RobiNZ CAD Blog

Microsoft Office Labs open for experiments

Microsoft Office have opened a “Labs” with previews, a blog and more.

Microsoft Office Labs
We're a group of designers and developers that collect ideas from all over Microsoft (but mostly from Office and other products related to 'getting stuff done' - what we call 'productivity'). We build working prototypes of the most promising of these ideas to see if they work as well as we hope they might…

The Story of the a Ribbon

It’s the year of the Ribbon, but why?

Jensen Harris, of the Microsoft Office User Experience Team, has posted a recording (and PowerPoint) of his awesome presentation at MIX. He tells the story of the Office UI development from version 1.0 to 2007. It’s a compelling explanation of why Microsoft ditched Menus & Toolbars for the task based “Fluent interface” with it’s Ribbon, Contextual Tabs, the Mini Toolbar, and Galleries.

Given the impact of this change I recommend it to anyone deploying, training or even just using Office 2007 (or other Fluent based applications). Dealing with, or selling, change is much easier when you can answer the inevitable “Why?” questions with facts rather than speculation!

Jensen Harris: An Office User Interface Blog : The Story of the Ribbon
Last week, I presented a session at MIX called "The Story of the Ribbon." I talked a bit about the general design process we used to come up with the Office 2007 user interface, to iterate on it, and to evaluate it. As part of the discussion, I showed for the first time some of the early prototypes we worked on (and abandoned or refined) along the way…

(Jensen Harris has links for live & download video + the PowerPoint used for the presentation).

Living with the Office Ribbon:

I use Office 2007 at home and found the Fluent UI a dramatic change, for the better. “Ribbon Shock” has worn off and I prefer it to toolbars, especially combined with the Galleries and live formatting preview (seen in Jensen’s video).Unfortunately, I’m able to do a direct comparison every day as still use Office 2003 at work. Once you get past the “where is it” stage I find the ribbon generally supports a more logical work-flow. There is one “feature” of toolbars I’ll never miss. I usually have 2 rows of toolbars in 2003 except when the applications spontaneously start up like this

With the Ribbon, with no toolbars, at least there is no random toolbar scramble.

Other Ribbon related posts:

• MindManager Pro 7 Ribbon vs Toolbars.
• The best Office 2007 Fluent User Interface isn’t from Microsoft!
• Life with MindManager 7 – MindManager veterans will experience “Ribbon shock”.
• AutoCAD 2009 – It’s the User Interface…

Tags: Fluent+UI, Jensen+Harris

Using Outlook Categories to manage my email

Late last year I also stumbled on the email sorting technique mentioned in the OfficeRocker’s post. I started using Categories on emails related to my Autodesk University trip and changed my Inbox to show grouped by category. I then wondered why I don't do the same for all emails!

I've adopted it at home as use Office 2007 which has enhanced category tools. The odd thing is it took so long! I already make extensive use of Categories for my Tasks (MindManager assigns them then linked to Outlook) and Contacts.

The huge advantage over folders is one item can belong to several categories. It’s one reason I’d like to see “tag” based storage rather than folders at the operating system level. Sadly I’m stuck on Office 2003 at work so still tend to use date sorting in that Inbox.

The post on OfficeRocker! has details and tips on setting up & using the system. 

OfficeRocker! : I found a better way to manage my email

Goodness knows its about time. I get between 50 and 200 emails a day depending on what's going on. It's dropped a lot since instant messaging really took off. I thought I had tried every possible way of working with email and had arrived at the best system for me but then I kind of stumbled on a new approach and it's really working…

UPDATE 06-01-2008: I got an email related to this post from a reader in the U.K. regarding some Kiwi made software that assists with using, organising and sharing Outlook Categories. I’d not heard of it before and will be trying it!

Saw your blog about outlook categories…… you may know about this already…. but in case you don’t…. I use great add-on for categories (as well as the labels one) from your fellow countryman - http://www.software-solutions.co.nz/aladdins_co/alcoabout.asp  I’m very impressed by the quality of his programming and the thought he has put into his products – gets used on a daily+ basis here J

 

Hope it helps.

Cheers, Cameron

Tags: OfficeRocker

Previewing Attachments in Outlook 2007

I use Microsoft Office Outlook 2007 at home* and love this feature. The first time I stumbled upon it I wondered why I hadn’t found it before, only to find it was new in 2007!

Previewing Attachments in Outlook - Microsoft Office Outlook Team Blog
Next time someone sends you an attachment, instead of double-clicking, try single-clicking on it. Outlook 2007 has a great new feature that previews an attachment…

* Sadly it’s still Office 2003 at work.

The true cost of Open Source, no roadmap?

In a world where Open Source is often seen to be the future it’s interesting to see the Automobile Association of New Zealand dropping Open Office in favour of Microsoft’s Office.

It’s interesting cost is not the prime reason yet it’s often quoted as a benefit of open source. In any business the Office software forms the core of many critical systems. It seems the AA would rather have a clear vision for the future of their Office applications and don’t see that for the open source alternative. Perhaps it’s not surprising they consider a “future office road map” important, maps are a core business activity for them!

Not knowing the future of critical business applications is a real risk, and cost, for any business. It’s one reason being involved in beta programs, at the cost of a little time, should be seen as a real benefit. If you know what’s ahead you can choose your path, driving blind can be risky.

Automobile Association dumps Open Office, buys Microsoft for ‘compatibility’ - Computerworld
“Microsoft Office is not cheaper, but it is almost impossible to work out the actual cost of open-source, says CIO”

“It’s about futures, planning and integration.”

Taming the To-Do Bar in Outlook 2007

The To-Do bar is one of my favourite new features of Outlook 2007. It provides a constant reference to tasks and appointments but can be minimised or restored with a click. If you have lots of tasks, mine come from MindManager maps, it can be a bit cluttered. This tip from “the How-To Geek” filters the To-Do tasks, only showing what you need today.

Introducing the To-Do Bar... - Microsoft Office Outlook Team Blog
The To-Do Bar is brand-new to Outlook 2007, and enables you to track your time and tasks…

Make To-Do Bar in Outlook 2007 Show Only Today's Tasks :: the How-To Geek
One of the best new features in Outlook 2007 is the To-Do bar, where you have quick access to your calendar as well as your task list. Unfortunately, the default setting of showing all of your tasks regardless of date can be overwhelming…

Microsoft Office Outlook 2007 Message Editor, it's Word but it's not...

In earlier versions of Outlook there was an option to “Use Microsoft Word as your Message editor”. This meant other applications, like MindManager & SnagIt, which had Word integration also worked with e-mails. I often used MindManager “Send Topic to Word” and SnagIt “Send Capture to Word” while composing email messages, just like any other Word document.

Microsoft Office Outlook 2007 uses the HTML parsing and rendering engine from Microsoft Office Word 2007 to display HTML message bodies. There has been some flack about this as Word 2007 isn’t as good at rendering HTML as the old I.E. based rendering engine. That aside, the Message Editor does have “Word’like” features, even uses Word 2007 components if installed (see table in extended post), but crucially it’s NOT Word.

It’s also the only editor as there is no longer a “Use Word…” option. This means applications that integrate with Word will not find the Outlook 2007 Message Editor and integrate with email anymore.

Both Mindjet & TechSmith are aware of this and I expect they’ll integrate the new editor with their applications in future updates. You can still copy/paste to the Message editor but it’s not as elegant. Something to consider if you are planning to upgrade to Outlook 2007.

The best Office 2007 Fluent User Interface feature? It's not just Microsoft!

I’ve upgraded to Office 2007 Pro and have been adjusting to the “Office Fluent User Interface”, sometimes known as “the Ribbon”. 

For decades every application interface has had those comforting File, Edit, View, Insert, Format, Help Menus. Maybe there were a few more, specific to the application, but the basics were always there as a familiar reference.

Launch Office 2007 you experience what I term “Ribbon Shock”. It’s all changed with the “Office Button” replacing many of those menu functions, others moved to context sensitive “tabbed ribbons” which replace toolbars.

If you’re familiar with the old interface it’s a little strange but the adjustment doesn’t take long. After a while going back to earlier versions, I still use Office 2003 at work, makes you realise how fluent the “Fluent UI” really is. 

That’s all wonderful but what about other applications? Microsoft are licensing the “Fluent UI” for “non-competitive applications” so it’s possible you’ll see it outside of Office. Given it’s the result of thousands of hours design, testing, and user feedback it’s great it’s been shared at all, understandable you can’t use it to build a direct office competitor.

Take a look at the Fluent UI’s below (click for full size image). One of them isn’t from Microsoft, yet in my opinion it’s the best “office application” there is…

PS: It’s a pity the Ribbon didn’t make it to the Outlook 2007 main window (it’s there in the mail editor and other interface elements)….

UPDATE 09–06–2007: Jensen Harris discusses Outlook UI in his post: Outlook and the Ribbon

Tags: Ribbon, Fluent+UI, Office+2007, MindManager+7

What time is it? Outlook Time!

Have you noticed when working with .pst files Outlook seems to enter another dimension. Why bother with a “x time remaining” when it has no connection to the time the operation will take, or any clock I’ve seen. A progress bar without time is better than the wrong time!

This 60 seconds lasted about 15 minutes. All the data is on a local drive so it wasn’t waiting for servers!

Mesmerised...

It’s only one of a four part series but as I work in an office where we’ve had a few fire alarms due to toast I just love Mesmerised…

View the others at It’s a new day. It’s a new Microsoft video - I Started Something

But we all use a different 20%...

This quote from an article on Lotus Notes caught my attention:

““Some organisations use 20% of Microsoft [Office], but they pay 100% of the bill,” says [Tim] Kounadis.

It’s an often heard comment about complex applications and reminded me of a quote I once read about advertising which summed up the problem. It’s true at an individual level but the problem for an enterprise application like Office is everyone uses a different 20%.

Computerworld > Lotus Notes gets a facelift – and a humour transplant
Lotus Notes gets a facelift – and a humour transplant

Learning about Windows & more... - Microsoft 2007 Technical Briefing Session

I spent the day at the Auckland Microsoft 2007 Technical Briefing Session. Although aimed at Enterprise IT Managers and Developers I found most the sessions useful. I don’t mange our network but work with those who do. I do build the CAD machines, exceptions to the normal managed desktop build, so anything which makes that easier was of interest.

Apart from a brief introduction to Vista & Office, from a management/developer point of view, most the sessions concentrated on Microsoft Network Management, Deployment, Enterprise and Development platforms. One product discussed that was not “work”, but still interesting, was Windows Home Server. I wonder about the size of the potential market in for it NZ but the capabilities were interesting if it all works as claimed. Plug it in and have sophisticated features like backup, data replication, machine imaging/restore happening for the PC’s on your home network, even your Xbox, with minimal set-up or management.

While I was already aware of many of the topics covered in the presentations, while often billed as overviews, really helped me understand the principles involved. A couple of sessions on hardware/application virtualization and management/deployment tools were especially useful.  One on “Platform Building: creating "composite" applications”, was way more techo than anything I’d ever do but still gave an insight into the approach for this sort of application. A lunchtime session on Enterprise Search was interesting. I don’t see a need to rush to Vista yet but can see some of the core platform advances in it – graphics, deployment, search – becoming compelling as more applications exploit them.

While I may never do much of what I saw today I have a much better chance of understanding those who do when we need to talk . This event is runs in Wellington (14th March) and Christchurch (21st March). If you are involved with Windows system admin/development or need to deal with people who are I recommend it.

[Nothing to] Disclosure: I chose to attend in my own time, weird way to spend a “holiday”, & at my own cost. The admission fee included a choice of Office 2007 or Vista – I chose Office.

Tags: Microsoft+2007+Technical+Briefing+Session

Learning about Microsoft 2007

Thanks to a post by Jithen I’ve signed up for a Microsoft 2007 Technical Briefing Session (Auckland, March 7). It’s not “Tech-Ed” but should be interesting to catch up with their take on Vista, Office, Application platforms and Network Management tools. It’s not really “my world” * so If you are in/around the sessions below and see a lost/baffled CAD Blogger say hello!

• Keynote: The Next Wave has arrived, but why should you care?
• Almost everything you need to know about Windows Vista deployment
• Virtualisation on the Microsoft platform
• Application Lifecycle Management clinic
• Platform Building: "composite" applications
• Overview of Management Tools

* I think the last Windows event I attended was the Windows ME launch. Didn’t really work as my computers went from 98/NT to XP. I do remember the Windows 95 Launch as Bill Gates made the trek to New Zealand, speaking to thousands in a packed Aotea Centre Theatre. That was more about “PR buzz” rather than a technical briefing but it will be interesting to see how these “real geek events” compare to the “CAD geek events” I’m more used to attending!

Office 2007 on Windows XP, Worth it? - Looking for opinions

Since my quest to find a mp4 media player was a stunning success thanks to helpful readers, here is another question. I use Office 2003 at work but still on dear old Office 2000 Pro at home. It’s been fine but I’m seriously tempted to upgrade to Office 2007 Pro. I’m not interested in the alternatives, Open Office etc, as need/use Office Pro but the ribbon interface, xml format and potential use with MindManager means it’s tempting to upgrade.

However, Vista is not on the agenda until I get a new machine, which won’t be anytime soon, so I wonder how it nicely plays with XP Sp2. Most the reviews etc I’ve read say Vista isn’t essential:

“Office 2007 is supposed to work the same whether running on Windows XP, Windows Server 2003, or Windows Vista” – review.zdnet.com

Anyone running this combo care to comment?

+= ?

Microsoft's new homepage – Folders that aren't, don't work!

I read about the re-designed Microsoft Web site in Tim Leberecht’s post where he critiques the new page, and the Zune Site. After trying it I found it doesn’t work that well, in fact it doesn’t meet a basic expectation I have for a website. The UI adopts a mock Vista type “folder” as a navigation tool but after selecting a folder option hitting Back doesn’t return you to the folder you just left. Is this really the best design they could come up with?

Folders are just a legacy of the limitations imposed by our traditional expectations (paper files go in folders) and computers ability to store and search data in the days directorys (folders) were devised. I had hoped that WinFS would kill the folder on the desktop allowing information to be stored and accessed based on what it is, not the nominal location you are forced to choose by a folder model. Microsoft haven’t delivered that on the desktop, now they are creating folders as a web navigation tool. It’s a backward step.

The extended post illustrates the comment (in Italics) I left on Tims post with some additional thoughts.

Is the Office 2007 Ribbon the new User Interface standard?

 Will this move make the Office 2007 Ribbon the new UI standard?

Licensing the 2007 Microsoft Office User Interface

“For the last year or so, one of the questions I've been asked again and again has been: "Can I use the new Office user interface in my own product?"

Well, I'm pleased to finally be able to definitively answer the question. Today, we're announcing a licensing program for the 2007 Microsoft Office system user interface which allows virtually anyone to obtain a royalty-free license to use the new Office UI in a software product, including the Ribbon, galleries, the Mini Toolbar, and the rest of the user interface.”

 

“There's only one limitation: if you are building a program which directly competes with Word, Excel, PowerPoint, Outlook, or Access (the Microsoft applications with the new UI), you can't obtain the royalty-free license.”

It certainly has potential in applications that require complex user/tool interaction and a dynamic interface…

 

 

Ellens PowerPoint 2007 preview

Ellen Finkelstein previews Microsoft PowerPoint 2007 with a comprehensive look at what’s new, changed, even a few things that have been removed!

Review of PowerPoint 2007 PowerPoint: News and Features
I've been working hard on updating my PowerPoint, which will be called How to Do Everything with Microsoft® Office PowerPoint® 2007. It's due out in January. As I've gone through the chapters, I've delved into every nook and cranny of the new program, and here is my review…

MindManager video demo on Microsoft 10

Watch Michael S. Scherotter, Mindjet MindManager Business Solutions Architect, introduce Laura Foy to Mind Mapping & MindManager in this video on Microsoft 10…

Mind manager....Manage your thoughts in a logical (and pretty!) manner. | Tina Wood | Microsoft 10

UPDATE 29–09–2006: Map updated per Michaels corrections

 

More on MindManager & Office Open XML Formats

As mentioned in an earlier post, MindManager Maps will be edit-able in Office 2007 thanks to XML based formats. Brian Jones, a Program Manager for Microsoft Office , has more detail on MindManager & Office Open XML integration.

Brian Jones: Open XML Formats : MindManager supports the Office Open XML formats
Doug Mahugh was telling me about this a couple weeks ago, but it's the first time I've been able to watch the demo. It's a great example of using the Open XML Formats as a communication format between two completely different types of applications…

Tags: Open+XML, XML, Mindjet

Editing MindManager Maps with Microsoft Word?

If you are testing Microsoft Office 2007 this post on the Mindjet Blog may be of interest. When I read, back in June 2005, that Microsoft Office 2007 was going to use XML I hoped this would mean better integration, perhaps even bi-directional linking, between MindManager and Office applications. Looks like it’s happening…

My Office is still version 2000 (Office XP at work) but the XML format and interface will be enough to add 2007 to the shopping list when it’s released.

Editing Maps with Microsoft Office Word 2007 - The Mindjet Blog.

Using new technology we could embed an entire MindManager map in a Word Document and do the following with it:

1. Allow users to use Microsoft Office Word 2007 to edit the document.
2. Allow users to view and modify the MindManager content, like icons, map markers, task planning information, attachments, and comments from within Word 2007.
3. This is all done without installing anything else (like add-ins) on Word 2007 because all of the code to modify the internal MindManager Map is in VBA Macros in the .docm file.
4. Create the .docm files without having Word 2007 on the system with MindManager.
5. Essentially edit the MindManager map on a system without MindManager on it.  (I know this sounds like heresy to this audience but keep on reading).
6. Because the MindManager map is embedded in the Word Document, merging the Word data back with the MindManager data is possible and doing a round-trip of the map back to MindManager is practical — without losing information

If you are beta testing Microsoft Office Word 2007 and would like to try this out…

The Mindjet Add-in for Word 2007 Video Demo - www.notetalkers.com

Mindjet has allowed us to host a copy of the Windows Media Video sent out with the pre-release of the Word 2007 Add-in for MindManager…

Update 18–09–2006: Microsoft Channel 9 are also hosting the video

http://channel9.msdn.com/Shows/In_the_Office

Tags: Office+2007, xml

PowerPoint + Twin Monitors = A good combination

I’ve been working on a PowerPoint presentation recently and and found the twin monitor set-up we run for CAD a huge help. Being able to run the the application on one screen, editing content/animation/timing, while having the slide-show running continuously on the other to check the results is an enormous productivity boost.

It’s not an uncommon set-up for CAD/Graphics these days but I think a twin monitor set-up is probably the best productivity gain for any user given the low cost of screens. There are few tasks that require only one application, email + another at least, and as soon as you need two a twin screen saves loads of unproductive clicks showing/hiding windows.

Not everyone has access to the hardware for this, if you don’t this tip from the PowerPoint Blog achieves close to the same functionality on a single monitor.

The PowerPoint® Blog - Simultaneously View & Edit Presentations

Beyond Bullet Points PowerPoint Seminar Online

Cliff Atkinson, author of Beyond Bullet Points, shares awesome PowerPoint advice in this on-line seminar. Watch the video then buy the book!

beyond bullets: Seminar recording now online
If you'd like to take a look at the online recording of my May 10 web seminar "Transform Your PowerPoint Beyond Bullet Points"…

Three numbers for better PowerPoint Presentations

10 20 30!The best advice is often the simplest;

• Remember three numbers
• Apply what they represent
• You’ll make better PowerPoint Presentations.

Guy Kawasaki tells you how…

The 10/20/30 Rule of PowerPoint - Guy Kawasaki   (It’s just one of his Top 10 Posts)

Office 2007 delayed and I know why...

Microsoft Office 2007 has been delayed. There are a couple of possible reasons:

• Perhaps Microsoft have realised the best Office application isn’t theirs…

• They have worked out the official name “2007 Microsoft Office System” will only ever be used by Microsoft Marketing and they are busy changing the branding back to Office 2007…

Office 2007 Mind Map

Don Campbell (Office Evangelist) has created a MindManager Map of Office 2007 resources. It’s an excellent reference which also demonstrates how good the map format is for this style of document:

• This map has 69 Topics (with 48 Hyperlinks) you can review in a glance.
• It generates 5 pages of Word doc or an 11 Slide PowerPoint.
• I know which I’d rather read!

doncampbell's Weblog : Mind Map of Office 2007 Resources
This mind map is my attempt to bring together many of the great new resources surrounding the Office 2007 launch….

Via The Mindjet Blog

Awesome PowerPoint Tip for animated photos

Rick Altman is a Corel & PowerPoint guru. In his February newsletter he shares a tip to achieve animated photos that are easy to change, swap out the image, without losing all the animation effect work. Don’t animate the photo, animate a shape with a photo fill!

For details follow this link then scroll down to: "PowerPoint Tip of the Month".

Import Pics for PowerPoint

I found this neat free PowerPoint utility after seeing someone with the wonderful task of inserting and re-sizing lots of digital photos into a PowerPoint presentation doing it manually.

Older versions of PowerPoint (up to 2000) have no way to do this and while later versions (XP onwards) can import multiple images once they are “in” thats it. Any manipulation has to be done to every image on every slide.

Import Pic’s allows you to select multiple images from an Explorer dialog, import them into a presentation and then at any stage resize or reposition the whole series of images in one operation. This is a huge time saver and also makes it easy to get consistency throughout the presentation if thats what you desire. Mose useful for the presentation I saw being made where the pic’s where made smaller so a title and notes could be added.

Multiple “Pic Series” can exist in the same presentation and each can be manipulated independently. I have used it with Office XP PowerPoint at work and my own Office 2000 PowerPoint at home with no problems.

Thanks to RadFiler.com for making this utility available. Their main application, RadFiler, is a program designed to store, retrieve, present and organise medical images.

Import Pics for PowerPoint v1.0

• Supported image formats:
  • PowerPoint 97: JPG and BMP
  • PowerPoint 2000 +: JPG, BMP and TIFF