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Microsoft Word for Advocates (intermediate) March 7, 2008 http://lsntap.org/off101 Slide 2 Legal Services NTAP www.lsntap.org About Legal Services NTAP NTAP fights injustice to low income persons by helping poverty law programs improve client services through efficient and innovative technology solutions. Materials: http://www.LSNTAP.org/off101 http://www.LSNTAP.org/off101 Slide 3 Legal Services NTAP www.lsntap.org About Trainers Gabrielle Hammond, Program Manager, NTAP gabrielle@lsntap.org gabrielle@lsntap.org Slide 4 Legal Services NTAP www.lsntap.org Objectives for Today Understand 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 Slide 5 Legal Services NTAP www.lsntap.org Topics to Cover Today Section 1: Formatting Tips: Paste Special Format Painter AutoCorrect, AutoText, AutoFormat Find and Replace Section 2: Breaks and Pagination Headers & Footers Section & Page Breaks Section 3: Track Changes Section 4: Reference (Styles & Table of Authorities) Section 5: Protecting Your Document Special: A Look to Office 2007 Slide 6 Legal Services NTAP www.lsntap.org Office 2003 v. Office 2007 Show HOW feature is used Demonstrate on Office 2003 Highlight where in Office 2007 Slide 7 Legal Services NTAP www.lsntap.org Paste Special Format Painter AutoCorrect & AutoText Find & Replace Section 1: Formatting Slide 8 Legal Services NTAP www.lsntap.org Paste Special: Why is it Important? Copy-and-paste information without transferring unwanted formatting code. Slide 9 Legal Services NTAP www.lsntap.org Examples in Use Cut-and-Paste from Email into Document Cut-and-Paste from Website into Document Cut-and-Paste between Documents Slide 10 Legal Services NTAP www.lsntap.org 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. Slide 11 Legal Services NTAP www.lsntap.org Slide 12 Paste Special Dialog Box Slide 13 Legal Services NTAP www.lsntap.org Applications of Paste Special: Web Text Website text comes in all colors and fonts 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 thatll create invisible text, so try unformatted text. Slide 14 Legal Services NTAP www.lsntap.org Slide 15 Slide 16 Slide 17 Slide 18 Advanced Paste Special To copy a picture from a web page or to/from an e-mail or convert picture to smaller size: (use.gif or.jpeg) Slide 19 Legal Services NTAP www.lsntap.org Office 2007: Paste Special on Home Ribbon Slide 20 Legal Services NTAP www.lsntap.org Paste Special Format Painter AutoCorrect & AutoText Find & Replace Section 1: Formatting Slide 21 Legal Services NTAP www.lsntap.org Format Painter 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. Slide 22 Legal Services NTAP www.lsntap.org Format Painter - Application Copy character attributes (font style, font size, bold, italics etc). Copy paragraph attributes (alignment, indentation, bullets etc.) Multiple Locations: If you want to apply the same formatting to more than one item, select the formatting you want, double-click Format Painter, and then select each word, phrase, or paragraph you want to apply formatting to. When you're finished, press ESC. Note: You can also use a feature called Styles to apply formatting to multiple locations in a file. 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. Slide 23 Legal Services NTAP www.lsntap.org Format 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. Slide 24 Legal Services NTAP www.lsntap.org Format Painter How to use Format Painter Select the text with the formatting you want applied elsewhere in the document. On the Standard toolbar, click Format Painter icon. Select the text you want to apply the formatting to. The text takes on the new formatting. Slide 25 Legal Services NTAP www.lsntap.org Slide 26 Slide 27 Slide 28 Office 2007: Format Painter Home Ribbon Slide 29 Legal Services NTAP www.lsntap.org Paste Special Format Painter AutoCorrect & AutoText Find & Replace Section 1: Formatting Slide 30 Legal Services NTAP www.lsntap.org AutoCorrect What? 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, for example such as the copyright symbol. Slide 31 Legal Services NTAP www.lsntap.org AutoCorrect: How? From the Tools menu, select AutoCorrect Optionsto: 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. Slide 32 Legal Services NTAP www.lsntap.org AutoCorrect for MiniMacros How Do I Use Replace Text? Say you type in your name and your programs address, contact, etc. Select the text and copy it. From the Tools menu, select AutoCorrect OptionsIn the With field, paste your text. Replace Text: This feature, can revolutionize your work and make up for all the frustration youve accumulated from the tool. Youll see a line that says Replace and With. (Note: You can also access this feature Insert>AutoText.) In the Replace field, type the code you want to use to have Word automatically generate that text. Remember: if you use commonly used words, like address, then every time you type the word address, your programs name and contact will show up. Choose a code that is not a series of characters you normally type. Notice you can select Plain Text or Formatted Text. This will simply allow you to carry over specific formatting, if desired. Slide 33 Legal Services NTAP www.lsntap.org Applications for AutoText & AutoCorrect Commonly used words: Your programs name The name of courts you file in Your signature Small sentences you type often (confidentiality clauses, closings, etc.) Opposing Counsel names Slide 34 Legal Services NTAP www.lsntap.org Slide 35 Slide 36 Slide 37 Slide 38 AutoText 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 courts name Opposing parties (common) Some sentences or phrases Slide 39 Legal Services NTAP www.lsntap.org AutoText How? 2 Ways: Tools>AutoCorrect Options Select AutoText Insert>AutoText Example: Legal Services National Technology Assistance Project Slide 40 Legal Services NTAP www.lsntap.org Office 2007: Auto Correct Office Icon | Proofing Slide 41 Legal Services NTAP www.lsntap.org Paste Special Format Painter AutoCorrect & AutoText Find & Replace Section 1: Formatting Slide 42 Legal Services NTAP www.lsntap.org Find 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 Slide 43 Legal Services NTAP www.lsntap.org Find & Replace Test 1 Youve 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. Slide 44 Legal Services NTAP www.lsntap.org Find and Replace Test 2 You 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? Slide 45 Legal Services NTAP www.lsntap.org Find 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. Slide 46 Legal Services NTAP www.lsntap.org Section 2 Headers & Footers Page and Section Breaks Slide 47 Legal Services NTAP www.lsntap.org Headers and Footers 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. Slide 48 Legal Services NTAP www.lsntap.org 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. Slide 49 Legal Services NTAP www.lsntap.org Page and Section Breaks Word has two main features for controlling pagination: Paragraph style pagination options: Format>Paragraph Manual page and Section breaks: Insert>Break Show Paragraph symbols to view the double dotted line Word inserts to show where section breaks occur. Slide 50 Legal Services NTAP www.lsntap.org Paragraph Style Breaks Format>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. Slide 51 Legal Services NTAP www.lsntap.org Slide 52 Section Breaks Sectioning 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. Slide 53 Legal Services NTAP www.lsntap.org Section Breaks Example 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. Slide 54 Legal Services NTAP www.lsntap.org Slide 55 Office 2007: Para Format on Home Ribbon Slide 56 Legal Services NTAP www.lsntap.org Office 2007: Page Break Insert Ribbon (and Page Layout) Slide 57 Legal Services NTAP www.lsntap.org Section 3: Track Changes Collaborative Editing Slide 58 Legal Services NTAP www.lsntap.org Track Changes You 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) Slide 59 Legal Services NTAP www.lsntap.org Slide 60 Slide 61 Slide 62 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. Slide 63 Legal Services NTAP www.lsntap.org Office 2007: Track Changes on Review Ribbon Slide 64 Legal Services NTAP www.lsntap.org Section 4: Reference Table of Contents (Styles, Outlining, Manual Fields) Slide 65 Legal Services NTAP www.lsntap.org Table of Contents The act of inserting a TOC is easy if youve properly formatted your document. How? Insert > Reference > Index and Tables When you want to update, Right Click and Update Slide 66 Legal Services NTAP www.lsntap.org Slide 67 Insert | Reference | Index & Tables Slide 68 Legal Services NTAP www.lsntap.org Prepping for TOC Three Options: Styles Outlining Format Manual Entry of Fields Slide 69 Legal Services NTAP www.lsntap.org Styles 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 Slide 70 Legal Services NTAP www.lsntap.org Styles How To Format>Styles & Formatting OR On your Formatting Toolbar (usually displayed) Slide 71 Legal Services NTAP www.lsntap.org Styles Slide 72 Legal Services NTAP www.lsntap.org Styles in Action You 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. Slide 73 Legal Services NTAP www.lsntap.org Styles: What You Need to Know They exist If 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 Slide 74 Legal Services NTAP www.lsntap.org Outlining Level Start every document with Outline Level to easily organize your thoughts and layout. View > Toolbars > Outlining Automatically allows you to assign Levels of textrelates each Level to a Style You can make a TOC with Outlining Slide 75 Legal Services NTAP www.lsntap.org Manual Field Assignment ALT SHIFT O on highlighted text allows you to see a dialogue box to attribute a TOC field (Level corresponds to outlining view) Slide 76 Legal Services NTAP www.lsntap.org A Strong Document.. Appropriate use of Styles Appropriate use of numbering Consistent headings and fonts Pagination relevant to each section No hanging headers at bottom of pages Slide 77 Legal Services NTAP www.lsntap.org Section 5: Protecting Your Document Word Redaction Remove Personal Information Slide 78 Legal Services NTAP www.lsntap.org Word Redaction 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.)www.microsoft.com/downloads Slide 79 Legal Services NTAP www.lsntap.org Slide 80 Slide 81 Remove Hidden Text www.microsoft.com/download Why? 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. Slide 82 Legal Services NTAP www.lsntap.org Slide 83 Password Protect Your Doc Requires a password to open and/or read only. Tools>Options>Security Slide 84 Legal Services NTAP www.lsntap.org Slide 85 Section 6: Toolbars Create and Edit Slide 86 Legal Services NTAP www.lsntap.org Edit Your Tools Right click on your tool bar to Customize. Or, View>Toolbars>Customize In this mode (Customize), you can click and drag icons, add tools, and drag stuff off that you dont use. Slide 87 Legal Services NTAP www.lsntap.org A Look at Office 2007 87 Slide 88 Legal Services NTAP www.lsntap.org Office 2007 Uses Ribbons All features viewed on command Slide 89 Legal Services NTAP www.lsntap.org The Office Button Drop Down Slide 90 Legal Services NTAP www.lsntap.org Slide 91 Word 2007 Resources Virtual Training Online (www.vtc.com) Virtual Training Online (www.vtc.com Materials at www.LSNTAP.org/off101 Slide 92 Legal Services NTAP www.lsntap.org Questions?