redefine, remove or reveal? the three r’s for a successful word 2010 deployment ny word legal...
TRANSCRIPT
Redefine, Removeor Reveal?The Three R’s for a Successful Word 2010 Deployment
NY Word Legal Users GroupDecember 2, 2010Hosted by: Davis Polk
Presenters Participants
Presenters & Participants
Sherry Kappel ([email protected])Sr. VP, Chief Innovation OfficerMicrosystems
Marsha Flowers ([email protected])Lucia Sciorsci ([email protected]) Cravath, Swaine & Moore LLP
Mary McClain([email protected])Stroock & Stroock & Lavan LLP
Jeff Casper ([email protected])Kirkland & Ellis LLP
Maria Griffith([email protected])Ropes & Gray LLP
Nixon Peabody LLP
Agenda
Opp
ort
un
itie s
User InterfaceTemplates & StylesBuilding Blocks
Firm
Exam
ple
s
Cravath Swaine & Moore LLPKirkland & Ellis LLPNixon Peabody LLPRopes & Gray LLPStroock & Stroock & Lavan LLP
Sum
mary
Q&AResourcesNext Steps
So Many Relationships
Office
Themes Word
Building Blocks
Templates
StylesQuick Access Toolbar
Ribbons
“So, what are other law firms doing?”
The User InterfaceRibbons, Quick Access Toolbar & Shortcut Menus
“There will be no training, there will
be no customizations. We
want Word @ work to be just like Word @
home.”
The User Interface
Actions pane
Custom task panes
Custom Ribbon UI
Backstage View
Outlook Form Regions
Controls on documents
Smart Tags
Shortcut Menus
Menus and Toolbars
From Office UI Customization
UI Feature Supported project types 2010 apps 2007 apps
Actions pane Document-level customizations Excel 2010Word 2010
Excel 2007Word 2007
Custom task panes
Application-level add-ins Excel 2010InfoPath 2010Outlook 2010PowerPoint 2010Word 2010
Excel 2007InfoPath 2007Outlook 2007PowerPoint 2007Word 2007
CustomRibbon UI
Document-level customizationsApplication-level add-ins
Excel 2010InfoPath 2010Outlook 2010PowerPoint 2010Project 2010Word 2010Visio 2010
Excel 2007Outlook 2007PowerPoint 2007Word 2007
Shortcut menus
Document-level customizationsApplication-level add-ins
Excel 2010InfoPath 2010Outlook 2010PowerPoint 2010Project 2010Word 2010Visio 2010
Excel 2007InfoPath 2007Outlook 2007PowerPoint 2007 Project 2007Word 2007Visio 2007
UI Feature Supported project types 2010 apps 2007 apps
Backstage View
Document-level customizations Application-level add-ins
Excel 2010InfoPath 2010Outlook 2010PowerPoint 2010Project 2010Word 2010Visio 2010
none
Smart Tags Document-level customizationsApplication-level add-ins
none Excel 2007Word 2007
Menus and toolbars
Application-level add-ins none InfoPath 2007Outlook 2007 (Explorer windows)Project 2007Visio 2007
Outlook form regions
Application-level add-ins Outlook 2010 Outlook 2007
Controls on documents
Document-level customizationsApplication-level add-ins
Excel 2010Word 2010
Excel 2007Word 2007
Office 2010 Customize Ribbon Other Ribbon editors
Ribbon Customization Tools
Create new tabs and groups Remove or hide built-in tabs Remove built-in groups Import/Export customizations
(not granular) Rename or reorder tabs and
groups
Everything in Office Customize Ribbon
Control size, grouping, layout Customize screen tips or
super tips Customize images or labels
for built-in controls in built-in group
Add custom buttons/menus for firm automation
Deploying a Customized Ribbon and Quick Access Toolbar in Office 2010 Ribbon + Quick Access Toolbar stored in the same file
In Office 2007, the Quick Access Toolbar stored in separate file
39 .OfficeUI files in total Word 2010: Word.officeUI Excel 2010: Excel.officeUI PowerPoint 2010: PowerPoint.officeUI OneNote 2010: OneNote.officeUI …and so on
http://msdn.microsoft.com/en-us/library/ee704589.aspx
Shortcut Menus How to Add Commands to Shortcut Menus in
Wordhttp://msdn.microsoft.com/en-us/library/dd554969.aspx
How to Add Commands to Shortcut Menus in Excelhttp://msdn.microsoft.com/en-us/library/0batekf4.aspx
Extending the User Interface in Outlook 2010http://msdn.microsoft.com/en-us/library/ee692172(office.14).aspx
Changes to Keyboard ShortcutsWord 2010 and Word 2007:
http://support.microsoft.com/kb/926809
Shortcut Old behavior New behavior
CTRL+SHIFT+F
Selects the Font list on the Formatting toolbar. If the Formatting toolbar cannot be seen, CTRL+SHIFT+F displays the Font dialog box.
Displays the Font dialog box.
CTRL+SHIFT+G
Displays the Word Count dialog box. If the Word Count toolbar is displayed, the Word Count Statistics list is selected.
Displays the Word Count dialog box.
CTRL+SHIFT+P
Selects the Font Size list on the Formatting toolbar. If the Formatting toolbar cannot be seen, CTRL+SHIFT+P displays the Font dialog box.
Displays the Font dialog box.
CTRL+SHIFT+S
Selects the Style list on the Formatting toolbar. If the Formatting toolbar cannot be seen, CTRL+SHIFT+S displays the Style dialog box.
Displays the Apply Styles task pane.
ALT+N If the AutoText toolbar is displayed and text is selected, ALT+N displays the Create AutoText dialog box. Also, an AutoText entry name is suggested in the Create AutoText dialog box.
Triggers the KeyTip that starts with N on the active tab.
ALT+R Changes the view to Reading Layout. If Reading Layout is active, ALT+R displays the Research task pane.
Displays the Review tab. If the Review tab is active, ALT+R displays the Research task pane.
The Three R’s
Redefine
Remove Reveal
RevealBringing Word features out of hiding…
The Most Common “Reveals” Word 2007/2010
Style Separator “Classic” Styles Menu Alignment Tab
Word 2010 “Old” Print | Preview Custom Building Block
Galleries
Other: Developer Tab
Example: Reveal Classic Style Drop-DownReason: Word interface now filters styles by Visibility and Type; the Classic View does not.
Kirkland & Ellis LLP &A Cast of Thousands…Default Quick Access
ToolbarWord 2007 or Word 2010
Example: Style Separator@ HomeStyle Separator placed next to Paragraph symbol on Home Tab | Paragraph Group
Ropes & Gray LLPHome Ribbon
Word 2007 or Word 2010
Example: Reveal Custom Galleries
Nixon Peabody LLPFirm Ribbon
Word 2010 or Word 2007
Example: Revealed Keep Para Next
Stroock & Stroock & Lavan LLP
Quick Access ToolbarWord 2007 or Word 2010
Remove
Eliminate functionality inappropriate for your environment
The Most Common “Removes” Word 2007/2010
Home tab | (Numbering) Insert tab | Header/Footer
Group Mailings tab Styles Sets 2007: Publish menu OR 2007/2010: Blog post Quick Styles Gallery* Add-in tab
Word 2010 Save to Web
Special: DMS client Word 2007/2010
Convert Word 2007: Office Button
Word 2010: File tab | Info
* Style modifications required, regardless
Example: Publish Menu RemovedIn Office 2010:File | Save & Send• Save to Web• Save to SharePoint• Publish As Blog Post• Send As Internet FAX
Cravath Swaine & Moore LLP
Office ButtonWord 2007 shown
Example: Remove Insert Signature
Kirkland & Ellis LLPInsert Ribbon
Word 2007 or Word 2010
“Deactivated, really. Replaced with
customized signature block options in Quick
Parts Gallery.”
Jeff Casper
Example: Remove Numbering
A DramatizationUsing Customize Ribbon
in Word 2010 only
Example: Did NOT Remove Numbering!
Kirkland & Ellis LLPHome ribbon – Paragraph
groupWord 2007 or Word 2010
“TRIED to hijack the bullets and numbering buttons, but reverted to native: hijacking meant that entire Paragraph group had to be recreated. Once recreated, it always
stacked in 3 rows, and would not adjust to different window widths Also, it would not auto adjust with necessary foreign
(e.g, Asian) language commands when those
languages were used (we have two offices in China).”
Jeff Casper
Redefine
Enhance native Word functionality with custom automation, UI
The Most Common “Redefines” Word 2007/2010
Home tab | (Numbering) Quick Styles Gallery Style Separator Compare Wish Listed: Unify Tables
| Design & Tables | Layout
Other: Word 2007/2010 Built-in Building Blocks Add a Firm Theme
Example: Redefine Quick Styles
Nixon Peabody LLPHome Ribbon
Word 2010 shown; Word 2007 also
Example: Redefined NumberingBullet brings in Bulleted multilevel list, applies the 1st level; Single list performs same, but adds a second list option for Letters. Native Galleries were retained.
Ropes & Gray LLPHome Ribbon
Word 2007 shown;also possible in Word 2010
Example: Redefine Signatures
Stroock & Stroock & Lavan LLPFirm Macros Tab – Signatures; pulls from Custom Building
BlocksWord 2007 shown; also possible in Word 2010
Example: Redefine Insert Section Break
Kirkland & Ellis LLPHome Ribbon – KE Tools Group
Word 2007 shown; also possible in Word 2010
“Shortcuts to:
• Insert Section Break: inserts nxt pg. section break with SAP turned off, and break styled with Normal
• Add Section Break: dialog to choose type of section, include title text, and adjust page numbering
• Delete Section: and choice to copy section formatting FORWARD to next section”
Jeff Casper
“Do we have Ribbon design tenants?”
Show Ribbon Design Tenants
Highlights from a Ribbon design session conducted as a part of the Microsystems Office Planning Engagement
Templates & StylesQuick Styles/Sets, Visibility, Priority & Style Naming
Another R: Rebuild Rebuild all templates with File | New
Word PowerPoint Excel
Related… Create an Office Theme Applies to all applications
Rebuild TemplatesMicrosystems | Resources |Tips & Tricks | here
Step 1:Set DefaultsTies to (severs from?) Themes
Sets defaults
for Styles in the Template/Document
No Redesign: 16 Body Styles
Redesigned: 7 Body Styles
Design Benefit with Set Default
Transition without analysisQuick Styles Gallery
Alias instead of Name
Styles have to be added
View travels with document
Sequence appears ‘random’
Styles ManagementPriority & Visibility
Example: Styles Renamed, Reduced
Style Consolidation Example
Word 2007 or Word 2010
Quick Styles
• Promotes Style up into the Gallery
Style Priority
• Assigns sort order to the Gallery, Pane
Style Visibility
• Determines whether a style is ‘seen’
Document Defaults
• Establishes baseline formatting
Content Controls
• Used in some Building Blocks for fill-in
In Word 2010 & 2007…
Step 1:Save As .doc in Word 2KX
Step 2:Open/Edit/Save in Word 2003
Assumption: .doc opens natively, DM integration saves normally into .doc
Preserves Quick Styles Style Priority Style Visibility Document Defaults
Loses Content Controls
Become Static Text
Step 1:Save As .docx with Word 2KX
Step 2:Open/Edit/Save in Word 2003
Assumption: .docx opens w/the Compatibility Pack, then DM integration forces save to .doc
Loses Quick Styles Style Priority Style Visibility Document Defaults Content Controls
Become Static Text
File Format Impact
Example: Aliases RemovedStyles renamed & reordered. Aliases are used at front of style name, thus preserving known keystrokes.
Ropes & Gray LLPStyles Pane
Word 2007 or Word 2010
Example: Reduced, Reordered Gallery Styles assigned new Priority, Quick Style Attribute removed on several native Word styles. Stroock & Stroock & Lavan
LLPQuick Styles Gallery
Word 2007 or Word 2010
Cravath Styles - LIDS +Styles Pane in Word 2007 or Word
2010
Styles’ OrderofOperationsMSDN BlogsWord Team Post byJonathan Bailor here
Applies to Word 2007and Word 2010.
Building BlocksAutoText Gallery, Built-in Galleries, Custom Galleries
Example:Building Blocks – Financial Tables
Kirkland & Ellis LLPInsert ribbon – Quick Table
GalleryWord 2007 shown;
also possible in Word 2010
“Basic financial table forms,
preformatted with hanging indents, dot leaders, left
tabs for $ and dec tabs for numbers.”
Jeff Casper
Example: Building Blocks – Notices & Signature Blocks
Kirkland & Ellis LLPInsert ribbon – Quick
PartsWord 2007 shown; also possible in Word 2010
“Various “notices” blocks for agreements & both US and UK signature block variations”
Jeff Casper
Show Building Blocks Document
A Building Blocks design guide is available exclusively for Microsystems customers…
Bonus: Relocate, ResourcefulAdditional innovations to the Word 2KX user experience
Bonus R: Relocated Word 2007/2010
Spelling Breaks Paragraph Spacing View Side-by-Side Alignment Tab Unprotect
3rd-party Add-ins Note: Not always
possible…
Other: Outlook Reply All
Bonus R: ResourcefulGet Gallery sets Quick Style Attribute on Recommended SSL styles; Save Building Blocks helps manage saving to a personal Building Blocks.dotx file.
Stroock & Stroock & LavanFirm Macros Miscellaneous GroupWord 2007 shown; also possible
in Word 2010
Bonus R: ResourcefulDeployed the Office Labs Search Commands Ribbon which streamlined training and eased adoption.
Stroock & Stroock & LavanDeployed Search Commands
RibbonsWord 2007 only
Example: Remove Add-In Ribbons
Kirkland & Ellis LLPHome – Manage Ribbons ToolWord 2007; native to Word
2010
Allows users to turn off add-in ribbons they do not habitually use.
Making Word Work for Legal
Resources Planning:
Migration and Upgrade Strategy for Office http://support.microsoft.com/kb/2283230
Case Studies: microsystems.com/resources/case-studies.php Nixon Peabody Improves productivity & reduces third-party costs
White Papers: microsystems.com/resources/white-papers.php Evolution & Next Generation of Document Comparison Filling the Metadata Gap
Microsystems: Microsoft Office Planning Engagement
Hey – that’s
another “R”!
Thank you
Making Word Work for Legal