HowTo Report Office Store Web Add-ins (apps) usage in your organization

Office Store buttonDo you need an overview of which Outlook Store apps are being used in your Exchange organization or Office 365 tenant?

Unfortunately, there is no direct way to report this but with a PowerShell one-liner and the Excel PivotTable and PivotChart feature, you can quickly create a nice looking report with an interactive table and chart.

Continue reading: Report Office Store Web Add-ins (apps) usage in your organization


HowTo Virtual PC and wrong processor speeds

When you are using Virtual PC (or another virtualization solution) and try to install an application that does a hardware check first, it could be reporting that your processor is too slow (even though it isn’t) and aborts installation.

Business Contact Manager for Outlook 2010 is such an application that does a hardware check first and will therefore prevent you from using/testing it in a virtual environment.

Continue reading: Virtual PC and wrong processor speeds

HowTo Remove the Recycle Bin icon

In Windows XP all icons are removed from your desktop by default except for the Recycle Bin. When you have the Recycle Bin configured to immediately delete the items there is no need for the Recycle Bin to appear on your desktop. You can install the Windows XP TweakUI Powertool to remove it from the desktop or you can follow these instructions to do it yourself (or in previous versions of Windows).

  1. Logon as the user that doesn’t want the Recycle Bin anymore as it is a per user setting just like for the other desktop icons.
  2. Open your registry editor by opening the Run command and type regedit
  3. Locate the following key
  4. Goto Edit-> New-> DWORD value
  5. Name the value {645FF040-5081-101B-9F08-00AA002F954E} (case sensitive!)
  6. Double-click on the newly created value and type 1 and press OK.
  7. Close the registry editor, click on an empty place on the desktop and hit F5

The icon is gone :-)

To turn it back on go to the key again and give it the value 0

Use "4PM76A8" to get a discount when ordering!

HowTo Make Outlook Web Access Your Default Mailer

  1. Add the following to a .reg file (don’t forget to edit the location of the Exchange server)

    Windows Registry Editor Version 5.00

    @="Outlook Web Access"

    @="\"C:\\Program Files\\Internet Explorer\\iexplore.exe\" http://server/exchange/alias/"
  2. Import it into the registry by double-clicking the .reg file (Please know that mucking with the registry is potentially dangerous and can make your system unstable).
  3. Boot IE
  4. Go to IE’s Tools / Options… Programs tab
  5. Choose “Outlook Web Access” from the E-mail dropdown.
  6. Hit OK.

Source: http://weblogs.asp.net/tmeston/archive/2004/01/08/48837.aspx

HowTo Internet Explorer: Remove “Microsoft Internet Explorer” from the title bar

Ever used the Taskbar option “Group similar taskbar buttons”? It is a new feature introduced with Windows XP and it is on by default. For me it is one of the first options I disable when I configure a Windows XP client. In most cases it means extra clicking and therefore didn’t need the option.

Recently I actually enabled the option on purpose as I finally needed it to work more efficiently. During my study for SQL I had the test exam open, Books Online, several Word documents and lots and lots of Internet Explorer pages. The result; very tiny taskbar buttons and I could scroll my Taskbar for about 4 or 5 lines! Not a pretty sight so I enabled the option and the taskbar was one line again and I could actually read the buttons again.

The only annoyance I had with the Internet Explorer group is that every entry had “Microsoft Internet Explorer” behind it. When you have a list of about 18 Internet Explorer windows open all with “Microsoft Internet Explorer” behind it is hard to immediately see the right window with all the “clutter” behind it and makes the overview needlessly width. The fact that it is show is simply because it displays the name of the Title bar so we need to modify the title bar to remove the clutter.


IE before


IE after

Fortunately removing it is pretty easy;

  1. Open your registry editor by opening the Run command and type regedit (regedt32 for Windows 2000)
  2. Locate the following key
    [HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\Main]
  3. Goto Edit-> New-> String Value
  4. Name the value Window Title (case sensitive and mind the space!)
  5. Leave the Value data empty

Now when you close all instances of Internet Explorer and start a new one “Microsoft Internet Explorer” is gone in the Title bar and all that is left is the title of the webpage with dash behind it (which can’t be removed as far as I know).

HowTo Search From the Address Bar

When you are looking for something you of course want to find it as fast as possible. For this you might already have a search tool installed like from Google or MSN. This will enable you to search the web without the need to go to the Google or MSN search page first. But there is your problem; it searches the whole web! What if you already know what site you want to look on? You can directly search a specific site from the Address Bar in Internet Explorer or in the Taskbar by editing the registry or by using the Microsoft TweakUI Powertoy

Editing the Registry

Enabling searching from the Address Bar requires you to edit the registry. Below you’ll find what information you’ll need to add to the registry. If you’re not comfortable editing the registry you can download this registry key which you can import or use TweakUI.

This is what’s in the key
Windows Registry Editor Version 5.00

[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl]

[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl\AV]

[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl\GGL]

[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl\MSKB]

[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl\MSN]

[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl\TN]

[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl\EXT]

Now you can type TN Outlook in the addressbar to search for Outlook on Microsoft Technet Support & Troubleshooting

AV= www.altavista.com
GGL= www.google.com
MSKB= enter the Microsoft Knowlegde Base Article number behind MSKB to resolve the article
MSN= www.msn.com
TN= Microsoft Technet Support & Troubleshouting (main page= http://www.microsoft.com/technet/)
EXT= FILExt is a detailed database of file extensions and programs that use them (http://filext.com)

Search on any site directly with Google

You can search on a specific site by using Google by entering the following string:
http://www.google.com/search?q=site:domainname.com %s

For searching this site by the letter combination HTO (HowTo-Outlook) the registry entry would become;
[HKEY_CURRENT_USER\Software\Microsoft\Internet Explorer\SearchUrl\HTO]
@="http://www.google.com/search?q=site:sparnaaij.net %s"

Using TweakUI instead of editing the registry

If you are not comfortable by doing this through the registry you can also use the Windows XP TweakUI Powertoy from Microsoft which you can download here. You then only have to enter the search string and the key combination you want to use.

Tweak UI
The overview of Search Prefixes displayed in TweakUI

Tweak UI address
Adding a new Search Prefix with TweakUI

Custom Search
Searching information about saving attachments on the HowTo-Outlook website

HowTo PowerPoint tips: perfect presentations

PowerPoint is the most popular tool for giving presentations. It’s ideal for everything from sales talks to academic lectures. The program makes compiling and running a presentation easy, but there are still pitfalls that can trip up even the best presenter.

Presenting is about a lot more than displaying slides on a screen. You have a message to deliver and the presentation is a means of getting that message across. You’ll need some presentation skills to engage your audience and persuade them to listen to what you’re saying, but the way you set up and use your PowerPoint slides can also help a lot.

Slides are much like printed pages, but with less on them. Many of the design guidelines that apply to word-processed or desktop-published pages also apply to presentation slides. Don’t put too much on them, and design your layout for readability as well as aesthetic appeal. With a presentation, though, there’s a degree of urgency. Your audience will only be looking at any one slide for a few minutes, at most. The information it contains has to be available at a glance. There’s not much time for re-reading, so what you write has to come across clearly first time. The 12 tips in this feature are written specifically for people using PowerPoint, but many of the ideas are equally applicable to other presentation graphics programs.

Most modern applications of this type, such as Lotus Freelance and Wordperfect Presentations, offer the same tools and much the same way of achieving results. The presentation tips described here will be just as useful to devotees of these programs as to users of PowerPoint.

Too many words

One of the most obvious mistakes in a presentation, and one that is most frequently made, is to put too much text on a slide. This does two things: it leads your audience into reading the slide rather than listening to you, and it leads you into reading the slide aloud, rather than using it as a memory aid.

The best presentations are the ones where only the core of your message is on the slide, so the audience has to watch you to get important extra information. Try and limit any slide to no more than three or four bullet points or a short paragraph of text. Any bullet point should be backed up by only a sentence or two of explanatory text, at most. If a particular topic requires five or six bullet points, remove the explanatory text and offer this yourself. Also think about animating the text onto the slide, point by point.

If you need more points to cover a topic, restructure the section into two slides, each with a smaller number of bullets. You’re aiming for simplicity in every slide, so your audience will concentrate on what you’re putting across.

Too many fonts

You want your audience to be able to read your slides comfortably, so limit the number of fonts you use – you don’t want a slide to end up looking like a Victorian prize-fight poster. This is a basic design rule for any kind of publication, but is particularly important in a presentation, where the number of words you use is very limited. There’s no reason to use more than two fonts on a single slide and it’s possible to produce a very attractive presentation with just one. To make it more interesting and to delineate the importance of headings and sub-headings, use different sizes of text and introduce bold and italics. In most presentations, you should need nothing more than this.

Just because PowerPoint defaults to Arial and Times New Roman as its main fonts doesn’t mean you have to stick to these. There are plenty of attractive fonts that work very well at the sizes needed in a presentation slide. While your audience may not consciously notice the difference, the choice of font will have an effect on how your presentation is perceived.

Choose your colour scheme well

If you’re not restricted by company guidelines or a house style, spend some time choosing a good colour scheme for your slides. In most versions of PowerPoint you’re helped by the provision of predefined colour schemes. These have been professionally produced to provide co-ordinated colours for the various elements of a slide. More than this, though, these colour schemes ensure that your text is readable. There are two ways text can be hard to read: by having the text and background colours too close in tonal range or hue, or by having them too close to opposing colours, such as red and green. If you’ve ever seen bright red text on a bright green background, you’ll know that it does strange things to your eyes, and other colour combinations can do the same, making the text awkward to read.

When you start to design slides in a presentation, PowerPoint offers you 12 standard colour schemes from the Slide Design section of the Task Pane. You can use any of these schemes unaltered, or modify them by replacing colours, using the Standard or Custom, Accent Color dialogues. Careful choices here will ensure your slides remain easy on the eye.

Developing slides

Using standard layouts for slides, with a series of bullet points and the occasional paragraph of text, can look very repetitive. If you have several bullet points on the same slide, your audience may read on to later ones while you’re expanding on those higher up the list. You can prevent this and increase the visual interest in each slide by having text and graphics fly onto a slide, point by point. Doing this with text is comparatively simple. Again using the Slide Design palette on the Task Pane, pick an animation scheme and apply it to all or selected slides in your presentation. These schemes are split into three different categories: subtle, moderate and exciting. When you’ve chosen one and applied it, you can fade, bounce or scroll text onto the screen bullet by bullet by pressing the space bar during the presentation.

If you want to fly graphics onto a slide, prepare the graphic first, either within PowerPoint or using an application which can produce a compatible graphic file. Place the graphic on a slide and select Custom Animation in the PowerPoint Task Pane. You can then fly the graphic onto the slide from any corner or side.

Create a good image

The use of pictures on slides is generally a good idea, when they’re relevant to the content and when they’re not too big. They’re particularly useful when the presentation is product-based, selling or describing anything from an MP3 player to a holiday. If you do use them, though, make them consistent. It can look tacky to have some of your pictures in colour and others in black and white, or to have them obviously coming from different sources. If, for example, you’re trying to demonstrate a new product against its main rivals, but you don’t have pictures of all your competition, be careful taking images from their respective websites. They’ll all be taken by different photographers, with different lighting and at different sizes. Pictures captured in this way also tend to be at different resolutions, so some will look smooth and chic, while others could easily be jagged and bitty. If you have to take this route, try and grab them all at the highest resolution and resample them in a photo editor, such as Paint Shop Pro. Display them all at similar size and use PowerPoint’s Set Transparent Color tool, on the Picture toolbar, to remove their backgrounds.

Notes for them, notes for you

It’s all very well to deliver a fascinating presentation and inspire your audience with its subject, but memories are frail and people often have busy working days. To back up your presentation, you should think seriously about providing handouts for your audience to take away. PowerPoint can provide a handout of your presentation, showing one, two, three, four, six or nine slides to the printed page. The three-slide layout includes blank lines beside the slide images, for your audience to make their own annotations. To print these or any other handout page, select File/Print and choose Handouts from the Print What selector. If you want to provide more material yourself, you can use the PowerPoint Notes facility, which by default shows a single slide per sheet. There’s a large area for text, too, and you can type into this at any time, simply by choosing View/Notes Page for a specific slide.

Notes can either be additional material to include in a handout for your audience, or speaker notes to remind you as presenter of extra things you want to say. The bullet points on your slides may be enough but, if not, this is where you can create further reminders.

Speed through adaptation

Unless you have design training, putting together a good looking and effective slide template can be a long winded process. That’s what PowerPoint’s Design Templates are for, but don’t feel you have to stick to the designs provided in their basic forms. Go to View/Master/Slide Master and all the elements of the template become editable. You can change the size and shape of graphic elements on the master and remove or add extra objects. Any changes you make will be reflected in all slides using that master so it becomes a very quick way of creating original layouts.

The colour schemes of your slides have an important bearing here, too, as described earlier in this feature. By adding different colour schemes to PowerPoint’s Design Templates, you have a wide range of different combinations. By default, there are 34 design templates in PowerPoint and 12 colour schemes, giving 408 combinations in all. If you run the Microsoft Office XP installer, however, you can add more, for a total of 76 design templates or over 900 design and colour combinations. These broaden your choices and make it less likely that you’ll be using the same designs or colour schemes as other people in your organisation.

Over-busy transitions

You may have taken account of all the tips given so far, but still wonder why the information in your presentation isn’t being assimilated as well as you expected. It may not be the slides at all, but the way you switch between them – the transitions. In PowerPoint, you can browse through available transitions by moving to Slide Sorter view and clicking on the Transition button in the button bar. As you click through the list of transitions in the Task Pane, the selected slide thumbnail previews how it will look.

As with many things in a presentation – fonts, colours and graphics on a slide – less is often better. Although you can keep interest by using interesting transitions, don’t be tempted to use a different one each time. PowerPoint offers a huge range of transition effects, but you’re much better choosing one, or maybe two, for the whole presentation. Pick a transition that offers some visual relief and use it between most slides, saving a second, more zany transition for a slide of particular importance. Transitions are to a presentation what punctuation is to a sentence. They are there to make the breaks between themes obvious and to bracket the most important parts of your talk.

Small slide, big video

Part of your presentation may well be a promotional video and using this could save you several slides worth of explanation. You can, of course, display a video from within a PowerPoint slide. To do this, add a slide to your presentation which contains a frame for media. There are plenty available in the Design Templates list in the Task Pane. You can then import your video file directly into the frame on your slide and run it during your presentation. There are several reasons this may be a less than ideal way of doing things, though. For a start, think seriously about showing the video either at the start or end of your presentation.

If you have developed any kind of flow or storyline running through your presentation, the screening of a video in the middle of it will disrupt this and you’ll be back to a standing start again after it has run. Even if you have enlarged the video frame to the full size of your PowerPoint slide, you are likely to see some degradation in the quality or frame rate of the video. You’ll be better off running it from a second projector or as a separate video file from a dedicated video player on your PC.

Timing is everything

This is undoubtedly true for stand-up comedy, but to a lesser extent it’s also important when making a presentation. If you spend too long on one slide you may have to rush through others to complete your presentation on time. As with any show, the key to getting this right is rehearsal. PowerPoint can help with your timing by recording how long each slide is displayed as you rehearse your presentation. Go to Slide Show, Rehearse Timings and a small timing bar displays in the top left-hand corner of each slide. To advance from slide to slide, you click on the Advance button with the right-facing arrow, and this triggers a recording of the time. At the end of the run-through, a set of timings is available, reflecting how long you spent on each slide.

If you feel silly rehearsing a presentation to an empty office or a blank wall, don’t worry, so does everyone. You can try taking the presentation home on your notebook and rehearsing in your bedroom in front of a mirror – no, seriously. Seeing your facial expressions can make a big difference to the way you present and get your mannerisms, as well as your timing, right.

Pay attention to attention

You’ll often be asked to prepare a presentation of a specific length, but you should bear in mind the typical attention spans of the people in your audience. School lessons are never much more than one hour long and university lectures are often only 45 minutes. It’s hard for people to remain attentive over longer periods than this. There are ways around this, if you have to present for longer periods. You can put a break in the middle of the session, perhaps for coffee or just so the audience can stretch their legs. You can also introduce a question and answer session, when most audiences tend to wake up, because of the interaction with the presenter. You can often gently lead the Q&A session to cover selected points not in your main presentation.

In PowerPoint terms, if you need to keep going for some while, introduce more humour into your slides. This is your chance to make full use of zingy transitions and perhaps short video clips, if you can find one relevant to your subject. To include video in a PowerPoint slide, simply select or create a new frame and import a ‘movie’ (video) into it.

Hide your flexibility

Talking of Q&A sessions, they should be an essential part of any presentation. How do you deal, though, with those awkward questions you can predict people are going to ask, but which will make your presentation tediously long if you include slides to answer them all? You prepare hidden slides. Prepare slides in PowerPoint to cover all the ‘extras’, as well as the core topics of your presentation. You can put the extra slides in their logical places in the context of the slideshow, or group them at the end.

Right-click on a slide in normal view and choose Hide Slide – it won’t then display during your normal presentation. If you want to show a hidden slide during the course of your presentation, you right-click the mouse, select Go and then Slide Navigator. This shows the list of all slides in your presentation, including the hidden ones with brackets around their numbers. Select the slide you want to display from the list, by referring to its title, and double-click on it to display. Using hidden slides, you can tailor a presentation to suit a particular audience by covering more specific subjects that aren’t necessarily of general interest.

Source: VNUnet By Simon Williams [31-10-2003]