Microsoft Word for Legal Professionals. Table of Contents

Transcription

1 Microsoft Word for Legal Professionals Chapter 1. Key For Using This Manual... 1 Ribbons... 1 Groups... 1 Launchers... 1 Chapter 2. Stop Letting Word Abuse You... 2 With Word, Practice Does Not Make Perfect... 2 Two Important Facts About Microsoft Word... 2 Why Word Is Frustrating... 2 How To Achieve Word Enlightenment... 2 Word Processing Is Complicated So Training Is Required... 3 Benefits of Word Processor Efficiency for Law Offices... 3 Ultimate Tool for Creating Work Product... 3 Client Service and Professionalism... 3 Keeping Up... 4 Efficiency... 4 Self-Reliance... 4 Reduction in Malpractice Risk... 4 Chapter 3. Managing Documents In a Law Firm... 5 What Is Document Management?... 5 What Are Files and How Are They Stored?... 5 Disk Storage... 5 Folder Structures... 5 Organization... 5 Recommended Structure for a Law Firm... 5 Law Firm Rules for Naming Files when Saving... 6 Length of Names... 6 Acceptable Characters... 6 Unacceptable Characters... 6 Suggested File Naming Convention... 6 Searching for Documents... 7 Chapter 4. New File Types and Related Issues... 8 Description of the New File Types... 8 Benefits of the New File Types... 8 Issues the New File Types Create for Lawyers... 8 Which Versions of Word Work With Which File Types... 8 Problems Trading Documents With Opposing Counsel and Others... 9 Problems Trading Documents Internally... 9 What You Can Do About These Issues... 9 Microsoft Word for Legal Professionals Page 1

2 Chapter 5. Word's "Fluent User" Interface Quick Access Toolbar Tabs Contextual Tabs Ribbon Ribbon Controls Word 2007 Basic Interface Terminology Office Button Word 2010 Basic Interface Terminology Info: Convert Button Info: Protect Document Button Info: Check for Issues Button Info: Manage Versions Button Versions Info: Manage Versions Button Recover Unsaved Documents Recent New Print Save & Send Word 2013/16 Basic Interface Terminology Open Share Share: Export Account Chapter 6. Recommended Customizations Quick Access Toolbar - Suggested Law Office Modifications Saving as PDF Problems With Word's Default Formatting for Legal Users Word's Default Template Normal.dotm Un-Hiding The Templates Folder How To Fix Word's Formatting Defaults Change Your Default Font Formatting Change Your Default Paragraph Formatting Change Your Default Section Formatting Default Settings Do Not Affect Existing Documents Set Up the Styles Pane for a Law Office Make Styles Appear Alphabetically Customize the Status Bar Turn On The Ruler How to Create Keyboard Shortcuts Chapter 7. Significant New Features in Word Protected View Improved Paste Functionality Microsoft Word for Legal Professionals Page 2

3 New Navigation Pane Customize Ribbons Better Collaboration Backstage View Print with Live Preview AutoText and QuickParts Get AutoCompleted Chapter 8. Significant New Features in Word New Read Mode Resume Reading Simple Markup Reply to Comments and Mark Them as Done Open and Edit PDFs Design Ribbon Lock Track Changes Collapse and Expand a Document New Landing Page Chapter 9. Significant New Features in Word Better Help - Tell Me Box Smart Lookup Chapter 10. Default Setting Changes for Word In General Word Options Popular Word Options Display Word Options Proofing and Autocorrect Word Options Proofing Word Options Save Word Options Advanced Editing: Options Word Options Advanced Cut, Copy and Paste Word Options Advanced Show document content and Display Word Options Advanced General and Compatibility Options Word Options Trust Center Trust Center Settings: Privacy Options Chapter 11. Default Setting Changes for Word In General Options General Microsoft Word for Legal Professionals Page 3

4 Options Display Options Proofing Options Proofing Autocorrect Button Options Save Options Advanced Editing Options Options Advanced Cut, Copy and Paste Options Advanced Show Document Content and Display Options Advanced General and Compatibility Options Options Trust Center Trust Center Settings Button Trusted Documents Options Trust Center Trust Center Settings Button Macro Settings Options Trust Center Trust Center Settings Button Protected View Options Trust Center Trust Center Settings Button File Block Settings Options Trust Center Trust Center Settings Button Privacy Options Chapter 12. Default Setting Changes for Word In General Options General Options Display Options Proofing Options Proofing and Autocorrect Options Save Options Advanced Editing Options Options Advanced Cut, Copy and Paste Options Advanced Show Document Content Options Advanced Fidelity & General Options Advanced Layout Options Options Trust Center Trust Center Settings Button Trusted Documents Options Trust Center Trust Center Settings Button Macro Settings Options Trust Center Trust Center Settings Button Protected View Options Trust Center Trust Center Settings Button File Block Settings Options Trust Center Trust Center Settings Button Privacy Options Lock In Your Setting Changes Fix Track Changes Settings Change the Markup Track Changes Options Microsoft Word for Legal Professionals Page 4

5 Chapter 13. Default Setting Changes for Word In General Options General Options Display Options Proofing Options Proofing and Autocorrect Options Save Options Advanced Editing Options Options Advanced Cut, Copy and Paste Options Advanced Show Document Content Options Advanced Fidelity & General Options Advanced Layout Options Options Trust Center Trust Center Settings Button Trusted Documents Options Trust Center Trust Center Settings Button Macro Settings Options Trust Center Trust Center Settings Button Protected View Options Trust Center Trust Center Settings Button File Block Settings Options Trust Center Trust Center Settings Button Privacy Options Lock In Your Setting Changes Fix Track Changes Settings Change the Markup Track Changes Options Chapter 14. Default Setting Changes for Word 2011 for Mac In General Preferences General Preferences View Preferences Edit Preferences Spelling and Grammar Preferences AutoCorrect Preferences Save Preferences Print Preferences Compatibility Preferences Track Changes Preferences User Information Preferences Security Preferences Feedback Microsoft Word for Legal Professionals Page 5

6 Preferences File Locations Preferences Ribbon Chapter 15. Where to Get Help With Word Options For Self Help Use Word's Built In Help Use the Word "Most Valuable Professionals" Web Site Use Microsoft's Web Site Call or Someone Who Can Help Three Golden Rules Legal Users Need to Know Chapter 16. Word Basics File Operations Create a New Document Save a File Using Save As Closing a Document Opening a Document Creating New Folders Renaming Files or Folders Tip - Selecting More Than One File or Folder at a Time Screen Views - Improve or Enhance Document Viewability Zoom (Magnify) Screen View Legal Tip - Making On Screen Document Review Easier with a Portrait Monitor Legal Tip - Increase Productivity with Dual Monitors Viewing Two Sections of the Same Word Document Simultaneously Splitting a Document Viewing Same Document in Side By Side Windows Legal Tip - Full Screen Edit Mode Print and Print Preview Print Entire Document Changing Print Options (Word 2007) Changing Print Options (Word 2010/13/16) Print Preview (Word 2007) Protecting against Lock-Ups and Document Corruption - Legal Tip How to Recover a Corrupted Word File Chapter 17. Tools for Document Editing Why This Is Important Moving Around Long Documents Navigation Shortcut Keys Browse Object Button (Word 2007/10 only) Undo and Redo Shortcut Keys Insert Text Microsoft Word for Legal Professionals Page 6

7 Select Text Two Methods Selecting with the Mouse - Multiple Techniques Selecting with the Keyboard - Multiple Techniques Legal Tip - Selecting Non-Linear Blocks of Text Legal Tip - Selecting Non-Contiguous Text Delete Text Shortcut Keys Replace Text Copy, Cut and Paste Copy and Paste: To Move (Cut and Paste): Drag and Drop Text Editing Paste Options Button Solution to Formatting Problems when Pasting Text Paste Options Legal Tip - Strip Formatting Off of Copied Text When Pasting Copying Text From Multiple Sources for Insertion into a New Document Word's 24 Clipboards Legal Tip - Using Go To for Quick Navigation Legal Tip - Holding Your Place in Long Documents with Virtual Bookmarks What Is a Bookmark? How Lawyers Use Bookmarks How to Create a Bookmark How to "Jump" to a Bookmark Legal Tip - Finding Text in Your Documents Highlighting Hits Searching for Formatting Attributes Search for Special Characters Using Wildcards Find and Replace Chapter 18. Proofing Your Work Customizing Spell and Grammar Check Spell Check Grammar Check Spell Check Editing the Dictionary Useful Reference Web Sites AutoCorrect To Create an AutoCorrect Entry Legal Tip - Use AutoCorrect Proactively AutoCorrect Smart Tags Adding AutoCorrect Entries while Spell Checking (Word 2007/10 Only) Grammar Checker Thesaurus Microsoft Word for Legal Professionals Page 7

8 Chapter 19. Word Formatting Principles The Microsoft Word Approach to Formatting Font Formatting Paragraph Formatting Section (Page) Formatting Reveal Formatting Format Painter Wipe Out All Paragraph and Font Formatting Strip Font Formatting Strip Paragraph Formatting Chapter 20. Font Formatting Adopting Uniform Standards for Your Firm Font Group on the Home Ribbon Formatting Specific Characters Symbols Insert a Symbol Legal Tip - Symbols Used in Legal Documents Assign Your Own Shortcut Keys to Symbols Other Font Formatting Tips Change the Case of Text You've Already Typed Stretch Your Text for Titles Hide Text for Comments or Questions Emphasizing Text in a Document Highlighting Text Using the Highlighter Button Highlighting Text Using Shading Changing the Color of Text Text Effects (Word 2010/13/16 Only) Non-Breaking Spaces and Hyphens Chapter 21. Paragraph Formatting - Fundamentals Paragraph Group of the Home Ribbon What Happens when Paragraph Marks Are Deleted Paragraph Alignment Line Spacing Automatic Spacing Between Paragraphs Rule: It Is Incorrect to Create Vertical Spacing Between Paragraphs with Hard Returns Spacing Measurements Spacing Before Spacing After Keeping Text and/or Paragraphs Together To Keep Paragraphs Together To Keep Text within a Paragraph Together Microsoft Word for Legal Professionals Page 8

9 Automatically Start a Paragraph at the Top of a New Page TIP - What To Do If You Experience Bizarre Page Breaks Tabs Change the Default Tab Stops Types of Tabs Set Custom Tab Stops Using Tab Selector Box Set Custom Tab Stops Using Tabs Dialog Clear Specific Tabs Clear All Tabs Tab Leaders Signature Lines Rule: It's Incorrect To Create Signature Lines With Underscores or Tables How To Create Signature Lines With Tabs Indents First line Indent Hanging Indent Left Indent Right Indent Dual Indent Indent Using the Horizontal Ruler Indent Using the Tab Selector Indent Using Keystrokes Indent with the Paragraph Dialog Box Borders and Shading Borders around Text Shading inside a Border Chapter 22. Paragraph Formatting - Paragraph Numbering and Bullet Points Bullets and Numbering Ideally Should Be Linked to Styles Never Use The Numbering or Bullets Buttons Single Level Bullet Points What Is a Bullet Point? Apply Bullets Change The Bullet Symbol Change The Bullet Indents And Alignment Add Spacing Between Bullets Turn Off Bullets Single-Level Paragraph Numbering Multi-Level Paragraph Numbering How Multilevel Paragraph Numbering Works Why You Should Use Multilevel Numbering In Every Circumstance Set Up a Multilevel Paragraph Numbering Scheme Add Spacing Between Numbered Paragraphs Make All Paragraphs Double Spaced Restart Numbering at Make Changes To Your Numbering Scheme Turn Numbering Off Microsoft Word for Legal Professionals Page 9

10 Chapter 23. Page Formatting (Sections Part 1) Non-Section Breaks Types of Non-Section Breaks How to Insert a General Break Section Breaks In General How to Insert a Section Break Types of Section Breaks Multi-Section Documents Page Setup Setting Margins Different Margin for the First Page of a Document Orientation Pages Change Paper Size Setting Up Your Document for Manual Feed Headers and Footers Vertical Alignment Line Numbering Borders Legal Tip - Printing Specific Sections and Pages Chapter 24. Headers, Footers & Page Numbering (Sections Part 2) Header and Footer Ribbon Create a Header or Footer Our Advice on Page Numbering There Are Two Ways to Add Page Numbers Problem With Page Number Button Page Numbers Manually Inserted into a Header or Footer Insert the Total Number of Pages in the Document Number All Pages Except The First When This Is Appropriate How To Set It Up Create Page Numbering within Multi-Section Documents What Is a Multi-Section Document? Page Numbering Rules Example Insert the Total Number of Pages in a Particular Section of the Document Insert the Filename and Path in the Footer of Your Document Add Filename and Path to Last Page Footer (Automatically) Chapter 25. Styles - The Basics What Are Styles? Word Uses Styles Whether You Want Them or Not Microsoft Word for Legal Professionals Page 10

11 Two Formatting Approaches in Word Direct Formatting (Wrong Way) Formatting With Styles (Right Way) Advantages of Styles Speed Easy Updating Enforce Formatting Consistency and Make Editing Easier Tables of Contents Navigation Where Styles Are Stored Types of Styles Paragraph Character Linked Table List 183 All-Important Rules of Styles Every Instance of Unique Formatting Requires a Different Style Word Uses Styles Without Your Knowledge or Consent There is No Off Button If You Don't Control Styles, They Control You Every Document Has 247 Styles Built In You Can't Delete System Styles But You Can Change What They Do You Can Create Your Own Styles The Style Inspector Will Make All Of This Much Easier Direct Formatting Creates Layers (Which You Don't Want) You Can Scrape Direct Formatting Off of Text With Shortcut Keys Once a Style Is Applied to Text, You Can Change The Text By Modifying The Style Use System Styles Whenever Possible Default Style Normal Style Change Normal Clear Formatting Changing the Font For the Entire Document The Wrong Way to Do It The Right Way to Do It Determine the Default Font Determine If the Default Font Is Applied Changing the Applied Font If It Is the Same as the Default Font Changing the Applied Font when the Default Is Not Applied "Printing" Problem Actually Related to Font Selection The Problem TrueType, OpenType and Printer Fonts Using Existing Styles Styles and Formatting Task Pane Apply Existing Style Create and Apply New Styles Style to Work Only within the Current Document Style to Work within All New Documents Microsoft Word for Legal Professionals Page 11

12 Modify an Existing Style Using Styles Formatting Without Styles Formatting With Styles Which Method You Should Choose When You Must Use Styles Copy Existing Styles Into Documents You're Working On Copy Styles From Your Default Template Copy Styles From Any Other Document/Template Into a Document You're Editing Chapter 26. Styles - Advanced The Key to Success Tips and Things to Remember before We Get Started STEP 1 - Modify the Heading Styles or Create Your Own Modify Heading Styles Create Your Own Styles STEP 2 - Create Your Outline Numbering STEP 3 - Apply Styles to Your Paragraphs STEP 4 - Subsequent Formatting Changes Other Items To Consider Chapter 27. Quick Style Sets Why Quick Style Sets Are Important Styles Gallery Removing Styles from the Styles Gallery Adding Styles to the Styles Gallery Create a Quick Style Set Steps for Word 2007/ Steps for Word 2013/ Where Quick Style Sets are Stored Apply a Quick Style Set Uses for Quick Style Sets Sharing Quick Style Sets Chapter 28. in Legal Documents Document with Segregated Titles Generate the TOC Document with Non-Segregated Titles Setting Up The Linked Style(s) Generate the TOC Update the Formatting the Microsoft Word for Legal Professionals Page 12

13 Chapter 29. Table of Authorities In General Using a Third Party Program Using Word's Built-In Feature for TOA Mark the Citations Generate a Table of Authorities Based on Your Marked Citations Page Number Warning Editing Table of Authorities Entries by Editing TOA Fields Long Citation Fields Short Citation Fields How Word uses Long and Short Citation Fields Changing the format or text of the case citation in the Table of Authorities Table of Authorities Styles Changing or Renaming Categories Changing a Citation's Category Chapter 30. Cross Referencing Paragraph Numbers Cross References Insert a Cross Reference Using the "Numbered Item" Method Insert a Cross Reference Using the "Bookmark" Method Update Cross References Chapter 31. Redlining & Protecting Attorney Work Product Negotiating Documents in General Comments Adding Comments Reply To A Comment Resolving a Comment/Marking As Done Comparing Documents Electronically Step 1 - Fix Balloons Step 2 - Set Your Compare Options Step 3 - Save the Modified Version of the Original Document with a Different File Name Step 4 - Compare the Original Document to the Edited Document Step 5 - Show the Source Documents Step 6 - Accept or Reject Proposed Changes Combining Documents Common Problem for Lawyers: Word 2003: Word 2007/10/13/16: Tracking Changes as you Edit Prevent Editors from Turning Off Track Changes Metadata Problems with Metadata Metadata Removal Tool Microsoft Word for Legal Professionals Page 13

14 Protecting Confidential Documents - Legal Tip Encrypt And Set A Password To Open A Document Set Password to Modify or Make Your Document Read Only Chapter 32. Automate with Macros and AutoText Clause Libraries AutoText What Happened to AutoText in Word Accessing AutoText in Word AutoText in Word 2010/13/ Accessing AutoText in Word 2010/13/ Create AutoText Entries Insert an AutoText Entry Into Your Document Quick Parts Create Quick Parts Insert a Quick Part Into Your Document Where AutoText and Quick Parts Are Stored What Are Macros? When Should I Use a Macro? Where Are Macros Stored? Moving Macros from One Template to Another Record Macros If You Make a Mistake while Recording a Macro Play Macros Assigning a Macro To a Keystroke Assigning a Macro to a Quick Access Toolbar Button Chapter 33. Templates in General Templates Defined Why You Need to Use Templates Two Basic Types of Templates Global Templates Where Global Templates Must Be Stored Document Templates Where Document Templates Are Stored Normal Template (Default) Working with Templates Load a Template Global Templates Creating Templates Using Templates Modify a Template Sharing Templates Microsoft Word for Legal Professionals Page 14

15 Chapter 34. Fillable Form Templates What Are Fillable Form Templates? Significant Benefits of Fillable Forms Create a Form Form Field Descriptions and Uses Text Form Fields Check Box Form Field Drop Down Form Field Advanced Techniques Repeat the Result of One Field in Other Places in the Document Making Fields Contingent Upon Another Answer Automatically Unlock the Form Fill a Form Using Fill-In Fields Chapter 35. Mail Merge When Mail Merge Is Useful Steps In a Mail Merge Mail Merge Example Chapter 36. De-Construct and Re-Build Any Document - No Matter How Bad It Is We ve All Been There Step One - Turn On Show Hide Step Two - Determine If You Need To Start With a New Document Step Three - Copy or Create Make A Copy If Not Starting Over Paste The Text Into A New Document If Starting Over Step Four - Take Notes About What You re Trying To Replicate Step Five - Remove Unnecessary Keystrokes Delete All Sections Breaks Remove Tabs Remove Unnecessary Hard Returns Step Six - Wipe Out All Font and Paragraph Formatting Step Seven - Fix Default Font and Paragraph Settings Step Eight - Fix Default Page Settings Add Back In Section Breaks You Need Step Nine - Fix Page Numbering Step Ten - Delete Any Manually Compiled Reference Tables Step Eleven - Build and Apply Styles To Handle Formatting Clean Up the Styles Pane Customize Your Styles Microsoft Word for Legal Professionals Page 15

16 Step Twelve - Deal with Footnotes Step Thirteen - Add Paragraph Cross References Step Fourteen - Generate Tables of Contents and Authorities Properly Chapter 37. Envelopes Printing an Envelope Changing the Envelope Delivery Address and Return Address Fonts Chapter 38. Endnotes and Footnotes Insert a Footnote Edit a Footnote Delete a Footnote Convert Endnotes to Footnotes or Vice Versa To Convert Just One Note Force Each Footnote To Stay Together On One Page Change the Footnote Separator Line Chapter 39. Tables What Is a Table? Inserting a Simple Table Basic Editing of a Table Add or Remove Cell Borders and/or Shading Change the Width of a Column Change the Height of a Row Sort Data in a Table Convert Text to a Table and Vice Versa Perform Calculations in a Table When Should I Use Tables? Chapter 40. Auto Numbering (Lettering) Exhibits and Schedules Auto-Numbering/Lettering Exhibits or Schedules To A Document Fixing The Caption Style Cross Referencing to Exhibits and Schedules Chapter 41. Working With WordPerfect Documents Why Word Users Need To Understand How To Handle WordPerfect Documents Recommended Approach: Word Users Who Occasionally Edit WP Documents Recommended Approach: WP Users Who Occasionally Edit Word Documents Options for Word Users Who Have To Convert WP Documents To Word Microsoft Word for Legal Professionals Page 16

17 Option 1 - Let Word Do The Conversion Option 2 - Let WP Do The Conversion Option 3 - Buy a Conversion Program Option 4 - Hire Someone Option 5 - D.I.Y. Scorched-Earth Approach Problems With The Foregoing Options Issues With Word's Conversion Issues With WordPerfect's Conversion Issues With a Third Party Program Like CrossWords Issues With Hiring Someone Issues With D.I.Y. Scorched-Earth Approach Recommended Option For You If You Get an Error Opening WP Documents In Word Word's WP Converter May Not Be Installed If You Have WP, Try Saving As a Word File If You Are Switching from WP to Word How To Clean Up A Document Word or WP Converts Basic Cleanup Additional Cleanup Items Make a Record of Current Formatting Develop Your Styles and Apply Them Formatting Raw Text Chapter 42. Common Speed Keys Microsoft Word for Legal Professionals Page 17