off110-microsoft word for advocates (2003) march 18, 2009

OFF110-Microsoft Word OFF110-Microsoft Word for Advocates (2003)for Advocates (2003)March 18, 2009

PresentersPresentersRachel R. Medina

LSNTAP

Objectives for TodayObjectives for TodayUnderstand the “Tool of Your

Trade”

Explore Using New Functions & Use Old Functions in New Ways

Ultimate Goal is to Help You Be Competitive and Efficient Advocates

Today’s TopicsToday’s Topics Section 1: Manage Your Word Environment

◦ Work Menu ◦ Toolbars

Section 2: Formatting Tips:◦ Paste Special, Format Painter◦ AutoCorrect, AutoText, AutoFormat◦ Find and Replace◦ Keyboard Short-cuts

Section 3: Breaks and Pagination◦ Headers & Footers◦ Section & Page Breaks

Section 4: Reference◦ Table of Contents & Styles◦ Table of Authorities

Section 5: Protecting Your Document◦ Word Redaction◦ Remove Personal Information & Password Protection

Work MenuWork MenuTool BarTool Bar

Section 1: Managing Your Word Environment

Keep Project or Current Case Keep Project or Current Case Documents at Your Documents at Your “Mousetips”“Mousetips”

Why Use the Work Menu?◦Have you ever gone to

your list of recently used files (under your “File” menu) to look for a document, only to realize it has recently dropped off the list?

◦Do you wish you could keep certain documents at your fingertips?

Keep Project or Current Case Keep Project or Current Case Documents at Your Documents at Your “Mousetips”“Mousetips”ADD “WORK” to your Menu Bar

◦ Select Tools>Customize >Commands tab◦ From Categories Select Built-in Menus◦ From Command Select & Drag Work to Menu Bar ◦ Close the Custom Dialog Box

ADD option to delete files from Work Menu◦ Select Tools>Customize>Commands Tab◦ From Categories Select All Commands◦ From Commands Select & Drag

“ToolsCustomize RemoveMenuShortcut” to Work Menu (wait for menu to drop down, then release your mouse)

You can add the Work menu in more than one location. You may find it convenient to add it just bellow your List of Recently Used Files under the File menu.

Add the Remove Menu Add the Remove Menu ShortCut ShortCut You must add the Remove Menu

ShortCut if you want to be able to remove a file from the Work menu.

The Remove Menu Shortcut switches your cursor to a minus sign “-”◦ Warning: While in “RemoveMenu” mode

you can delete any menu item – so be very cautious and only place the cursor over the document name you want removed from the Work menu.

-

To add: Select Add to Work Menu to add the active document to the list.

To remove: Select Remove Menu Shortcut, then select the file name in the Work Menu list that you want removed.

Add or Remove Files to Work Add or Remove Files to Work MenuMenu

-

Work MenuWork MenuTool BarTool Bar

Section 1: Managing Your Word Environment

Edit Your ToolsEdit Your ToolsRight click anywhere on your tool bar &

Select Customize.Or, Select View>Toolbars>Customize....then…◦To Create a New Custom Toolbar:

Select New from Toolbars Name your toolbar, then drag & drop commands

from the Command menu to the new toolbar

◦Or, To Modify an Existing Toolbar: Drag & drop commands from the Command menu

to an existing toolbar

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

PastePaste Special: Why is it Special: Why is it Important?Important?

Paste Special allows you to copy-and-paste information without transferring unwanted formatting code.

Examples in UseExamples in Use

Cut-and-Paste from Email into Document

Cut-and-Paste from Website into Document

Cut-and-Paste between Documents

How to Paste Special?How to Paste Special?From the Menu Bar:

◦Edit > Paste Special◦Choose Unformatted text◦Click OK

Note for Word 2002 and 2003 Users: In Word 2002

and 2003, you get yet another option. In Tools > Options > Edit you can tick Show Paste Options buttons to give you even more control. If you click that option, when you paste (using ctrl-v or Edit > Paste), you see a little clipboard thingy, which contains a drop down menu.

Paste Special – Dialog BoxPaste Special – Dialog Box

Applications of Paste Special: Applications of Paste Special: Web TextWeb TextWebsite text comes in all colors, fonts and

sizes, even white text on a dark background. If you copy white text and paste it into Word, it is invisible.

Use Paste Special: Default option is HTML – that’ll create invisible text, so try unformatted text.

Advanced Paste SpecialAdvanced Paste Special

To copy a picture from a web page, another document, or to/from an e-mail or convert picture to smaller size: (use .gif or .jpeg)

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

FormatFormat PainterPainter

What? Looks like a paintbrush in Toolbar.

Why? Can apply formatting you have in one part of a document to any other part of the document with one click.

Format Painter - Format Painter - ApplicationApplicationCharacter Attributes:

◦ copy font style, font size, bold, italics etc. Paragraph Attributes:

◦ copy alignment, indentation, bullets etc.

Copy Attributes to …◦ A Single Location◦ Or Multiple Locations

Note on Formatting Text in Multiple Locations: You can also use a feature called Styles to apply formatting to multiple locations in a file. The advantage of this is that you can select all instances of that formatting and change all of them at once if you want. Format->Styles and Formatting.

How to Use Format How to Use Format PainterPainterSelect the text with the formatting

you want applied elsewhere in the document.◦Single Location:

On the Standard toolbar, click Format Painter icon

Select the text you want “painted” with the new format. The text takes on the new formatting.

◦Multiple Locations: On the Standard toolbar double-click

the Format Painter icon Select multiple words, phrases, or paragraphs

to apply the formatting. Press ESC when done!

Format Painter – ExampleFormat Painter – Example Add text from an email to your pleading. Formatting

is messed up. Correct with Format Painter.

Say you've written a quarterly report for one of your funders, in Word. You like the look, especially your headings, which are 14 pt. Bookman Old Style, centered, green, and bold, with a nice subtle shadow. Thirty minutes before you're supposed to present the report, you need to add four new sections to the report. You spend twenty minutes adding the information and manually reformatting all of the text to match the existing headers. You spend the next two wishing that you hadn't chosen such complicated formatting for your headings.

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

AutoCorrectAutoCorrectWhat? Corrects typos as they occur. It does

this by replacing text you type with something else.

Why? ◦ You need to know how to turn it off.◦ You can use it to apply replace characters with

special symbols you commonly use (such as the § symbol).

◦ Very Important: You can use it like a mini-macro. You can save A LOT of time if you use it to replace text you type as a shortcut, with longer, standardized text that you tire of retyping again and again. You can assign abbreviations to frequently used names, phrases, and terminology.

AutoCorrect: How?AutoCorrect: How?

From the Tools menu, select AutoCorrect Options…to:

◦Change Rules: (i.e., correct two CAPITAL letters together.)

◦Change Formatting: You will see a grid that shows character(s) and the symbol Word will convert it to. If you are done with the © symbol transformation, simply highlight it and Delete or modify. Scroll through to see what else Microsoft wants to correct for you.

AutoCorrect for AutoCorrect for MiniMacrosMiniMacrosType in the desired text–e.g., your

contact information; or, a standardized clause for agreements or pleadings

Tools > AutoCorrect Options…In the With field, paste your text…In the Replace field, type the code you want to use to have Word automatically generate that text.

Notice you can select Plain Text or Formatted Text. This will simply allow you to carry over specific formatting, if desired.

AutoCorrect for Mini-AutoCorrect for Mini-MacrosMacrosNote: if you use a commonly used

word, like “address,” then every time you type the word “address,” your program’s name and contact will show up. So, choose a logical, but unique code.◦ Suggestion: Use a naming convention to

name your autocorrect macros and create a cheat-sheet for reference.

◦ Example: For standard clauses, name them in this fashion: CLAUSE-MED for a mediation clause, CLAUSE-INDEM for an indemnity clause, CLAUSE-WAIV for a waiver clause, CLAUSE-SEV for a severability clause, etc.

Applications for Applications for AutoText & AutoCorrectAutoText & AutoCorrectCommonly used words:

◦Your program’s name◦The name of courts you file in◦Your signature◦Small sentences you type often

(confidentiality clauses, closings, etc.)

◦Opposing Counsel names

AutoTextAutoText

What? AutoText finishes words you are typing.

You can use AutoText for words you will still type out (versus use a code as in AutoCorrect), but you want Word to finish your typing for you to save time. Any text entered as AutoText will be utilized for word prediction.

Examples:◦ Name of your program◦ Your name◦ Your court’s name◦ Opposing parties (common)◦ Some sentences or phrases

AutoTextAutoTextHow? 2 Ways:

◦ Tools>AutoCorrect Options… Select AutoText

◦ Insert>AutoTextExample:

◦ Legal Services National Technology Assistance Project

Find and ReplaceFind and Replace

What? Change a certain word or phrase that is repeated throughout the document.

Save time by typing a code that will be replaced later.

How? Edit > Find Note: Word also lets you conduct expanded searches for such things as matching case, whole words, wildcards, sounds like, all word forms, character formats, and special punctuation. To access these features, click the More button in the Find and Replace window.

Find & Replace Test 1Find & Replace Test 1You’ve cut and paste a section of

your colleagues document into your own. Their section has two returns in between each sentence.

Your task: Find and Replace the ¶ ¶ in your section and replace with one.

Find & Replace Test 2Find & Replace Test 2You have finished a management

agreement of 70 pages. You need to go through it and make sure a trademark symbol is next to their name consistently throughout the document.

How could you use Find and Replace to do this?

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

Keyboard Short-cuts: Keyboard Short-cuts: The Standard Short-cuts “You should The Standard Short-cuts “You should know by now”know by now”

Task Short-cuts

Open a new word doc; Open a previously saved doc Ctrl+N; Ctrl+O

Closes the active window, but does not Exit Word Ctrl+W

Closes Microsoft Word (or other open program) Alt+F4

Searches for specified text in the active document Ctrl+F

Selects all text and graphics in the active window Ctrl+A

Remove selection from active document (place on clipboard)

Ctrl+X

Copies the selection to the clipboard Ctrl+C

Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected

Ctrl+V

Saves active document with its current file name, location and format

Ctrl+S

Prints the active file Ctrl+P

Undo the last action. Reinstate the last action. Ctrl+Z; Ctrl+Y

Format / Unformat text (Bold, Italic, Underline) Ctrl+B, Ctrl+I, Ctrl+U

Keyboard Short-cuts: Keyboard Short-cuts: Diacritic MarksDiacritic Marks

Diacritic Mark Keyboard Short-cut

The acute accent – (café or fiancé)

Ctrl+ ' (quote) before typing the vowel.

The grave accent - (là or où)

Use Ctrl+ ` (tick) before typing the vowel.

The circumflex accent – (côte, fête)

Use Ctrl+Shift+ ^ before typing the vowel

The tilde - (piñata, jalapeño)

Use Ctrl+Shift+ ~ before typing the letter.

The umlaut- (Chloë, naïve)

Use Ctrl+Shift+ : (colon) before the vowel

The cedilla – (façade, soupçon)

Use Ctrl+ , (comma) before the letter

The ring – (the Angstorm symbol - Å)

Use Ctrl+Shift+@ before the letter

The compound AE - (hæmoglobin)

Use Ctrl+ & before a

The German S - (straße) Use Ctrl + & + s

Assigning Keyboard Short-Assigning Keyboard Short-cuts for Commands & cuts for Commands & SymbolsSymbolsFor commands:

◦ Tools>Customize>Keyboard◦ Select Category and Command◦ Enter “new short-cut key” (e.g., alt+letter,

ctrl+shift+letter) to determine if short-cut is already in use (pick another short-cut if necessary)

◦ Select AssignFor symbols:

◦ Insert>Symbol>Shortcut Key◦ Enter “new short-cut key” (see above)◦ Select Assign

Headers & FootersHeaders & FootersPage & Section BreaksPage & Section Breaks

Section 3: Headers & Footers

Navigating Headers and Navigating Headers and FootersFooters

Go to the View menu, and choose Header and Footer from the list. You will be placed in the header area first and provided with a floating toolbar.

To move to the footer area, click the “Switch Between Header and Footer button” on the Header and Footer Toolbar.

Multiple Headers/Footers Multiple Headers/Footers What if you want different footers or headers on pages in your document?

Word will only break the connection of headers and footers by sections — that is sections, not pages.

If your document isn't already sectioned then you'll need to create section breaks at any point where the header or footer will be different from the previous pages. Once the section breaks are in then you're ready to begin.

Paragraph/Page and Section Paragraph/Page and Section BreaksBreaks

Word has two main features for controlling pagination:◦Paragraph style pagination options: Format>Paragraph

◦Manual page and Section breaks: Insert>Break…

Use Show/Hide to show Use Show/Hide to show where section breaks occurwhere section breaks occur

Paragraph Style BreaksParagraph Style BreaksFormat>Paragraph…

◦“Keep with next” - keeps a paragraph with the paragraph following it

◦Example: You have a pleading with a heading at the bottom of a page and the text on the next page. This can keep it together.

Section BreaksSection BreaksSectioning your document allows you to

apply different attributes -- Header, Footer, Columns, or Page Numbers -- within the same document.

Example: You have a grant or a pleading with Exhibits. You want the main document to be paginated 1 – 10. You want the Exhibits to be paginated Exhibit A – C. You can change this in the footer if you create sections first.

Section BreaksSection BreaksExample 2: You have a

document that has two columns but then has one column thereafter on the same page. Create a section to change these attributes.

Headers and Footers Headers and Footers RevisitedRevisited

Once you have your section breaks, go back in and fix the Headers and Footers for each Section.

In order to keep a Header and Footer in one Section distinct from the next, you turn off Same as Previous by selecting the Link Previous button.

Headers and Footers Headers and Footers RevisitedRevisitedEXAMPLE:

◦Footer-Section 2- is for the Table of Contents. Roman numeral numbering is needed.

Headers and Footers Headers and Footers RevisitedRevisitedFooter-Section 3 – is for the body of the document. Same as Previous must be removed FIRST, because Arabic page numbering is needed in this section.Same As

Previous Removed by Selecting Link Previous Button Here

Page Numbering Style Changed Here

Collaborative EditingCollaborative Editing

Section 4: Track Changes

Track ChangesTrack ChangesYou can access this several ways

on Word:◦Tools>Track Changes◦View>Toolbars>Reviewing◦TRK (Located bottom of your screen

next to OVR and REC. Click on it to activate)

Remember!Remember!Make sure when you are sending

the final: Select Show Final Showing Markup to make sure all changes have been accepted or rejected.

Otherwise, your recipient will see all the edits and iterations.

Table of ContentsTable of ContentsTable of AuthoritiesTable of Authorities

Section 5: Reference

Preface to TOC & TOAPreface to TOC & TOADo yourself a favor and get rid of

automatic numbering, bullets, etc…

Tools>AutoCorrect Options>

Table of ContentsTable of ContentsThe act of inserting a TOC is easy

if…you’ve properly formatted your

document.

How? Insert > Reference > Index and Tables

When you want to update, Right Click and Update

Insert | Reference | Index & Tables

Prepping for TOCPrepping for TOCThree Options:

◦Styles◦Outlining Format◦Manual Entry of Fields

StylesStyles

Specially crafted packages of formatting that apply many attributes at once. Instead of applying each thing individually, you apply the style once and you're done.

A precursor to Table of Contents

Styles How ToStyles How ToFormat>Styles & Formatting OROn your Formatting Toolbar

(usually displayed)

Styles…Styles…

Styles in ActionStyles in ActionYou can assign a style for

◦Headings and Subheadings(useful for brochures or reports)For you: TOC – A Table of

Contents is created by automatically taking everything named as Heading 1, 2, and 3 and putting it in order.

Styles: What You Need to Styles: What You Need to KnowKnowThey existIf you take the time to create

them, you can easily assign headers and complex formatting to your document with one click

You can check existing documents to see what Styles you are importing

Clear Formatting to start over

Outlining LevelOutlining LevelStart every document with

Outline Level to easily organize your thoughts and layout.

View > Toolbars > OutliningAutomatically allows you to

assign Levels of text…relates each Level to a Style…

You can make a TOC with Outlining

Manual Field AssignmentManual Field AssignmentALT SHIFT O on highlighted text

allows you to see a dialogue box to attribute a TOC field (Level corresponds to outlining view)

A Strong Document..A Strong Document..

Appropriate use of StylesAppropriate use of numberingConsistent headings and fontsPagination relevant to each sectionNo hanging headers at bottom of

pages

Table of ContentsTable of ContentsTable of AuthoritiesTable of Authorities

Section 5: Reference

Table of AuthoritiesTable of AuthoritiesThe act of inserting a TOA is easy

if… you’ve properly categorized and marked your citations throughout your pleading.

How? Insert > Reference > Index and Tables

When you want to update, Right Click and Update

Insert | Reference | Index & Tables

Table of AuthoritiesTable of AuthoritiesHOW? A TOA draws from all of the “marked” citations

in a document. A “marked” citation will be tagged with special information (which can be modified).

A tag for a citation may look something like this: U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l “U.S. v. DiPrima, 472 F.2d 550” \s “472 F2d. at” \c9 }

◦ The full or long citation follows the code “ \l ” Purpose: Identifies how the citation should look in the TOA

◦ The short citation follows the code “ \s ” Purpose: Helps Word Mark All remaining citations for the case.

◦ The last code – “ \c ” is the category number. Purpose: Organizes your Table of Authorities into Categories.

Setting Up CategoriesSetting Up CategoriesMost trial and appellate briefs are

likely to have at least two different categories of authorities◦Here are some sample categories you

could set up before you begin to mark your citations: Supreme Court of the United States Other Federal Authority State Court Decisions Statutory Provisions United States Constitution

Setting Up CategoriesSetting Up Categories Insert>Reference>

Index and Tables> Mark Citation> Category, OR Alt+Shift+I>Category

The first seven categories are pre-defined. Scroll down until you find an unused option (8, 9, 10, etc.) Replace the # with your own custom category.

Marking CitationsMarking CitationsFor Most Citations

◦ Highlight the first citation

◦ Insert>Reference>Index and Tables>Mark Citation OR Alt+Shift+I

◦ Correct your long cite to remove pinpoint cite

◦ Correct short citations, so that you can "mark all“ – e.g., “994 F.2d at”

◦ Select Mark All

Finding the Next CitationFinding the Next CitationSelect “Next

Citation” and Repeat the Process:◦ Select Next Citation◦ Highlight the entry◦ Alt+Shift+I◦ Correct your long cite

to remove pinpoint cite

◦ Correct short citations, so that you can "mark all“ – e.g., “994 F.2d at”

◦ Select Mark All

Marking CitationsMarking CitationsSecond Occurrence of same long

citation:◦ Best practice for briefs is to repeat a long

citation if a short citation would be confusing to the reader – e.g., new page, new subheading, etc.

◦ Treat as a new citation (with a couple twists) Select Next Citation Highlight the entry Alt+Shift+I BUT – instead of correcting the long and short

citation, simply pick the case from the Short Citation List.

AND – Select Mark (NOT Mark All)

Marking CitationsMarking CitationsSecond Occurrence of same long citation

example

Marking CitationsMarking CitationsDeadling with "Id.___”

◦ Obviously Id. can refer to any case AND you won't find it using "next citation"

◦ Select Edit>Find OR Ctrl-F to search for cases of "Id."

◦ Simply select from the short citation drop down box to find the related case.

◦ Select Mark

Word RedactionWord RedactionRemove Personal InformationRemove Personal Information

Section 6: Protecting Your Documentation

WordWord RedactionRedaction

Why? Helps you black out words easily from your document, but still have them edit-able by the recipient. You can protect confidential information.

How? Download: ◦www.microsoft.com/downloads

(Search Word Redaction. Free.)

Remove Hidden TextRemove Hidden Textwww.microsoft.com/downloadWhy? There is information

associated with each document that lists authors who contributed, dates edited, and potentially other information registered to the computer user.

When you are ready for your final version, remove hidden data.

Password Protect Your Password Protect Your DocDocRequires a password to open

and/or read only.

Tools>Options>Security

THANK YOUTHANK YOUDon’t forget to complete our survey

Rachel R. Medina rachel@lsntap.org Training CoordinatorLSNTAP