Most of us are conditioned to respond to (or at least read) every email sent you immediately. But over a period of time, you realize the not every email needs immediate attention. While communication is important, the method need not always be email. If something is really time critical, (I have observed that) people you reach you by other means as well (apart from the email they sent you) Other emails are important by not time critical.

Default settings in outlook are to notify you (in multiple ways) of new email in your inbox. But do not need to know about each and every single email the instance it reaches your inbox. You can turn off these distractions by turning off the email notifications completely. But it is hidden very well by Microsoft

To turn off these notifications, navigate to the following location:

Tools->Options->Preferences->Email Options->Advanced Email Options

Now you will see screen similar to the one below. Uncheck all these check boxes.

Turn Off Email Notifications

While the above screen shot (and the location to reach this option) is taken from Outlook 2007, Options for other versions of outlook shouldn’t be very different.

I have been a big supporter of automation where possible. I was reading about how “ActiveWords” was the best piece of software, and that is when I became aware of AutoHotKey, or AHK as it is fondly called. I learned more about AHK on LifeHacker

Considering that I came to AHK looking for ActiveWords replacement, it is no wonder that I use Hotstrings feature extensively. It would not be wrong if I said that is probably the only feature of AHK I use. So let me explain How I use AHK to automate lot of repeatative tasks, mostly related to typing same set of words lot of times.

It would not be out of place to here to mention texter, AHK based tool developed by LH team.

Expand Acronymns

I have created Hotstrings for regularly used acronyms. When I type them, AHK will automagically expand them. This has a huge benefit that I am free to use the acronyms when I type, but my readers aren’t left wondering about what it means. Some of the commonly used ones are YMMV, AFAIK, BTW etc.

SMS style typing:

SMS is used extensively in India, so I’ve seen new professionals – fresh out of college – are used to new SMS-lingo. But in professional communication, it is a complete no-no. AH to the rescue, add your SMS word to your Hotstrings list and let AH complete it. I personally don’t SMS or IM as much, but I have seen people use ‘ur’ a lot, when they mean your.

Pleasantries:

I also have Hotstrings for likes of Regards, Thanks etc.

Frequently used names :

I have Hotstrings like bg=Bill, lt=Linus, esr=Eric etc. I work a lot with my counterparts in Japan where you address people using -san. So it helps to have HotStrings like gt=Takei-san.

Authentications :

I’m too paranoid to allow the browser to remember my username and password, so this is my next best thing. For company internal websites, I need to enter something like domain\username. I’ve created a hotstring like d\u. This is replaced by domain\username by AHK

Are there any negatives of AHK ?

Well, these aren’t the cons in true sense of the word, but there are some practical problems I face. After extended use of AHK Hotstrings, one may see following side effects :

• May forget correct spellings
• Feel like crippled without AHK on guest PC

Do let me know in comments how you use AHK or texter in your daily lives to automate the repetitive tasks.

Note : Originally posted on the Kaizen Blog on October 31st, 2007

Can’t use AHK ? because you are  on Linux ?  Don’t worry, come back to check the review of similar tool on Linx

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Image by David Ascher via Flickr

So after I started using Rainlendar as my Desktop calendar, now I had two calendars to maintain. One was Rainlendar Calendar, and other was Thunderbird calendar via lightning plugin. It would asoon get cumbersome to update both the calendars. Wouldn’t it be nice if they shared the same calendar ? If they did, irrespective of which calendar I use to create/update the events and taks, the other would always be in sync.

Unfortunately, the default file format used by Thunderbird ins’t .ics (or iCalendar format). By default, it stored the calendar in storage.db. But there is a way around it.

While Thunderbird does not use .ics file format for its own calendars by default, it supports use of iCalendar on the network (like Google Calendar) But Rainlendar calendar is not on the network.  So you trick Thunderbird (or lightning, depending on the way you look at it)

• Go ahead, and create new calendar on network.
• choose .ics format, but use file:// protocol to point to existing calendar created by Rainlendar.
• Then you can delete the default one called Home. (If you have only once calendar, you are unable to delete it.)

Thanks to this thread on Ubuntu Forums for providing me this idea.

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Rainlendar Desktop Calendar

When I was using Windows XP, I had Webshots manage my Wallpaper. One of the features of Webshots was to display the calendar on the Desktop. Additionally, I also displayed my to-do list (and a short phone list) on my desktop using Windows’ Active Desktop Feature. Read about it here and here

When I moved to Linux (Ubuntu specifically) I needed similar functionality.  I came across kdesktopweb, but I use gnome, so it was not an option. I also looked at conky, but doesn’t look as polished, as Windows’ equivalent. Enter Rainlendar

As the Website mentions, Rainlendar is a customizable desktop calendar. It works on Windows, Linux as well as Mac OS X.  For Linux, it supports Debian/Ubuntu natively as .deb files, other distro will need to use tar.gz files.

Installation

Installing Rainlendar is pretty straight forward  (Isn’t everything on Linux these days ? ) I downloaded the .deb file. Firefox is smart enough to determine that this is installation file, and invoked the installer. It needed two more packages (tofromdos and patch) Depending on your setup it may need more or less additional packages. On Debian based system like Ubuntu, this is least of the concern, If you have an active internet connection, the additional packages wille be downloaded and installed for you.

After the installation is complete, you will see an additional entry titled Rainlendar2 under Applications->Office.

Calendar

Rainlendar displays a monthly calendar. It also has an option to show multiple months at-a-glance, as well as an yearly calendar showing all the twelve months of current calendar year.  It is configured with a Default Calendar, but you can add more calendars like personal, business (you can name them anything). The fee version supports only iCalendar file format, that too for local files. Pro version supports more rich calendaring functionality like sharing the calendar, as well as support for Google Calendar.

Right clicking on the calendar brings up a menu. Here you can do operations like choosing which windows to display. It shows monthly calendar, an empty to do list and events list by default.Since I did not have any appointments set at the time, I turned off the Events Window.  If you have multiple calendars, you can choose which calendars to display on the desktop. Similarly you can also choose to view previous/next months or any specific month of the current calendar year.

Rainlendar To Do List

Events and To do

Adding new events and tasks was as simple as clicking on the TODO or EVENTS Window. You get a dialog box that allows you to fill in the details. One caveat, if you created an task for a future date, it won’t appear in your to-do list. e.g. I need to send status report every weekend, so I created a recurring task for this. But it did not appear in my to-do list till Friday.

Skinning

Rainlendar ships with two skins. Shadow4 which is the default skin and Chromophore.  You can change the skins by Right Click->Options->Skins tab. Shadow4 has lot of Widgets like Weather RSS, TV to name a few. It also has an option to display the contents of a text file. This could be very useful to display things like Plan of the Week, but this feature appears unstable. Rainlendar crashed several times, when Files Widget was enabled. Once I removed the Files Widget, it appears to be stable.

Other Skin Chromophore is much more simpler. Here you can choose the color of the Rainlendar displays. The Brown color gels well with default Brown theme of Ubuntu. Since I have switched to Clearlooks, and blue wallpaper, I chose the Blue theme for Chromophore.

To sum it up,  one can say that Rainlendar is  a decent replacement for Desktop Calendar, and To-Do list on the desktop.

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During my last post I discussed about assigning keyboard shortcuts to switch workspaces. At that time, I was unable to assign keyboard shortcuts to switch to Workspace 3 and 4. After little more trial and error, I was able to assign shortcuts for these.

Number of workspaces listed in Keyboard shortcuts preferences are driven by meta-city configuration. So even though I added two more workspaces from Workspace Panel applet, the metacity configuration still had number of workspaces defined as 2. That is why additional shortcuts were not even available to configure.

How to update Number of workspaces in Metacity preferences ?

1. Press Alt+F2 to bring up Run dialog box (Similar to Windows+R on Windows)
2. Type gconf-editor, and hit enter.
3. This will bring up Configuration Editor window. If you have ever used Registry Editor on Windows, this will be very familiar, except there are lot less hex/cryptic values
4. Using the left hand side tree structure, navigate to /apps/metacity/general
5. Now in the right hand side panel, you’ll see several configurable items.
6. Click on num_workspaces. Default value would be 2. Click on 2 , edit it to 4
7. Exit out of Configuration Editor.
8. Go back to System->Preferences->Keyboard Shortcuts. Now under Windows Management Category, you should see entries for Switch to Workspace 3 (and 4)

Note : How-To geek article listed below was very helpful. See link below.

Correction : Nov 25, 2009

It is incorrect to say that this works in gnome. It would be accurate to say that this works in gnome when using metacity window manager. It is amply clear from the instructions above that these shortcut keys are honored by metacity window manager only. It was clear to me when I tried gnome-shell window manager in Ubuntu 9.10, where these keyboard shortcuts did not work.

If gnome-shell indeed supports something similar for workspace switching I’ll write another post detailing the instructions. But for now, consider yourself warned.

Update 2 : It turns out there is no need for separate hotkeys needed to switch to other work spaces. Alt+Tab shows the list of all the applications across all the work spaces. Applications in different work spaces are separated by vertical line

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