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.
Tip o’ the Week 437 – Mapping of Minds
Like just about every other productivity technique, “Mind Mapping” has vociferous proponents and those who’ve tried it but never quite made it stick. The general idea is to try to represent a complex but related series of thoughts and topics onto a diagram that helps to organise them, and to aid recall. Mind maps are perhaps more useful for the person doing the mapping as a way of sorting their own brain out, than as a means of communicating to other people or even to record those thoughts for much later consumption.
Like writing a status report, the act of doing the report or compiling the map prompts valuable activity more than the resulting artefact which might never be read. Research has shown that more visually oriented people are likely to get more out of mind mapping, and using a mind map to try to remember stuff has a fairly short shelf life.
If you’ve not tried mind mapping, the simplest way is to start with a blank sheet of paper and a pen. Read some more here about the concepts. Or here, realising that the site is basically trying to sell you mind mapping software. There’s a more balanced view of different software packages, here.
You don’t need to pay for your mind mapping software, though… OneNote could be a great way of doing it, especially if you have a PC with a stylus. There are a few 3rd party addins to OneNote (desktop version) that provide additional functionality for mind mapping, though the same don’t necessarily work with the Modern App version – something that’s been picked up on the User Voice forums.
If you’ve got Visio on your PC, you could try the Brainstorm template, using Visio’s core strength of creating and associating shapes, moving them around, hyperlinking between them as appropriate and so on.
This functional approach can be a bit too structured and formal, some people preferring a much more freehand, flowing kind of mind map to basically do a brain dump. Maybe a good way of publishing an already-sketched mind map?
Here’s a step-by-step guide (originally written for Visio 2010). Watch this 10-minute tutorial video if you’d like a more visual approach.
There are some more brainstorming tips and tricks for Visio 2016 here.
Another option is to try some specific mind mapping software – there are some very good examples of such in the Microsoft Store. One particularly good app is Mind Maps Pro, which is free for a few days (as of end of June 2018 – install it now; even if you don’t try it right away, it’ll save you a good few £/$/€/etc as and when you give it a go).
The app has simple hierarchical mapping features, and some freehand support – including Ink – with easy additions of structure, auto-layout and the like – it’s a great way to creating a mind map on Windows. It can automatically sync your maps to OneDrive, too, and export to PDF/PNG.