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Welcome!Welcome! If you joined the conference via
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Please, let us know your questions Please, let us know your questions and comments during the training and comments during the training
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Ensuring we can hear you Ensuring we can hear you Mic & Speakers users should
make sure the microphone volume is turned up.
You can always switch to telephone at anytime in the training.
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Questions? Questions? Raise your hand, please!
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Today’s training…Today’s training…
…is being recorded…will be archived on our website
Registered attendees will receive an email with a link to this information once it has been posted
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OFF115-Table of Contents OFF115-Table of Contents & Table of Authorities & Table of Authorities Step-by-Step – MS Word Step-by-Step – MS Word 20032003May 29, 2009
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PresentersPresentersRachel R. Medina
LSNTAP
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Today’s TopicsToday’s Topics Section 1: Tables of Contents
Section 2: Tables of Authorities
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Objectives for TodayObjectives for TodayUnderstand the Benefit of Styles
in Tables of Contents
Learn How to Customize Tables of Authorities
Reduce Anxiety by Providing a Step-by-Step Review of each Process
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POLLPOLL
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Volunteers NeededVolunteers NeededSet Up a StyleShare Preferences for Point
Headings FormatShare Preferences for Table of
Authorities CategoriesCreate and Mark a Citation
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Preface to TOC & TOAPreface to TOC & TOADo yourself a favor and get rid of
automatic numbering, bullets, etc…
Tools>AutoCorrect Options>
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Section 1: Table of Contents
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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
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Insert | Reference | Index & Tables
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Index and Tables MenuIndex and Tables Menu
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Prepping for TOCPrepping for TOCTwo Main Options:
◦Styles◦Outlining Format
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What are Styles?What are 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
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Styles How ToStyles How ToFormat>Styles & Formatting OROn your Formatting Toolbar
(usually displayed)
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Styles…Styles…
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FONT
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PARAGRAPH
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1.Here is a heading that is very long.
Aligned at
Indent at:
Tab space after
NUMBERING
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Note you can also set the Note you can also set the style for the paragraph that style for the paragraph that follows that particular follows that particular heading….heading….
Set a “New Style” for each type of paragraph THEN, in each Heading
Style select the appropriate “Style for following paragraph”
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Styles in ActionStyles in ActionYou can assign a style for
◦Headings and SubheadingsFor you: TOC – A Table of
Contents is created by automatically taking everything named as Heading 1, 2, and 3 and putting it in order.
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Setting Up the TOC Setting Up the TOC FormatFormat
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MODIFY FONT, PARAGRAPH, NUMBERING
WHERE NECESSARY
Match TOC styles to
Heading styles
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Things you don’t want in Things you don’t want in your Table of Contents….your Table of Contents….If a Heading style was centered,
you should change the corresponding TOC style to left
If a Heading style included outline numbering, the corresponding TOC style should remove the numbering.
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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
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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
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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
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TEST YOUR KNOWLEDGETEST YOUR KNOWLEDGEHow do you select a heading
style to modify its format?What format features (at a
minimum) should you modify for each heading style?
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Section 2: Table of Authorities
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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
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Insert | Reference | Index & Tables
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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 }
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Huhh????Huhh????What does this mean?
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.
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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
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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.
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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
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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
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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)
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Marking CitationsMarking CitationsSecond Occurrence of same long citation
example
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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
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TEST YOUR KNOWLEDGETEST YOUR KNOWLEDGEWhat is the short-cut for marking
citations?What is the purpose of the Short
Citation function in Word? And how do I create one?
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THANK YOUTHANK YOUDon’t forget to complete our survey
Rachel R. Medina [email protected] Training CoordinatorLSNTAP