#73: Seek and ye shall find. Maybe.

Posted on April 30, 2025 by ewand

When storage was less plentiful, computer users paid more attention to the location and size of their files. You’d delete stuff you didn’t need to free up space, and if you only had dozens or maybe a few hundred documents or emails, you’d probably remember how to find them.

Not so now. SSD drives for desktop PCs now cost under £50/Terabyte, or >5p per Gigabyte (compared to 30 years ago, when a 1GB drive could be ~£500, and 58 years ago a 1MB hard disk would have set you back $1M).

A Microsoft 365 Family subscription gives up to 6 people in the environment 1TB each of OneDrive storage as part of the £9/month total. Googlers can get 200GB of Drive space for £2.50 a month, or less than 1p per GB each month.

With storage so capacious and cheap, it’s easy to adopt the “piler” strategy that you don’t need to organise or file things away because you’ll be able to find them later, either through just remembering where you put them or by having some other kind of index or tool.

Time / Money

There used to be a website which posed the question that if Bill Gates (then the richest person in the world) was walking down the street and saw a $$ bill, would it need to be worth for him to stop and pick it up? Let’s ask Copilot to update that for today:

Now, if you estimate your own earnings and divide by 31,536,000, it’s probably going to be worthwhile stopping for a $1 note or £1 coin. But if you think about all the time it might take to manage your emails and old documents, vs just leaving them in place and paying for a bit more storage…

Finding documents on PC

Assuming you have documents and other files on your PC, perhaps synced down from a folder that lives in OneDrive, Google Drive, Dropbox etc, they should be indexed and easy to find. Maybe you’ve deliberately decided to keep files in a local folder that will be lost if your disk dies. Unless specifically excluded, Windows will index the contents of all your files, and lets you search from the Start menu or from within Windows Explorer.

Press the Windows key or icon to open Start and type in whatever you’re looking for. Helpfully, it offers files/documents or the option of searching the web for the same thing. Unhelpfully, some would opine, the web search uses Edge browser and the Bing search engine regardless of what the default browser/search engine is. This can be worked around but it’s a clumsy way to try to drive people to use Edge and Bing.

A screenshot of a computer

AI-generated content may be incorrect.

The Windows Search service (and Indexing Service that it replaced) runs in the background and been around in one form or another since Windows 2000. It spots when a file has changed and looks at its properties and contents, so it can be quickly located. Look at the ellipsis “…” on the search results on Start menu for a quick way to tweak the settings.

Some of the clickbaity “Do These 5 Things Right Now To Make Windows Faster!” type articles online would advocate for switching it off altogether, but the gains will be marginal. You’d be better following some of the other nonsense you’d find on the MSN/Bing/Edge homepage.

A screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot of a screenshot

AI-generated content may be incorrect.

Former Windows engineer Dave Plummer shares his thoughts on the efficacy of Windows Search; it’s a relatively hard problem to solve without wasting a lot of resource, even if Macs do a better job (sometimes). If you know the content is on OneDrive / SharePoint / Dropbox etc, it might be quicker just going to the appropriate host and looking for the document there.

If you know the name of the file – or some part thereof – but you can’t recall where it is, then it’s worth looking at freeware, Everything. A super-slimmed down and lightning-fast interface will index filenames across the entire machine; if can also search contents if you like, but since they won’t be indexed first, it’s laboriously slow.

A screenshot of a computer

AI-generated content may be incorrect.

Hoping to find online

Locating documents online should be easy – for consumer OneDrive, just go to https://onedrive.live.com/ or for corporate files in SharePoint or OneDrive for business, try the new https://m365.cloud.microsoft/ homepage for ~~Office 365~~ / Microsoft 365 Copilot.

OneDrive offers some useful benefits when managing photos – like the ability to show you pictures taken in a particular place or of specific things, just as Google Photos does. Finding stuff you’re pretty sure is there somewhere might not always work out, though – OneDrive has had a bug for some months which gives rather less than inclusive search results.

Here’s what comes back when the same query is run on the same set of 1,000s of photos stored in both OneDrive and Google… (using the Split view discussed in ToW #51):

A screenshot of a computer

AI-generated content may be incorrect.

Maybe relying on search to find stuff is a fool’s errand, and the Earth shall belong to the Filers after all.

674 – Here’s the (co)pilot

Posted on March 24, 2023 by ewand

UK telly viewers in the early noughties may recall the surreal comedy show, Trigger Happy TV, with recurring characters like the aggressive squirrels or the guy with the massive phone (and that Nokia ring tone).

It was also known for some great soundtracks, like the fantastically titled Grandaddy song “He’s Simple, He’s Dumb, He’s the Pilot” (also used elsewhere). Tech news over recent weeks tells us that the pilot – or Copilot – is anything but dumb, even if it can be simple.

For Microsoft watchers, “Copilot” is a growing set of capabilities which are being built to add OpenAI functionality to other applications. With all the hoo-hah about ChatGPT and the generative AI that is now integrated into Bing (and available for everyone who wants it, not just early adopters), it’s easy to get different strands mixed up.

GPT-3 and now GPT-4 are the core language models which could underpin any number of applications’ use of what looks like artificial intelligence. ChatGPT is one web app built to hone some of the parameters of GPT-3 and put a chatbot front end to it. The new Bing and all the other stuff announced over the last few weeks is not using ChatGPT, but they do share some of the same technology underneath. Capisce?

There have been AI features aimed at making developers’ lives easier, such as Github Copilot (available since 2021), which uses another OpenAI tool called Codex, itself built to harness GPT-3. For developers on Power Platform, there have been AI functions for years too, though some capability has been recently added.

Everyday users of Dynamics 365 and Office applications will soon get Copilot capabilities to help automate boring tasks, like “work”. Do bear in mind that announcing something and making something available – in limited preview form or generally – are different activities. Copilot for Office apps like Outlook might be a few weeks or months away for most of us, but who can’t wait for AI to automatically read and reply to all their emails?

The future with our robot overlords never looked so appealing.

For a growing summary of Copilot announcements, see the hugely popular LinkedIn post from Jack Rowbotham.

653 – Bookings with me, you, everybody

Posted on October 21, 2022 by ewand

Ideally, within an organization where people are expected to work together, they will use tools that have been around since the 1980s and actually share their calendar with their colleagues.

Outlook users can usually see blocks of when someone looks free or busy, when looking in the Scheduling Assistant tab on a meeting, though it won’t show external attendees and unless the attendees have chosen to share their calendar details, you won’t see anything other than tentative, free, busy or out of the office. Hopefully, some eejit won’t have blocked everyone else’s calendars by informing their colleagues of an impending day off.

When dealing with people in other time zones, there is a clue to whether they are likely to be able to join a meeting (quite apart from whether they have their calendar blocked or not) – the Work time setting is meant to show others what days and hours their expected work time is supposed to be.

Looking at the scheduling assistant grid, the light-grey area is supposed to be not-work time, and if there are any lighter-coloured blocks, that means they’re free and open for booking. Individually, you might also see their time zone displayed in their Profile Card when clicking on the user’s name in Outlook, Teams etc. Again, this is available for people in the same organization, so when dealing with external parties another approach will be required.

A variety of 3^rd party services exist to help people find time when others are free – a bit like a restaurant or hotel booking service, tools like Calendly or HubSpot (others are available) offer to expose your free time slots to selected external people, so they can find a slot that you are available and reserve it for a meeting with them. Office users could also use FindTime, which effectively sends a poll of suggested times to a group of people and gets them to vote on which one suits them best.

There’s also a Bookings application which is part of Microsoft 365; accessible via the app launcher icon (the grid of squares on the top left if you login on office.com using an account with an active M365 subscription). Bookings is designed to manage scheduling across a group of people – like in a hairdresser’s salon, where multiple members of staff could be available on different shift patterns, but a simple web UI is presented to an end customer so they can find a time when their favourite snipper is available.

Regular ToW contributor Ian Moulster spotted a new addition to Microsoft 365 which appeared in July, and though it may have common underpinnings, it’s a different offering to Bookings – called Bookings with me.

You might spot the Bookings with me notification in the top right of Outlook Web App, or try setting it up at outlook.office.com/bookwithme.

If available in your subscription, you can then set up a booking page with a menu of meeting types you want to accept – eg 20 minute 1:1 Teams calls in “public” (ie available to anyone who has your booking page URL – you might even add it to your email signature), or more specific meetings that are “private”, which you can choose to make available individually to sets of people. There are numerous of controls over how much time before and after the meeting, what days/times it can happen etc. Availability is synced with your Outlook calendar.

When you share the booking page or private URL with people, they just find themselves a time that’s free, and either sign in with a M365 work or school account or give another email address. If the latter, they will get an email with a verification code to enter into the booking form (M365 users are presumed already clean), and after confirming the code, they’ll get a meeting request sent from your calendar, with location and/or Teams details.

613 – Ready for your close-up?

Posted on January 14, 2022 (Updated January 13, 2022) by ewand

Firstly, a call out to regular reader @Nick Lines, who pointed out a typo in an infographic in last week’s ToW; said image was pinched from another online source without taking the opporunity to correct it.

Outlook made some helpful suggestions in response – just one example of new AI functionality showing up by dint of subscription services.

Another case in point where software gets better on a regular basis, is a slew of new features that have appeared for some Teams users – namely, the ability to tweak your own camera image. If you don’t see them yet, try checking for updates from the … menu to the left of your own profile image in the main Teams window.

Mirroring your video makes it easier to interact with your own environment while you’re looking at the screen, though it doesn’t affect what others in the meeting see.

Lighting Correction is a one-setting tweak for fixing the contrast and brightness, which can be handy when it’s dark outside and your room lighting isn’t ideal.

Most entertaining though, is the facial retouching feature – YMMV depending on how much your fizzog need retouching in the first place, possibly. You can apply a dab of filler all the way up to full-blown Insta-influencer soft focus, by enabling the feature then moving the slider. Look under Device Settings from the ellipsis (…) menu when you’re in a call.

The results speak for themselves…

Check out the Teams blog, and look forward to lots more new features arriving later in the year.

Another tweak in managing your own video comes from users’ feedback, where they don’t want to see their own video window, thinking that it’s distracting when looking at a gallery of other attendees in a meeting.

You’ll be able to hide your own video by clicking on the … in the corner of your own preview, and can then selectively show or hide, or if you’re especially vain, you can pin your own tile to the meeting view so you show up as the same size as everyone else.

Perfect for checking out how the facial buffing has worked out.

584 – Office Apps expansion

Posted on June 11, 2021 by ewand

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.

548 – A-List listings

Posted on September 23, 2020 by ewand

Updates flow to Microsoft 365 on a regular basis – there’s a published list of all the minor and major changes that are launched and on their way. As well as improving the current user experience and adding new features, occasionally whole new offerings are added – such as Microsoft Lists, which first made an appearance in July.

Lists gives an easy way of creating, sharing and managing lists of custom information within a team – tracking issues, recording assets, anything in fact, that might have used a shared spreadsheet to do it in a low-tech way. Lists was announced to provide a modern-looking, consistent way of managing lists through a variety of front-ends – including mobile apps, to come later this year.

You should be able to see Lists from the menu on Office 365 web apps – start at www.office.com and sign in with a business Office/Microsoft 365 login and the new icon will give you access to Lists – get started here.

Just like sharing forms or doing task management, there are often numerous ways to do the same thing – and in days of yore, that would have meant several competing and incompatible technologies, encouraged to fight it out with each other to try to ensure that the best one wins. Nowadays, with a more collegiate mindset, consistent ways of doing things show up in different user experiences – like To-Do and Outlook, StickyNotes and more. Expect deeper integration across other apps in due course

The new Lists experience is essentially just a great UI built on top of a mature back-end; SharePoint Lists, which have evolved over the last 10+ years, allowing the definition of custom columns and rules to validate data entry.

One new frontier is to integrate the new Lists UI into Teams; if you have ability to administer a Team, you will see an “add a tab” function alongside the Posts / Files etc tabs that are typically presented.

Adding a List tab will then walk you through a process to either choose an existing List (by entering the URL of the SharePoint site that hosts it) or by creating one by importing a spreadsheet, starting from a number of templates or by defining it from scratch

Have a play with Lists and think about how your team could use them in place of spreadsheets.

Microsofties: There’s an internal story about how Lists came about, and looking forward to where it’s likely to go in the future.

Check out Paul Thurrott’s excellent introduction to Lists. And there’s even a Lists Look Book.

543 – Dynamics CRM and Outlook

Posted on August 14, 2020 (Updated August 27, 2020) by ewand

Customer Relationship Management or Customer Engagement, whatever you call it, is a huge part of the IT industry, powering repeated companies to multi-billion dollar valuations. CRM gives companies a way of tracking customer touch points and connecting people together, powering sales teams to track their opportunities and leads, as well as a way of managing GDPR compliance with respect to contact information.

Evolving from personal and then group contact management software in the 1980s, CRM came of age in 1995, with Oracle refugee Tom Siebel establishing Siebel Systems as the early market leader, and eventually acquired by Oracle.

Microsoft deployed Siebel in the late 1990s, initially requiring a “fat client” installation complete with a local Sybase SQL Server on everyone’s PC, so they could sync data from the central Siebel system, then eventually moving to be browser-based. One MS sales manager coined the moniker “IIIInSIDE” – If It Isn’t In Siebel, It Doesn’t Exist – giving sales people nowhere to hide when it came to reporting pipeline of opportunities they were tracking.

Mark Benioff, another ex-Oracle exec, set up Salesforce.com in 1999 to not only establish SaaS as a viable way to deliver “line of business” systems (as part of the first Application Service Provider boom, which was largely wiped out by Dot Bomb), but to ultimately eclipse his former employer in terms of market value. Time also moves on – now that Salesforce is the big dog in the CRM world, there are lots of competitors snapping at its heels… Pega, Zoho and many more.

Not least, Microsoft – the Dynamics CRM business (now part of Dynamics 365 Customer Engagement) is growing fast, and even courted the “Father of CRM” to choose D365 for his new enterprise. If you use Microsoft’s Dynamics 365 CRM as part of your job, and use Outlook on your PC for mail, calendaring and contacts, there’s a handy way of connecting the two.

Dynamics Connector for Outlook

There have been several versions of a way to link Outlook and Dynamics together; the latest, Dynamics 365 App for Outlook, will fully supplant earlier versions in October 2020. See the admin guide for more on what the connector does and how it works. The installation can be a little clunky first time, though – you’ll need to install the connector software from here, which starts by downloading and extracting the setup files to a folder on your PC.

Make sure you’re getting the right version for your copy of Office – to check, in Outlook, go to File | Office Account | About Outlook and look to see if you have 32 or 64 bit version installed.

If the latter, download the amd64 version of the client and the first major update package, otherwise download the i386 one.

Once you have the base version installed (a process which takes a good few minutes: you also have the option to enable offline usage, which means setting up a local database to hold the content), don’t bother starting it yet – go straight ahead and run the update to the current version (strangely, a larger download than the original install). Once that’s downloaded and installed, you’ll need to restart Outlook if it’s running.

On first run, enter the normal URL you’d use to access CRM – after a few minutes of configuring the addin you should be good to go.

You’ll see a new Dynamics 365 tab on the main menu, offering a variety of CRM-specific activities.

Arguably, one of the most useful and obvious (given that you use this data all the time in mail) is managing contacts for your customers – Outlook is a great way of pushing them into CRM.

Start with an email – the Dynamics 365 app adds context-sensitive commands to the Outlook UI, so with a couple of clicks you can track an email in CRM – copying its contents into the Account record, so others can see that you sent or received it.

If you right-click on an email address in a message, calendar appointment etc, and Add to Contacts, you can then sync that with Dynamics in a couple of clicks…

… meaning there’s no excuse to not have your important contacts listed in CRM.

You can even match the contacts’ LinkedIn profiles, and create an org chart of all the listed contacts.

514 – tweaking Outlook’s Ribbon

Posted on January 24, 2020 by ewand

Thirteen years ago, Microsoft launched Office 2007. Back when people looked forward to new releases of office productivity suites with a mix of excitement and dread, new features arrived by the boat load. While many functions stayed in later releases as core parts of the product, others led a wafer-thin existence then vanished.

One major change was the introduction of the Ribbon – a then-new way of organising the complex menu structure that sat within the individual Office apps. Despite complaints from some users, it quickly became established as a good way of presenting, in context, useful features that might otherwise have stayed buried in some deep menu structure. Competitors copied it too.

Outlook – like other Office apps – has evolved its Ribbon over time, and introduced a simplified version that takes up less screen real estate. While your average user has moved on from squinting at a 15” CRT monitor, it’s still desirable for some to keep the less-used menu options hidden and to focus on the content. To switch between the standard and simple Ribbons, click the little caret mark at the far right corner of the main Ribbon UI.

So far, so good, but it you like the “Classic” Ribbon, there’s a lot you can do to get rid of some of the guff and keep the useful features more prominent. Looking at the first Ribbon image above, about 40% of the space is consumed with a handful of addins that might be useful, but not necessarily deserving of such prominence – your own list may differ, but the stuff on the right side tends to be a series of groups with a single, large icon in each.

To clean up the ribbon, right-click on it and choose the Customize the Ribbon… option. You’ll now get a dialog box which lets you organise things – individual commands are displayed in Tabs (like Home, View, Help etc) and on groups within the tabs (New, Delete, Respond, and so on).

If you reduce the number of groups on a tab, the remaining ones may spread out and show larger icons or more detail – handy on the Home tab, if you like to use Quick Steps, which will expand out of one column.

Let’s try moving some of the less commonly used groups from the home tab – start by creating a new Tab and then right-click on it to rename it Add-ins or something like that.

Once you have the new tab created, it’s simple to start dragging and dropping defunct groups from the home tab onto the new one – things you might use occasionally but they don’t need to be on the main screen. Customisations are particular to the Ribbon you’re looking at – so if you organise the Classic one then switch to Simplified, you’ll still see the old arrangement until you customize that one too. You might want to export your finished layout too.

Looking at the restyled Ribbon above, all of the groups from Delete to Tags have been stretched to show more prominent icons or reduce the menu level a little, and Quick Steps has grown from one to four columns wide. Much more useful.

If you’re a Quick Steps fan, another trick is to right-click on one of your existing steps (where you’d normally customize that step or jump into the dialog for managing the whole lot), and choose Add Gallery to Quick Access Toolbar; meaning your array of quick actions is only a couple of clicks away, regardless of what is shown on the Ribbon.

Tip o’ the Week 499 – Cortana resurrection?

Posted on October 3, 2019 by ewand

Cortana was supposed to be the differentiator for Windows Phone. 5 years ago, before Alexa had wormed her way into kitchens of millions of people and forced Google to respond with their range of devices, Siri and Cortana were the assistants in town. When Windows Phone carked it, Cortana transferred her attention to Windows 10, though there have been a few redesigns after feedback from users, such as preferring to have the search dialog shorn of Cortana-ness.

In latest news, rumours have surfaced of some kind of Microsoft speaker to be announced, though it’s purely a design patent rather than any details of what it might do – Cortana? Or just a companion device for making Teams calls? Time will tell. The same source unveiled a patent for a Roundtable type device at the same time last year – ahead of the autumn Surface launch event – and nothing seems to have come of that yet.

The much-trumpeted GLAS home thermostat (competing with Nest, basically) has dropped Cortana from the device, and the Cortana-powered Harman Kardon Invoke speaker (which, by all accounts, is a really good speaker) has sunk beneath the waves following a fire sale to get rid of stock. Cortana is reportedly disappearing from Xbox too, though a wider speech strategy is in place so she won’t go too far.

Cortana has been repositioned from being a consumer service or device, to a series of services that add value by integrating with your productivity applications and services. Additionally, efforts have gone into making speech/AI assistants interoperable.

In a recent Windows 10 build pushed to Insiders, Cortana is getting a new look – again – and will eventually roll out around the world, rather than be limited to a few locations as it had been previously.

If you’re on the insider program for Windows 10 and using a UK language machine, you may find that the new Cortana app doesn’t want to talk to you, unless you set English (United States) as your Windows Display language.

Also click on each entry in the Preferred languages list, and make sure you have all the speech and proof-reading features installed.

The original vision of Cortana’s usefulness is evolving so that when you enable the service, it now searches your email and calendars on a variety of sources (Office 365, Gmail etc) and will remind you when you say things in email (eg I’ll give you a call on Tuesday) – it’s vaguely spooky when you first start to use it, but after a while proves to be really useful.

As To Do and the Microsoft Launcher continue to improve and integrate, the original vision of Cortana might well come back to being more than a gimmick to ask for directions or the current weather – a genuinely personal assistant that will help you organise your life and get more stuff done.