Tips for formatting and splitting topics

January 13th, 2012

Inspired by receiving a reply from the HMRC (UK Tax) as a continuous string of text punctuated but not paragraphed.

A few tips for formatting topics:

  1. Splitting Text: You can split the text in a topic into topics or sub topics using the context menu (Right click) > Split Topic or short cut keys:
    • Select the text to move to the new topic then Shift-Alt-Down for new topic or Shift-Alt-Right for a subtopic.
    • Select the topic then Ctrl-Alt-Enter to create a new topics. Ctrl-Alt -Insert will produce subtopics.  I thought this would be for each word or at each punctuation remark but it was that not definite. Experiment!
    • Useful for splitting a list of words: “red, blue, green, yellow” or a piece of text from an email or document for analysis and comment.
  2. Topic Width: You can drag the left and right hand blue edges of a selected topic to increase or decrease its width.  If you want to apply this width to the other topics in the map, Right click > Format Topic > Map Theme > Save in Default Theme for This Map.
  3. Line Breaks: Shift-Enter will insert a line break in topic text. Useful for formatting the Central Topic and lists or paragraphs in topics.
  4. Seeing all the options: Right click the topic > Use Font or Format Topic to see all formatting options.  Or use the little dropdown box in the Ribbon Sections for Font or Object Format.

Do you have any more?

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Hyperlink or Attach that is the question?

January 4th, 2012

Not quite as fundamental as to be or not to be but it is important to understand the difference.  The question was raised in another forum and I thought I would summarise my thoughts here.

Where are the files?

Hyperlinked files (and web pages) remain where they are on your hard drive, network drive or on the web.  Hyperlinks won’t work with USB memory sticks, SD cards and other portable memory devices if they are removed. Hyperlinks won’t work if the file name or folder is changed.

Attached files are copied from the original location, embedded in the MindManager file and there is no link to the original file.  They increase the file size.  Providing the MindManager file does not become corrupt, you will always be able to view and edit the files (assuming you have the file editor on the computer).  Temporary copies of Attached files are created in your temporary user folder when editing them.

How do I create a Hyperlink or Attachment?

Hyperlinking is simple, drag the file or folder from Windows File Explorer on to the map and either create a new topic or add it to an existing topic. You can also drag links from web pages and the browsers address field favicon.

Alternatively select a topic and use the toolbar tool or Ctrl-K to open the hyperlinking dialogue which gives you some additional options.

MindManager Hyperlink Tool

  • Existing File or Web Page to create a link to a file, folder or URL (could be a web page or file)
  • Topic in this map useful for related topics in large maps
  • New document create, save and link a file
  • Email Address and subject. This link will create a new email
  • Options has more fields for web exports and adding an arguement to a file e.g. to open it at a specific page
  • Relative or Absolute will be discussed further down.

MindManager Attachment dialogueAttaching a file can be achieved with drag and drop from Windows File Explorer, if you press and hold the Ctrl key, and then release the mouse when the file is postioned as a new topic only. You will be given the option to hyperlink or attach the file.

Alternatively select the topic, use the Attach tool or right click the topic or Ctrl-Shift-H to open the attach dialogue opposite. You can also create a new document.

 

 

 

What can I (not) Hyperlink or Attach?

Hyperlinking will work with anything on your computer you can open by double clicking in Windows File Explorer: files including executable ones and folders. These can be located on your local PC, portable, mapped network and WebDav drives.  Obviously the latter 3 drive types will not work if they are not present.  You can hyperlink to any URL which could be a web page or a file and includes FTP links.  If you can get at it in your browser, you can link to it.

Attaching works with files only. But you can zip a folder and attach it. Or convert a link to a shortcut file.  Again you are not limited to document files. Executable files can be attached. Perhaps you have batch file or a piece of shareware which can be used with other files attached to the map.  Attach them to a topic with a note about how to use them.

How many Hyperlinks or Attachments per topic?

As many as you like with MindManager 2012 (previously hyperlinks were limited to one per topic). If you drag another URL/file/folder on to a topic it will be added to the list of hyperlinks.

MindManager Hyperlink Multiple Dialogue

When you have one hyperlink on a topic, the file icon is displayed and one click will open that file. When you have more than one hyperlink, a link with a dropdown triangle is displayed. Clicking it opens the dialogue shown above.

Personally I prefer the single hyperlink per topic and using drag and drop to replace rather than add to the list.  I would like an option per map to choose whether to have single or multiple hyperlinks. Add your vote for this option in Mindjet Voice Multiple Hyperlinks – Please can I turn them off.

Clicking the Attachment icon on a topic opens this dialogue. You can add as many attachments as you require.  By clicking the files you can open them for editing.  You cannot add more attachments by dragging files to the topic.

MindManager Attachment Manage Dialogue

Where do I edit the documents?

You have a choice: A click on a hyperlink or attachment will open it in the MindManager editing pane with the toolbar for the document type. This works for Microsoft Office documents, web pages, PDFs and folders. If you hold the Ctrl key down whilst clicking or use the option in the dialogue you can open the web page or files in the default browser or application.

Absolute or Relative Hyperlinks?

It depends:

  • Relative hyperlinks are good for moving groups of maps, files and folders to a different computer or drive and the links will work in the new location.  For instance you could copy a group from your c: drive to a portable drive, connect the drive to someone elses computer which calls it the h: drive and the links will work.
  • Absolute hyperlinks are good for files which always remain in the same place and may be referenced by many maps. The contact list or the logo folder for instance. This may also be located on a server e.g. the company network drive n:

You need to think about what will happen to these links, if you give this map to someone else!

There is an escape route if the links do not work when the map is moved. Use Find and Replace > Options > Look in Hyperlinks to replace for example c: by h: or ../ by c:/mynewdrive/onthispc/

Hyperlink or Attach that was the Question?

Hopefully the above has helped you understand the technical differences between the two choices which will back up tmy observations on my original question.

It depends:

  • Hyperlinks
    • Are good for files other people are responsible for and editing
    • Will not increase your MindManager file size significantly
    • If a drive, file or folder name is changed the link is broken
    • If you use the File > Save & Send > Send using Email your hyperlinked files can be zipped up with the map

 

  • Attachments
    • Put all the data in one place. A portable project file.
    • Can only be edited by those with editing rights to the MindManager file
    • Will increase your MindManager file size significantly. You may exceed email and uploading limits
    • Can be used to save versions of the map with all the documents as they were at that time.
    • If you email or upload the map, all the attachments go with it in one file.
    • Make sure your map file is backed up. If its deleted or corrupted you will lose all the attached files as well.

Answer

Use both were appropriate. :)

Happy New Year

 

 

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How do you use My Maps in MindManager?

December 19th, 2011

Do you use the My Maps tab on the right hand side of the MindManager user interface? I do.

Map shortcuts allow you organise collections of related maps.
Folder shortcuts gives you access to maps in your existing folders.

My Maps tab - folders and mapsThis is my general approach:

  • Map Shortcuts – collection title types
    • Index maps
    • Current projects, clients, product development
    • To do
    • Recurring presentations
  • Folder Shortcut
    • Projects
    • Clients

Remember

  • Both
    • Right click to remove, rename etc.
    • e.g. Use rename to
      • Add index numbers prior to the name to force the sorting by priority
      • Add the client name before the project folder name
  • Maps
    • Maps can appear in more than one folder
  • Folders
    • Sub-folders are not visible
    • Right click to open the folder in Windows Explorer to see all files and sub-folders

To make both sections work effectively you will need to cull the old folders and maps you no longer use. (I did some of that before taking the screenshot :) )

Consider moving clients, projects etc to archive folders with Windows Explorer and link the parent archive folder to the Folders section in MindManager. Remember moving map locations can disrupt links from and to maps. All maps and files with relative links in a folder structure will work when they are all moved to a new location e.g a project with files and sub-folders.

Before you embark on organising your My Maps tab consider doing the all above in a master map. You can link folders, maps and files. You can show folders and sub-folders in a hierarchal structure. You mark the links and then filter the map.

Either way you have to be disciplined about it.

How do you do it?

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Creating linked information maps for the web with MindManager

December 16th, 2011

This week I have worked on a  job for a client creating a set of web pages which are maps of links for different topic areas. The maps are now on the web and visible to his global group of collaborators.  Unfortunately he does want me to share the maps publically but I thought I would remind you (as I did for myself when doing this) or inform you for the first time about customising the clickable image map web export.  The process below is not complete and assumes some knowledge of the MindManager web exports and HTML.

  • Structure: An index map with links to child maps.
  • Copy the Clickable Image Map web export template folder and give it a new relevant name.
  • Create the child maps first.
    • Drag and drop the favicon next to the URL of the required web page, from your browser to the map. This will create a topic with the link, the title text of the web page and the favicon
    • When you have all the required links, arrange and format the map to suit the purpose. You can save this as a Style to use with the next child.
    • Save the child map in map folder for this project.
    • Create a sub-folder where all the web exports will be saved.
    • Export the map using the NEW clickable image map web export. Enter the folder path for the above folder and use a unique name (e.g. the topic name without no spaces) for the Root Export File Name for each map.
    • Repeat this for all the child/topic maps.  Save them all to the same folder.
  • Example index mapCreate the Parent or Index map by dragging the *.html files of the Child maps to the Index map.
    • Note: I used floating topics and hid the hyperlink icon.
    • Format and arrange as required. Try and make this a compact map.
    • Save to the same folder as the child maps.
    • Export the Index map using the clickable image export to the same folder as the other web exports.
    • If you open the index.html with your browser the links to the child web exports won’t work! Open the index.html with a text editor and search and replace “../” with nothing. Save. Reload index.html and it should work now.
  • Edit the ImgmapPage.htm in your new template
    • Add the opening <body> below the </head> tag (It had gone AWOL in mine. So you might want to do that in the original one as well)
    • Open the index.html file. Copy the text from <!–START CLICKABLE IMAGEMAP–> to <!–END CLICKABLE IMAGEMAP–>.
    • Paste this into the ImgmapPage.htm after <body>
    • Save
  • Example with mapRun all the child map web exports again and they will have an index map at the top.
  • Check that it works.
  • Transfer all the contents of web export folder to a folder on your web server and it should work there as well.

The complete ImgmapPage.htm should have this structure:

<!DOCTYPE HTML PUBLIC “-//W3C//DTD HTML 4.01 Transitional//EN”
“http://www.w3.org/TR/html4/loose.dtd”>
<html>
<head>
<meta http-equiv=”Content-Type” content=”text/html; charset=%WebExport.CharacterSet%”>
<title>%CustomParameter.PageTitle%</title>
</head>
<body>
<!–START CLICKABLE IMAGEMAP–>
html from index.html
<!–END CLICKABLE IMAGEMAP–>
<!– Command: Expand(“Imgmap.mmbas”) –>
</body>
</html>

Using more html you can:

  • Add <div> tags with CSS style commands you can position the index map.
  • Add some text to the header alongside the index map
  • Add a footer.

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Increase the height of the ink input field to write extra lines

November 25th, 2011

You can write more than one line in the ink input feld of a topic when using MindManager in ink mode. Always start your writing at the top left corner of the box not on the line.  If you write the second part of your “sentence” above the first it becomes the first part of the sentence when converted to text.

Tablet PC - Two lines of ink in MindManagerTo make it easier to write multiple lines, increase the Height of the ink input field in the MindManager Options. Something between 90 and and 120 allows me to enter 2 or 3 lines.

MindManager Tablet PC options
Thanks to Maurice Poole for asking the question yesterday.

If you have any other questions about MindManager Ink mode settings, please ask them in the comments.

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The MindManager Options I change from the default values

November 23rd, 2011

MindManager has a range of settings which are accessed via the File tab > Options. Here are the ones I change, most are applicable to previous versions of MindManager. Click OK whenever you change a page of settings.

  1. General
    • I tick Reopen last open maps on start up but if like a cleanstart use the Open document on startup: to point at your dashboard map.
    • I raise the Recently used files list: to its maximum 15
    • I untick Enable online help. Normally the built in help is enough
  2. Edit
    • I untick Auto-balance new main topics.  It disconcerts me when main topics start moving.
  3. Save
    • I tick Prompt for Map Properties on first save  Just I ever want to add some meta tags to the map and it shows you whether you are identified as the author etc. of the map.
    • I Always create a backup copy .BAK before saving maps. Self preservation in a hostile environment.
    • I Save Autorecover info every 5 minutes. As above.
    • I set Compression on saving to Super Fast. Disc space is less of problem these days and you don’t want to be held up by the auto recover save every 5 minutes.
  4. User Information
    • Fill it in. It is automatically transferred to map properties. Note it will not overwrite information that is in a template map e.g. Mindjet’s
    • I have never found out where the web site and logo information are used. They could be incorporated in a web export.
  5. Spelling
    • If your text is being incorrectly corrected the Autocorrect Options are in here. :)
  6. Topic Alerts
    • If you don’t want your Topic alerts synchronised with Outlook untick.
  7. Add-ins
    • Turn off the ones you don’t use, including those that come with MindManager. eg MPX and MS Project Export

Hope you find that helpful.  Do you have any recommendations or questions?

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Optimising your travel plans with MindManager

November 20th, 2011

Every fortnight for the next few weeks I will be travelling on Monday morning from Alresford in Hampshire to Mortlake in London. If you have ever watched the University Boat Race you will have heard the name. I have to be there at about 09:30. I will be comming back at 14:30ish.

I don’t want to drive and I started to look at the various routes and modes of transport I could use to get there. I knew the train fare would be more expensive from Winchester than Alton. I knew I could get lifts to Winchester and the bus back. I knew the bus times would be awkward. So I started to map it out.

I used a technique Nick Duffill introduced me to many years ago called Funnel Timeline. It’s a core process for using Results Manager. You place the objective on the right and start working back from their.

My objective is to be in Mortlake for 09:30 on Monday morning. I have a five minute walk from the railway station to the event. I used thetrainline.com app on the iPad to get the train times and prices. It works a lot faster than the browser version on my PC. I used the local bus timetables. I have a friend who gives me lifts to Winchester railway station when I need them. He leaves at 0625 every day! And my wife can drop me off in Winchester on her way to work.

You can see the conclusions by clicking on the Alresford to Mortlake by 0930 map below.

Alresford to Mortlake by 0930 - the optimised route and times

And for those who have no idea where I ma talking about, here is a map showing the driving route.


View Larger Map

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Helping Context Discovery to test a Blog Summarizing Tool

November 8th, 2011

Do you ever come across a long blog with tens or even hundreds of comments and think:”I wish someone would summarize this for me?”. Well it’s not someone but Context Discovery who can help. They have created a Summarize Blog Widget which Henry Lewkowicz emailed me this evening. It’s now installed on the single blog pages of Applications of MindManager. I could ramble on, get screen shots etc. and turn this into a long blog but I suggest you try it. My last blog I have an iPad. What should I do to exploit it with MindManager? received some attention.  Please try that.

When you have experimented with the above and maybe on other blogs as well, please come back here and leave a comment.

You can summarize any web site or Wikipedia entry with Web Summarizer. Context Discovery also have Context Organizer for Microsoft Office and Context Organizer for Mindjet MindManager.

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I have an iPad. What should I do to exploit it with MindManager?

October 26th, 2011

I’ve just bought an iPad.  It’s a new toy for me but how do I turn it into a productive tool.

I am taking  on the challenge of being a competent triple OS operator: Windows, Android and now iOS5 (and I still have my DOS floppies). What have I discovered in iOS 5 and the apps:

  • The magnifying glass, so I can edit words.
  • The off button (An Apple expert suggested I reboot it, to get two opening and imploding apps to work. They still don’t. (Cycle Deluxe and HootSuite)).
  • I have found the settings
  • I have struggled to remember all my passwords but I have a password protected nearly up to date MindManager map of them. :)
  • I have installed iThoughtsHD, Mindjet for iPad and connected it to my free Connect account.
  • I also have a DropBox account which ThinkingSpace uses on my Android phone.

The second screen on my iPad

iPad Screen - The set up so far

Now its time to reverse the process on this blog.  Many of you are the experts with this mix of technology. Please can you comment on this blog and display your knowledge and processes for exploiting it – thus educating me.  For instance:

  • How have you set yours up to interact with MindManager Windows?
  • How well does it work?
  • What are the benefits?
  • Any other suggestions not necessarily to do with MindManager.

Over to you!

 

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The MindManager Topic Notes Editor: Time for a big change?

October 17th, 2011

The Topic Notes editor has remained virtually unchanged for a decade.  A format painter (copier) has been added in MindManager 2012 and way back in 2002 the ink tools were added.  Nothing else has happened.  I met Blaine Mathieu Chief Products Officer at the Mindjet Revolution Roadshow, a few days ago.  After a short discussion, he invited me to send him an email on this matter. Here are my thoughts and your chance to help me write that email to encourage Mindjet to be evolutionary and well as revolutionary!

I have used the Notes editor to create hundreds of web sites: the notes become web pages.  Until last week I used it to create the Cabre web site but I had to do too much post processing to include bits of HTML for videos etc. and had other issues around site management not to do with the Notes Edtor. I have switched to WordPress with MindManager content where required.   The ConferenceREACTION web site is currently produced with MindManager but will switch to WordPress soon.  It’s a pity because all the content is produced with MindManager.

With the Word export I use Topic Notes to create the paragraphs in “Introduction to MindManager” (to be transferred to new web site),  a 20 page  booklet with 50 plus images in it.  I started with Mindmanager X5 and I will updated it to the sixth edition 2012 shortly.

So why change?

It lacks:

  • Word wrapping: you have to use tables.
  • The tables are unstable when they get big (more than 5 rowsish) and if you use cell merge.
  • You cannot include HTML, only links. So no embedded videos, maps or other “gadgets” e.g. mail list capture, twitter streams etc.
  • You cannot resize large images to suitably sized images as you add them to the Notes (or Topics) thus preventing map bloat!
  • It is difficult to manage the formatting in the notes to get the correct format in Word. If you transfer the MindManager Topic Notes format to Word, you can’t (easily) use the Word Styles to manage the formating.

Please add to this list by commenting below.

What would I like to see

Three and half editors:

  1. Keep it simple i.e.the current one.  For simple note taking
  2. A Word editor which uses the style selected for the Word export. Perhaps it opens a Word window and saves the file as an attachment to the map visualised in the Notes pane.  you can support this idea in Mindjet’s User Voice – Editing Topic Notes with Word.
  3. An HTML editor. Something like the ScribeFire for Firefox.  It’s great for editing and storing frequently used HTML fragments.  With the option of using Micrsoft Expression?  You can support this idea in Mindjet’s User Voice – HTML Notes Editor 

3.5 An editor for creating WordPress content. That is one which creates clickable image maps and other content that can be directly exported to my WordPress blog(s). I will write about this seperately.  One respected internet commentator Graham Jones said in his newsletter last weekend: “In my view, though, there is only one way to go: WordPress.” Repeating my dream: Just imagine if Mindjet had developed the HTML editor they had in early versions of MindManager we would be using MindPress now!

 There, that’s this week’s rant (so far) off my desk (chest).  Please add your thoughts here and in Mindjet’s User Voice.

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