeting and create a new one.
Happily, Outlook now lets you do the removal from within its UI. You’ll find that under Settings on the Meeting tab, where you can also control some other functions, like whether external attendees need to be held in the lobby or whether you let them straight in.
The bypass feature is meeting-specific, so if you are scheduling 1:1s with customers or partners, you might want to let the striaght through, but if hosting a larger meeting then having a lobby could let you get your internal team straight before bringing in your guests.
Following last week’s missive on Notepad, including the obscure tip on how to create a log file, the topic of inserting and handling dates in other applications is worth a (re-)visit. Each individual app may choose to offer different methods and formats, but for common Office applications there are a handful of memorable tricks and shortcuts.
In Word, there are plenty of ways to insert and manage dates – perhaps the most useful way to remind the reader when the document was last updated (manually showing when a document was last reviewed or published). On the Insert tab, you’ll find Date & Time on the right-hand side, letting you add appropriate info in the format of your choice. You can also tick a box to update the field automatically, though that simply means every time the document is opened, it will show today’s date… which feels a bit pointless.
More useful could be to tell the reader when the document was created or last saved, by referencing the actual properties of the document (though be careful; auto-save might mean someone opened an old document, realised it was irrelevant, but had inadvertently saved it back).
On the Insert tab / Quick Parts, look under Field, then pick the doc property and format you’d like to show.
It is worth pointing out that showing a date as 10/1/21 (or similar) is ambiguous given that a few hundred million people will expect it be month-day-year while many of the remaining 7 billion will assume the day comes first, with a couple of billion presuming the format should normally start with the year, such as yyyy-mm-dd (which is arguably the most sensible of all; and it sorts properly, too).
A more daily usable short format like dd-mmm-yy (ie 13-Aug-21) should perhaps be the norm, especially when the date is appearing as text in a document. Pressing SHIFT+ALT+D in Word will insert the current Date as a field (so you can edit the format to remove ambiguity) and SHIFT+ALT+T inserts the current time too. In PowerPoint, both of these combos bring up the “Date & Time” dialogue to add the chosen content and format as plain text.
When formatting dates, incidentally, the convention is that two letters refer to the short number (eg dd = 13), whereas 3 d’s or m’s will use the short form of spelling the day or month, with 4 meaning the whole thing (ie Friday, August). Try formatting a cell in Excel as Custom, and you can preview what the format would be, by typing in a variety of letters.
While in Excel, it’s worth learning the short cut key to insert the date and time – CTRL+; and SHIFT+CTRL+; respectively (no doubt there’s a reason why Excel has a different shortcut to other Office apps – some legacy of Lotus 1-2-3 perhaps?).
OneNote fans will want to remember that SHIFT+ALT+D / T combo as it inserts the date/time into the notebook; really handy when taking notes of a phone call or similar. SHIFT+ALT+F puts both day and time, something that Word doesn’t offer. In both Desktop OneNote and users of the Windows Store version, it’s just plain text that gets added, so you’re on your own when it comes to formatting.
OneNote pages will typically have a date & time showing under their title – on the Desktop version, it’s possible to change that so as to mark a page as having been recently updated. No such luck on the lame duck Store version.
At least when stalwarts insist on writing – or worse, saying – a short-form date as something like “ten one”, there’s more than half of each month where one number in the date could only mean “day” – starting with the thirteenth (as in, 8/13 can never by the 8th of a month, but 8/12 could be a few days before Christmas to Europeans, or the date when tweedy Americans start looking for grouse in the Yorkshire moors and Scottish Highlands).
Back in the mid/late 20th century, the mainstream car market in developed countries was quite localized, where certain brands were seen as the default. Italians drove Fiats and Lancias; even until fairly recently, pretty much all you’d see in French towns were Citroëns and Renaults. The biggest blue-collar rivalry for Brits, Aussies and many Americans was undoubtedly… are you a Ford family, or a GM family?
In the UK’s 1970s, Ford had the Fiesta (small), Escort (mid), Cortina (large), Capri (sporty) and Granada (executive). GM operated in mainland Europe as Opel (Kadett/Rekord/Monza/Senator etc) and in the UK, as Vauxhall (Chevette/Cavalier/Carlton etc). Brits of a certain age may fondly? remember the Escort-sized, everyman family car: the Vauxhall Viva. The announcement of the employee wellbeing platform, Microsoft Viva thus brought a misty-eyed moment of reflection for some…
Since the unveiling in February 2021, Viva functionality has been gradually added to a variety of Office 365 experiences from Topics (based on what was called Project Cortex), Learning (highlighting online learning materials from a selection of company-curated sources, including stuff from LinkedIn Learning), Connections (a modern take on the company intranet) and the first module which was available, Insights, which is accessed via an app in Teams.
The Insights-defined “Virtual Commute” and calendar-blocking Focus Time has been mentioned previously in ToW #577, but it’s had a new shot in the arm as well as announcements about forthcoming improvements, such as the ability for Teams to quieten notifications when you’re in a focus period, and quiet time when Teams and Outlook will shush pinging you outside of working hours.
Now rolling out to Viva Insights is a set of mindfulness and meditation exercises curated from Headspace, who produce a load of online video as well as Netflix series and in-flight channels. See more about Headspace in Viva Insights, here.
Subscribers to Office 365 / Microsoft 365 obviously get a load of services like email, OneDrive storage, SharePoint and so on, as well as client apps like the full-blown Office suite. Over the years, the app experience has got quite a lot closer with the web clients sometimes advancing faster than the desktop or mobile apps, meaning that it’s increasingly viable to live your life entirely in the browser.
The Office home page – on www.office.com when you’re signed in using your M365 account, or maybe even installed as an app on your PC – shows a list of available apps if you click the grid icon in the top left. Initially you’ll see the most popular or your own most recently used apps, but try clicking on “All apps” for the full list of what else is offered.
What you’ll see depends on what kind of subscription you have and what previews you might have opted into, as well as what apps may have been published by your subscription’s administrators (eg internal HR website or IT support desk sites could be listed there).
To keep things interesting, you can also install most of these web apps as Progressive Web Apps on your PC – using Edge, go to the Settings “…” menu in the top right, and look for the Apps menu option. They will then appear in the Start menu, can be pinned to the Task Bar and run in their own discrete window, just like a “real” program would.
One app which could roll back the years for a lot of people is Visio. Microsoft bought the diagramming software company at the turn of the century, for what was the largest acquisition to date – check out the list of other deals and see if you can remember many of those other $100M+ names…
Microsoft Visio became a premium addition to the Microsoft Office suite, latterly being sold as an add-on like Project. The software has continued to evolve over the years and has its own band of fans who use it for mind mapping, flowcharting, network diagrams, room layouts and so much more. You can even build Power Automate workflows using Visio (see more here).
It was recently announced that Visio is coming to a good many Office 365 subscriptions next month, for no extra charge. The “lightweight” web app approach is not going to supplant the full application for more complex purposes, but it still offers a wide range of templates that can be used to start some fairly snazzy drawings, all done in the browser.
If you’d normally turn to PowerPoint to try to create graphical documents like flow diagrams or simple org charts, keep an eye out on the All Apps list to see when Visio makes an appearance, and give it a try.
The Pandemic may have exposed millions of new WFHers to the delights of video conferencing, but the Zoom in this week’s ToW has nothing to do with the eponymous meeting company, rather it deals with a very cool yet somewhat obscure feature in PowerPoint, called, er, Zoom.
Way back when, there were numerous product incubation groups in Microsoft, who tried out new features as addins or companion products; over time, most of them have disappeared or the prototype products they produced made their way into the mainstream (or just quietly went away). Innovation continues within the various engineering groups, of course, and some is curated in the Microsoft Garage.
One OfficeLabs project that showed promise was pptPlex – an addin to PowerPoint that made it easy to create and present “non-linear” presentations, offering a kind of “Seadragon” type experience of zooming into content. The actual pptPlex software is long-gone but if you want a reminder of what it was like, or even to recall how funky Office 2007 looked, check out this video tutorial.
But like other Labs innovations, the ideas were re-born in other ways, in this case in the PowerPoint Zoom feature. This lets you essentially embed a thumbnail of a slide into another one, optionally even replacing the mini-version of the slide graphic with a custom image; in the example shown below, rather than a miniscule chart of stock price, we’ve put the company logo instead, but clicking on it drives a nice zoom transition to a separate slide which has the real chart.
It’s probably easiest to see by example so check out the download here – to experience the Zoom effect, put the file into Slideshow mode.
For some years now, Microsoft has produced an application for mobile devices, which allows easy scanning of bits of paper, photos from physical whiteboards or importing of contact info from business cards.
The “Office Lens” app was originally produced for Windows Phone before being ported to iOS and Android. Later, a PC version came along but with the death of Windows Phone it hardly seemed worth keeping going, since scanning docs and business cards etc is so much easier from a handheld device. As a result, Office Lens on the PC is now gone – dispatched at the end of 2020; if you had installed it previously, you could still use some of its functionality, though the smarter online services that sat behind it are no longer available.
Instead, the old Office Lens mobile apps on the surviving smartphone platforms has been renamed “Microsoft Lens” – along with the release of some improvements and new features.
There are tweaks to the algorithms used to detect edges of documents when scanning pages or turning a receipt snapped at an angle into a square-on image. It’s not always perfect, but you can drag the apices to tidy up the process, and save pages as images on their own or multiple pages of a document into a single PDF file, straight to OneDrive or local on the phone.
There is also a new “Actions” feature which lets you interact with reality – grab text from something you point the camera at, and potentially feed it into the Immersive Reader so the phone will read it out to you. You can also extract a table from the physical world, or scan a QR code or barcode from something in your hand.
The QR scanning is pretty slick, focussing on URLs or files, quickly enabling you to follow the link or view the doc (and ignoring some types of QRs used for encoding a membership number or serial number of a device, etc).
Similarly, barcode reading just brings back the number, whereas some other apps will provide a bit more context – Lightning QR Reader for Android, for example, can read any text encoded in a QR code and will also give some more details for barcodes, like decoding ISBN codes on books to let you search for more info on that specific title. Still, Lens provides a neat & quick solution for scanning or capturing all kinds of info.
There was a time when archiving email meant taking a few Megabytes of data away from the restricted space within your mailbox, and possibly storing it for posterity in an a PST file on your PC, where the mail would stay until eventually the file is either corrupted or deleted with no backup being taken first, whichever inevitable event happened first.
Thanks to Moore’s Law, mailbox capacity is now less of a constraint. Having too much clutter and the distraction that it causes is a more pressing issue than not having enough space.
There are tools – some mythical and magical – to reduce volumes of unnecessary emails, and automatic processing via features like the Focused Inbox or Clutter can help to filter out stuff that is getting in the way, but fundamentally the decision on whether to delete, defer, delegate or just leave it lying about, rests with the user.
There is still an AutoArchive function in Outlook, but you probably don’t want to use that.
Instead, look at the simpler “Archive” feature, which is available for Microsoft 365 users and appeared first in the web client before making it into desktop Outlook. If you haven’t used the Outlook Web App for a while, it’s worth having a look since it has evolved massively over the years, and often leads the way for new functionality and integration, compared to its desk-bound precursor. There is a view that eventually, the web client will replace Outlook on the PC.
If the Archive option shows up in the web UI (with suitable icon), the folder should also be visible in desktop Outlook in the main folder tree. Just like you have an Inbox, Drafts, Sent Items and so on, it will have been created for you but you may need to expand the view to locate it. And no, you can’t rename it…
Check out the Archive folder properties, and you can see its size on your own machine or on the server (assuming that you’re not storing everything in your mailbox within your Outlook cache).
To fire an email into the Archive folder from the desktop Outlook client, just press backspace if you’re currently viewing the message in the preview window. The default shortcut key to archive a message in Outlook Web App is E though you can reconfigure the app to use different shortcut schemes, in case you’re more familiar with other web clients. To see the shortcuts in Outlook web app at any time, just press the ? key.
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?