Microsoft Word 2007/10/13 For Legal Professionals

Transcription

1 Microsoft Word 2007/10/13 For Legal Professionals AFFINITY CONSULTING GROUP LLC 1550 Old Henderson Rd., Suite S150 Columbus, OH Phone: Fax:

2 Word 2007/10/13 for Legal Professionals Table of Contents Chapter 1. Importance of Word Processing... 1 Benefits of Word Processor Efficiency for Law Offices... 1 Ultimate Tool for Creating Work Product... 1 Client Service and Professionalism... 1 Keeping Up... 1 Efficiency... 1 Self-Reliance... 1 Reduction in Malpractice Risk... 2 Reality of User Skill... 2 Importance of Training... 2 Chapter 2. New File Types and Related Issues... 3 Description of the New File Types... 3 Benefits of the New File Types... 3 Issues the New File Types Create for Lawyers... 3 Which Versions of Word Work With Which File Types... 3 Problems Trading Documents With Opposing Counsel and Others... 4 Problems Trading Documents Internally... 4 What You Can Do About These Issues... 4 Chapter 3. Word's "Fluent User" Interface... 5 This Is a Good Thing... 5 Our Take On the New Interface... 5 What The New Interface Means for Legal Users... 5 Common Interface Features for Word 7/10/ Quick Access Toolbar... 6 Tabs... 6 Contextual Tabs... 6 Ribbon... 6 Ribbon Controls... 7 Word 2007 Basic Interface Terminology... 7 Office Button... 7 Word 2010 Basic Interface Terminology... 8 Info: Convert Button... 9 Info: Protect Document Button... 9 Info: Check for Issues Button... 9 Info: Manage Versions Button Recent New Print Save & Send Word 2007/10/13 for Legal Professionals Page 1 Table of Contents

3 Word 2013 Basic Interface Terminology Open Share Share: Export Account Add-Ins Chapter 4. Managing Documents In a Law Firm What Is Document Management? What Are Files and How Are They Stored? Disk Storage Folder Structures Organization Recommended Structure for a Law Firm Law Firm Rules for Naming Files when Saving Length of Names Acceptable Characters Unacceptable Characters Suggested File Naming Convention Searching for Documents Chapter 5. Significant New Features in Word Protected View Improved Paste Functionality New Navigation Pane Customize Ribbons Better Collaboration Backstage View Print with Live Preview AutoText and QuickParts Get AutoCompleted Chapter 6. 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 Changing Collapse and Expand a Document New Landing Page Word 2007/10/13 for Legal Professionals Page 2 Table of Contents

4 Chapter 7. 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 8. Default Setting Changes for Word In General Options General 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 9. Default Setting Changes for Word In General Options General Options Display Options Proofing Options Proofing and Autocorrect Options Save Word 2007/10/13 for Legal Professionals Page 3 Table of Contents

5 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 10. 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 Preferences File Locations Preferences Ribbon Chapter 11. Recommended Customizations Quick Access Toolbar - Suggested Law Office Modifications Popular Commands All Commands Office Menu Where the QAT Is Stored Saving as PDF Word 2007/10/13 for Legal Professionals Page 4 Table of Contents

6 Problems With Word 2007/10/13's Default Formatting for Legal Users 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 Customize Keyboard Shortcuts Chapter 12. 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 13. 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) Print Preview (Word 2007) Protecting against Lock-Ups and Document Corruption - Legal Tip How to Recover a Corrupted Word File Word 2007/10/13 for Legal Professionals Page 5 Table of Contents

7 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 14. Navigating And Editing A Document Legal Tip - Why This Is Important Moving Around a Document Navigation Shortcut Keys Browse Object Button (Word 2007/10 only) Undo and Redo Shortcut Keys Insert Text 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 Text - Critical Skill for Lawyers 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 15. AutoText and Quick Parts - Building Clause Libraries AutoText What Happened to AutoText in Word Word 2007/10/13 for Legal Professionals Page 6 Table of Contents

8 Accessing AutoText in Word AutoText in Word 2010/ Acessing AutoText in Word 2010/ 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 Chapter 16. 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 Chapter 17. How Word Handles Formatting The Microsoft Word Approach to Formatting Font Formatting Paragraph Formatting Section (Page) Formatting Reveal Formatting Important Word Concepts Default Template - Normal.dotm Un-Hiding The Templates Folder Default Style - Normal What Happens When You Create A New Document Chapter 18. 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 Word 2007/10/13 for Legal Professionals Page 7 Table of Contents

9 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 Changing the Color of Text Text Effects (Word 2010/13 Only) Non-Breaking Spaces and Hyphens 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 True Type and Printer Fonts Chapter 19. Paragraph Formatting - Fundamentals Paragraph Group of the Home Ribbon Paragraph Formatting - Behind the Scenes Where Paragraph Formatting Information Is Stored What Happens when Paragraph Marks Are Deleted Understanding the Results Paragraph Alignment Line Spacing Spacing Between Paragraphs Spacing Measurements Spacing Before Spacing After Keeping Text and/or Paragraphs Together To Keep Paragraphs Together To Keep Text within a Paragraph Together 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 Specific Tab Stops Clear Specific Tabs Clear All Tabs Tab Leaders Signature Lines Indents Word 2007/10/13 for Legal Professionals Page 8 Table of Contents

10 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 20. Paragraph Formatting - Paragraph Numbering and Bullet Points Bullets and Numbering - a Warning Bullet Points What Is a Bullet Point? Apply Bullets Using Toolbar Button Turn Off Bullets Bullet List Styles Single-Level Paragraph Numbering Draw Back of Single Level Paragraph Numbering Apply Numbering Using Toolbar Button Restart Numbering Adjust Indents for Bullets and Single-Level Numbered Lists 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 Chapter 21. Font and Paragraph Formatting Tips and Tricks Using Format Painter Wipe Out All Paragraph and Font Formatting Strip Font Formatting Strip Paragraph Formatting Chapter 22. Page Formatting (Sections Part 1) Non-Section Breaks Types of Non-Section Breaks How to Insert a General Break Section Breaks In General Word 2007/10/13 for Legal Professionals Page 9 Table of Contents

11 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 23. 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 24. Styles - The Basics What Are Styles? 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 Word 2007/10/13 for Legal Professionals Page 10 Table of Contents

12 Character Table List Default Style Normal Style Change Normal Clear Formatting 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 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 25. 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 26. 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 (Word 2007/10 Only) Steps Where Quick Style Sets are Stored Apply a Quick Style Set Uses for Quick Style Sets Word 2007/10/13 for Legal Professionals Page 11 Table of Contents

13 Sharing Quick Style Sets Chapter 27. Table of Contents in Legal Documents Table of Contents - Three Methods Table of Contents Using Marked Entries Drawbacks of Marking Entries Recommendation - Don't Use This Method Using Marked Entries to Create a Table of Contents Mark the Entries Generate a Table of Contents Based upon Marked Entries Update the Table of Contents Add New Sections to the Table of Contents Table of Contents Using Styles with Segregated Headings Setup Your Document Using Styles to Create a Table of Contents with Segregated Headings Table of Contents Using Styles with Non-Segregated Headings Problem If You Use Word 2000 or Prior Versions Setting Up the Style Separator Using the Style Separator Table of Contents Using Linked Styles Formatting the Table of Contents Chapter 28. Table of Authorities In General Using a Third Party Program Using Word's Built-In Feature 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 29. Cross Referencing Paragraph Numbers Cross References Insert a Cross Reference Using the Standard Method Insert a Cross Reference Using Bookmarks Update Cross References Word 2007/10/13 for Legal Professionals Page 12 Table of Contents

14 Chapter 30. 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 Chapter 31. 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 32. Mail Merge When Mail Merge Is Useful Steps In a Mail Merge Mail Merge Example Chapter 33. Compare Documents & Track Changes Negotiating Documents in General Adding Comments Comparing Documents Electronically Word 2007/10/13 for Legal Professionals Page 13 Table of Contents

15 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: Tracking Changes as you Edit Prevent Editors from Turning Off Track Changes Metadata Problems with Metadata Metadata Removal Tool Chapter 34. De-Construct and Re-Build Any Document - No Matter How Bad We ve All Been There Step One - Make A Copy Step Two - Turn On Show Hide Step Three - Take Notes About What You re Trying To Replicate Step Four - Determine If You Need To Start With a New Document 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 Step Twelve - Deal with Footnotes Step Thirteen - Add Paragraph Cross References Step Fourteen - Generate Tables of Contents and Authorities Properly Chapter 35. Envelopes Printing an Envelope Changing the Envelope Delivery Address and Return Address Fonts Word 2007/10/13 for Legal Professionals Page 14 Table of Contents

16 Chapter 36. 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 37. 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 38. 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 39. Macros - Automating Repetitive Tasks 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 40. Working With WordPerfect Documents Why Word Users Need To Understand How To Handle WordPerfect Documents Word 2007/10/13 for Legal Professionals Page 15 Table of Contents

17 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 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 41. Common Speed Keys Word 2007/10/13 for Legal Professionals Page 16 Table of Contents

18 Chapter 1. Importance of Word Processing Benefits of Word Processor Efficiency for Law Offices Ultimate Tool for Creating Work Product As you know, legal services are typically document intensive and often, the service rendered is the document itself (estate planning documents, purchase contracts, leases, etc.). Even in practice areas where the document is not the final product (such as litigation), most of the work still involves creating documents. In view of this, efficient use of the tool we use to create documents (Microsoft Word) is extremely important. Client Service and Professionalism The reality of our profession is that clients are often unable to judge the quality of our work simply because they lack the necessary training. Notwithstanding this fact, there is no question that consumers of legal services form opinions about their attorneys. These opinions typically have little to do with the quality of the work and a lot to do with things like responsiveness, communication and the speed with which the work is completed. Since efficient word processing significantly improves all three of these aspects, it can directly affect client relations. In addition, document appearance creates a distinct impression with the client. Sloppy document formatting, typos and other mistakes cause clients to doubt their attorney's competence, even if the document is substantively sound. Keeping Up An attorney's stress level is often directly proportional to the length of his/her "to-do" list, and the majority of the "to-dos" are usually related to some type of document generation. Efficiency In spite of its obvious importance, the majority of Word users only utilize a fraction of the functionality available simply due to a lack of instruction. For example, it is common for even experienced Word and WordPerfect users to waste huge amounts of time wrestling with paragraph numbering and document formatting or manually performing tasks that word processors can perform automatically (and instantly) such as generating a table of contents, a table of authorities, cross references, footnotes and the like. It should also be noted that the number of years spent using a particular word processor often has absolutely no correlation to the skill level developed. The point is that word processing is an area of significant inefficiency for almost all law firms and legal departments. So do not fool yourself into believing that document production efficiency cannot be improved dramatically even if you consider your staff grizzled veteran users of Word or WordPerfect. Self-Reliance As a lawyer, if you decide to master a single program, it should be the word processor. The standard procedure of: dictation, transcription, edit/modify, enter corrections, edit/modify, enter corrections is THE most inefficient means possible of producing documents. It may be the way it's been done for years, but it's still extremely inefficient. The only less efficient Word 2007/10/13 for Legal Professionals Page 1

19 method would be to write the first draft out long-hand on legal pads instead of dictating it. Anyway, be self-reliant and fast, and you'll get a lot more done, you'll bill more hours and you'll reduce your costs. If you're working for yourself, wait until you realize how much it costs to hire someone to type things for you. You'll be inspired. Reduction in Malpractice Risk Forgotten metadata or one little undetected typo in a legal document can mean bad results for your client and malpractice claims. Understanding the word processor's built in automation and document assembly features can significantly reduce the chances of these things happening to you. Reality of User Skill My own experience of teaching MS Word to "power users" in law firms across the country is that only 3 to 5% of all "power" users I encounter actually know how to use Word beyond a very basic level. This experience is echoed by Christina O. Garcia, a trainer with 25 years of experience in a post to 95% of "proficient" users of Word or WordPerfect that I have tested failed to pass basic level in their "proficient" software. They're always sure they're experts, it touts it on their resume and they can point to complex documents they've created and tell war stories of clever document fixes. That just means they're smart enough to sit in front of a keyboard and hammer out manual ways to make the document look like it should, armed only with being able to read the Help guide, getting tips from other users, or "training" focusing on customizations. The point is that word processing is an area of significant inefficiency for almost all law firms and legal departments. Importance of Training Since the word processor is extremely important to your practice, hands-on, legal-specific training in your primary word processor (Word or WordPerfect) is a necessary and worthwhile investment. Support staff should take power user classes and even casual users should take classes on the fundamentals. Bottom line: since no other industry uses the word processor more extensively than law firms, it follows that no other industry stands to gain as much by its mastery. Training is the key to achieving this. Word 2007/10/13 for Legal Professionals Page 2

20 Chapter 2. New File Types and Related Issues Description of the New File Types Word 2007 introduced four (4) new types of files.docm,.docx,.dotm and.dotx (designated by Microsoft as the "Office XML Formats"). These file types were carried over to Word 2010 as well. The first two are document files, the last two are templates. The difference is in whether or not they can contain macros..docx and.dotx cannot contain macros..docm and.dotm can contain macros. The ability for macros to be stored in the old file types opened the door to many types of "macro viruses." By creating files which cannot contain macros, you gain a significant measure of protection against such things. For the most part, lawyers will be using.docx files. These new file types have a completely different structure from the old.doc and.dot files from Word In addition, they are compressed automatically, so they take up far less space than older Word files. Benefits of the New File Types Without going into a very technical description, the new formats are much less likely to get corrupted, and they're smaller than the old file types (in terms of bytes). The text of the new documents is stored as XML 1 which is effectively plain text. The exclusion of macros offers a measure of protection against viruses and the text being stored as XML further reduces security concerns. This additional security means that the new files can pass through corporate firewalls without being intercepted as a security risk. Finally, the XML format allows any application supporting XML to access and work with data in the new file format. The application does not need to be part of the Microsoft Office system or even a Microsoft product. This was a distinct shortcoming of the.doc file type since the format is proprietary to Microsoft and they do not release their source code to the public. For Microsoft's explanation of the benefits of the new file formats, please see Issues the New File Types Create for Lawyers Which Versions of Word Work With Which File Types Here's what you need to know: Word 2007/10/13 can open, save and create the new file types (.docx and.docm) and the old file type (.doc). Word 2003 and prior versions cannot natively open, save or create the new file types. Of course, these versions work fine with the old file type (.doc). Word versions 2000, XP (2002) and 2003 can open, save and create the new file types if the user downloads and installs the free Microsoft Office Compatibility Pack for Word, Excel, and PowerPoint File Formats. You can obtain this add-in from 1 XML stands for Extensible Markup Language. It is a programming language developed by the World Wide Web Consortium which is an "open" standard (not proprietary to any one company) accepted around the world. XML is designed to facilitate the sharing of structured data (such as text in a Word document) across different information systems, particularly via the Internet. Word 2007/10/13 for Legal Professionals Page 3

21 Word versions 97 and 95 cannot work with the new file types under any circumstances. Problems Trading Documents With Opposing Counsel and Others If you a new document type to someone else who has Word 2003 (for example), they will not be able to open it unless they've installed the aforementioned Compatibility Pack. You are likely to find that not many users have installed the Compatibility Pack. Problems Trading Documents Internally If you have Word 2007/10/13 along with older versions of Word in your firm or legal department, then you'll need to load the Compatibility Pack on each of the old computers or they won't be able to work with the new file types. What You Can Do About These Issues If you're using Word 2007/10/13, you can elect to save any file you're working on as the new format or the old format. Just change the "Save As file type" designation at the bottom of the Save As dialog. You can also change Word 2007/10/13's default "Save As" format to the old format. To do this in Word 2007, click the Office button (large round button in the top left corner of the Word screen) Word Options button Save, and change the default format to Word Document (*.doc). In Word 2010/13, you get to the same screen by clicking the File menu Options button Save. Figure 2.1 You can stick with the new format and simply start notifying people you regularly trade documents with to download the aforementioned Compatibility Pack. You can start trading PDF files rather than Word files. PDFs can be opened by anyone with the free Adobe Reader software on their computers and nearly everyone in the legal community is already familiar with PDFs and has Adobe Reader or Adobe Acrobat loaded on their computers. There are many additional advantages to using PDF files for trading documents, not least of which is the fact that the text of PDF files cannot be easily edited. Word 2007/10/13 for Legal Professionals Page 4

22 Chapter 3. Word's "Fluent User" Interface This Is a Good Thing Office 2007 introduced an entirely new interface to the user compared to prior versions. There are no more regular menus, as there were in earlier versions of Office. Now there is a new "ribbon" interface. Through focus group research and surveys, Microsoft discovered that many users wished Word contained features which were already there. In other words, most users are completely unaware of many features and functionality already present in Word 2003 and prior versions. This is because Microsoft long ago ran out of places to put all of the new features they were stuffing into every subsequent version. To address this problem, Microsoft decided to completely redesign the interface and make Word's features more accessible and easier to find. The end result is an aesthetically pleasing, modern interface where all of the tools you need are one click away and no longer buried under menus, sub-menus and sub-sub-menus. Our Take On the New Interface As an expert Word 2003 user, I found it annoying to figure out where everything was relocated to in the new version. However, once I became acclimated, I liked the new interface a lot better than the old one. Among our clients (all law firms and legal departments) who have migrated to Word 2007/10/13, the general consensus is clearly that the new interface is better and users really like it. What The New Interface Means for Legal Users Most firms will experience an initial decrease in productivity as people learn the new interface in Word 2007/10/13. However, this is natural and only temporary. It's likely that productivity will actually increase once users are familiar with the new interface. Here are our recommendations: If possible, try to get everyone in your office on the same version so users can help each other figure things out and share information. Training in any version of Word is critical. A hands-on class introducing the new interface and helping new users feel comfortable will accomplish in a few hours what users would take weeks to figure out by "playing with it" or "clicking around." Training allows you to hit the ground running, so to speak, and immediately begin improving productivity. Word 2007/10/13 for Legal Professionals Page 5

23 Common Interface Features for Word 7/10/13 Quick Access Toolbar Figure 3.1 Use and modify the Quick Access Toolbar ( QAT ) to store your most frequently used commands. By default, the Quick Access Toolbar is configured with three (3) buttons: save, undo, and redo/repeat typing. To see how you can modify and customize the QAT, see Quick Access Toolbar recommended modifications on page 81 below. Tabs The tabs are located at the top of the screen, immediately below the title bar, and replace the old menu bar. The tabs work similarly to the menu bar, except instead of listing different menus, the tabs are used to change ribbons. Contextual Tabs Contextual tabs are tabs that appear based on what you have selected in the main Word document. For example, there is a "Table Tools" contextual tab that appears only if your cursor is within a table. The beauty of Contextual Tabs is that they appear automatically and provide you with every imaginable tool related to editing the object you're working on (table, graphic, etc.). Ribbon Figure 3.2 Ribbons have replaced menus and toolbars and contain (almost) all of the commands that are used to format a document. Each ribbon contains a group of related commands and functions. The main ribbons that are always present, and multiple ribbons only appear with a contextual tab. The main ribbons are: Word 2007/10/13 for Legal Professionals Page 6

24 Home Insert Design Page Layout References Mailings Review View Add-Ins Ribbon Controls Basic font, paragraph and editing (cut, copy paste, find, replace, etc.). tools. Headers, footers, tables, fields, symbols and graphics. Word 2013 only - themes, style sets, watermarks Margins, page orientation, paper size, columns, section breaks, paragraph spacing, and grouping. Table of contents, footnotes, citations, captions, index, and table of authorities. Envelopes, labels, mail merge. Spelling and grammar, comments, track changes, and compare documents. Views (Print Layout, Draft, Outline, etc.), controls for ruler and document map, zoom, split window and macros. Contains toolbars from programs that integrate with Word or the custom toolbars from a Word 2003 template if placed in the Startup directory. Figure 3.3 There are several different types of controls on the ribbon. Commands are arranged into groups. Groups contain a variety of buttons, galleries and launchers. Galleries are groups of large buttons with showing a preview of the formatting that will be applied by clicking the gallery entry. Hovering over a gallery entry will cause Word to display a "live preview" of the formatting in the document without actually applying the change. Not every command is displayed in the ribbon. Extra options for a group of commands can be accessed by clicking a launcher. The launcher will "launch" a dialog with additional options and controls. In addition, a button may have an arrow (triangle) that provides additional options. Finally, extra options can be accessed by right clicking on any button on a ribbon. Word 2007 Basic Interface Terminology Office Button The Office button is in Word 2007 only and is used to open, save, print and otherwise handle the document. It is largely equivalent to the "File" menu on previous versions of Word. This menu also contains the Word Options and Exit Word buttons. Word 2007/10/13 for Legal Professionals Page 7

25 Figure 3.4 Word 2010 Basic Interface Terminology Everything is substantially the same in Word 2010 except for the replacement of the Office button with a File menu or File tab. See Figure 3.5. Figure 3.5 The File menu takes you to the "Backstage view" of Word. Basically, the File menu shows you what you could do to a document while the remaining ribbon tabs show you what you could do in a document. This new feature is one of the major improvements to Word Word 2007/10/13 for Legal Professionals Page 8

26 Info: Convert Button Figure 3.6 If you see the Convert button, then your document either has not been saved yet or has been saved in the old file format (.doc). Clicking the Convert button will not convert your document to the new file format, but it will enable the additional features available in Word Having explained this, the feature is mostly useless and may cause your document formatting to change. Info: Protect Document Button This button gives you options to do the following: Mark As Final: Makes the document read-only so users cannot accidentally over-write it. Encrypt with Password: Allows you to require a password for the document to be opened. Restrict Editing: Options for locking down the document and preventing editing. Restrict Permission by People: Using this requires that you sign up for a free service from Microsoft called Information Rights Management. You can click on the option to learn more about it, but we're not going to cover it in this manual. Add a Digital Signature: Of course, this requires that you own a digital signature, and that topic is beyond the topical coverage of this manual. Info: Check for Issues Button This button allows you to: Word 2007/10/13 for Legal Professionals Page 9

27 Inspect Document: This is a way to remove hidden properties, personal information and other metadata from the file. Check Accessibility: Checks the document for content that people with disabilities may find difficult to read. Check Compatibility: Checks for features you may have used in the document which are not supported by earlier versions. Info: Manage Versions Button Word automatically saves all open documents every 10 minutes by default (you can change this to a shorter interval if you want). This is a new feature which allows you to browse the autosaves Word has executed which can be extremely valuable if you close a file without saving it. It also shows you all of the current versions of the document it has saved which you are presently working on. Recent New Figure 3.7 This will show you the most recent documents and "places" (folders) you have opened. This will allow you to create blank new documents or documents based upon other templates you have access to. Print This is dramatically different in Word 2010 and includes a print-preview so you can scroll through the document and makes sure it looks correct before you print it. Save & Send There are many options under this tab and I won't describe all of them, but Send as Attachment and Send as PDF are pretty useful. Word 2013 Basic Interface Terminology Everything is substantially the same in 2013 except some of the features in the File menu have been moved. Word 2007/10/13 for Legal Professionals Page 10

28 Open Figure 3.8 The most recent documents that you have opened are located under Open in Word Share Word 2013 replaces the Save & Send feature with the Share feature. Under the Share feature, you can invite people to see your document, your document, present your document online, send your document by instant message, or post your document to a blog. Share: In Word 2013, you have the option to attach your document to an , send your document as a PDF, send your document as XPS, or send your document as an internet fax. If your document is stored in a shared location, you can also send your document as a link. Export This allows you to create a PDF or XPS document or change the file tye to a variety of different file types. These file types are not covered by this manual. Account This gives you the option to change the color theme of Word, sign into your Office account, check for Office updates, and gives you information about Word. Add-Ins This allows you to manage your add-ins. Word 2007/10/13 for Legal Professionals Page 11

29 Chapter 4. Managing Documents In a Law Firm What Is Document Management? Firms generate a huge number of documents and, as they accumulate, it becomes increasingly difficult to locate a specific one unless the firm has employed some form of Document Management. Document Management is defined as the process of naming, storing, archiving, deleting and finding documents. What Are Files and How Are They Stored? In simple terms, a file is a single unit of related data or information and may be manipulated as a unit (i.e., a Word document). For example, a file can be deleted, renamed, moved and the like. In a computer, a file system is the way in which files are named and where they are placed logically for storage and retrieval. The DOS, Windows, OS/2, Macintosh, Linux and UNIXbased operating systems all have file systems in which files are placed somewhere in a hierarchical (tree) structure. A file is placed in a folder (also known as a directory) or subfolder at the desired place in the tree structure. Folders are really just containers which may be empty or hold files, other sub-folders or any combination thereof. Folders allow users to categorize, organize and segregate files. An electronic file system without folders would be equivalent to a paper filing system without folders. If every piece of paper were thrown into a single filing cabinet without folders, it would be quite difficult to find anything. File systems also specify conventions for naming files. These conventions include the maximum number of characters in a name and which characters can be used. Finally, a file system also includes a format for specifying the path or address of a file through the structure of folders. A file must have a unique name within a given folder. Some operating systems and applications (programs) help define files by giving them a particular file name suffix. The file name suffix is also known as a file extension and, in Windows and DOS, file extensions are limited to three characters. Disk Storage Files and their file systems are typically stored on disks. There are two basic types of disk storage, removable storage (external hard drives, zip disks, rev cartridges, CDs, DVDs, etc.) and fixed storage (PC hard drives, file server hard drives). Removable media is portable and typically holds less data than fixed storage (which is not portable). Folder Structures Organization In order to keep your files organized, it is imperative that you employ a logical folder system. Depending upon how your practice is organized, the following recommended system may not be optimal, but it works in most cases. Word 2007/10/13 for Legal Professionals Page 12

30 Recommended Structure for a Law Firm We recommend that you organize your folders by matter type and then by client name. For purposes of this example, assume that your practice consists of Corporations, Estate Planning, Probate and Real Estate. First, create a main folder where all of your Word files will be stored (assume in this example that the S: drive is your server). Under S:\Documents, you'll want to create sub-folders for each practice area: S:\Documents\Corporations S:\Documents\Estate Planning S:\Documents\Miscellaneous S:\Documents\Probate S:\Documents\Real Estate Under each practice-area folder, you'll create additional sub-folders for each client name such as: S:\Documents\Real Estate\Smith, John S:\Documents\Real Estate\Rosedale, Meredith If you conduct multiple transactions for a single client in the same area (i.e., you represent an individual in the sale of one house and the purchase of another), you might want to create separate sub-folders for each deal such as: S:\Documents\Real Estate\Smith, John\Sale of 123 Maple St S:\Documents\Real Estate\Smith, John\Purchase of 400 E Main St The documents created for each transaction would then be located under the appropriate subfolder. For example, the path and file-name for the deed might be: S:\Documents\Real Estate\Smith, John\Sale of 123 Maple St\ General Warranty Deed.doc In matters which require the generation of many documents which are of the same type, you may also want to create subfolders for each type of document. For example, in a litigation file, you may want to create additional sub-folders entitled letters, memos, pleadings, miscellaneous, etc. In this manner, documents are much easier to find. How to create these sub-folders, as needed, is discussed in greater detail below. Law Firm Rules for Naming Files when Saving Length of Names Windows permits names of up to 255 characters. This is a significant improvement over the DOS naming convention which was limited to 8 characters (excluding a 3 character file extension). Acceptable Characters A file name may contain any of the following characters: A-Z # $ & ( ) - _ ' { } ^, Word 2007/10/13 for Legal Professionals Page 13

31 Unacceptable Characters A file name may not contain any of the following characters: * + = [ ] : ; " ~ < >? / \ % Suggested File Naming Convention So that your files are sorted chronologically, we recommend preceding each file name with the date that it was sent out (which is not necessarily the date it was created). File names would look like this: Letter to John Smith Enclosing Draft Documents for Review.doc General Durable POA for Elizabeth Riker.doc Searching for Documents There are many ways to search for documents you've created in the past. The problem is that we often cannot remember the client a document was for or what we called the particular document we're searching for. In this case, it becomes extremely useful to be able to search for words contained inside the file. For example, you might need to search for all files on your server which contain the words "motion for summary judgment" AND "southern district of ohio." With the proper search tools, you could find all files meeting that criteria in 2 seconds or less. My favorites utilize 3 rd party tools that will search many different types of files simultaneously (and quickly). I need to search Word, WordPerfect, Excel, PowerPoint, Outlook, PDFs, ZIP files, HTML, XML and many other types. Some of them are on my C:\ and some are on my server. The program I use (Copernic Desktop Search) will search for over 150 file types, regardless of their location and I can search by any criteria imaginable. Some good ones are as follows: Copernic Desktop Search Corporate Edition - RECOMMENDED: See - free personal version (Copernic Desktop Search Lite) or $49.95 for the recommended Professional edition (Copernic Desktop Search). Note that the Professional version is required to search network drives and Outlook s, attachments, appointments, tasks and notes. dtsearch - RECOMMENDED: See desktop version for $199 or the network version for $50 - $160 per seat (depending on the number of seats) - it's not free, but it is definitely the most sophisticated, gives you the most search options, and can search the most file types. It searches hundreds of file types and terabytes of data in seconds. Filehand: See - FREE. Windows Search: FREE (included with the following operating systems: Windows Vista and Windows 7). Word 2007/10/13 for Legal Professionals Page 14

32 Chapter 5. Significant New Features in Word 2010 Protected View When you open a Word file from an Internet location (such as an attachment to an ), Word opens the file in Protected View which protects you against potential viruses or other malware which may be contained in the file. You can view the file without worry and if you trust the content, you simply click the Enable Editing button. Figure 5.1 As an aside, we have found this feature to be extremely annoying (and unnecessary) and recommend disabling it entirely. You can do this by clicking the File menu Options button Trust Center (left side) Trust Center Settings button Protected View (left side) clear all of the boxes (see Figure 5.2). Click OK twice (once in the Trust Center dialog and once in the Word Option dialog) to save the changes. Improved Paste Functionality Figure 5.2 Now when you copy text and paste it somewhere else, you'll not only get a paste preview (so you can see what it will look like before you actually paste it in), but you have buttons that let you bring the text in formatted however you would like (see Figure 5.3). Word 2007/10/13 for Legal Professionals Page 15

33 New Navigation Pane Figure 5.3 Under the View ribbon, you'll find a check-box for Navigation Pane, the closest kin to which would be the Document Map from Word Providing you used Styles appropriately, it provides you a click-able Table of Contents and you can even move paragraphs around in this view by simply dragging the tags up or down in the list (see Figure 5.4). Figure 5.4 Word 2007/10/13 for Legal Professionals Page 16

34 Further, if you search for a word in the document, it will now highlight all hits and allow you to easily navigate to each one. Customize Ribbons Figure 5.5 In Word 2007, you could customize the Quick Access Toolbar, but not the ribbons. In Word 2010, you decide which ribbons are visible, you can modify the existing ribbons and you can create new ones. You can customize the ribbon by right-clicking anywhere in the ribbon and clicking Customize the Ribbon. Better Collaboration If you store documents on a Microsoft SharePoint 2010 server or in Windows Live 2 (OneDrive is Microsoft's free, online storage) you'll be able to have multiple people working on the same document at the same time. Backstage View The "Office Button" from Word 2007 is gone and replaced with a File menu Microsoft is calling the Backstage View. It displays everything you could do to a document, in one handy screen of options. Options include Open, Close, Save, Inspect (remove metadata), Print, Send as an Attachment and many others. 2 See for more information. Word 2007/10/13 for Legal Professionals Page 17

35 Print with Live Preview Figure 5.6 Now when you print, you'll see exactly what the document will look like before you print in a live preview screen. You can scroll through all pages before you hit the print button. AutoText and QuickParts Get AutoCompleted Users of Word 2003 remember that if they typed the name of an AutoText entry, a little window would appear which allowed the user to insert the AutoText entry by simply hitting Enter (see Figure 5.7). Figure 5.7 In Word 2007, that functionality went away. If you wanted to insert an AutoText entry, you had to type some portion of the name and hit the F3 key or choose it from the drop down menu. Word 2010, if you save your AutoText or QuickParts items in normal.dotm (rather than BuildBlocks.dotm where they were stored in Word 2007), you get the AutoComplete functionality back. The window switched from yellow to blue, but it is functionally the same (see Figure 5.8). Figure 5.8 Word 2007/10/13 for Legal Professionals Page 18

36 Chapter 6. Significant New Features in Word 2013 New Read Mode In Word 2013, the Read Mode has been significantly changed to make reading documents easier. Resume Reading When you open a Word document that you previously opened, Word 2013 will ask you if you want to pick up where you left off. It will take you to the page that you were on the last time that you closed the document. This is particularly helpful if you are in the middle of editing a large document. Simple Markup This is a new revision view in Word It shows you fewer changes in the document, marking the ones that it does not show you with a line in the margin. The document may be easier to read in this view, but it is not particularly helpful if you are trying to see exactly what changes were made by another person. Reply to Comments and Mark Them as Done In Word 2013, you can now reply to comments made by other people. You can also mark comments as done. Open and Edit PDFs You can now open and edit.pdf files in Word The conversion from PDF to Word is imperfect, but it gives you the ability to alter a.pdf file if you are unable to get a Word copy of the file and you need to make changes. Design Ribbon There is a new ribbon available in Word 2013: the Design ribbon. The Design ribbon brings together style options in one ribbon. You can also preview the document before actually applying a style to the entire document. Lock Track Changing In Word 2013, you can lock the track change feature.. This minimizes the chances that someone will make changes to the document without the changes being tracked. With the correct password, users can turn off track changes. Collapse and Expand a Document You can expand or collapse parts of a document in Word This allows you to collapse all parts of a document except for the part that you are working on. To use this feature, your document must use Word's built-in heading styles. Once a heading style is applied to a paragraph, a small triangle will appear in the margin when you hover over the paragraph. Click the triangle to expand and collapse sections of the document. Word 2007/10/13 for Legal Professionals Page 19

37 New Landing Page When you open Word 2013, you do not land on a blank document. Instead, Word 2013 lands on the "New" screen. The New screen provides you a list of templates from which you can create a new document. Word 2007/10/13 for Legal Professionals Page 20

38 Chapter 7. Default Setting Changes for Word 2007 In General Some of Word 2007's default settings are annoying, nonsensical and otherwise problematic. Therefore, it's imperative that you "fix" them and this chapter is dedicated to the task. If you have a computer with Word at home, it's also a good idea to make the same changes outlined herein. The following pages contain screenshots of the settings we recommend. Make the settings on your computer match the screenshots. Please note that some settings are stored in the Windows Registry, while others are stored in your Normal.dotm file (and some can change from document to document). NOTE that you get to all of the following screens by clicking the Office button Word Options. Word Options Popular Figure 7.1 Uncheck Show Mini Toolbar on selection. This controls whether an additional pop up window with common font options is displayed whenever text is selected. This can be distracting and cover up part of the document. Therefore, uncheck this box. Check Enable Live Preview. This controls whether Word will temporarily change the appearance of the document to match the relevant style or theme when hovering the mouse over a style or theme. If this is too distracting, uncheck this box. Word 2007/10/13 for Legal Professionals Page 21

39 Check Show Developer Tab in the Ribbon. Checking this box will cause the developer tab to be displayed which includes form menus, templates and add ins, and additional macro controls. Uncheck Open attachments in Full Screen Reading view. Checking this box will always open attachment in Reading view which does not reflect how the document actually looks. Color Scheme. The color scheme is one of the options that affect all Office 2007 applications. Whatever color scheme is selected will propagate throughout all Office applications. Word Options Display Figure 7.2 Check Show white space between pages in Print Layout view. Unchecking this box will hide the space between the pages, including the headers and footers between the pages. Word 2007/10/13 for Legal Professionals Page 22

40 Check Show highlighter marks. Check Show document tooltips on hover. Check Show all formatting marks. To be able to see what is going on in the document, including any hidden text, check this option. The Show/Hide button can then be used to show or hide the formatting marks (found in the Home ribbon, Paragraph group). Check Print drawings created in Word. Check Update fields before printing. Check this box to ensure that all tables of contents and cross references are updated prior to printing the document. Word Options Proofing and Autocorrect Next, go to Proofing and click on Autocorrect Options. This will launch the Autocorrect Options dialog. Figure 7.3 Word 2007/10/13 for Legal Professionals Page 23

41 Figure 7.4 Uncheck Capitalize first letter of sentences and Capitalize first letter of table cells. You may also want to uncheck the Automatically use suggestions from the spelling checker. This option will cause Word to try to identify every word that is typed. If the word is not recognized, Word will "guess" the closest word from its spell checker and replace the typed word with its best guess. Next click on the Autoformat As You Type tab. Word 2007/10/13 for Legal Professionals Page 24

42 Figure 7.5 Uncheck everything except Ordinals, Fractions and Set left and first indent with tabs and backspaces. Optional items include checking "Internet and network paths with hyperlinks" will create clickable hyperlinks to internet addresses, so that a person opening the document can click on the link and go to the web address right from the document. You might also check the Straight quotes with smart quotes but keep in mind that this may result in your quotation marks getting converted to "A" and "@" if the person opening your document doesn't have the same font set that you have on your computer. Be sure to uncheck everything else of this page!! The Apply as you type section causes Word to guess what is being typed and start inserting bulleted lists and tables on its own without any prompting to do so. Also be sure to uncheck Define styles based on your formatting. This option causes Word to create styles on its own. Finally, click on the AutoFormat tab. Word 2007/10/13 for Legal Professionals Page 25

43 Make these options match the AutoFormat As You Type options. At this point, make sure to click the OK button or all of the changes will be lost. Word 2007/10/13 for Legal Professionals Page 26

44 Word Options Proofing Figure 7.6 Uncheck Ignore words in UPPERCASE. Leaving this checked will cause Word to ignore anything in uppercase such as headings and titles. Uncheck Mark grammar errors as you type. This will eliminate the green squiggly lines in the document. Uncheck/Check Check grammar with spelling. Unchecking this options will speed up a spell check, if you are not concerned about checking grammar. Word 2007/10/13 for Legal Professionals Page 27

45 Word Options Save Figure 7.7 Change Save files in this format depending on your circumstances. If you anticipate regularly sharing documents with Word 2003 users, then you will want to change this option from "Word Document (*.docx)" to "Word Document (*.doc)". However, if you save a document to be compatible with Word 2003, you will lose Word 2007 specific features in the document. Change Save AutoRecover information every option to five minutes. Change the Default file location to your default file location. Word 2007/10/13 for Legal Professionals Page 28

46 Word Options Advanced Editing: Options Figure 7.8 Uncheck When selecting, automatically select entire word. Regain control over your mouse. Uncheck Automatically create drawing canvas when inserting AutoShapes. Uncheck Use smart paragraph selection. Some other items to watch out for are: Make sure Typing replaces selected text is checked. If not, you will not be able to overtype on top of a selected word Use smart cursoring moves the cursor when you scroll up or down through the document, this may or may not be what you want Enable click and type, in print layout, will format itself to place the text where you double click. Word Options Advanced Cut, Copy and Paste Note that in this area you can control the default paste action in a variety of circumstances. When copying from other programs (such as a browser), we recommend that you strip all formatting off of the source text. By changing the setting shown below, this will always be the case. You may want to change some of the other settings as well depending upon how you work. Word 2007/10/13 for Legal Professionals Page 29

47 Figure 7.9 Word Options Advanced Show document content and Display Figure 7.10 Change Field shading to Always. Change Show this number of Recent Documents to your preference. Word 2007/10/13 for Legal Professionals Page 30

48 Word Options Advanced General and Compatibility Options Figure 7.11 Click on File Locations. if you need to change the default directory for templates, etc. Make sure the compatibility options is for "All New Documents" is set for Microsoft Office Word This option (and several others) allow you to set options for this one particular document, or for "All new documents". Setting this option for "All New Documents" actually changes your Normal.dotm template. Do full justification the way WordPerfect 6.x for Windows does: If text using Word's full justification looks too spread out, try changing the "Layout Options" and select "Do full justification the way Wordperfect 6.x for Windows does". NOTE: Make sure you change the selection for "Compatibility options for" to "All New Documents" before you click OK. Word 2007/10/13 for Legal Professionals Page 31

49 Word Options Trust Center Trust Center Settings: Privacy Options Figure 7.12 Go to the Trust Center and click the Trust Center Settings button. A new dialog will open. Click on Privacy Options and check Warn before printing, saving or sending a file that contains tracked changes or comments. Make sure Remove personal information from file properties on save is checked as well. Word 2007/10/13 for Legal Professionals Page 32

50 Chapter 8. Default Setting Changes for Word 2010 In General The default setting changes for Word 2010 are a bit different than Word 2007 so follow these steps if you're using Word NOTE that you get to all of the following screens by clicking File Menu Options. Options General Figure 8.1 Uncheck Show Mini Toolbar on selection. This controls whether an additional pop up window with common font options is displayed whenever text is selected. This can be distracting and cover up part of the document. Therefore, uncheck this box. Check Enable Live Preview. This controls whether Word will temporarily change the appearance of the document to match the relevant style or theme when hovering the mouse over a style or theme. If this is too distracting, uncheck this box. Uncheck Open attachments. This is an extremely annoying way to have all attachments opened. Word 2007/10/13 for Legal Professionals Page 33

51 Options Display Figure 8.2 Check Show white space between pages in Print Layout view. Unchecking this box will hide the space between the pages, including the headers and footers between the pages. Check Show highlighter marks. Check Show document tooltips on hover. Check Show all formatting marks. To be able to see what is going on in the document, including any hidden text, check this option. The Show/Hide button on the ruler can then be used to show or hide the formatting marks. Check Print drawings created in Word. Check Update fields before printing. Check this box to ensure that all tables of contents and cross references are updated prior to printing the document. Word 2007/10/13 for Legal Professionals Page 34

52 Options Proofing Figure 8.3 Uncheck Ignore words in UPPERCASE. Leaving this checked will cause Word to ignore anything in uppercase such as headings and titles. Uncheck Mark grammar errors as you type. This will eliminate the green squiggly lines in the document. Uncheck/Check Check grammar with spelling. Unchecking this options will speed up a spell check, if you are not concerned about checking grammar. Options Proofing Autocorrect Button Next, go to Proofing and click on Autocorrect Options button. Autocorrect Options dialog. This will launch the Word 2007/10/13 for Legal Professionals Page 35

53 Figure 8.4 Uncheck Capitalize first letter of sentences and Capitalize first letter of table cells. You may also want to uncheck the Automatically use suggestions from the spelling checker. This option will cause Word to try to identify every word that is typed. If the word is not recognized, Word will "guess" the closest word from its spell checker and replace the typed word with its best guess. Word 2007/10/13 for Legal Professionals Page 36

54 Next click on the Autoformat As You Type tab. Figure 8.5 Under Replace as type, uncheck: *Bold and _italic_ with real formatting and Hyphens (--) with dash (-). Check: Fraction (1/2) with fraction character (1/2) and Ordinals (1st with superscript). You may want to check Internet and network paths with hyperlinks. This will create clickable hyperlinks to internet addresses, so that a person opening the document can click on the link and go to the web address right from the document. You might also check the Straight quotes with smart quotes but keep in mind that this may result in your quotation marks getting converted to "A" and "@" if the person opening your document doesn't have the same font set that you have on your computer. Uncheck everything under Apply as you type. The Apply as you type section causes Word to guess what is being typed and start inserting bulleted lists and tables on its own without any prompting to do so. Under Automatically as you type, uncheck: Format beginning of list item like the one before it and Define styles based on your formatting. Define styles based on your formatting causes Word to create styles on its own. Check Set left- and first-indent with tabs and backspaces. Word 2007/10/13 for Legal Professionals Page 37

55 Finally, click on the AutoFormat tab. Figure 8.6 Uncheck everything under Apply, Preserve, and Always AutoFormat. Under Replace, uncheck: "Straight quotes" with "smart quotes" Hyphens (--) with dash (-) *Bold and _italic_ with real formatting Internet and network paths with hyperlinks Under Replace, check: Check Ordinals (1 st ) with superscript Fractions (1/2) with fraction character (1/2). At this point, make sure to click the OK button or all of the changes will be lost. Word 2007/10/13 for Legal Professionals Page 38

56 Options Save Figure 8.7 Change Save files in this format depending on your circumstances. If you anticipate regularly sharing documents with Word 2003 users, then you will want to change this option from Word Document (*.docx) to Word Document (*.doc). However, if you save a document to be compatible with Word 2003, you will lose Word 2007 specific features in the document. Change Save AutoRecover information every option to 5 minutes. Be sure this check box is checked. Change the Default file location to your default file location. Word 2007/10/13 for Legal Professionals Page 39

57 Options Advanced Editing Options Figure 8.8 Uncheck When selecting, automatically select entire word. Regain control over your mouse. Uncheck Automatically create drawing canvas when inserting AutoShapes. Uncheck Use smart paragraph selection. Some other items to watch out for are: Make sure Typing replaces selected text is checked. If not, you will not be able to overtype on top of a selected word Use smart cursoring moves the cursor when you scroll up or down through the document, this may or may not be what you want Enable click and type, in print layout, will format itself to place the text where you double click. Options Advanced Cut, Copy and Paste Note that in this area you can control the default paste action in a variety of circumstances. When copying from other programs (such as a browser), we recommend that you strip all formatting off of the source text. By changing Pasting from other programs to Keep Text Only (see Figure 8.9), this will always be the case. You may want to change some of the other settings as well depending upon how you work. Word 2007/10/13 for Legal Professionals Page 40

58 Figure 8.9 Options Advanced Show Document Content and Display Figure 8.10 Change Field shading to Always. Change Show this number of Recent Documents to your preference. Word 2007/10/13 for Legal Professionals Page 41

59 Options Advanced General and Compatibility Options Figure 8.11 Click on File Locations. if you need to change the default directory for templates, etc. Make sure the compatibility options is for "All New Documents" is set for Microsoft Office Word This option (and several others) allow you to set options for this one particular document, or for "All new documents". Setting this option for "All New Documents" actually changes your Normal.dotm template. Do full justification the way WordPerfect 6.x for Windows does: If text using Word's full justification looks too spread out, try changing the "Layout Options" and select "Do full justification the way Wordperfect 6.x for Windows does". NOTE: Make sure you change the selection for Compatibility options for to All New Documents before you click OK. Options Trust Center Trust Center Settings Button Trusted Documents This is another safety feature we find annoying. So be advised that disabling it entails a security risk. However, we recommend disabling the trusted documents feature. To do so, click on Trust Center and click on the Trust Center Settings button. Go to Trusted Documents and check Disable Trusted Documents. See Figure Word 2007/10/13 for Legal Professionals Page 42

60 Figure 8.12 Options Trust Center Trust Center Settings Button Macro Settings Again, this recommendation is a security risk, but there are a lot of Word add-ins which require macros to run (HotDocs, for example). If you have antivirus software, it will detect and remove macro viruses which is the risk this setting is protecting against. To enable all macros to run, click on the Macro Settings, then Enable all macros (not recommended; potentially dangerous code can run). See Figure Figure 8.13 Options Trust Center Trust Center Settings Button Protected View Yes, another annoying prophylactic setting in Word This one is really bad and has caused an incredible number of tech support calls to our office. Yes, there is risk involved in disabling it. However, it causes more problems than it prevents. To change these settings, go to Protected View and uncheck all of the boxes. See Figure Word 2007/10/13 for Legal Professionals Page 43

61 Figure 8.14 Options Trust Center Trust Center Settings Button File Block Settings Yes, another prophylactic feature we don t like. When I double click a file, I want it to OPEN and not give me a non-editable version of it. Again, there is risk involved in disabling this feature. To have all file types open and allow editing without a prompt, under the File Block Settings, uncheck all of the check boxes and under Open behavior for selected filed types, select Open selected file types in Protected View and allow editing. See Figure 8.15 Figure 8.15 Word 2007/10/13 for Legal Professionals Page 44

62 Options Trust Center Trust Center Settings Button Privacy Options To be warned before printing, saving or sending a file that contains tracked changes or comments (things that you may not want others to see), under Privacy Options, check Warn before printing saving or sending a file that contains tracked changes or comments. See Figure Figure 8.16 Click OK to exit the Trust Center dialog and save all of your changes. Click OK to exit the Word Options dialog and save all of your changes. Word 2007/10/13 for Legal Professionals Page 45

63 Chapter 9. Default Setting Changes for Word 2013 In General The default setting changes for Word 2013 are very different 2007 and 2010 so follow these steps if you're using Word NOTE that you get to all of the following screens by clicking the File menu Options. Options General Figure 9.1 Uncheck Show Mini Toolbar on selection. This controls whether an additional pop up window with common font options is displayed whenever text is selected. This can be distracting and cover up part of the document. Therefore, uncheck this box. Personalization: Make sure your name and initials are in the User name and Initials boxes. Check Always use these values and choose an Office Background and Word 2007/10/13 for Legal Professionals Page 46

64 Office Theme. The background is the frankly silly graphic that appears at the top, righthand corner of the Word screen. You had a chance to choose something during installation but you may want to change it now that you ve seen it. The default Office Theme of stark, blinding white might not be what you would like. I recommend you change it to light or dark gray. Tell me if Word isn't default program for viewing and editing documents: This is just annoying, particularly if you just don't want Word 2013 to be your default. Open attachments in Reading View: Clear this so attachments open normally. Get Rid of the Start Screen. This is the giant template selection screen that opens whenever you open Word If you want Word 2013 to behave like prior versions when you run it, then you definitely want to clear the Show the Start Screen when this application starts box. Word 2007/10/13 for Legal Professionals Page 47

65 Options Display Figure 9.2 Check Update fields before printing. Check this box to ensure that all tables of contents and cross references are updated prior to printing the document. Check Update linked data before printing. This will make sure that all linked files are updated before printing. Word 2007/10/13 for Legal Professionals Page 48

66 Options Proofing Figure 9.3 Uncheck Ignore words in UPPERCASE. Leaving this checked will cause Word to ignore anything in uppercase such as headings and titles. Uncheck Mark grammar errors as you type. This will eliminate the green squiggly lines in the document. Word 2007/10/13 for Legal Professionals Page 49

67 Uncheck/Check Check grammar with spelling. Unchecking this options will speed up a spell check, if you are not concerned about checking grammar. Options Proofing and Autocorrect Next, go to Proofing and click on Autocorrect Options button. Autocorrect Options dialog. This will launch the Figure 9.4 Uncheck Correct TWo INitial CApitals and Capitalize first letter of sentences as most people find that annoying because they MEANT to do it (IDs or cc:). Word 2007/10/13 for Legal Professionals Page 50

68 Next click on the AutoFormat As You Type tab. Figure 9.5 Uncheck everything except Ordinals, Fractions and Set left and first indent with tabs and backspaces. Optional items include checking Internet and network paths with hyperlinks will create clickable hyperlinks to internet addresses, so that a person opening the document can click on the link and go to the web address right from the document. You might also check the Straight quotes with smart quotes but keep in mind that this may result in your quotation marks getting converted to "A" and "@" if the person opening your document doesn't have the same font set that you have on your computer. Be sure to uncheck everything else of this page!! The Apply as you type section causes Word to guess what is being typed and start inserting bulleted lists and tables on its own without any prompting to do so. Also be sure to uncheck Define styles based on your formatting. This option causes Word to create styles on its own. Word 2007/10/13 for Legal Professionals Page 51

69 Finally, click on the AutoFormat tab. Figure 9.6 Make these options match the AutoFormat As You Type options. At this point, make sure to click the OK button or all of the changes will be lost. Word 2007/10/13 for Legal Professionals Page 52

70 Options Save Figure 9.7 Save AutoRecover information: Reduce this to 5 minutes rather than 10 minutes. More frequency is a good thing. Don't show the Backstage when opening or saving files: If you want Word 2013 to behave like its predecessors when you open or save a file, then check this box. Show additional places for saving, even if sign-in may be required: This is just a waste of space on your save screen, so clear this box. Save to Computer by default: Microsoft really wants you to save everything to SkyDrive and you probably don't want to. Therefore, check this box. Word 2007/10/13 for Legal Professionals Page 53

71 Options Advanced Editing Options Figure 9.8 Uncheck When selecting, automatically select entire word. Regain control over your mouse. Uncheck Automatically create drawing canvas when inserting AutoShapes. Uncheck Use smart paragraph selection. Some other items to watch out for are: Make sure Typing replaces selected text is checked. If not, you will not be able to overtype on top of a selected word Use smart cursoring moves the cursor when you scroll up or down through the document, this may or may not be what you want Enable click and type, in print layout, will format itself to place the text where you double click. Options Advanced Cut, Copy and Paste Note that in this area you can control the default paste action in a variety of circumstances. When copying from other programs (such as a browser), we recommend that you strip all formatting off of the source text. By changing the setting shown below, this will always be the Word 2007/10/13 for Legal Professionals Page 54

72 case. You may want to change some of the other settings as well depending upon how you work. Figure 9.9 Options Advanced Show Document Content Figure 9.10 Change Field shading to Always. Change Show this number of Recent Documents to your preference. Word 2007/10/13 for Legal Professionals Page 55

73 Options Advanced Fidelity & General Figure 9.11 Change the heading in Preserve fidelity when sharing this document to All New Documents (so the setting change applies to all future documents) and clear the Embed linguistic data box. "Linguistic data" refers to things like speech (from text-to-speech or speech-to-text applications or add-ins) and handwriting. You're probably not using either of those things so embedding them only makes the file-sizes bigger (unnecessarily). Click File Locations and make sure that Word is defaulted to look in whatever folder you keep your client documents. This saves you the annoyance of switching drives and folders every time you want to save something. Word 2007/10/13 for Legal Professionals Page 56

74 Options Advanced Layout Options Figure 9.12 Check Don't expand character spaces on a line that ends with SHIFT-RETURN because this is the number one reason that a few words will be spread across the entire line with giant gaps between each word. For your information, Shift + Return = "soft return" which tricks Word into thinking that what appears to be two lines of text are actually one line of text. Word 2007/10/13 for Legal Professionals Page 57

75 Options Trust Center Trust Center Settings Button Trusted Documents This is another safety feature we find annoying. So be advised that disabling it entails a security risk. However, we recommend disabling the trusted documents feature. Figure 9.13 Options Trust Center Trust Center Settings Button Macro Settings Figure 9.14 I realize that this is the "not recommended" setting from Microsoft, but the default of disabling all macros causes many add-ins and other 3 rd party Word enhancements not to run. If you have an antivirus program, then you're protected from Word macro viruses. Options Trust Center Trust Center Settings Button Protected View Yes, another annoying prophylactic setting in Word This one is really bad and has caused an incredible number of tech support calls to our office. Yes, there is risk involved in disabling it. However, it causes more problems than it prevents. Word 2007/10/13 for Legal Professionals Page 58

76 Figure 9.15 Word 2007/10/13 for Legal Professionals Page 59

77 Options Trust Center Trust Center Settings Button File Block Settings Yes, another prophylactic feature we don t like. When I double click a file, I want it to OPEN and not give me a non-editable version of it. Again, there is risk involved in disabling this feature. Figure 9.16 Word 2007/10/13 for Legal Professionals Page 60

78 Figure 9.17 Go to the Trust Center and click the Trust Center Settings button. A new dialog will open. Click on Privacy Options and check Warn before printing, saving or sending a file that contains tracked changes or comments. Also clear the Sign up for Customer Experience Improvement Program. Word 2007/10/13 for Legal Professionals Page 61

79 Options Trust Center Trust Center Settings Button Privacy Options Figure 9.18 Make sure you clear the Sign up for the Customer Experience Improvement Program box and check the Warn before printing, saving or sending a file that contains tracked changes or commands box. Lock In Your Setting Changes Make sure that after you're doing with all of the foregoing changes that you click the OK button, NOT Cancel and NOT the X button in the top, right-hand corner of the dialog. That makes the changes stick. It's a good idea after you do this to exit Word, re-launch Word and spot check a couple of the settings to ensure that they're still modified. If the changes don't stick, there are a couple of reasons that could happen and I can help you figure out why. Just send me an - bhenley@affinityconsulting.com. Fix Track Changes Settings Track Changes was modified in Word 2013 and there are a few changes you'll want to make with it. All of these changes begin on the Review ribbon in Word Change the Markup By default, Word shows you Simple Markup which means that if you delete text, it literally disappears and a little red, vertical line appears in the left margin adjacent to the line where something was deleted. Of course, I not only want to know that something was deleted, but what was deleted. Therefore, switch from Simple Markup to All Markup (see below). Word 2007/10/13 for Legal Professionals Page 62

80 Track Changes Options Figure 9.19 In order to get to this dialog, click Review ribbon Tracking launcher. Figure 9.20 Clear Pictures By Comments (unnecessary and clutters up the comment screen). Balloons are best used for Comments and Formatting only: not Revisions which is the default setting. Word 2007/10/13 for Legal Professionals Page 63

81 Chapter 10. Default Setting Changes for Word 2011 for Mac In General The default setting options for Word 2011 for Macintosh are not as elaborate as those for Word for Windows, but there are several enhancements you can make to improve your Word experience. NOTE that you get to all of the following screens by clicking the Word Menu Preferences Preferences General Figure 10.1 Word 2007/10/13 for Legal Professionals Page 64

82 Check Update automatic links at Open. Checking this box ensure that anytime you edit a Word document with embedded images, Excel spreadsheets, etc., that Word checks to make sure you have the most current version of embedded file. Change Track recently opened documents to your preference. Check WYSIWYG font and style menu. Checking this box ensures that Word will display your fonts and styles in menu lists as they would actually appear on your document or in print. If you are having performance issues with Word, unchecking this box may help speed up the program. Uncheck Open Word Document Gallery when application opens. This is the giant template selection screen that opens whenever you open Word If you want Word 2011 to launch directly to a blank document when you run it, then you definitely want to clear this box. Word 2007/10/13 for Legal Professionals Page 65

83 Preferences View Figure 10.2 Check Highlighting and Bookmarks. Checking the highlighting box ensures that anything you color with the highlighting tool shows as highlighted in the document and when printed. Checking the Bookmarks tool tells Word to display a marker where you have inserted a bookmark in your document. Change the Field shading to Always. Field codes are special characters inserted into documents that automatically update as you work. This includes page numbers, paragraph numbering, and cross-references. Turning the shading to Always lets you know which numbering Word is handling for you. Under Nonprinting characters, check All. This setting is partly personal preference and partly formatting necessity. Checking this box makes it easier to see where you have extra carriage returns or two spaces between words. Word 2007/10/13 for Legal Professionals Page 66

84 Under Window, check everything except Wrap to window and set the Style area width to 1. The status bar, at the bottom of the Word screen, is essential for seeing what page you re on, what section of the document you re in, and the document word count. The live word count is displayed in status bar. The vertical ruler is displayed along the left margin. Preferences Edit Figure 10.3 Uncheck When selecting, automatically select entire word. Regain control over your mouse. Uncheck Include paragraph mark when selecting paragraphs. Word 2007/10/13 for Legal Professionals Page 67

85 Preferences Spelling and Grammar Figure 10.4 Uncheck Ignore words in UPPERCASE. Leaving this checked will cause Word to ignore anything in uppercase such as headings and titles. Uncheck Check grammar as you type. This will eliminate the green squiggly lines in the document. Word 2007/10/13 for Legal Professionals Page 68

86 Uncheck/Check Check grammar with spelling. Unchecking this options will speed up a spell check, if you are not concerned about checking grammar. Preferences AutoCorrect Figure 10.5 Word 2007/10/13 for Legal Professionals Page 69

87 Click on the AutoCorrect tab. Uncheck Correct TWo INitial CApitals and Capitalize first letter of sentences as most people find that annoying because they MEANT to do it (IDs or cc:). Next click on the Autoformat As You Type tab. Figure 10.6 Word 2007/10/13 for Legal Professionals Page 70

88 Uncheck everything except Ordinals and Fractions. Optional items include checking Internet and network paths with hyperlinks which will create clickable hyperlinks to internet addresses so that a person opening the document can click on the link and go to the web address right from the document. You might also check the Straight quotes with smart quotes but keep in mind that this may result in your quotation marks getting converted to "A" and "@" if the person opening your document doesn't have the same font set that you have on your computer. Be sure to uncheck everything else of this page!! The Apply as you type section causes Word to guess what is being typed and start inserting bulleted lists and tables on its own without any prompting to do so. Also be sure to uncheck Define styles based on your formatting. This option causes Word to create styles on its own. Preferences Save Figure 10.7 Save AutoRecover info every : Reduce this to 5 minutes rather than 10. More frequency is a good thing. Save Word files as:.docx is the standard Word file format for Word 2007 and 2010 for Windows and Word 2008 and 2011 for Macintosh. The only reason to change this default format is if you frequently exchange files with users of Word 2003 for Windows, Word 2004 for Macintosh, or earlier versions. Word 2007/10/13 for Legal Professionals Page 71

89 Preferences Print Figure 10.8 Check Update fields. Check this box to ensure that all tables of contents and cross references are updated prior to printing the document. Check Update links. This will make sure that all linked files are updated before printing. Word 2007/10/13 for Legal Professionals Page 72

90 Preferences Compatibility Figure 10.9 Do full justification like WordPerfect 6.x for Windows: If text using Word's full justification looks too spread out, try selecting Do full justification like Wordperfect 6.x for Windows. Word 2007/10/13 for Legal Professionals Page 73

91 Preferences Track Changes Figure Balloons are best used for Comments and Formatting only. Word 2007/10/13 for Legal Professionals Page 74

92 Preferences User Information Figure Personalization. Make sure your name and initials are in the appropriate boxes. Word uses that information for tracking changes and other document edits. Word 2007/10/13 for Legal Professionals Page 75

93 Preferences Security Figure Macro Security. Macros are scripts or tiny programs that run within Word documents. If you want to be notified if the document you're opening contains a macro, check this box. Word 2007/10/13 for Legal Professionals Page 76

94 Preferences Feedback Figure If you want Microsoft to collect anonymous data on how you use Word, select Yes on this screen. Word 2007/10/13 for Legal Professionals Page 77

95 Preferences File Locations Figure If you wish, you can change the default locations where Word looks for your documents, templates, etc. Make sure that Word defaults to look in whatever folder you keep your client documents. This saves you the annoyance of switching drives and folders every time you want to save something. Preferences Ribbon Word 2011 for Mac was the first version of Word for the Mac that accurately replicates the Ribbon experience Word for Windows users have had since This preference pane allows you choose whether to use the ribbon (the default behavior) or not. Compare the difference: Word 2007/10/13 for Legal Professionals Page 78

96 Figure vs. Figure The ribbon interface exposes tremendously more functionality than previous Word versions. However, with some effort it is possible to recreate a Word 2004 for Mac look. If you would like to do so, contact me at jschoenberger@affinityconsulting.com, and I will walk you through the steps. In addition to controlling whether the ribbon toolbar is displayed, the ribbon preference pane controls which tabs are displayed on the ribbon itself. Word 2007/10/13 for Legal Professionals Page 79

97 Figure Appearance. Decide if you would prefer Word's interface elements to appear with a bluish or graphite appearance. Turn on the Developer tab. Checking this box will cause the developer tab to be displayed which includes form menus, templates and add ins, and additional macro controls. Word 2007/10/13 for Legal Professionals Page 80

98 Chapter 11. Recommended Customizations Quick Access Toolbar - Suggested Law Office Modifications You can add commands through the Quick Access Toolbar ("QAT") menu by clicking on the icon on the right edge of the toolbar, then choosing More Commands. The menu contains items for the most common commands. Select one of the common commands to add it to the toolbar. If your toolbar becomes too long for the top of the screen, in Word 2007, click the drop down arrow on the end of the QAT or in Word 2010/13 right-click the QAT, and select Show Below the Ribbon to have it appear below the Ribbon. To add other commands or to change the order of the icons on the toolbar, select More Commands to bring up the customize options (you can also get to this window in Word 2007 from Office button Word Options Customize and in Word 2010/13 from File menu Option Quick Access Toolbar). Figure 11.1 Prior versions of Microsoft Word let you customize toolbars and menus. However, Word 2007 limits customizations to the Quick Access Toolbar. Go to Word Options Customize (Word 2007) or Quick Access Toolbar (Word 2010/13)or right-click on the toolbar and select "Customize Quick Access Toolbar " The following are some common options: Popular Commands Page Setup Word 2007/10/13 for Legal Professionals Page 81

99 Style: Shows you what style is applied to the text your cursor is in. Styles : Opens style window. Track Changes: Automatically track proposed changes you make to a document. All Commands AutoText Back: Allows you to jump back to where you were in a document when you clicked a hyperlink. Calculate: Select any list of numbers or any equation, click this button and it will tell you the result in the status bar at the bottom of the Word window. Edit Footer Edit Header s the current document as an attachment in one click. Envelopes : This opens the envelopes and labels wizard. Organizer: This allows you to easily copy styles from the default template into the document you re working on. Print: This option brings up the print dialog box Quick Print: This option prints the open document to the default printer. Office Menu Inspect document: This removes metadata from your document. Where the QAT Is Stored If you have customized your QAT and would like to share it with someone else, the customizations are stored in a file on your computer. If you re using Windows Vista or 7, then it is here: C:\Users\[your logon name]\appdata\local\microsoft\office\word.qat You can copy your word.qat file to someone else s computer into the same folder. Saving as PDF If you have Service Pack 2 for Word 2007/10 or have Word 2013, then you have the ability to Save As PDF. Rather than printing to a PDF driver as Acrobat requires, Word allows you to simply save a Word document as a PDF. Just be advised that creating a PDF from a Word file does not save the Word file (you must do that separately). In order to create a PDF from a Word file, in Word 2007 simply click the Office button Save As arrow PDF or XPS change Save as type to PDF Publish or click the large part of the Save As button (not the arrow) change Save as type to PDF OK button. In Word 2010/13 click on the File menu Save As change Save as type to PDF OK button. Word 2007/10/13 for Legal Professionals Page 82

100 Figure 11.2 Problems With Word 2007/10/13's Default Formatting for Legal Users There two main issues that you'll need to address before you start working with Word 2007/10/13: Word 2007/10/13's default font and paragraph settings are not appropriate for legal documents. The default font is Calibri (a font most people don't even have on their computers), size 11, the line spacing is 1.15 (rather than single) and there is autoparagraph spacing turned on (10 point after). You probably want a different font, and you certainly don't want 1.15 line spacing and 10 point spacing between paragraphs as your default. Word 2007/10/13's default style settings are also inappropriate for legal documents. Rather than provide you with styles for a block quote, or outline paragraph numbering, you get the following, utterly useless and inappropriate styles (some of which have blue text and some of which have red text): Word 2007/10/13 for Legal Professionals Page 83

101 Figure 11.3 How To Fix Word's Formatting Defaults Change Your Default Font Formatting If you don't like Calibri 11 or Word's other defaults related to Fonts, simply follow these steps to fix them: 1. Open a blank document in Word 2. Click Home ribbon Font launcher. This will make the Font dialog appear. 3. Make your adjustments to the font size and click the Default button (Word 2007: Default or Word 2010/13: Set as Default) at the bottom of the dialog. Word 2007/10/13 for Legal Professionals Page 84

102 Figure In word 2007, you'll see the following dialog/warning. Click Yes and you're done! Figure 11.5 In Word 2010 and 2013, you'll see the following dialog. Make sure you check All documents based on the before you click the OK button. Word 2007/10/13 for Legal Professionals Page 85

103 Figure 11.6 Change Your Default Paragraph Formatting Simply follow these steps to fix them: 1. Open a blank document in Word 2. Click the Home ribbon Paragraph launcher. This will make the Paragraph dialog appear. 3. Recommended changes to the Paragraph dialog (Indents and Spacing tab): Leave left and right indentation at 0" and Special at "(none)" Make spacing before and after 0 pt. Line spacing Single If you prefer, switch the Alignment to Justified 4. In Word 2007, after making your paragraph formatting adjustments, click the Default button at the bottom of the dialog. Next, you'll see the dialog/warning in Figure Click Yes and you're done! Figure 11.7 In Word 2010 and 2013, click the Set As Default button, and you'll see the dialog in Figure Figure Make sure you check All documents based on the before you click the OK button. Word 2007/10/13 for Legal Professionals Page 86

104 Figure 11.8 Change Your Default Section Formatting Simply follow these steps: 1. Open a blank document in Word 2. Select the Page Layout ribbon Page Set Up launcher. This will make the Page Setup dialog appear. 3. Recommended changes to the Section dialog: Margins tab: Most legal users prefer 1" margins on all sides Layout tab: If you normally do not page number the first page of your documents, check the box for Different First Page. 4. After making your page setup adjustments, click the Default button (Word 2007: Default or Word 2010/13: Set As Default) at the bottom of the dialog. Next, you'll see the dialog/warning in Figure Click Yes and you're done! Figure 11.9 Default Settings Do Not Affect Existing Documents It is important to note that the foregoing changes to your default template do not affect, in any way, documents you've created in the past. In other words, when you open a document you created before making these changes, it will retain its original formatting and will not automatically morph to your new default settings. The changes made previously will only apply to new documents you create in Word. Initially, you might wish that default setting changes would automatically affect your existing documents. However, it would be extremely problematic if that were the case because every time you created a document and formatted it just the way you wanted, it would completely reformat itself as soon as someone else opened it in Word (assuming that their formatting defaults weren't exactly like yours). Word 2007/10/13 for Legal Professionals Page 87

105 Set Up the Styles Pane for a Law Office Word has several default styles that you may never need and the default font (on a new installation or new computer) is completely inappropriate in a legal environment (blue text, non standard font such as Calibri). However, you can configure your Normal.dotm so that only the styles you are likely to use will appear in the styles pane. Just follow these steps: 1. First, open your Normal.dotm. In order to do this, first close all other documents in Word. In Word 2007, click Office button Open (SK: Ctrl + O). At the top of your File Open dialog, you'll see a link under Favorites for Trusted Templates or Templates. Click on that and you'll see Normal.dotm as one of your file choices. Click on it once, then click the Open button at the bottom of the dialog. Figure In Word 2010/13, click File menu Open (SK: Ctrl + O) click Trusted Templates or Templates on the left side single click Normal.dotm Open. Word 2007/10/13 for Legal Professionals Page 88

106 Figure If you do not see Templates in the left hand side of the option dialog, you can find the template in the C:/Users/[user name]/appdata/roaming/microsoft/templates folder. 2. Next, open the Styles pane by clicking the Home ribbon Styles launcher: Figure The styles pane will then be displayed with all of the default styles. Click the Manage Styles button and you'll see the dialog in Figure Word 2007/10/13 for Legal Professionals Page 89

107 Figure Click the Recommend tab and then change the Sort order to As Recommended. Click Select All. Click the Assign Value button OK button (default will be to set everything to 1). 5. While the all styles are still selected, click the Hide until used button. 6. Finally, change the Sort order to Alphabetical and go through the list and select the styles you want to regularly appear and click Show. Some good styles to show would be Normal, Block Text, Body Text, Body Text First Indent, Heading 1 through Heading 4, List, Signature and Title. Click OK. Word 2007/10/13 for Legal Professionals Page 90

108 Make Styles Appear Alphabetically Your styles list will probably not appear in alphabetical order by default (which most people find annoying). If you want it to appear in alphabetical order, click the Options button at the bottom of the Styles pane and change the Select how list is sorted to Alphabetical. Next, clear the 3 boxes under Select formatting to show as styles. Select the New documents based on this template radio button and then click OK. Customize the Status Bar Figure The Status Bar is the bar at the bottom of the word screen which by default shows you the page number, among other things. In prior versions of Word, you could not customize this bar, but you can in Word 2007/10/13. Simply right-click the Status Bar and you ll see the options you can add to it. We recommend adding, at a minimum, Formatted Page Number and Section. Word 2007/10/13 for Legal Professionals Page 91

109 Turn On The Ruler Figure As you ll see in later chapters, the ruler is extremely important in Word and unfortunately, it is turned off by default in Word To turn it on, simply open a blank document, click the View ribbon Word 2007: Show/Hide group or Word 2010/13: Show group check the Ruler box. Customize Keyboard Shortcuts You can assign shortcut keys to anything in Word. This is useful for increasing speed or for reassigning WordPerfect shortcut keys to do the same things in Word. To customize your keys, follow these steps: 1. In Word 2007, click the Office button Word Options button; in Word 2010/13, click the File menu Options button. 2. In Word 2007, click the Customize link on the left side click the Customize button at the bottom of the screen. In Word 2010/13, click the Customize Ribbon button click the Customize button at the bottom of the screen. 3. Click on the category you want and the related command appear on the right side of the screen. You may have to hunt for what you re looking for. Once you locate the command Word 2007/10/13 for Legal Professionals Page 92

110 you want to assign a shortcut key to, click once on it so it is highlighted click into the Press new shortcut key box and hit the key combination you want click the Assign button click the Close button. Figure Word 2007/10/13 for Legal Professionals Page 93

111 Chapter 12. Where to Get Help With Word Options For Self Help Your brief must be filed with the court by 5 PM today. It's 4 PM and the formatting won't cooperate, your table of authorities isn't working and the page numbering is all wrong. What are your options for figuring things out? Use Word's Built In Help Click the Microsoft Word Help button in the upper right hand corner of the screen to open the help dialog box (SK: F1). Either browse through the topics, or type a keyword to search by in the box and click Search. Use the Word "Most Valuable Professionals" Web Site This site is a wonderful, free collection of help on every imaginable topic with Microsoft Word. Just go to This site has an amazing array of help regarding Microsoft Word and it's all free. Use Microsoft's Web Site Just go to for comprehensive help on all things Microsoft Word. Call or Someone Who Can Help Here's the Easter Egg! If you've attended one of our classes, you can call or us for free help. You get one free incident (taken to resolution). Either call ( ) during business hours (eastern time zone) or us after business hours (bhenley@ affinityconsulting.com). There's nothing we can't solve. Three Golden Rules Legal Users Need to Know How to know you're missing a feature: If what you're doing in Word seems laborious, painful and slow, chances are that you're doing it wrong. They've automated almost everything you can imagine so there's probably a feature that makes the task you're struggling with much easier. Keep that in mind and you'll know when to start looking for a better way (and start looking through the foregoing sources of help). Never use spaces to line anything up: Spaces (using the space bar) are only to be used for separating words. They are not ever properly used to line something up. Lining things up is the job of tabs and indents and tables. Don't make this mistake. Always click the More button. Word has a nasty habit of hiding things you need to see. The only way you'll be able to see them is by clicking "More" buttons. If you see one in a dialog, always click it! Word 2007/10/13 for Legal Professionals Page 94

112 Figure 12.1 Figure 12.2 Word 2007/10/13 for Legal Professionals Page 95

113 Chapter 13. Word Basics File Operations Create a New Document When you start Word 2007/10, a new blank document will appear on your screen, ready for you to begin work. In Word 2013, you will be prompted to a create a new file based on a choice of template. The "blank document" template will open the blank document is automatically opened in Word 2007/10. If you wish to create a new blank document, click the Office button (Word 2007) or File menu (Word 2010/13) New Blank Document (SK: Ctrl + N). Save a File To save a document in permanent storage, a document must be saved as a file on a disk or hard drive. To save your document, either click the Office button (Word 2007) or File menu (Word 2010/13) Save or click the Save button on the Quick Access Toolbar (SK: Ctrl + S). Using Save As Use the Save As command from the Office Button for the following purposes: (1) to save a document for the first time; (2) to save a document with a different file name; (3) to save a document in a different location; or (4) to save as a document template, an older format document (.doc), a PDF or some other format (RTF, for example). To use Save As, simply click Office button (Word 2007) or File menu (Word 2010 and 2013) Save As (SK: F12). In Word 2007, the Save As options are shown in Error! Reference source not found.. In Word 010/13, the Save As button does not have an arrow like Word Word 2007/10/13 for Legal Professionals Page 96

114 Closing a Document To close a document, click the Close button in the top right corner of the window. Alternatively, you can click the Office button (Word 2007) or File menu (Word 2010/13) Close. If there were changes made since the last save, Word will ask you if you want to save the changes. Opening a Document To open a saved document, click the Office button (Word 2007) or File menu (Word 2010 and 2013) Open or click the Open button on the Quick Access Toolbar (SK: Ctrl + O). Creating New Folders When saving documents (or files), you should always save them in the appropriate client or matter folder. Many times, you will have to create the folder at the same time you save a document, because the folder doesn't exist yet. You can create new folders inside Word or in Windows Explorer, but we recommend learning how to do it in Word. Word 2007/10/13 for Legal Professionals Page 97

115 To create a new folder inside of Word, you must be in the Save (SK: Ctrl + S), Save As (SK: F12) or Open (SK: Ctrl + O) dialogs. Once one of those dialogs is open, you can create new folders by doing the following: Click the New Folder button. This may appear as a small button without the "New Folder" text. or Figure 13.1 Right click somewhere not on top of a file name (white space) New Folder. Renaming Files or Folders To rename a file or folder, you must be in the Save (SK: Ctrl + S), Save As (SK: F12) or Open (SK: Ctrl + O) dialogs. Once one of those dialogs is open, you can rename files and folders by doing the following: Right click a file or folder Rename or In Windows Vista or 7 only, left click (single click) a file or folder Organize button (top, left corner) Rename or Left click (single click) a file or folder Pause left click (single click) again you can now type a new name Warning: If you change the suffix of a file, Windows may not recognize it in the future. Generally speaking, you should never change the 3 or 4 letter suffix of a file. Tip - Selecting More Than One File or Folder at a Time When you click File Open, you might want to select more than one file at a time to cut, copy, print, etc. There are two ways to do this: Hold down a Ctrl key on your keyboard while you left-click multiple files (or folders), and each file will be highlighted (selected) so that you can manipulate them all at once. or If you want to select a range of files, single click the first one in the range, then hold down on a Shift key and left click the last one in the range. All the files in between the two files you clicked will be selected. Word 2007/10/13 for Legal Professionals Page 98

116 Screen Views - Improve or Enhance Document Viewability There are many ways to view documents in Word. To see a list of your options, click on the View ribbon. Figure 13.2 shows the options in Word Figure 13.2 Note, you can also change screen views by clicking the buttons in the bottom, right corner of the Word screen: (as seen in Word 2007/10). Print Layout: View document as it will be printed (WYSIWYG). You can see headers and footers, and the borders of the page. RECOMMENDED for drafting and editing legal documents. Full Screen Reading (Word 2007/10) or Read Mode (Word 2013): If you are opening a document primarily to read it, reading layout view optimizes the reading experience. Reading layout view hides all toolbars except for the Reading Layout and Reviewing Toolbars. Web Layout: Displays your document as it would appear in a Web Browser. Useless to a law firm and not recommended. Outline: Outline view shows the document's structure. The indentations and symbols in outline view do not affect the way your document looks in normal view and do not print. Not recommended. Draft (Normal): Simplified view, but not WYSIWYG and you can't see headers or footers. This view is not recommended unless you're trying to locate section breaks in a document. Document Map (Word 07)/Navigation Pane (Word 10/13): Turns on a vertical pane along the left side of the document which outlines the document structure. However, this feature is only available if you've used Heading styles to format your document. If you've done this, it allows you to view an outline of your document (which Word creates automatically), and quickly move to any section of the document by simply left clicking on the heading in the navigation map. This is very handy when drafting long briefs, motions, and articles. Thumbnails (Word 2007): Opens a pane on the left side of your screen which shows you thumbnail views of each page of the document. Simply click on the appropriate page to jump to it. Zoom (Magnify) Screen View You can change the way the document appears on your screen without changing the way it prints. This is accomplished by using the zoom feature in Word. Methods include: Click the View ribbon, in the Zoom Group select Zoom. Word 2007/10/13 for Legal Professionals Page 99

117 Figure 13.3 or Use the slider at the bottom, right corner of the screen:. or Figure 13.4 EASIEST METHOD: If you have a mouse that has a roller/scroll dial between the two mouse buttons, then you can zoom in and out easier by holding down on a Ctrl key on your keyboard while rolling that dial up or down. Legal Tip - Making On Screen Document Review Easier with a Portrait Monitor Many LCD monitors now pivot from landscape to portrait. If your computer has a decent video adapter, it will allow you to rotate your screen image to portrait as well. Most discreet (nonintegrated) video adapters with 128 or 256 MB of video RAM will allow this. The enormous benefit of this is that rotating to portrait will allow you to see an entire page of text at once rather than just a few paragraphs. Word 2007/10/13 for Legal Professionals Page 100

118 Figure 13.5 Legal Tip - Increase Productivity with Dual Monitors You've probably heard about this idea - connecting two monitors to one computer in such a manner that they act as one large monitor. For research and writing (when your research is electronic); or viewing one document while you draft another, this is absolutely the best thing you can add to your computer. Windows allows this to occur natively (you don't need to buy any additional software). However, you might have to buy a better video adapter for your computer which has dual outputs, but you don't have to spend a lot of money. Something like the Sapphire Radeon X1650 Pro with 512 MB has dual digital outputs (DVI) for $60 (mnfg. part #10165L). In the alternative, there are products which allow a single video output to be split into two such as the Matrox DualHead2Go for $160 (analog version mnfg. part #D2G-A2A-IF). Figure 13.6 Word 2007/10/13 for Legal Professionals Page 101

119 Viewing Two Sections of the Same Word Document Simultaneously There are often circumstances when you're drafting one part of a document but need to see another part of the document as the same time for reference purposes. For example, while drafting, I might need to see the names of all of the parties in the first paragraph or a definitions section at the end. There are two main ways to accomplish this. Splitting a Document To do this, open the document you want to edit. Click the View ribbon Window group Split button. Now a gray bar will appear roughly in the middle of your document. In 2007/10, wherever it is when you left-click, it will split your document at that point. In Word 2013, it will automatically split the screen in half. Thereafter, you can scroll up and down in each half of your document independently. To go back to a single document view, click the View ribbon Window group Remove Split button or drag the gray bar up into the ribbon until it disappears. Figure 13.7 Viewing Same Document in Side By Side Windows If you have a wide-screen monitor, this is particularly useful. It allows you to view one section of the document on the left side of your screen and another section of the same document on the right. First, open the document you want to edit. Then, click the View ribbon Window group New Window button (this opens the same document in a second window). While still in the View ribbon, click the View Side by Side button. If you get a Word 2007/10/13 for Legal Professionals Page 102

120 choice of documents to choose from, choose the one you originally opened. Now you'll see the same document on the left and right side of your screen. In order to browse to different parts of each one, you need to turn off Synchronous Scrolling. This button is in the View ribbon and depending upon how wide your screen is, it may just be a button or a labeled button. To turn off this view, simply click the View Side by Side button in the View ribbon or. To get rid of the second window, just click the close button in the second window. Figure 13.8 Legal Tip - Full Screen Edit Mode If you want the document to use the maximum area of your monitor, then you want to toggle to Full Screen Edit mode. To do so, hold down on the Alt key, then hit V and U consecutively. To turn this off, just hit the Esc key. Print and Print Preview Print Entire Document Office button (Word 2007) or File menu (Word 2010 and 2013) Print (Word 2007: Print or Quick Print) (SK: Ctrl + P). In Word 2007, only click Quick Print if you do not want to change any print option (see below). Word 2007/10/13 for Legal Professionals Page 103

121 Changing Print Options (Word 2007) Figure 13.9 Change Printers: Just select a different printer adjacent to the Name box. Print Less Than Entire Document: To print part of a document, select either Current page, Selection (if you selected text prior to opening the print dialog), or enter specific Page numbers sections in the Pages box. Number of Copies: Just designate the number you'd like. Zoom: Using these adjustments, you can print multiple pages of your document per physical piece of paper; and you can print larger documents (8.5 x 14 for example) on smaller paper (8.5 x 11) and vice versa. Changing Print Options (Word 2010/13) This dialog looks much different than it did in Word 2007, but all of the same options are still present, they're just buried under drop-down menus. Make sure you click all of them if you can't find what you're looking for. As you can see, you also get a print-preview every time you print. Word 2007/10/13 for Legal Professionals Page 104

122 Print Preview (Word 2007) Figure To see what a document will look like before you print, click Office button Print Print Preview. Protecting against Lock-Ups and Document Corruption - Legal Tip Since legal practitioners tend to use the word processor all day, every day, if a computer locks up it usually results in lost work. Word has several built-in features to help you avoid losing what you've typed. How to Recover a Corrupted Word File If Word refuses to open a document you've previously created due to a corruption in the file, follow these steps: 1. Office button (Word 2007) or File menu (Word 2010 /13) Open (SK: Ctrl + O). 2. Locate and select (single left click) the file you think may be corrupted. 3. Now, click the down arrow adjacent to the Open button and choose Open and Repair. Word 2007/10/13 for Legal Professionals Page 105

123 Figure If the document is recoverable, Word will repair and open it. This feature is also useful if you have a document which keeps locking up Word or exhibiting bizarre behavior, which usually precipitates a crash. Try saving it, closing it and then using the Open and Repair feature to see if Word finds and repairs any latent corruptions in the document. Protecting Confidential Documents - Legal Tip Encrypt And Set A Password To Open A Document 1. In Word 2007, click the Office button Prepare click Encrypt Document; or in Word 2010/13, click the File menu Info (left side) Protect Document button Encrypt With Password. 2. Enter the password, confirm the password, then save! Set Password to Modify or Make Your Document Read Only 1. In Word 2007, click the Office button Save As. In Word 2010/13, click the File menu Save As (SK: F12). 2. Click the Tools button at the bottom of the Save As dialog and choose General Options. Figure Enter a password to open or simply check Read-only (which we recommend). Word 2007/10/13 for Legal Professionals Page 106

124 Figure Word 2007/10/13 for Legal Professionals Page 107

125 Chapter 14. Navigating And Editing A Document Legal Tip - Why This Is Important Today, many lawyers draft their own documents and even more edit documents that others have drafted in the word processor. Regardless of who does the editing, word processing is often a non-billable, administrative function. Therefore, it is imperative that law firms are as efficient as possible with this task. All of the following items are designed to help you become faster and more efficient in navigation, editing, finding specific points in a document and the like. Moving Around a Document Navigation Shortcut Keys To navigate through text, one may use keystrokes or the mouse. Shortcut Keys for Moving the Insertion Point: Left Arrow... One character to the left Right Arrow... One character to the right Ctrl + Left Arrow... One word to the left Ctrl + Right Arrow... One word to the right Ctrl + Up Arrow... One paragraph up Ctrl + Down Arrow... One paragraph down Shift + Tab... One cell to the left (in a table) Tab... One cell to the right (in a table) Up Arrow... Up one line Down Arrow... Down one line End... To the end of a line Home... To the beginning of a line Alt + Ctrl + Page Up... To the top of the window Alt + Ctrl + Page Down... To the end of the window Page Up... Up one screen (scrolling) Page Down... Down one screen (scrolling) Ctrl + Page Down... To the top of the next page Ctrl + Page Up... To the top of the previous page Ctrl + End... To the end of a document Ctrl + Home... To the beginning of a document Shift + F5... To a previous revision or the location of the insertion point when the document was last closed Ctrl + G (or F5)... Go to a specific page number Ctrl + F6... Toggle between open documents Browse Object Button (Word 2007/10 only) The Page Up/Page Down keys on your keyboard moves you a screen at a time up or down. If you want to move a page at a time, you can use Ctrl + Page Up or Ctrl + Page Down. However, you need to make sure that Word is setup to browse by page. In order to do this, Word 2007/10/13 for Legal Professionals Page 108

126 click the dot in the bottom right hand corner of the screen and you'll see the following menu appear: Figure 14.1 Now click the Browse by Page button from the menu which will cause Ctrl + Page Up and Ctrl + Page Down to browse by page (each key stroke will take you to the top of the next or preceding page depending upon whether you clicked Page Down or Page Up). As you can see from that menu, you can also browse by field, endnote, footnote, comment, section, edits, graphic, table or headings. Once you've chosen what you want to browse by, the Previous Page button or Next Page button at the bottom, right-hand corner of the Word window will move you to the next or preceding item, page, etc. You can also pop the foregoing menu by hitting Ctrl + Alt + Home. NOTE: If you search for text in the document (SK: Ctrl + F), the Ctrl + Page Up/Down keys will stop taking you to the next or previous page and will instead take you to the next hit for whatever you previously searched for. To switch it back to browse by page, perform the steps outlined in the paragraph above. Unfortunately, this extremely useful feature was removed in Word Undo and Redo Shortcut Keys Ctrl + Z... Undo an action Ctrl + Y... Redo or repeat an action Insert Text When Word opens an existing document, the document is already in Insert mode. This simply means that existing text, to the right of the cursor, is moved to the right as you type new text. Select Text To manipulate text, that is to copy, move, delete or format text, you must first select it. Text which has been selected will be highlighted. Two Methods 1. Point the mouse to the beginning of the text that you want to select. 2. Click and hold down the left mouse button. Drag the shadow pointer across the text you want to select. The text should be highlighted. Release the mouse button. or Word 2007/10/13 for Legal Professionals Page 109

127 1. Place the cursor at the beginning of the text you want to select. 2. Hold down the Shift key and simultaneously hit any of the navigational shortcut key combinations described above under Navigation Shortcut Keys on page 108. The advantage to selecting text this way is that you do not lose the highlighted text if there is an interruption while highlighting you can stop and go as many times as you desire, unlike selecting text with the mouse. This method of selecting text is also more precise than using the mouse. 3. The text should appear highlighted. Once the text is selected, it can be deleted, copied, or replaced. Selecting with the Mouse - Multiple Techniques Select a word... Double click the word Select a sentence... Ctrl + click while hovering over the sentence Select a line... Click once in the left margin of the line Select a paragraph... Triple click in the paragraph Select a block of text... Click once at the beginning of the block, then Shift + click at the end of the block Select the entire document... Ctrl + click in the left margin Selecting with the Keyboard - Multiple Techniques Select one character at a time... Shift + or Shift + Select a word at a time... Ctrl + Shift + or Ctrl + Shift + Select a screen at a time... Ctrl + Page Down/Page Up Select the rest of the document... Ctrl + Shift + End Select a word... F8 twice Select a sentence... F8 three times Select a paragraph... F8 four times Select the entire document... Ctrl + A or F8 five times Legal Tip - Selecting Non-Linear Blocks of Text Hold down the Alt key on your keyboard while selecting with the mouse and you can select non-linear sections of text. This is particually helpful if you need to select all of numbers or bullets in a list. Legal Tip - Selecting Non-Contiguous Text Let's say you want to copy paragraphs 3, 5 and 7 from an old Lease Agreement and paste them into a new Lease Agreement you're drafting. That used to be a three step process because you would have to copy and paste each paragraph individually, since they weren't right next to each other in the source document. Now you can do it all at once. Just select the first paragraph as you normally would. Now, if you hold down the Ctrl key and select the other two paragraphs, you'll see that your original selection remains. In this manner, you can select as many sections of text as you would like, as long as you're holding down the Ctrl key. Word 2007/10/13 for Legal Professionals Page 110

128 Delete Text Select the desired text; and hit the Delete key on your keyboard. Shortcut Keys Delete... Deletes text the right of the cursor Ctrl + Delete... Deletes the word to the right of the cursor Backspace... Deletes text to the left of the cursor Ctrl + Backspace... Deletes the word to the left of the cursor Replace Text Select the desired text, simply start typing and the highlighted text will disappear and be replaced by your new text. Copy, Cut and Paste Text - Critical Skill for Lawyers Most lawyers draft new documents by using sections of documents they've created in the past as source material. Therefore, the ability to copy, cut (move) and paste (insert) text from one document to another, or from one place inside a document to another place inside the same document, is critical. Copy and Paste: 1. Select the text you want to copy. 2. Click the Home ribbon Clipboard group Copy button (KS: Ctrl + C). 3. Place your cursor where you want to place the copied text and hit the Home ribbon Clipboard group Paste button (KS: Ctrl + V). Note, the Paste button has two parts (top and bottom). To do a straight paste, you need to click the top half of the Paste button. The bottom half of the button presents you with options in Word 2010/13: Figure 14.2 Word 2007/10/13 for Legal Professionals Page 111

129 To Move (Cut and Paste): 1. Select the text you want to copy. 2. Click the Home ribbon Clipboard group Cut button (KS: Ctrl + X). 3. Place your cursor where you want to place the copied text and click the Home ribbon Clipboard group Paste button (KS: Ctrl + V). Drag and Drop Text Editing If this feature allows you to select text, place the cursor anywhere in the highlighted area, hold down on the left mouse button and drag the text to another location (or program). Paste Options Button The Paste Options button appears just below your pasted selection after you paste text. Figure 14.3 When you click the button, a list appears that lets you determine how the information is pasted into your document. The available options depend on the type of content you are pasting, the program you are pasting from, and the format of the destination document. Solution to Formatting Problems when Pasting Text Many Word users have struggled with formatting glitches that arise when one pastes text from one document into another which contains different formatting. The Paste Options button addresses this by giving the user the option to keep the source formatting, match the destination formatting or strip the formatting (Keep Text Only). The screen shot below is from Word 2007 and the screen shot on the right is from Word 2010/13. Paste Options Figure 14.4 Figure 14.5 You can turn on and off Paste smart tags and control the settings by clicking Office button (Word 2007) File menu (Word 2010/13) Word Options/Options Advanced Cut, Copy and Paste and checking or unchecking the Show Paste Options checkbox. Legal Tip - Strip Formatting Off of Copied Text When Pasting If you've ever copied the text from a case or statute you've found on-line (Lexis, West, CaseMaker, LoisLaw, etc.) into a document in Word, then you've probably encountered formatting problems. In many cases, the text and formatting in the target document gets screwed up the second you click "paste." This is particularly true when copying from the Word 2007/10/13 for Legal Professionals Page 112

130 Internet because the pasted text often retains the graphics, tables and HTML formatting that it had on the Internet. A great way to avoid this problem is to follow these steps paste "unformatted text": 1. Select and copy the text you want from an Internet web page or any other program; 2. Open the document in Word (or WordPerfect) into which you want to paste the text; 3. In Word 2007, click the Home ribbon Clipboard group bottom half of the Paste button. Select Paste Special Unformatted text. In Word 2010/13, click the Home ribbon Clipboard group bottom half of the Paste button the button. The text will assume the formatting of the target document and, in the case of text from a web page, it will be stripped of all graphics and other bothersome formatting characteristics. Copying Text From Multiple Sources for Insertion into a New Document Let's say you're drafting a new document and you need to pull provisions from many different sources (statutes, old documents, the Internet, etc.). Word now gives you a way to gather those provisions (paragraphs, phrases, etc.) all at once, without having to jump back and forth between the source documents and the destination document. Once drafting the new document, you can drop the various provisions you've gathered into the document whenever and wherever you need them. This same feature (described below) also enables you to quickly insert a long, cumbersome phrase, that must be entered repeatedly into the document you're drafting (such as "Ohio State Legal Services Association, a nonprofit law firm"), instead of retyping it. Word's 24 Clipboards WordPerfect only has one clipboard. Therefore, if you copy a paragraph from document A, then copy a different paragraph from document B, the text from document B will over-write the text you previously collected from document A. To eliminate this problem, Word added 23 additional clipboards. To activate Word's 24 Clipboards, click the Home ribbon Clipboard launcher. The dialog in Figure 14.6 will appear on the right side of your Word window: Word 2007/10/13 for Legal Professionals Page 113

131 Figure 14.6 As you can see, it is possible to see quite a bit of the copied text. If you click the down arrow to the right of any of the copied sections of text, you'll see the menu in Figure Figure 14.7 By choosing Delete, you can remove that particular selection of text from your collection of copied text. You can also paste it from the same menu. Note that these clipboards will work in every Office application and you can copy and paste text from one of the component programs to another. Legal Tip - Using Go To for Quick Navigation Need to quickly jump to page 72 of a 163 page document? You can use the Go To command to jump to a particular page, section, line, bookmark, comment, footnote, endnote, field, table, graphic, equation, object or heading. Click the Home Ribbon Editing group Find button arrow Go To (SK: Ctrl + G). Word 2007/10/13 for Legal Professionals Page 114

132 Figure 14.8 Legal Tip - Holding Your Place in Long Documents with Virtual Bookmarks What Is a Bookmark? A bookmark is an invisible marker in a document that you create and name for future reference. You can use bookmarks to quickly jump to a specific location, create cross-references, mark page ranges for index entries, and the like. When working in very long documents, bookmarks can help you navigate much quicker. How Lawyers Use Bookmarks Lawyers are always opening long documents and looking for a specific section. Bookmarks make it easy for you to mark those sections so you can get to them faster. You can have as many as you would like in any particular document and you can name them whatever you want. If you draft by pulling certain provisions from other documents you've created in the past, you can mark them with bookmarks so that when you open those documents in the future, you can "jump" right to the provision you need to copy. When I draft documents, I frequently refer to other sections within the same document. When I do that, I like to cross-reference to the paragraph number or page number of the referenced section. For example: B. Notification when Service Required: SERVICER will provide on-going routine maintenance for all Covered Computers. However, CUSTOMER shall have the responsibility of determining when a Covered Computer requires service. At such time as CUSTOMER determines that a problem exists with one of the Covered Computers, CUSTOMER shall call the telephone numbers specified in paragraph 3.C above (or such other number as SERVICER may from time to time designate) during Service Hours (defined in paragraph 3.B above) and provide the information which will then be requested. Arrangements for service during Service Hours will then be made based on the type of service specified herein. Word 2007/10/13 for Legal Professionals Page 115

133 By placing bookmarks in those paragraphs, I can easily have Word automatically insert the appropriate paragraph number into the document for me. Furthermore, if the paragraph or page number changes because I've added or deleted text, the cross reference will update itself. How to Create a Bookmark To create a bookmark, execute the following steps: 1. Place the cursor in the document where you would like to insert a bookmark. 2. Click the Insert ribbon Links group Bookmark (SK: Ctrl + Shift + F5). 3. Under Bookmark name, type or select a name. 4. Click Add. NOTE: Bookmark names must begin with a letter (although they can contain numbers) and they cannot contain spaces (underscores are OK). How to "Jump" to a Bookmark There are two ways to jump to a bookmark: Insert ribbon Link Group Bookmark button (SK: Ctrl + Shift + F5). Home ribbon Editing group Find button arrow (SK: Ctrl + G) under Go To What select Bookmark select the appropriate name under Enter bookmark name Go To button. Legal Tip - Finding Text in Your Documents When you know the exact text you're looking for in a document, you can use the FIND command to go to it quickly. Click the Home ribbon Editing group Find button (SK: Ctrl + F) Search document box arrow (Word 2010/13) Advanced Find (Word 2010/13). There are circumstances in which it can be very valuable to conduct pinpoint searches through large documents. For example, deposition transcripts can be obtained in electronic form and it is critical that you have the ability to search them effectively. Word 2007/10/13 for Legal Professionals Page 116

134 Figure 14.9 NOTE: As a general rule, if you ever see a MORE button in any Word dialog, it's a good idea to click it. The Find dialog is no exception to this rule. After clicking the More button, you'll be presented with several more valuable search tools. Highlighting Hits If you click the Reading Highlight button shown above in Figure 14.9 and conduct a search, Word will highlight all instances of the searched for word or phrase. Searching for Formatting Attributes You can search not only for text, but by clicking the Format button, you can also search for formatting attributes. For example, if I wanted to find all italicized text in a document, I can leave the Find what box blank Format button choose Font set Font style to Italic OK. Word will then search for any text which is italicized. Search for Special Characters By clicking the Special button, you can search for special characters like tabs, page breaks, section breaks, hard returns and the like. Word 2007/10/13 for Legal Professionals Page 117

135 Using Wildcards To fine-tune your search, use wildcards (see below) and make sure you check the Use wildcards check box. Though normally it doesn't matter, when you use wildcards, the search text is case sensitive. For example, a search for s*t will find "sat" but not "Sat" or "SAT". (Notice that the Match case check box is dimmed to indicate that this option is automatically on; you can't turn off the option.) If you want to search for any combination of uppercase and lowercase letters, use the square brackets wildcard. For example, type [Ss]*[Tt] to find "sat", "Sat", or "SAT." To find Use this wildcard Examples Any single character? s?t finds "sat" and "set". Any string of characters * s*d finds "sad" and "started". Find and Replace Table 14.1 Whether lawyers will admit it or not, this technique plays a big role in the drafting of most legal documents. Find and replace allows you to scan the document for a group of characters and replace them with something else. For example, replace "he" with "she," or replace "Jones Equipment Rental" with "Smith Scaffolding." To access this function, click the Home ribbon Editing group Replace button (SK: Ctrl + H). This function is particularly useful for making quick global corrections or checking the case of a particular word (i.e., making sure that every instance of "Personal Representative" is capitalized throughout the document). If you only want to search and replace within a particular section of the document, then select it first. Once Word finishes making all relevant replacements in the selected paragraph, it will ask you if you want to search the rest of the document. Just click No. Figure Word 2007/10/13 for Legal Professionals Page 118

136 Chapter 15. AutoText and Quick Parts - Building Clause Libraries AutoText If you've used Word 2003 or prior versions, then you're probably familiar with this feature. This was a favorite feature for many users of Word 2003 and prior versions. AutoText provided an easy way to insert repetitive blocks of text into your documents quickly (like your signature block). One of the best things about the feature was that if you started typing the name of an AutoText entry, a little window would appear and if you hit Enter, it would simply insert your entry (see example screen shot below). Figure 15.1 What Happened to AutoText in Word 2007 AutoText still exists in Word 2007, but you'll have to dig for it. And sadly, the little yellow window you see above will no longer appear when you type the name of an entry. AutoText is now a subset or category of a new feature called Quick Parts which is explained below. Interestingly, AutoText entries are a type (or subset) of Quick Parts which feature is described below. Accessing AutoText in Word 2007 The only way you're going to get to it is to add the AutoText button to your Quick Access Toolbar. Instructions for this are under Quick Access Toolbar Modifications on page 81. The button you need to add is under All Commands, and it looks like this:. AutoText in Word 2010/13 It is exactly the same as Word 2007, excep that now the auto-complete box does appear when you start typing an AutoText name just like it did in Word Acessing AutoText in Word 2010/13 You can add AutoText to the Quick Access Toolbar or you can access it by going to the Insert ribbon Text Group Quick Parts button arrow Auto Text. Create AutoText Entries 1. Type the text you commonly re-use (or find it in an existing document). 2. Select (highlight) the text. 3. In the Quick Access Toolbar click the AutoText button arrow Save Selection to AutoText Gallery or in Word 2010/13 click on the Insert ribbon Text Group Quick Parts button arrow Auto Text Save Selection to AutoText Gallery. Word 2007/10/13 for Legal Professionals Page 119

137 Figure Give the AutoText entry a name and click OK. Figure 15.3 Insert an AutoText Entry Into Your Document There are three ways to do this: Click the AutoText button in the Quick Access Toolbar select the appropriate AutoText Entry. Figure 15.4 In Word 2010/13 click the Insert ribbon Text Group Quick Parts button arrow Auto Text then click the appropriate AutoText entry. or Type a few letters of the name of the entry hit F3. Word 2007/10/13 for Legal Professionals Page 120

138 Quick Parts This is a new feature to Word Quick Parts can be almost any part of a document, including AutoText, cover page, header, footer, and table of contents. Create Quick Parts 1. Type the text which you commonly re-use. 2. Highlight the text and click Insert ribbon Text group Quick Parts Save Selection to Quick Part Gallery (SK: Alt + F3). A new dialog will open. 3. Type the name that you would like to assign to the AutoText entry. You now must decide what gallery you would like to use. Use either the Quick Parts Gallery or the AutoText Gallery. Leave the rest of the options as default. 4. Click OK. Insert a Quick Part Into Your Document Click the Quick Parts button in the Quick Access Toolbar (once you have added it to the QAT), then click the appropriate Quick Part. Instructions for to add this to the QAT are under Quick Access Toolbar Modifications on page 81. or Click the Insert ribbon Text group Quick Parts Building Blocks Organizer select your entry Insert button. or Type a few letters of the name of the Quick Part hit F3. Where AutoText and Quick Parts Are Stored If you add, modify or delete an AutoText entry or Quick Part, when you exit Word, you ll get a prompt like the one below. Click Yes if you want to preserve your changes. The following dialog also illustrates that AutoText entries and Quick Parts are stored in a separate template called Building Blocks.dotx. If you re using Windows Vista or 7, then this file is likely stored in: C:\Users\(your logon name)\appdata\roaming\microsoft\document Building Blocks\1033 If you re using Windows XP, then the file is likely stored in: C:\Documents and Settings\(your logon name)\application Data\Microsoft\Document Building Blocks\1033 In Word 2007, AutoText entries are all stored in Building Blocks.dotx. In Word 2010/13, they're stored in your normal.dotm default template. Word 2007/10/13 for Legal Professionals Page 121

139 Chapter 16. Proofing Your Work Word has a built in spell checker, thesaurus and grammar checker. By default, the spell checker and grammar checker work automatically in the background. Word underlines a word with a red, wavy line if the word is misspelled or a green, wavy line if the sentence may not be grammatically correct. Word will not underline the misspelled word until you hit the spacebar after the last letter in the word is typed. Likewise, Word will not underline the grammatically questionable phrase until you start a new sentence or hit Enter. The red or green, wavy underlining does not print. Customizing Spell and Grammar Check Spell Check To customize your spell and grammar check settings, go to Office button (Word 2007) or the File menu (Word 2010/13) Word Options Proofing. Figure 16.1 Word 2007/10/13 for Legal Professionals Page 122

140 Under Spelling, we recommend the settings shown above in Figure Check spelling as you type flags potential misspellings with red, wavy underlines. If nothing else, these red lines are a good reminder that you haven't run a spell check on your document. Although Word's default setting is to Ignore words in UPPERCASE, we feel this is risky since an all-caps typo could go by unnoticed. Grammar Check Since legal documents tend to contain long, run-on sentences, the default settings in Word's grammar checker will result in a lot of green, wavy lines. As a result, many legal users simply turn off the grammar checker. However, if you would like to use it, you'll probably want to change a few of the default settings. In Writing Style, Word allows you to choose whether you want to check grammar only or grammar and writing style together. If you choose Grammar & Style, you'll probably want to click the Settings button and uncheck Sentence Length. Spell Check To run a spell check, either 1) Click the Review ribbon Proofing group Spelling & Grammar (SK: F7 key). Editing the Dictionary Figure 16.2 When performing a spell check, it is easy to accidentally click Add to Dictionary when you meant to click Ignore All. If this happens, then you've just added a misspelled word to your dictionary which means that future occurrences of the same typo will not be flagged by Word's spell checker. In circumstances such as this, you'll want to edit your dictionary and remove the misspelled word from your dictionary. In order to do this, go to the Office button (Word 2007) or the File menu (Word 2010/13) Word Options/Options Proofing Custom Dictionaries button and you'll see the following: Word 2007/10/13 for Legal Professionals Page 123

141 Figure 16.3 Click the Edit Word List button and you'll the dialog in Figure Figure 16.4 Locate the word you would like to remove, click on it and click the Delete button. Note that you can also add words to Word's dictionary in this manner. Useful Reference Web Sites Merriam Webster Online - free dictionary and thesaurus plus audible pronunciations. as of this writing, it searches 1,061 dictionaries simultaneously - it finds everything - you can also look up concepts (you describe the concept and it finds the appropriate word for it). Word 2007/10/13 for Legal Professionals Page 124

142 an amazing free and searchable collection of reference books, verse, fiction and non fiction. You won't believe what all they've compiled there. AutoCorrect Word also uses AutoCorrect to automatically correct commonly misspelled words on the fly and with no intervention on your part. To Create an AutoCorrect Entry Even though Word includes hundreds of commonly misspelled words in AutoCorrect, you might want to add a few of your own. To do this, follow these steps: 1. Click the Office button (Word 2007) or the File menu (Word 2010/13) Options Proofing AutoCorrect Options button. The following dialog will appear. Figure In the Replace box, type the word as you commonly misspell it. In the With box, type the correct spelling of the word. 3. Click Add and then hit OK. Word 2007/10/13 for Legal Professionals Page 125

143 4. Test it by typing the word as you commonly misspell it followed by a space. The keystrokes should be replaced by the AutoCorrect text. Legal Tip - Use AutoCorrect Proactively Passively, AutoCorrect is very useful, but we recommend using it proactively. In other words, try creating AutoCorrect entries which automatically insert words or phrases which you frequently type and/or which are annoying to type. However, remember to use non-word acronyms for the "replace" word. An easy way to handle this is to add / in front of your "replace" words. For example, I created an AutoCorrect entry which replaces "/aff" with ", LLC". AutoCorrect Smart Tags Figure 16.6 The AutoCorrect Options button first appears as a small, blue box when you rest the mouse pointer near text that was automatically corrected, and changes to a button icon when you point to it. For example, assume that I use an AutoCorrect entry of "/irc" which converts into "Internal Revenue Code of 1986, as amended". The thin rectangle under the word "Internal," below, is the AutoCorrect Options button. Word 2007/10/13 for Legal Professionals Page 126

144 Figure 16.7 If you hover over the rectangle above, it changes into a button and presents you with the following options: Figure 16.8 As you can see, the option to undo the auto-correction is included. Adding AutoCorrect Entries while Spell Checking (Word 2007/10 Only) During a spell check in Word 2007/10, if you encounter a word that you often misspell, you can simultaneously correct it and create an AutoCorrect entry for the misspelled word by clicking the AutoCorrect button, which appears at the bottom right hand corner of the Spelling and Grammar dialog. This feature was removed in Word Grammar Checker Figure 16.9 To run a manual Grammar Check, follow these steps: 1. Go to the beginning of the document. 2. Click on Review ribbon Proofing group Spelling & Grammar (SK: F7). Word 2007/10/13 for Legal Professionals Page 127

145 3. A Grammar dialog box will appear. 4. The possible error will be identified above the first box. 5. Highlight the correct correction in the Suggestions box and click Change, or click Ignore if you want to leave the text as is. Thesaurus To find a synonym for a word: 1. Either select the target word or simply put the cursor in the target word. 2. Click on the Review ribbon Proofing group Thesaurus button (SK: Shift + F7). 3. Click the down arrow next to the desired choice, and click Insert. 4. Word will automatically replace the word in the document. Figure Word 2007/10/13 for Legal Professionals Page 128

146 Chapter 17. How Word Handles Formatting The Microsoft Word Approach to Formatting Break It Down Into Components: A Word document is composed of the following parts and keeping them separate in your head is key to understanding how Word handles formatting. The three formatting components in Word documents are 1) Font; 2) Paragraph and 3) Section. Font Formatting In order to access the dialog in Word where you make changes to Font formatting, you must click on the Home Ribbon Font launcher. Fonts may have several formatting attributes including: Font name (Arial, Times New Roman, etc.) Font style (regular, italic, bold, bold italic) Font size (measured in points) Font color Underline style Underline color Font effects (strikethrough, double strikethrough, superscript, subscript, shadow, outline, emboss, engrave, small caps, all caps, hidden) Character spacing (scale, spacing, position, kerning) Text effects (animations) - note this only exists in Word 2003 and prior versions Case (capitalization) You apply font formatting by selecting text and choosing the formatting attributes you would like to apply. Paragraph Formatting Paragraphs are the basic building blocks of a Word document and, as such, there are many formatting attributes that may attach to entire paragraphs. To Word, any string of characters with a hard return after it (Enter key) is a paragraph, even if it is only one word or one character and a hard return. Most paragraph formatting options can be found by clicking the Home ribbon Paragraph launcher. Paragraph formatting attributes include: Indents and spacing (alignment, outline level, indentation, spacing) Line and page breaks including widow/orphan control, keep lines together, keep with next, hyphenation, etc. Tabs Borders and shading Bullets and numbering In order to apply paragraph formatting, simply click anywhere in a paragraph and apply the formatting. Paragraph formatting will be applied to the entire paragraph in which your cursor is Word 2007/10/13 for Legal Professionals Page 129

147 located. To apply paragraph formatting simultaneously to multiple paragraphs, select at least a part of each paragraph, then apply the formatting. Section (Page) Formatting A Word document can be broken into separate sections by inserting Section Breaks. Think of section breaks as invisible fences in your document (you can see them if you click the Home ribbon Paragraph group Show/Hide button or if you switch to the Draft view by clicking on the View ribbon Document Views group (Word 2007/10) or Views group (Word 2013) Draft button. Once the fences are up, you can format the text between the fences differently and the applied formatting will not affect the other sections unless you tell Word to apply it to the whole document. To insert a section break, click the Page Layout ribbon Page Setup group Breaks button arrow. Under Section Breaks, you can choose from Next Page, Continuous, Even Page or Odd Page (which are explained in greater detail later). NOTE: If you do not insert section breaks into a document, then the entire document is considered one section. As a result, many people refer to "section formatting" as "document formatting" since the formatting applies to the entire document if there are no section breaks. However, you can make as many additional sections as you would like. Section breaks are not the same as page breaks. Page breaks are simply physical breaks between pages in a document. Formatting attributes that can apply to different sections include: Columns Margins Paper size Page orientation (portrait or landscape) Paper source (set which paper tray your printer pulls from) Line numbering Headers and footers Reveal Formatting In order to see what formatting is applied to text in your document, place your cursor in the text and hit Shift + F1 which will open the Reveal Formatting pane on the right side of your screen. As you will see, it breaks down the formatting into Font, Paragraph and Section, explains what is being applied and allows you to make adjustments. If you are working in the cloud, Shift + F1 may not open the Reveal Formatting pane. In that case, open your Styles pane (Home ribbon Styles launcher OR Alt+Ctrl+Shift+S) click on Style Inspector button ( ) click the Reveal Formatting button ( ). Word 2007/10/13 for Legal Professionals Page 130

148 Important Word Concepts Default Template - Normal.dotm A template is a special kind of file that provides you a model of a document. Whenever you create a new document in Word, you're always using a template, even if you don't know it. In Word 2007/10, unless you direct otherwise (by choosing a specific template as the basis of your new document), Word uses a default template called "normal.dotm" to create every new document. In Word 2013, you are prompted to select a template whenever you open a new document. To open the "normal.dotm" template in Word 2013, choose the "Blank Document" template. Every template contains default font, paragraph and section formatting and these formatting characteristics are automatically applied to every new document created from the template. Default document settings are still stored in the Normal template (as they were in previous versions of Word). However, the template is now called "Normal.dotm" as opposed to "Normal.dot". In Microsoft Vista and 7, this template is usually located in: C:\Users\USERNAME\AppData\Roaming\Microsoft\Templates In Windows XP, this template is usually located in: C:\Documents and Settings\USERNAME\Application Data\Microsoft\Templates Un-Hiding The Templates Folder Unfortunately, by default, Windows hides the folder where your templates are stored. Follow these steps to un-hide the folder: 1. Open Windows Explorer by right clicking the Start button and choosing Explore (Windows XP & Vista) or Open Windows Explorer (Windows 7). 2. If you have Windows Vista or 7, click the Organize button at the top, left corner of the Explorer Window Layout make sure that Menu bar is checked (if not, click on it). If you have Windows XP, proceed to the next step. 3. Click the Tools menu Folder Options. 4. Click the View tab tick the Show hidden files, folders and drives radio button. 5. While you re here, I d also recommend checking or clearing the boxes so your screen looks like Figure Word 2007/10/13 for Legal Professionals Page 131

149 Figure Click the Apply to Folders button click the Yes button when it asks you if you want all folders of this type to match this folder s view settings. 7. Click the OK button. Default Style - Normal A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats at once. In Word 2007/10/13, you can view styles by clicking the Home ribbon Styles launcher to reveal the Styles task pane. At any rate, the default style that is applied to all text in every document (unless you specify otherwise) is called Normal and it controls font and paragraph formatting. As with templates, you're using styles whether you know it or not. Keep the default template (normal.dotm) and the default style (normal) separate in your mind because they're two completely different things. To re-iterate, the normal template (normal.dot) is the default template that Word uses for new documents. The normal style controls the default font and paragraph formatting which is applied to text in every document you create, regardless of the template that was used to create the document. The important thing to understand is that everyone has defaults which may or may not be the ones originally installed with Word. As such, every new document has a default font which Word 2007/10/13 for Legal Professionals Page 132

150 typically reflects the defaults of the individual who created it. More importantly, the document's default settings do not automatically change just because someone with different defaults opens the document in Word. Finally, Styles are the most important feature in Word, period. Mastery of Styles will allow you to word process without ever having formatting problems you cannot fix. Furthermore, almost all formatting issues are avoided in the first place if Styles are skillfully utilized. We'll discuss them in much greater detail in later chapters. What Happens When You Create A New Document When you create a new document in Word, your default settings are embedded into the new document. As a result, if someone else opens the document you've created, their defaults do not magically apply themselves to your document. The same rule applies when you open a document that someone else has created. Your defaults are only for new documents you create. Once a document is created, it has its own defaults. Of course, you can change the defaults of a document that someone else has created. The easiest way to change the default font and paragraph formatting for a document is to determine which style is applied to the text in the document and simply modify that style as appropriate. The document will automatically update itself pursuant to your changes, but more on that later. To change the section formatting of a document, simply click the launcher on the Page Setup group on the Page Layout ribbon, make your changes and click OK. Word 2007/10/13 for Legal Professionals Page 133

151 Chapter 18. Font Formatting Adopting Uniform Standards for Your Firm One of the first steps that a law firm should take is to define standard document formatting, such as the firm's font name, size, etc. This will assure uniformity of outgoing documents so one side of the office is not using 12 point CG Omega, while the other side is using 10 point Times New Roman. This appears unprofessional and makes it more difficult for members of your firm to share documents. Font Group on the Home Ribbon Many common character formatting attributes can be quickly adjusted by using the Home ribbon Font group. Figure 18.1 Formatting Specific Characters If you want to change the font formatting for specific characters in a document, simply select the characters by any method Home ribbon Font launcher make any adjustment click OK. Symbols There are a number of legal symbols which are available in Word. These should be made readily available so they can be produced quickly through keystrokes (or the toolbar if you prefer using a mouse). Insert a Symbol Click the Insert ribbon Symbols group Symbol button More symbols Click the font and symbol you want click the Insert button. Legal Tip - Symbols Used in Legal Documents Some legal symbols already have shortcut keys assigned. Below is a list of commonly used legal symbols and their default keystrokes.... Ctrl + Alt + C... Ctrl + Alt + R... Ctrl + Alt + T... Ctrl + Alt unassigned ²... Alt (with Num Lock on) Word 2007/10/13 for Legal Professionals Page 134

152 ... Alt + 21 (with Num Lock on)... Alt + 20 (with Num Lock on) Assign Your Own Shortcut Keys to Symbols To create easier shortcut keys to these symbols, or others: 1. Click Insert ribbon Symbols group Symbol button More Symbols. 2. Select (normal text) or any other font in the list. 3. Click once on the symbol you for which you want to assign a shortcut key (so it is highlighted). 4. Click on the Shortcut Key button. 5. Press the new shortcut keystrokes to assign to the symbol. If those keys are already assigned to another symbol or function, you should assign different keystrokes. We recommend Ctrl + Alt + S for the symbol, and Ctrl + Alt + P for the symbol. 6. Click Assign to cement the keystroke assignment. 7. Click Close to close the dialog. 8. Close the Symbol dialog by clicking Close. 9. Test the new keystroke in your document. Other Font Formatting Tips Change the Case of Text You've Already Typed Accidentally leave Caps Lock on or just want to change case without re-typing? In Word 2010/13, select the text you want to change and click the Home ribbon Font group Change Case button (SK: Shift + F3 will toggle your selected text through the case options in Word 2007/10/13). In Word 2007, you can add the Change case button to your Quick Access Toolbar (see page 81). Stretch Your Text for Titles If you would like to increase or decrease the spacing between letters, as in the title of a document or pleading, Word makes it easy. Simply select the text you would like to contract or expand, click Home Ribbon Font launcher. Click the Character Spacing tab (Word 2007) or Advanced tab (Word 2010/13) under the Spacing drop down, choose Expanded and increase the point size to your liking OK. The following screenshot settings produce the text below: Word 2007/10/13 for Legal Professionals Page 135

153 Figure 18.2 M O T I O N F O R S U M M A R Y J U D G M E N T Hide Text for Comments or Questions Use Hidden Text to insert comments or questions. This is particularly useful when more than one person is working on the document. For example, if the author would like his law clerk to research an issue or research a case cited in the document, she could insert hidden text asking her law clerk to check it out. 1. Select the text that you want to hide. 2. Click the Home ribbon Font launcher. 3. Click the Font tab check the Hidden box click OK. 4. To view hidden text on your screen, either: Click the Office button (Word 2007) File menu (Word 2010/13) Word Options/Options Display check Hidden text. Click the Home ribbon Paragraph group Show/Hide button. The text will now appear on the screen, but will not print and will not affect other formatting in your document. Word 2007/10/13 for Legal Professionals Page 136

154 WARNING: Do not use hidden text in documents you're negotiating or ing to opposing counsel unless you absolutely remember to delete it before sending the document back to the other side. Emphasizing Text in a Document If you want to draw someone's attention to text in a Word document, there are several ways to do it. Some methods of emphasis only appear in the electronic document (i.e., when you're viewing it in Word) and some appear both electronically and when it is printed. Highlighting Text You can highlight text with the on-screen highlighter button, which is located in the Font group of the Home ribbon. Be aware that the highlights will print (in shades of gray if using a monochrome printer). In order to apply highlighting, select the text and then click Home ribbon Font group Highlighter button. You can change colors by clicking the drop down arrow to the right of the button: If you want to remove the highlighting you or someone else has applied, select the highlighted text, click the down arrow adjacent to the highlighter button, as show above, and choose Stop Highlighting. Changing the Color of Text You can change the color of the text itself by either clicking on the Home ribbon Font group Font Color button changing Font color OK. Text Effects (Word 2010/13 Only) or by clicking on the Home ribbon Font launcher Although these existed in Word 2003 and prior, they do not exist in Word Microsoft has brought them back in Word 2010/13. In Word 2010, you can apply the follow effects: Outline, Shadow, Reflection, and Glow. In Word 2013, you can apply those effects, as well as Number Styles, Ligatures, and Stylistic Sets. You can access the Text Effects by clicking Home ribbon Font group Text Effects button. Non-Breaking Spaces and Hyphens If you want to keep characters or words together so they won't be separated by a natural line break, use a non-breaking space. To insert a non-breaking space, click on the Insert ribbon Symbol More Symbols Special Characters tab Nonbreaking Space Insert Close (SK: Ctrl + Shift + Spacebar). You can tell whether it worked by clicking Word 2007/10/13 for Legal Professionals Page 137

155 the Home ribbon Paragraph group Show/Hide button. Non-breaking spaces appear as a degree symbol () between the words rather than a dot (), which is what a regular space produces. To insert a non-breaking hyphen, click on the Insert ribbon Symbol More Symbols Special Characters tab Nonbreaking Hyphen Insert Close (SK: Ctrl + Shift + -). Changing the Font For the Entire Document The Wrong Way to Do It Most Word users would select the entire document, then click on Home ribbon Font group Font or click on Home ribbon Font launcher and manually change the font (paint over the wallpaper). The problem with this approach is that the applied font is not the same as the default font. Since the default font is still lurking behind the scenes, if the applied font is stripped off, the default font will reveal itself (typically to the user's surprise). In fact, one of the top three things we hear users complain about is when the font seems to randomly switch when they're editing documents. The Right Way to Do It Instead of the foregoing approach of manually selecting the document and applying font formatting, change the default font for the document. If you do it this way, your font will never change unexpectedly. The instructions for this method are as follows: To change the font, you first have to figure out whether the applied font is the default font. Once you make that determination, you'll know how to proceed because we always want to simply change the default. Therefore, if the applied font is the same as the default font, you simply change the default and the document is automatically updated. If the applied font is not the default font then we want to make them both the same (the new font selection). Determine the Default Font To determine the default font for any particular document, follow these steps: 1. Click the Home ribbon Styles launcher to open the Styles and Formatting pane on the right side of your screen. 2. Now scroll down until you see Normal listed. Hover your cursor over Normal, click the down arrow that appears to the right of it and click on Modify. Figure 18.3 Word 2007/10/13 for Legal Professionals Page 138

156 3. The next dialog will reveal the default font. Below it is Times New Roman, 12 pt. Figure 18.4 Determine If the Default Font Is Applied As previously mentioned, it is common for people to simply select the text in a document and manually apply a new font (ignoring the default). You need to determine if that method has been applied to the document you're working with. First, determine the default font as described above. Now click in the text of a paragraph and observe the Home ribbon Font group to see what font and size has been applied. Figure 18.5 If the applied font and size shown on the toolbar is the same as the default font, then the default font has been applied. If they're different, then the applied font is not the default. Word 2007/10/13 for Legal Professionals Page 139

157 Changing the Applied Font If It Is the Same as the Default Font To change the text in the document, follow these steps: 1. Click the on the Home ribbon Styles launcher to open the Styles and Formatting pane on the right side of your screen. 2. Now scroll down until you see Normal listed. Hover your cursor over Normal, click the down arrow that appears to the right of it and click on Modify. 3. Change the font and size to whatever you would like and click OK. Changing the Applied Font when the Default Is Not Applied In this case, you need the default font and the applied font to match. The first step is to follow the steps above and change the default font to whatever you would like it to be by modifying the Normal style. The second step is to change the applied font to the default. After you've modified the default, then select the text of the document and do one of the following three things to strip the font formatting back to the default: or or Click on Normal in the list of styles in the Styles and Formatting pane. Click on Clear All in the list of styles in the Styles and Formatting pane. Hit Ctrl + Space bar simultaneously. "Printing" Problem Actually Related to Font Selection The Problem Many users complain that printing the same document on different printers sometimes results in different page breaks and overall layout. This issue is most often caused by documents which use PRINTER fonts rather than TRUE TYPE fonts. True Type and Printer Fonts The scalable fonts that are incorporated into Windows are called True Type fonts. They are designated in your font drop down menu, on the Formatting Toolbar, with the to the left of the font. Since True Type fonts are integrated with Windows, they will look the same regardless of which printer you use. Printer fonts, on the other hand, are printer-specific. Therefore, printing a document which uses Printer fonts on different printers will often result in different page breaks, layout, etc. The screen shot below shows a font list with a mix of True Type and Printer fonts. The printer fonts are designated with the printer icon. Just remember to stick with True Type fonts and your documents will print consistently. Word 2007/10/13 for Legal Professionals Page 140

158 Figure 18.6 Word 2007/10/13 for Legal Professionals Page 141

159 Chapter 19. Paragraph Formatting - Fundamentals Paragraph Group of the Home Ribbon Many common paragraph formatting attributes can be controlled easily from the Home ribbon Paragraph group. Figure 19.1 Paragraph Formatting - Behind the Scenes Where Paragraph Formatting Information Is Stored Paragraph formatting is stored in the symbol at the end of each paragraph. To view these symbols click the Home ribbon Paragraph group Show/Hide button. What Happens when Paragraph Marks Are Deleted For this example, open the document called Delete a Paragraph Mark. To illustrate how the paragraph formatting works and how it can affect your document when editing, consider the following two paragraphs. Before: Pursuant to Ohio Revised Code Section , this letter shall serve as formal presentation of Fifth Third Bank's ("Creditor") claim against the foregoing estate in the amount of Seven Thousand Eight Hundred Thirty-Two and 11/100 Dollars ($7,832.11) for account # For your records, I have enclosed a copy of the historical detail for the foregoing account which shows the current balance owed to Creditor as evidence of the aforementioned debt. Big Bad cites Article 9, entitled "Common Area," to argue that Big Bad has no rights of occupancy or control over the west side of the Big Bad store. This same Article, Big Bad argues, requires Candyland (and not Big Bad) to provide security. Big Bad then cites Article 20, entitled "Indemnity Liability," which requires Candyland to indemnify and save Big Bad harmless from claims for injuries or death due to acts or omissions of Candyland in the maintenance of the premises. Big Bad also cites Article 8, entitled "Repairs and Replacements," which relates to the duty to keep sidewalks free of ice and snow. Big Bad cites Article 31, entitled "Outdoor Sales" relative to sidewalk sales. Big Bad cites these provisions to argue that Candyland, and not Big Bad, retains all rights of occupancy and control of the place where the incident occurred. After: If we delete the paragraph mark at the end of the first paragraph, the revised paragraph will look like this: Word 2007/10/13 for Legal Professionals Page 142

160 Pursuant to Ohio Revised Code Section , this letter shall serve as formal presentation of Fifth Third Bank's ("Creditor") claim against the foregoing estate in the amount of Seven Thousand Eight Hundred Thirty-Two and 11/100 Dollars ($7,832.11) for account # For your records, I have enclosed a copy of the historical detail for the foregoing account which shows the current balance owed to Creditor as evidence of the aforementioned debt. Big Bad cites Article 9, entitled "Common Area," to argue that Big Bad has no rights of occupancy or control over the west side of the Big Bad store. This same Article, Big Bad argues, requires Candyland (and not Big Bad) to provide security. Big Bad then cites Article 20, entitled "Indemnity Liability," which requires Candyland to indemnify and save Big Bad harmless from claims for injuries or death due to acts or omissions of Candyland in the maintenance of the premises. Big Bad also cites Article 8, entitled "Repairs and Replacements," which relates to the duty to keep sidewalks free of ice and snow. Big Bad cites Article 31, entitled "Outdoor Sales" relative to sidewalk sales. Big Bad cites these provisions to argue that Candyland, and not Big Bad, retains all rights of occupancy and control of the place where the incident occurred. Understanding the Results When you delete the paragraph mark following a paragraph, if there is a paragraph immediately following, the paragraph formatting from the paragraph above will apply itself to the one below. Notice that the font formatting remained the same. Paragraph Alignment For the next three sections, use the document called Alignment and Line Spacing. By using the toolbar alignment buttons or the preset keystrokes, this formatting can quickly and easily be accomplished. To set your paragraph alignment, click on the desired toolbar buttons before typing the paragraph, or select multiple paragraphs or simply put your cursor on a single paragraph and click on the desired button format. Ctrl + L Ctrl + R Ctrl + E Left Alignment Right Alignment Center Alignment Word 2007/10/13 for Legal Professionals Page 143

161 Line Spacing Ctrl + J To change the line spacing: Full Justification Highlight the desired text if already typed. Single space = Ctrl + 1; Double space = Ctrl + 2; One and a half space = Ctrl + 5 or Click the Home ribbon Paragraph launcher Indents and Spacing tab in the Line spacing drop down, select the desired option OK. or Use the Home ribbon Paragraph group Line Spacing button. Spacing Between Paragraphs If you want your paragraphs single spaced but you want a double space between each paragraph, you could hit Enter twice after each paragraph. However, this wastes time and creates a lot of unnecessary paragraph marks in your document. A better solution is to let Word control spacing not only within but, also, between paragraphs using the Home ribbon Paragraph launcher Indents and Spacing tab. Spacing Measurements Generally, 6 points of space is a half line; 12 points is a full line; 18 points is one and a half lines and 24 points is two lines. Spacing Before If you would like Word to automatically insert an extra space above each paragraph, use Spacing Before. Make the Spacing Before 12 pt. This will add a double space above each single spaced paragraph. If you find the point system confusing, you can always erase the "pt" measure and type "1 line". If you switch from points to lines, the up and down arrows will make adjustments in those terms. Spacing After Figure 19.2 You can do the same thing as above, but the space will occur after each paragraph. Just follow the steps listed for Spacing Before only add the points to Spacing After. Keeping Text and/or Paragraphs Together Sometimes, you may not want text (paragraphs) to be separated by a page break. In other words, you want to glue the text together so it always appears on the same page. If you have Word 2007/10/13 for Legal Professionals Page 144

162 a paragraph heading at the bottom of one page and the paragraph it should be attached to at the top of the next page, it is always wrong to insert hard returns (hit the Enter key) above the paragraph at the bottom of the first page. To Keep Paragraphs Together This function keeps different paragraphs together on the same page. 1. Click your cursor into the paragraph under which you want to apply glue. Don t select anything, just click. In the screen shot below, you would simply place your cursor in the paragraph entitled Loans. You would not select paragraphs 3.3 and (a) because that would result in gluing together more paragraphs than you intend. Figure Either right-click the paragraph and choose Paragraph from the menu that appears - or - click the Home ribbon Paragraph launcher. Once you re in the Paragraph dialog, click the Line and Page Breaks tab. 3. Check the Keep lines together box and the Keep with next box and click OK. Leave the Orphan/Widow box selected. Word 2007/10/13 for Legal Professionals Page 145

163 Figure 19.4 To Keep Text within a Paragraph Together This function keeps the lines from a paragraph or paragraphs from being broken by a natural page break. For example, in the screen shot below, I don t necessarily want to glue paragraph (e) to paragraph (f);; but I want to keep (e) together on the same page since it s only 3½ lines. Figure To take care of this issue, place your cursor anywhere in the paragraph in which you d like to keep the lines together. 2. Either right-click the paragraph and choose Paragraph from the menu that appears - or - click the Home ribbon Paragraph launcher Line and Page Breaks tab. 3. Check the Keep lines together box. Leave the Orphan/Widow box selected. Word 2007/10/13 for Legal Professionals Page 146

164 Automatically Start a Paragraph at the Top of a New Page Instead of inserting hard page breaks before paragraphs which you want to begin at the top of a page, use the page break before formatting option (Home ribbon Paragraph launcher Line and Page Break tab). Figure 19.6 TIP - What To Do If You Experience Bizarre Page Breaks Tabs Sometimes, if they're applied to too many consecutive paragraphs, Keep with next and Keep lines together can conspire to produce strange page breaks. To visually determine whether this is the source of the problem, click the Home ribbon Paragraph group Show/Hide button and look for Paragraph Position Marks. These are black dots which appear in the left margin which indicate that Keep with next or Keep lines together have been applied. You can double-click the dots to quickly access the Line and Page Breaks dialog. Word's tab stops are set, by default, every one-half inch. So, unless you specify otherwise, every time you hit the Tab key, the cursor will advance to the next half-inch mark on the Horizontal Ruler. The default tab stops are Left tabs (described below). Change the Default Tab Stops 1. Click the Home ribbon Paragraph launcher Tabs button in the dialog. 2. Change the Default tab stops dropdown setting to the desired increment (perhaps every one inch). 3. Click OK when finished. Types of Tabs Word has five types of tab stops: Left, Center, Right, Decimal and Bar. These tab stops are easily inserted into a document by clicking on the Tab Alignment Box and clicking on the Horizontal Ruler. If you do not see the horizontal ruler, click the View ribbon Show/hide group (Word 2007) Show group (Word 2010/13) check the Ruler box. Left tab: Text entered after this tab is left-aligned. Center tab: Text entered after this tab is centered. Right tab: Text entered after this tab is right-aligned. Word 2007/10/13 for Legal Professionals Page 147

165 Decimal tab: Numbers entered after this tab are aligned along their decimal point (or just after the last numeral if there is no decimal point). Bar tab: Inserts a vertical line into the document. Set Specific Tab Stops It is important to note that when you manually insert a tab stop, it nullifies all of the default tab stops to the left of the manually inserted tab stop. 1. Click the Tab Alignment Box (the small box at the far left of the Horizontal Ruler) until you see the type of tab stop you want to insert. Repeatedly clicking on the Tab Alignment Box will cycle you through all the available tab stops. 2. When the type of tab stop you want to insert is displayed in the Tab Alignment Box, click on the Horizontal Ruler at the place you want to set the tab stop (see below for examples). Figure 19.7 As you can see from the Figure 19.7, the tab stops line up the text beneath them by their name (right, left, center, decimal). The bar tabs are not really tab stops; they merely insert vertical lines wherever they're placed. Clear Specific Tabs Click and drag the undesired tab from the Horizontal Ruler into the document area. Once you release the left mouse button, the tab will disappear. Clear All Tabs 1. Highlight the desired paragraphs or the entire document (SK: Ctrl + A). 2. Click the Home ribbon Paragraph launcher Tabs button. 3. Click the Clear All button. If you want to clear all of the tabs from a paragraph, click in the paragraph and hit Ctrl + Q. This will clear all paragraph formatting, including tabs. Tab Leaders Tab Leaders fill the empty space before tab stops with dots, dashes or underscores. For an example, follow these steps: Word 2007/10/13 for Legal Professionals Page 148

166 1. Click the Home ribbon Paragraph launcher Tabs.. button. Add a RIGHT tab at 6" and click the #2 dot leader. Figure Now type "Chapter 1", hit the Tab key, then type "13" so it looks like this: Chapter As you can see, the tab leader filled in the blank between "Chapter 1" and the page number, 13. Signature Lines You should use tab stops to create signature lines in your documents. For an example, follow these steps: 1. Set your left and right page margins at 1 inch (Page Layout ribbon Page Set up group Margins). 2. Click Home ribbon Paragraph launcher Tabs button. 3. Set a left tab stop at 3 inches, 3.5 inches, and 6.5 inches with NO leader. 4. Click OK. Word 2007/10/13 for Legal Professionals Page 149

167 5. Now turn on Underline by clicking the Home ribbon Font group Underline button (SK: Ctrl + U), hit a tab key; turn off Underline by clicking on the Underline button again (SK: Ctrl + U) and hit another tab key; turn on Underline again and hit another tab key. Hit Enter twice, then another tab key. You should have perfect witness and signature lines as shown below: Indents First line Indent This paragraph is an example of a first line indent. The first line of the paragraph, and the first line only, is indented at one-half inch. First line indents are most common in letters, memos, and pleadings. Hanging Indent This paragraph is an example of a hanging indent. The first line of the paragraph is not indented, but the second and remaining lines are. Hanging indents are most commonly used in numbered lists or bullet point lists. Another example: 1. This is another example of a hanging indent. This sentence, and the remaining sentences are indented by highlighting this portion of the text, grabbing hanging indent tab on the ruler and dragging it over to the desired position. Left Indent Right Indent This paragraph is an example of a left indent. All the lines in the paragraph are set away from the left margin. This is very commonly used in outlines, pleadings, or caselaw summaries. This paragraph is an example of a right indent. All the lines in the paragraph are set away from the right margin. Dual Indent This paragraph is an example of a dual indent. This indent is very commonly used for quotes in pleadings, articles, and briefs. Indent Using the Horizontal Ruler If you do not see the ruler on the screen, click on the View ribbon Show group check the Ruler box. You should see three gray triangles and a box on the ruler. The triangles and the box are indent markers and each represents a different type of indent. See below. Word 2007/10/13 for Legal Professionals Page 150

168 First line indent Hanging indent Right indent Left indent Figure 19.9 To indent using the ruler, follow these steps: 1. Click anywhere inside the paragraph or highlight part of each of the desired paragraph(s). 2. Drag the indent marker(s) to the desired position. Indent Using the Tab Selector You can also set the first line and hanging indents by clicking the Tab Alignment button (which is above the vertical ruler and to the left of the horizontal ruler) until you see the first line or hanging indent symbols and then clicking on the ruler to insert them. Click the alignment box until it looks like this (first line indent) or like this (hanging indent) and then you can click on the Horizontal Ruler. Indent Using Keystrokes Click anywhere inside the paragraph or highlight all the desired paragraph(s). Ctrl + T... Hang the indent to next tab position Ctrl + Shift + T... Un-hang the indent to the previous tab Ctrl + M... Shift the left indent to the next tab Ctrl + Shift + M... Return the left indent to the previous tab Indent with the Paragraph Dialog Box 1. Click anywhere inside the paragraph or highlight all the desired paragraph(s). 2. Click the Home ribbon Paragraph launcher Indents and Spacing tab. 3. Select the desired Alignment, Indentation and, under Special, specify if you want the first line of the paragraph to have a hanging indent, a first-line indent or neither (none). Word 2007/10/13 for Legal Professionals Page 151

169 Borders and Shading Borders around Text Figure You can apply borders to text or paragraphs. Law firms don't often use this feature, but it's a nice way to add emphasis to the title of a document or an Exhibit number. In order to apply a border to text, follow these steps: 1. Select the text around which you would like to place the border. 2. In Word 2007/10 go to the Page Layout ribbon Page Background group Page Borders icon Borders tab. In Word 2013, go the Page Layout ribbon Page Setup launcher Layout tab Borders button Borders tab. Figure Choose the appropriate Setting, Color and Width and click OK. Word 2007/10/13 for Legal Professionals Page 152

170 Shading inside a Border You may want to apply shading to text or more typically, inside a border you've created. To apply shading, follow these steps: 1. Select the text you would like to shade. 2. In Word 2007/10 go to the Page Layout ribbon Page Background group Page Borders icon Shading tab. In Word 2013, go the Page Layout ribbon Page Setup launcher Layout tab Borders button Shading tab. Figure Now click on a color under Fill and click OK. If you want to shade the text gray, be careful because anything darker than 10% shading becomes difficult to read. EXHIBIT A Word 2007/10/13 for Legal Professionals Page 153

171 Chapter 20. Paragraph Formatting - Paragraph Numbering and Bullet Points Bullets and Numbering - a Warning To completely control numbered or bulleted paragraphs, you need to link your numbering scheme to styles in Word. A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats at once. Linking numbers and styles allows you to simultaneously control the formatting of the number/letter and the formatting of the paragraph that follows the number. If you use bullets or numbering in isolation (without linking them to styles), the only thing you can control with the numbering scheme is the format of the number itself. To read more about styles, see Chapter 24 - Styles - The Basics on page 184 and Chapter 25 - Styles - Advanced on page 193 below. Having said all of that, we appreciate the fact that most Word users just want paragraph numbering and don t understand how to control Styles. This chapter is designed to help you get paragraph numbering and/or bullets to work the way you want even though you may not fully understand how to control styles. Bullet Points What Is a Bullet Point? Bullets are symbols that appear to the left of text and are usually used to highlight the text that follows it or simply to help separate items in a list. Bullets can be applied as you type or afterwards. An example of bullets is shown below: 13. Conflicts of Interest. Employee shall conduct business in an ethical manner by: Avoiding any conflicts of interest; and Refusing to accept, and reporting to the Company the offering of, anything of value, including a gift, loan on preferential terms, reward, promise of future employment, favor or service intended to, or which possibly could, influence a person to discharge his duties for the Company, or which is based on any understanding that his actions would be influenced. Apply Bullets Using Toolbar Button 1. Click the Home ribbon Paragraph group Bullets button. If you're not happy with the default bullet that appears, click the Bullet button dropdown arrow to choose another style (select from the Bullet Library), or create your own (select Define New Bullet ). Word 2007/10/13 for Legal Professionals Page 154

172 Figure In the Define New Bullet dialog select the characteristics that you would like applied to new bullet style, click OK and the bullet will be inserted into your document. 3. Type some text after your bullet and hit Enter. 4. The bullet style carries down the page with each hard return (each time you hit Enter). 5. If you want extra lines between each bulleted paragraph, use paragraph spacing (see Spacing Between Paragraphs on page 144 above: Home ribbon Paragraph launcher Indents and Spacing tab Spacing Before/After Uncheck the Don't add space between paragraphs of the same style box). Turn Off Bullets When you insert a bullet, each time you hit Enter another bullet will automatically be inserted at the beginning of the next line. You can turn off bullets several different ways: Click the Home ribbon Paragraph group Bullets button again; Hit Enter twice at the end of a bulleted list; Hit the Backspace key; or Hit Ctrl + Shift + N (which applies the default style called normal). Bullet List Styles As will be discussed in greater detail in Chapter 24 (page 184), styles are groups of formatting attributes that can be saved, named and then re-applied at any time thereafter. Word 2007/10 include five and Word 2013 includes two pre-defined Bullet List Styles which can be easily applied and/or modified. Word 2007/10/13 for Legal Professionals Page 155

173 In order to see the pre-defined bullet styles and apply them: 1. Click the Home ribbon Styles launcher to open the Styles dialog. In the Styles dialog, click Options select styles to show as All styles OK. Figure Scroll down the Styles dialog and you'll see the following styles to choose from: Figure Click on the List Bullet style you want and it will be inserted into your document. Single-Level Paragraph Numbering Draw Back of Single Level Paragraph Numbering The problem with this particular feature is that it is only capable of one level of numbering. If you use this and later realize that you need a few sub-level paragraphs like the example below, single-level paragraph numbering can t help you and you ll have to start over with a Multilevel paragraph list. Word 2007/10/13 for Legal Professionals Page 156

174 7. The Master Commissioner of the Todd Circuit Court is ordered to sell the real property upon the terms and conditions provided in this Judgment, and the Master Commissioner will, from the proceeds this sale on the interest upon the sale bond, if any, pay the following items in the priority indicated: a. First to be paid shall be the cost of the sale and cost of this action; b Second to be paid shall be any real property taxes due and owing to the City of Allensville, the County of Todd or the Commonwealth of Kentucky for the years 2005 and all years prior thereto; c. Third to be paid shall be the judgment amount due and owing to the Plaintiff, First Bank of Todd, in the amounts adjudicated hereinabove, together with any additional amounts equal to advances made, if any, by the Plaintiff for the purpose of the protection of the property, payment of taxes, or hazard insurance premiums, such additional amounts to be evidenced by affidavits of the Plaintiff presented to and approved by the Court prior to payment, as well as the Plaintiff s court costs herein expended;; and d. Any amounts then remaining shall be held by the Master Commissioner of the Todd Circuit Court, pending further order of this Court as to the distribution of said proceeds. In view of the foregoing, we generally recommend that you use multi-level paragraph numbering as described in the section entitled Multi-Level Paragraph Numbering on page 160 below. If you set up a multi-level paragraph numbering scheme but only use the top level 99.99% of the time, there is no penalty for doing so. The big benefit of this is that if you ever need a sub-level, it s already there and ready to use. Apply Numbering Using Toolbar Button 1. Click the Home ribbon Paragraph group Numbering button. If you're not happy with the default number or letter scheme that appears, click the Numbering button dropdown arrow and choose a different style (select from the Numbering Library) or create a new format (Define New Numbering Format ). Word 2007/10/13 for Legal Professionals Page 157

175 Figure 20.4 Figure Once you have the numbering style of your choice, type some text after your number and hit Enter. 3. The number style carries down the page with each hard return (each time you hit Enter). 4. If you want extra lines between each bulleted paragraph, use paragraph spacing (see Spacing Between Paragraphs on page 144 above: Home ribbon Paragraph launcher Indents and Spacing tab Spacing Before/After Uncheck the Don't add space between paragraphs of the same style box). Restart Numbering If you have a numbered list earlier in your document and now you want to insert another numbered list, clicking the Numbering button will continue your numbering from the previous list. If you would like the new list to start numbering over again, you can either a) right-click on the first line of the new list and choose Restart Numbering; or b) click the Numbering button dropdown arrow Set Numbering Value select the Start New List radio button Set Value to the number you want (typically 1 at the start of a new list) Ok. Word 2007/10/13 for Legal Professionals Page 158

176 Adjust Indents for Bullets and Single-Level Numbered Lists You will notice that when you add bullets or numbering, Word automatically sets your indents and you may not like what you get. If you change the indents using the Paragraph dialog, Word will reset them whenever you re-start numbering or change anything else about the list. In order to get them to stick, you need to: right-click in the list choose Adjust List Indents change the Number position and Text indent, as applicable click OK. Figure 20.6 The settings in the Adjust List Indents dialog above mean: Number Position: This how far from the left margin you would like the automatic paragraph number to appear Text Indent: This is how far from the left margin you would like the text of the paragraph following the number to appear. Word 2007/10/13 for Legal Professionals Page 159

177 Figure 20.7 Multi-Level Paragraph Numbering How Multilevel Paragraph Numbering Works Word allows you to set up automatic paragraph numbering schemes up to 9 levels deep. For example, below is a 4 level deep outline: IX. TERMINATION. A. Termination Without Cause. This agreement may be terminated by either party without cause upon ninety (90) days written notice to the other party, it being understood and agreed that such term and notice are reasonable in relation to the scope of this agreement and the undertakings herein provided for. B. Termination With Cause. 1. Default. If either party shall default in the performance of any obligation or payment of any indebtedness under this agreement, it shall have 30 days after delivery to it of written notice of such default within which to cure such default. If such defaulting party fails to cure its default within such period of time, then the other party shall have the right to terminate this agreement without further notice. 2. Other. This agreement may be terminated by either party at its option and without prejudice to any other remedy to which it may be entitled at law or in equity, or elsewhere under this agreement, by giving ten (10) days written notice of termination to the other party if the latter should. i. Be adjudicated a voluntary or involuntarily bankrupt under any chapter of the Bankruptcy Act, as now or hereafter amended; ii. Institute or suffer to be instituted any proceeding for a dissolution, reorganization or rearrangement of its affairs; iii. Make an assignment for the benefit of creditors; iv. Become insolvent or have a receiver of its assets or property appointed; or v. Allow any money judgment against him to remain unsatisfied for a period of thirty (30) days or longer. Why You Should Use Multilevel Numbering In Every Circumstance As described previously, the Bullets button and the Numbering button only allow ONE level of bullets or paragraph numbers. Therefore, if you start with either one and later determine that you need a sub-level, you simply can't get there from here (and you're going to have to start over with a multilevel numbering scheme). Because of this, we strongly recommend that you use the Multilevel List button exclusively for numbering or bullets Word 2007/10/13 for Legal Professionals Page 160

178 of any kind. Multilevel lists can also handle any kind of bullet point and since there are 9 available levels, it's never a problem to add another level (unless you need 10 or more levels). Set Up a Multilevel Paragraph Numbering Scheme If you already have paragraphs typed and want to apply paragraph numbering after-the-fact, you can do so by selecting the paragraphs and following the steps below. Otherwise, set up the scheme before you start typing. 1. Click the Home ribbon Paragraph group Multilevel List button arrow button). 2. Choose Define New Multilevel List (not Define New List Style) at the bottom of the drop down menu. Figure You will now see the dialog shown above. Here are a couple of things to keep in mind: You can make adjustments to any of the nine levels by simply clicking on the level you want to modify on the top, left side of the dialog. You NEVER type a number in the Enter formatting for number box. Instead, you use the code for the paragraph number which will be inserted when you choose something from the Number style for this level drop down. Word 2007/10/13 for Legal Professionals Page 161

179 Font button should only be clicked if you want the formatting for the paragraph number to be different from the paragraph that follows it. Therefore, you should not click the Font button in most cases. Number alignment must always be set to Left, even if you re centering an article number. Aligned at means how far away from the left margin you want your number to appear. Text indent at means how far from the left margin you want the text following the number to appear. Figure 20.9 Word 2007/10/13 for Legal Professionals Page 162

180 4. Below I have configured the dialog for a 3 level deep outline. Since I m not going to use levels 4-9, there s no need to format them at this point. Figure After you ve set up the levels the way you want, click OK and you ll see a paragraph number appear in your document. Just begin typing. When you hit Enter for the next paragraph, you ll get the next subsequent number automatically. 6. If you want to change the level of the next paragraph to a sublevel (level 2 rather than level 1), you can use any of the following methods: You can promote or demote a paragraph by clicking the Home ribbon Paragraph group Decrease/Increase Indent buttons. If your cursor is at the beginning of a paragraph you can demote it by hitting the Tab key on your keyboard. Promote by hitting Shift + Tab. If you right-click the paragraph, you can promote it by choosing Increase Indent or demote it by choosing Decrease Indent. Add Spacing Between Numbered Paragraphs If you want to add spacing between the numbered paragraphs, select all of the paragraphs you ve typed, click Home ribbon Paragraph launcher. Add a 12 pt Space After and uncheck Don t add space between paragraphs of the same style. Then click OK. Word 2007/10/13 for Legal Professionals Page 163

181 Figure Make All Paragraphs Double Spaced The explanation for adding spacing between numbered paragraphs above assumes you have single spaced paragraphs and would like extra space between each one. If you just want every paragraph double-spaced, don t add space between them or you ll end up with too much space between each paragraph when you apply the double space formatting. Instead, select all of the paragraphs you ve typed, and click Home ribbon Paragraph launcher set Line Spacing to double (SK: Ctrl + 2). Of course, you can also apply double spacing by using the Home ribbon Paragraph group Line and Paragraph spacing button ; or rightclick the selected paragraphs, choosing Paragraph, then switching Line Spacing from single to double. Restart Numbering at 1 Right click the paragraph you want to start over again at 1 and choose Restart at 1. Make Changes To Your Numbering Scheme If you decide you want to change something about the numbering scheme you ve created, right-click any paragraph and choose Adjust List Indents. You ll be presented with the Multilevel list dialog again and you can make changes. Note that you do not have to be in the first paragraph to do this. For example, let s say I have 3 pages of numbered paragraphs when I decide that I want to change the top level of the outline from Arabic (1.) to Roman Numerals (I.). Right click any paragraph in the numbered list, choose Adjust List Indents, click on Level 1, and change Number style for this level from 1, 2, 3, to I, II, III,... and click OK. As you ll see the entire list will change (above and below the paragraph that you rightclicked in the first place). Turn Numbering Off There are several ways to do this: Hit the Backspace key twice; or Click the Multilevel List button once Word 2007/10/13 for Legal Professionals Page 164

182 Chapter 21. Font and Paragraph Formatting Tips and Tricks Using Format Painter If you find text formatted the way you like in a document, you can easily replicate it elsewhere using the Home ribbon Clipboard group Format Painter button. This is particularly useful when you have some rogue paragraphs which are formatted incorrectly. To use this feature, follow these steps: 1. Click anywhere in the text which is formatted the way you would like. In the example below, paragraph 4 is formatted correctly and paragraph 3 is not. Click somewhere in the middle of paragraph 4. Do not select anything. Figure Click the Home ribbon Clipboard group single click the Format Painter button. You'll notice that your mouse pointer turns into a brush. 3. Apply the same formatting to other text by left-clicking, holding down the left mouse button and dragging the mouse pointer over the text (i.e., select the entire paragraph). Make sure you include the hard return at the end of the target paragraph. In the example referenced above, select paragraph 3. Now it looks like this: Figure 21.2 Word 2007/10/13 for Legal Professionals Page 165

183 After you release the mouse button, the Format Painter automatically turns off. If you want to turn on the Format Painter and keep it on until you're done selecting multiple sections of text, double-click the Format Painter button. When you're done, single click the button and it will turn off again. Wipe Out All Paragraph and Font Formatting This really means that you strip off any manually applied formatting and take the text back to whatever formatting exists in the style applied to the text. Try these techniques: Select the text click Home ribbon Font group Clear Formatting button. Select the text click Home ribbon Styles launcher Clear All in the Style dialog. Strip Font Formatting Select the text Ctrl + Spacebar. Strip Paragraph Formatting Select the text Ctrl + Q. Figure 21.3 Word 2007/10/13 for Legal Professionals Page 166

184 Chapter 22. Page Formatting (Sections Part 1) Non-Section Breaks Types of Non-Section Breaks There are several types of non-section breaks in Word: Soft Page Break:... Inserted automatically when you have entered enough text to fill the page. (Hard) Page Break:... Inserted manually (Ctrl + Enter) to force the start of a new page. Column Break:... Forces the start of a new column (newspaper style) Text Wrapping Break:... Ends the current line and forces the text to continue below a picture, table or other item. How to Insert a General Break Go to the Page Layout ribbon Page Setup group Breaks button. The following will appear: Word 2007/10/13 for Legal Professionals Page 167

185 Section Breaks In General Figure 22.1 A document can be broken into separate sections by inserting Section Breaks into the text. Think of section breaks as invisible fences around sections of your document (you can see them if you click the Home ribbon Paragraph group Show/Hide button or if you go to the View ribbon Document Views group (Word 2007/10) or Views group (Word 2013) Draft view. Once the fences are up, you can format the text between the fences differently and the applied formatting will not affect the other sections. If you do not insert section breaks into a document, then the entire document is considered one section. Section breaks are not the same as page breaks. Page breaks are simply physical breaks between pages in a document. Formatting attributes that can apply to sections include: Columns Margins Paper size Word 2007/10/13 for Legal Professionals Page 168

186 Page orientation (portrait or landscape) Paper source (for printing) Line numbering Headers and footers How to Insert a Section Break To insert a section break, click on Page Layout ribbon Page Setup group Breaks button and choose a type of section break. Types of Section Breaks Next page... (forces a hard page break and starts the new section at the top of the next page) Continuous... (new section without breaking the page) Even page... (inserts a section break and starts the new section on the next even numbered page) Odd page... (inserts a section break and starts the new section on the next odd numbered page) Multi-Section Documents Use Section Breaks to create different page numbering and headers & footers in Appellate Briefs (Table of Contents, Memorandum, Appendix). Page Setup The Page Layout ribbon Page Setup launcher controls document margins, paper size, orientation and paper source. All of these settings can be applied to the current section, to the entire document (regardless of how many sections there are) or to a designated point forward. Setting Margins 1. Click the Page Layout ribbon Page Setup launcher Margins tab. 2. Fill in the desired margins. 3. If you want these margins to be set as the default for all your future documents (generated from the normal.dot template), click the Set As Default button in the lower left corner of the dialog box. 4. Click OK. or Click the Page Layout ribbon Page Setup group Margins button. Different Margin for the First Page of a Document Let's assume you want a 2" top margin for the first page and a 1" top margin for all subsequent pages. To accomplish this, follow these steps: 1. Place the cursor at the top of page 1 of your document. 2. Click the Page Layout ribbon Page Setup launcher Margins tabs. 3. Change the top margin to 2" and click OK. Word 2007/10/13 for Legal Professionals Page 169

187 4. Now click Page Layout ribbon Page Setup group Breaks button Section Break: Continuous. This creates a 1 line section at the top of the document where your cursor was clicked and the entire rest of the document is section Now click the down arrow key a few times so you're into section 2. Now click the Page Layout ribbon Page Setup launcher Margins tab. Change the top margin for Section 2 back to 1" and make sure This Section is selected in the Apply To dropdown box. Since the first place Word can make this margin change is the top of page 2, your margins will be correct for the balance of the document. Figure 22.2 Orientation If you want to change the orientation of your document, click Page Layout ribbon Page Setup Group Orientation button select Portrait or Landscape or click Page Layout Word 2007/10/13 for Legal Professionals Page 170

188 ribbon Page Setup launcher Margins tab set Orientation to Portrait or Landscape. Pages You have the following options for your pages in the Page Layout ribbon Page Setup launcher Margins tab: Normal: the standard for most legal documents. Mirror Margins: creates mirror margins on the left and right pages. Used for printing double-sided documents like books or magazines. 2 Pages Per Sheet: useful for folded place cards or handouts. Book Fold: useful for creating a folded booklet. Change Paper Size Click the Page Layout ribbon Page Setup launcher Paper tab. Select from the document types listed in the Paper size drop down menu, or manually choose the Width and Height. Click OK. You can also click on the Page layout ribbon Page Setup group Size button. Word 2007/10/13 for Legal Professionals Page 171

189 Figure 22.3 Setting Up Your Document for Manual Feed If you would like to automatically print your document from the manual feed tray (for letterhead and the like), click the Page Layout ribbon Page Setup launcher Paper tab. You can choose the Paper Source for the First page and Other pages. Word 2007/10/13 for Legal Professionals Page 172

190 Headers and Footers Figure 22.4 The Page Layout ribbon Page Setup launcher Layout tab contains options for controlling Headers and footers. These options will be discussed in greater detail later in this section. Vertical Alignment Under the Page Layout ribbon Page Setup launcher Layout tab you can now control how text is vertically aligned on a page by clicking the Page Vertical alignment drop down box and choosing Top, Center, Justified or Bottom. Line Numbering To insert line numbering, click the Page Layout ribbon Page Setup launcher Layout tab Line Numbers button. Word 2007/10/13 for Legal Professionals Page 173

191 Borders Figure 22.5 The Borders and Shading dialog can also be accessed from within the Page Layout ribbon Page Setup launcher Layout tab by clicking on the Borders button. Legal Tip - Printing Specific Sections and Pages If you want to print the entirety of section 3 of a document (for example), open the print dialog (Word 2007: Office button Print or Word 2010/13: File menu Print) (SK: Ctrl + P) and enter the section like this: S3 If you want to print specific pages of a particular section (such as pages 1 through 13 of Section 3), then enter them like this: Word 2007/10/13 for Legal Professionals Page 174

192 Chapter 23. Headers, Footers & Page Numbering (Sections Part 2) Header and Footer Ribbon Whenever you edit a header or footer, the Header/Footer contextual tab and ribbon appear. Create a Header or Footer Figure Click on the page or in the section in which you would like to create a header or footer. 2. On the Insert ribbon Header & Footer group Footer button Edit Footer. The Header/Footer ribbon will appear and the header and footer spaces will be outlined with dashed lines. You can also insert a header or footer by double clicking the margin where the header or footer will be. 3. Place your cursor in the appropriate header or footer and type your text. Note that you will not be able to type in the body of document until you close the Header/Footer ribbon. You can close the ribbon by double clicking in the body of your document or clicking the Header/Footer ribbon Close group Close Header and Footer button. Our Advice on Page Numbering There Are Two Ways to Add Page Numbers Word allows you to create page numbering in footers or headers of documents via two methods. The first method is to use the Insert ribbon Header & Footer Group Page Number button. The second method is to insert it directly into the header or footer, as discussed below. Problem With Page Number Button If you click the Page Number button Top of Page or Bottom of Page and choose a format, you ll find that doing so will delete anything you had previously typed in the footer or header that you re adding the page number to. Further, Word adds an unnecessary, extra hard return after the page number which you re going to have to delete. We have received countless tech support calls regarding this issue from frustrated Word users. Most recently, a caller was using a letterhead template which already had a footer on each page of the firm s address and phone number. Every time the caller tried to insert a page number using Page Number button Bottom of Page Plain Number centered, it would delete the firm address and phone number from the footer and replace it with a page number and unnecessary extra hard return. Follow the next set of steps for adding page numbers that will work every time. Word 2007/10/13 for Legal Professionals Page 175

193 Page Numbers Manually Inserted into a Header or Footer 1. Click the Insert ribbon Header & Footer group Footer button Edit Footer. 2. Put your cursor where you d like the page number in the header/footer click on the Header & Footer Tools ribbon Header & Footer group Page Number button Current Position Plain Number. 3. Click the Header & Footer Tools ribbon Close group Close Header and Footer button to close the Header/Footer ribbon and revise the body of your document. Follow the foregoing steps every single time and you ll have no problems with page numbering. Insert the Total Number of Pages in the Document To insert the total number of pages in the document when you are editing a headnote or footnote (Insert ribbon Header & Footer group Footer button Edit Footer), click on the Header & Footer tools ribbon Insert group Quick Parts button Field button set Categories to All set Field names to NumPages set the Field Properties to how you would like the number of pages displayed OK. Number All Pages Except The First When This Is Appropriate We often do not want to page number the first page but want to number second and subsequent. Another relevant example would be a letter in which you want no page numbering on the first page because it will be printed on letterhead, but you would like to add a header on all subsequent pages that looks something like this: How To Set It Up Figure 23.2 This is most easily illustrated with an example. Assume you have a 3 page document and you'd like to number pages 2 and 3 only. Simply follow these steps: 1. Open the document in Word that you want to page number. 2. Click the Insert ribbon Header & Footer group Footer button Edit Footer. Click the Home ribbon Paragraph group Center button (SK: Ctrl + E) to center your cursor in the footer. Word 2007/10/13 for Legal Professionals Page 176

194 3. In Header & Footer Tools ribbon, which appears because you're editing the Footer, click the Header & Footer group Page Number button Current Position Plain Number (which will insert a page number where your cursor was). 4. In order to turn off the page numbering for page 1 (but leave it for all of the other pages), click on the Header and Footer Tools ribbon Options group check the Different First Page box. Figure The foregoing step will remove the page number from page 1 but leave it on all subsequent pages. 6. Click the Header & Footer Tools Ribbon Close group Close Header and Footer button and you're done! Create Page Numbering within Multi-Section Documents What Is a Multi-Section Document? A multi-section document is any document which contains section breaks. In this particular case, we're talking about documents in which you must start the page numbering over or switch the page numbering format somewhere in the middle of the document. Page Numbering Rules Page numbering in multi-section documents is not particularly easy, so we've devised the Affinity Page Numbering Rules to help you. Following these rules will save your hours of frustration. You'll see their application as we walk through the example below: First Page Numbering Rule: If you don't want to number the first page, then you must click the Page Layout ribbon Page Setup launcher Layout tab check the Different first page check box. Figure 23.4 Start Over Section Break Rule: Within a document, if you want to start page numbering over again at 1, change the numbering format, or turn off page numbering altogether, then you must insert a Section Break into your document. Insert the Section Break immediately before the place you intend to make the numbering change. (To insert a Section Break: Word 2007/10/13 for Legal Professionals Page 177

195 Page Layout ribbon Page Setup group Breaks button select the type of break you would like to insert. For more information, see Chapter 22.) Always Read The Labels Rule: Always read the header/footer labels. They will tell you where you're at in the document and what's going on. Read first, THEN act. The labels you're looking for look like this: Figure 23.5 Same as Previous Is Evil Rule: If you see the Same as Previous label, then the header or footer you're looking at is LINKED to the one in the previous section. That means that if you modify it while it's linked, it will change the header/footer in the previous section. Therefore, you'll almost always want to turn this evil feature off. You turn it off by turning off the Link to Previous button on the Header & Footer Tools ribbon Navigation group click the Link to Previous button to turn it off. Example Figure 23.6 Cut The Link, Then Act Rule: If you see the evil Same as Previous label, you must resist the temptation to modify the header or footer until you cut the link between the sections. The purpose of this rule is to remind you that you need to cut the link FIRST, then make your changes. If you change first, then cut the link, it's too late and you've already changed the header or footer in the previous section. Always Click Into The Header/Footer You Want to Modify Rule: If you want to make a change to a particular header or footer, you must remember to insert your cursor into that header or footer before you do anything. This is an important rule because you can be VIEWING a footer in section 2 (for example), but your cursor is still in the footer in section 1 of the previous page. If you make any changes, section 1 is going to be affected since that's where your cursor is. In this example, we've got a Physician Recruitment Agreement which is comprised of a 2 page table of contents on physical pages 1-2 of the document. The body of the Agreement begins on physical page 3 and runs 11 more pages. Therefore, the document has a total of 13 pages. On every page of the table of contents, we want page numbers with Roman numerals. On physical page 3 of the document, which is the first page of the body of the Agreement, we want no page number at all. Thereafter (beginning on physical page 4 of the document), we want Word 2007/10/13 for Legal Professionals Page 178

196 page numbering with the format "2 of 11," "3 of 11," etc. for the remainder of the document. None of these page numbers will be typed, they will all be fields that auto-calculate. Follow these steps: 1. First, since we intend to start page numbering over between the table of contents and the body of the document, the Start Over Section Break Rule above dictates that we must have a section break after the table of contents for that to be possible. Open your document, turn on the Show Hide button (Home ribbon Paragraph group Show Hide button) so you can see page and section breaks and go to the bottom of the table of contents to see what is there. We see the following screen shot, so we know this is not a section break, it's just a page break and that won't help us. Figure Place your cursor immediately to the left of the page break line and hit the Delete key on your keyboard. Now you'll see the title of the body of the document, "PHYSICIAN RECRUITMENT AGREEMENT," appears immediately to the right of your cursor. 3. Leave your cursor where it is, then click Page Layout ribbon Breaks button in the Page Setup group click Next Page under Section Breaks. Now you've got the necessary section break between the table of contents and the body of the document. Your table of contents is now Section 1 and the rest of the document is Section Go to page 1 of your document (hit Ctrl + Home), then click the Insert ribbon Footer button Edit Footer. You cursor should be in the Footer, Section 1. If that isn't what the label says, then move up or down as necessary to get into the first page footer of section Remember that we want every page of the table of contents to have a page number on it. Therefore, we must remember the First Page Numbering Rule which says that if you don't want to number the first page, then you must check the Different First Page checkbox which you can easily access from the Header & Footer Tools ribbon. Click on that ribbon and check to see if the box is checked (it shouldn't be). Since we do want to number the first page, we need to make sure this box isn't checked. Once you become familiar with how Word handles headers and footers, you would know immediately that the box wasn't checked because of the label on the footer. Our label says Footer -Section 1-. If the Different first page box were checked, the label would have read First Page Footer - Section We want to put a page number in the footer of page 1 so follow the Always Click Into The Header/Footer You Want to Modify Rule and click into that footer. Now click the Page Number button on the Header & Footer Tools ribbon Current Position Plain Number. Now center it by hitting Ctrl + E. Word 2007/10/13 for Legal Professionals Page 179

197 7. To switch the number from Arabic to small Roman Numerals (i, ii, iii...), click the Header & Footer Tools ribbon Page Number button Format Page Numbers and switch to small Roman Numerals with the drop down menu adjacent to Number format. 8. Scroll down to page 2 and you should see that there is a "ii" in the footer of that page. Section 1 is done. 9. Now scroll down to the footer on page 3 and follow the Always Read The Labels Rule. This footer is not at all what we want: Figure Remember that we don't want a page number on the first page of the body of the document, so we need to follow the First Page Numbering Rule. In the Header & Footer Tools ribbon in the Options group, check Different First page. Once you do that, your label changes as in the following screenshot and the page number disappears. Word assumes that if you check the Different first page box, then you don't want to number the first page. You can always insert a page number if you want to, but in this case, Word's assumption is correct. Figure Now scroll down to the footer on physical page 4. Again, this is not at all what we want because it should say Page 2 of 11, not 4. Figure Now, three rules come into play: the Start Over Section Break Rule, the Same As Previous Is Evil Rule and the Cut The Link, Then Act Rule. 13. First, by being labeled "Same as Previous," the section 2 footer is telling you that it is still linked to the footer we established in the table of contents (section 1). Therefore, if you delete or make changes to this page number, you're going to simultaneously delete or change the page number in section 1. To avoid this, first follow the Always Click Into Word 2007/10/13 for Legal Professionals Page 180

198 The Header/Footer You Want to Modify Rule. Now cut the link by clicking the Header & Footer Tools ribbon click the Link To Previous button (to turn it off). The "Same as Previous" label should disappear. 14. Second, we need to tell Word that we're starting page numbering over again in Section 2. In order to do that, click the Header & Footer Tools ribbon Page Number button Format Page Numbers click Start at, then OK. Figure After you click OK in the previous step, you need to revisit the Always Read The Labels Rule. It looks as if your page number disappeared, but actually, Word jumped you back up to the footer at the bottom of page 3 and you were previously in the footer at the bottom of page 4. Don't be alarmed, just scroll back down to the bottom of page 4 and you should see that the page number has changed from 4 to Place your cursor in front of the page number and type the word "Page" plus a space. Now click after the page number and add " of. " Now we're ready to insert the code for the total number of pages. However, we don't want the total number of pages in the document because that would include the table of contents. Instead, we want the total number of pages in Section 2. To do this, click the Insert ribbon Quick Parts button Field SectionPages OK: Figure Click the Close Header and Footer button on the Header & Footer Tools ribbon and you're done!! Word 2007/10/13 for Legal Professionals Page 181

199 Insert the Total Number of Pages in a Particular Section of the Document If you are in a multiple section document, and you want the page numbers to read Page 1 of 5 when there are 10 total pages in the document, but only 5 pages in the section, you'll need this trick: 1. Position your cursor where you would like to insert the total number of pages in a particular section. 2. Click Insert ribbon Text group Quick Parts button Fields. 3. Under Field names, choose SectionPages, format the Field properties as you would like and click OK. Figure Insert the Filename and Path in the Footer of Your Document Place the cursor in the footer where you would like the path to appear. (To edit the footer and be able to place your cursor into the footer, click Insert ribbon Header & Footer group Footer button Edit footer.) Click Header & Footer Tools ribbon Insert group Quick Part button Field. Under Field names select Filename and check whether you would like the path included. Click OK. Word 2007/10/13 for Legal Professionals Page 182

200 Figure Add Filename and Path to Last Page Footer (Automatically) Insert the following field into the footer of a document. Use Ctrl + F9 to insert the brackets shown below and type it exactly as shown. Here, underscores represent spaces (there are no actual underscores in the field). This will drop the file and pathname in lower case on ONLY the last page footer. {_IF_{_PAGE_}_=_{_NUMPAGES_}_"{_FILENAME_\*_Lower_\p_\*_MERGEFORMAT}"_""} Word 2007/10/13 for Legal Professionals Page 183

201 Chapter 24. Styles - The Basics What Are Styles? A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats at once. You can view styles by clicking the Home ribbon Styles launcher to reveal the Styles task pane. Advantages of Styles Speed You can assign very complex combinations of character and paragraph formatting to a particular style and then apply that style with a single keystroke. As such, styles are much faster to use than manual formatting. Easy Updating Assume you've used styles throughout your document and then decide you don't like the way something is formatted. Instead of manually reformatting every paragraph, all you have to do is change the style definition. Once changed, all the text to which the style had been applied, throughout the document, immediately updates without any manual formatting on your part. Enforce Formatting Consistency and Make Editing Easier Once styles are setup, users don't have to remember complex formatting techniques; they can simply select a style from the drop-down list. This pre-fab formatting also ensures that all of the documents created with the same styles will look the same. Tables of Contents If you use styles for the headings and numbered paragraphs in a document, you do not need to mark text for inclusion in a table of contents because Word can generate tables of contents directly from the styles used in the document. Anyone who has had to mark entries for a table of contents in a long document will appreciate this. Navigation If you've used Heading styles (explained below) to control formatting in your document, in Word 2007 you can use the Document Map (View ribbon Show group check the Document Map checkbox) and in Word 2010/13 you can use the Navigation Pane (View ribbon Show group check the Navigation Pane checkbox) to quickly navigate your document. Where Styles Are Stored Styles are stored inside templates. Templates are very much like containers which can contain text as well as styles, macros, toolbars and the like. We'll discuss templates in greater detail later in this manual in Error! Reference source not found.. Word 2007/10/13 for Legal Professionals Page 184

202 Types of Styles Paragraph Paragraph styles apply formatting to the entire paragraph and can also be used to apply font formatting in addition to paragraph formatting. Character Character styles apply formatting to individual characters only (see Font Formatting earlier in this manual: Chapter 18, page 134). Table List Applies border, shading, alignment and character formats to tables. Applies outline number and bullet formats to lists. Default Style Normal Style The default style applied by Word is called Normal. When you create a new document, this style is applied. If you are unhappy with the way your documents are formatted by default, you can edit the Normal style and permanently change its formatting attributes (if you check Add to template after you make a change). Change Normal If you want to change the Normal style, click the Home ribbon Styles launcher to open the Styles Pane. Scroll down the Styles pane until you see Normal. Right-click Normal and choose Modify from the drop down list that appears. You should see the dialog in Figure Word 2007/10/13 for Legal Professionals Page 185

203 Figure 24.1 You can make changes to the document's Normal style by clicking the formatting buttons or clicking Format and choosing a format category to modify. If you want to make the changes affect all future documents, click the New documents based on this template box at the bottom of the dialog before you click OK. This adds your modifications to the default template (normal.dot) and therefore affects all future documents you create. If you only want your changes to affect this document, then leave the box blank (click Only in this document if the New documents based on this template radio button is already selected). Clear Formatting If you want to clear the formatting of any text and remove any style applied other than Normal, select the text and hit Clear All in the Styles task pane (Home ribbon Styles launcher) (SK: Ctrl + Shift + N). Word 2007/10/13 for Legal Professionals Page 186

204 Using Existing Styles Styles and Formatting Task Pane Open the Styles task pane by clicking the Home ribbon Styles launcher. To see all of the styles that are available, click on Options and choose All styles under Select styles to show at the next dialog. Apply Existing Style To apply an existing style to text in your document, simply click into the paragraph and singleclick the style name you would like to apply from the Styles task pane. If you've assigned shortcut keys to your styles, they can also be applied by hitting the appropriate key combination. Create and Apply New Styles Style to Work Only within the Current Document 1. Type and format text in block quote format. "An arbitration mode equivalent to that in the Rules of Civil Procedure or Evidence would destroy the benefits of private arbitration. Final and binding arbitration finds its principal virtue in circumvention of the complexities and delays inherent in the court procedures. An intention to destroy that virtue will not be inferred from a statement which is only hortatory adoption of fair process for an arbitration hearing." Lochart v. American Reserve Ins. Co. (1982), 2 Ohio App.3d Select the entire paragraph or simply click your cursor somewhere in the paragraph. 3. Open the Styles task pane (Home ribbon Styles launcher) and click the New Style button. Word 2007/10/13 for Legal Professionals Page 187

205 Figure Call the style "Block Quote." As you can see, the new style definition automatically configured itself consistently with the formatting of the paragraph you selected before clicking New Style. 5. Click OK. 6. To apply the style in a document, place the cursor in the paragraph and click on the style in the Styles Pane. Style to Work within All New Documents Follow all of the steps above except that in step 6, check the box adjacent to New documents based on this template. Doing this will add the style your normal.dot template, thereby making it available in all future documents created from normal.dot template. Modify an Existing Style To quickly modify an existing style, follow these steps: 1. Find one instance of the style and change the formatting of the text. 2. Select the newly formatted text. 3. Open the Styles task pane (Home ribbon Styles launcher). The style you've modified should be highlighted. 4. Right click the name of the style in the task pane and choose Update to Match Selection. Word 2007/10/13 for Legal Professionals Page 188

206 Using Styles You are using Styles every time you use Word. If you don't overtly choose a particular style, then a default style called Normal is applied to the text you type (see Default Style on page 185). Let's assume you're typing a letter which will contain three paragraphs. Each of the paragraphs must be single spaced, with a double space between each paragraph, full justified, Times New Roman 12 point, first line half-inch indent. You have 2 choices to achieve that formatting. Formatting Without Styles The first option is to do it manually. You could type the paragraphs, put a tab in front of each paragraph and two hard returns after each one. You could make them justified by choosing that setting from the Home ribbon Paragraph group (SK: Ctrl + J). If the font isn't already Times New Roman 12 point, then you could select the paragraphs and choose those options from the Home ribbon Font group. Formatting With Styles The second option is to create a style (other than Normal) to handle that formatting or simply modify one of the Styles that Word includes automatically in every document you create. Let's say you want to create a new style. You would open your Styles pane (Home ribbon Styles launcher), and click the New Style button. Name the style "Letter Paragraph." Click Format Font, then make the font Times New Roman 12 pt. Click Format Paragraph, and set a first line, half inch indent, set the justification to full, set the space after to 12 pt. Now your style will handle all of the formatting for you. To modify an existing style, follow the steps in "Modifying an Existing Style" on page 188. Simply select the paragraphs and single click the Letter Paragraph style in the Styles task pane. Which Method You Should Choose If you're creating a simple document and not using paragraph numbering or bullets, then I don't think it matters whether you use styles or not. Some Word instructors insist that you always use a customized style no matter what and that's it's never okay to use "direct formatting" or leaving everything in the normal style and formatting the text manually. I simply disagree. While I do advocate using as much autoformatting as possible, if I'm typing a simple letter, it often isn't necessary to create custom styles to handle every type of formatting that may exist in that letter. By "autoformatting," I mean that instead of putting a tab in front of each paragraph, I'd use a first-line, half-inch indent (Home ribbon Paragraph launcher Indents and Spacing tab). Instead of hitting two hard returns at the end of each paragraph, I'd use automatic paragraph spacing (12 point after). When You Must Use Styles Generally speaking, you can set up bullets and paragraph numbering without using Styles. However, you're likely to have problems with them unless you use Styles to control the numbering and bullets. Common issues which arise if you don't use Styles include a) random re-starting of the numbering, b) bizarre indents that seem to set themselves, c) problems with sublevels in the paragraph numbering scheme, and d) paragraph letters (A, B, C, etc.) switching to numbers or numbers to letters inexplicably. In addition, if you use Bullets and Numbering in isolation, then the only formatting you control with the formatting attached to the numbering itself. You have no automatic control over the balance of the text that follows the paragraph Word 2007/10/13 for Legal Professionals Page 189

207 number or bullet. So the general rule is that if you're generating complex documents without using Styles, a) you're doing it wrong, and b) you're spending two to ten times the amount of time necessary to handle the formatting. In fact, the appropriate use of styles when drafting complex documents can eliminate formatting issues you might otherwise encounter except issues involving Section formatting (like page numbering) Copy Existing Styles Into Documents You're Working On When you go through the trouble of creating new styles or modifying existing styles in your default template (normal.dot), you'll be able to see and utilize those styles in future documents you create (they're automatically deposited into all new documents). However, if you open a document that you created previously or one you received from someone else, your wonderful new styles don't automatically show up in those documents. In those cases, you'll want to copy your custom styles into the document you're working on so you can easily format the text contained therein. Copy Styles From Your Default Template One fast way to change the formatting is to copy styles from your Normal.dot template into the document you're working on and apply them (if necessary). For example, let's say I've opened a document and the default formatting is Courier New, 12 point, single spaced, left justified and I want it to be Times New Roman, 12 point, single spaced paragraphs, but double spaces between paragraphs and full justified. Furthermore, let's assume that the text of the document is governed by the normal (default) style and that the normal style in my new documents reflects my preferences. My choices for reformatting the document would be to modify the normal style already embedded in the document OR simply copy my normal style into the document and over-write the existing one. You already know how to handle the former so this is how you would accomplish the latter: 1. On the Styles task pane (Home ribbon Styles launcher), click the Manage Styles button. 2. Now click the Import/Export button in the lower, left-hand corner of the dialog. 3. You'll see the dialog in Figure Word 2007/10/13 for Legal Professionals Page 190

208 Figure As you can see, the styles stored in your default template (normal.dot) appear on the right and the styles embedded in the document that is currently open are listed on the left. Therefore, simply locate "Normal" on the right side (in normal.dot) and click once on it. The Copy button will un-gray in the middle. 5. Click the Copy button. It will ask you if you would like to overwrite; say Yes, then click Close. Copy Styles From Any Other Document/Template Into a Document You're Editing Let's say you're working on a document which has no developed styles in it and you remember that another document you worked on previously has the perfect set of styles to use in this one. You can pull those styles into your current document by following these steps: 1. On the Styles pane (Home ribbon Styles launcher), click the Manage Styles button. 2. Now click the Import/Export button in the lower, left-hand corner of the dialog. On the next dialog, you'll see the styles in the document you're editing listed on the LEFT and the styles in your default template on the RIGHT. 3. On the right side of the dialog, click the Close File button. It will immediately switch to an Open File button. 4. Click the Open File button and browse to the file you want to pull files from. NOTE at the bottom of the browse dialog that Word is looking for templates only. Make sure you switch that to All Files. Word 2007/10/13 for Legal Professionals Page 191

209 Figure Once you've selected the document or template where the styles exist you want to import, the styles in that document will appear on the right side of the import/export dialog. Select the styles you want to import and click the button. Now it will ask you if you want to over-write the existing styles. Click, then the Close button. Now when you open your styles pane, you'll see the styles from the other document and you can use them in the document you're editing. Word 2007/10/13 for Legal Professionals Page 192

210 Chapter 25. Styles - Advanced Note that this is difficult and somewhat confusing. However, if you get things setup correctly, it's virtually impossible to screw up your paragraph numbering or anything else related to formatting in your document. Follow these steps closely and eliminate future annoyances and frustrations. The Key to Success The key here is to use styles to control the paragraph numbering and the formatting of the text that follows the numbering. There are good reasons for using Word's built-in Heading styles (named Heading 1, Heading 2, etc.) so that's what we're going to do here. Tips and Things to Remember before We Get Started Notwithstanding anything stated previously in this manual, DO NOT USE the Numbering or Bullet toolbar buttons. They'll only cause you problems. Styles must be applied to your outline styles, and we strongly recommend using Word's built-in Heading styles (Heading 1, Heading 2, etc.). Simply modify the built-in Heading styles to create the font, paragraph and other formatting you want. Using "Heading" styles doesn't mean that these styles should only apply to the headings. For example, if my paragraphs look like the one below, in almost every case, I would apply Heading 2 to the entire paragraph 1.1. (not just the word Formation). However, if I wanted to automatically pull out a table of contents and only include "1.1. Formation" in it (and not the rest of the paragraph), then I would only apply Heading 2 to the word Formation. This process is described in greater detail under Table of Contents in Legal Documents, Chapter 27, page 202. ARTICLE 1 ORGANIZATION 1.1. Formation. The Company was organized as an Ohio Limited Liability Company pursuant to the Ohio Limited Liability Company Act (the "Act") by the filing of Articles of Organization (the "Articles") with the Ohio Secretary of State on February 19, STEP 1 - Modify the Heading Styles or Create Your Own Open the document you want to apply paragraph numbering to. You have two initial choices. You can either modify Word s existing styles to suit your purpose (the Heading styles, for example), or you can create your own custom styles. In either case, the only settings you want to alter are the font settings and the paragraph settings for those styles. However, you do not want to modify the paragraph indent settings because the numbering scheme you apply to your styles will take care of that. So don t modify any of the settings you see in the screen shot below: Word 2007/10/13 for Legal Professionals Page 193

211 Modify Heading Styles Figure 25.1 Setting Style Properties: Open the Styles pane. Make sure the Heading 1 style is based on the Normal style. Another Properties section item to edit in each style is the Style for the following paragraph. This means that if someone is at the end of a paragraph with this style (the style you are currently modifying) and hits a hard return (Enter), what will the style of the next paragraph be? For example if I'm at the end of a paragraph numbered 1.2., then I would want a 1.3 if I hit a hard return following that paragraph. If this level of the outline was controlled by Heading 2, then I would want Heading 2 for the Style for the following paragraph after a Heading 2. Figure 25.2 Setting Font Formatting: Click the Format button Font for each style and make sure the font is setup the way you would like. Setting Paragraph Formatting: While you're still editing each Heading, click the Format button Paragraph Indents and Spacing tab. Set the left and right indents to 0 and the Special indent to (none). NOTE: Do this even if you want your headings to be indented from the left margin, and even if you want a hanging indent. This is because for outline-numbered styles, we will set the paragraph indent and the hanging indents (if any) when we set up the numbering. Figure 25.3 Don't forget to click the Line and Page Breaks tab in the Paragraph dialog and make sure Widow/Orphan Control is checked. If Level 1 of your outline numbering is always a stand-alone article number, you will probably also want to check Keep With Next so that Word 2007/10/13 for Legal Professionals Page 194

212 those headings won't be separated from the paragraphs immediately following them by a natural page break. Continue the foregoing steps for each Heading style you intend to use in your document. Create Your Own Styles Let s say I want to create a set of styles to handle paragraph formatting and numbering when I draft contracts. If you want your outline to go 4 levels deep, then I d create 4 styles called Contracts1, Contracts2, Contracts3 and Contracts4. Each of them would be based on the Normal style. Figure 25.4 STEP 2 - Create Your Outline Numbering Outline numbering changed in Word Previously, in Word 2003, the Format button in the Paragraph style was the way to access the Outline numbering scheme. In Word 2007/10/13, DO NOT USE the Format Numbering option in the paragraph style to create the outline numbering. Instead, Word 2007/10/13 requires a list style to create the Outline numbering. The list style can then be attached to the paragraph style. The process looks something like this: Word 2007/10/13 for Legal Professionals Page 195

213 List Style controls the numbering and indents/tabs attaches to Paragraph Styles Apply Paragraph Styles to document List Style a Heading 1 Heading 2 Heading 3 Document Create a new list style. You do this by clicking the Home ribbon Paragraph group Multilevel list button Define New List Style. Figure Give the list a name - for example, Contracts Numbering: Figure Now click the Format button (bottom left corner of dialog) Numbering. If you see a button on your screen, CLICK IT! Word 2007/10/13 for Legal Professionals Page 196

214 4. Set up the first level numbering. Choose a number format. Link level 1 to the Heading 1 style (or Contracts1 if you ve set up your own styles) and set up the number, tab stop and text indent positions: Figure Next, set up levels 2 and 3 on the same screen. Select each level from the Click level to modify list. 6. Once the numbering levels are set up and attached to the Headings, click OK. STEP 3 - Apply Styles to Your Paragraphs Point and Shoot Approach: With the Styles pane open (Home ribbon Styles launcher), you can apply styles to your paragraphs by simply clicking into them (don't select the paragraphs unless you want to format more than one at a time), then single clicking the name of the style you want to apply to the text. Shortcut Key Approach: When modifying each style (Home ribbon Styles launcher right click on the style and select Modify ), you can click Format Shortcut key and assign a speed-key to each of the styles you're using. I prefer to use Ctrl + F1 for Heading 1, Ctrl + F2 for Heading 2, etc. After they're set, you can simply click into the paragraph you want to format, then hit your speed key to apply the correct formatting. Word 2007/10/13 for Legal Professionals Page 197

215 STEP 4 - Subsequent Formatting Changes EXTREMELY IMPORTANT NOTE #1: If you want to change your font or paragraph formatting in the future, modify the applied style, not the individual paragraph. EXTREMELY IMPORTANT NOTE #2: Note that you should NOT change the left indents of numbered styles by changing the Paragraph Style. Instead, change the indents in the List Style. You can modify your list style by clicking the Manage Styles button in the Styles Pane (Home ribbon Styles launcher). Find the style in the list of styles in the Edit tab and click the Modify button. Other Items To Consider Automatically Update Should Be Off: Make sure that the Automatically update box, in the Modify Style dialog, is NOT checked for any of your Heading styles. This may sound like a good thing, but unless you understand what you're doing with it, it's not worth the risk. Making Your Styles Available in the Future: If you want all of those great styles to be automatically available in future documents you create, modify each Heading style and tick the Add to template box. That will save your style settings in your Normal.dot template. Next time you create a new file, your outline numbering settings will be available. Creating a Template to Hold the Styles: You can create a new template just for outline numbered documents. Setup the styles and numbering the way you would like, delete all the text and click Office button (Word 2007) or File menu (Word 2010/13) Save As. At the bottom of the Save As dialog, in the Save as type box, change the setting from Word Document to Word Template. This will save the file as a document template, not a document. The next time you click Office button (Word 2007) or File menu (Word 2010/13) New your new template will be available, complete with your outline numbering settings. Word 2007/10/13 for Legal Professionals Page 198

216 Chapter 26. Quick Style Sets Why Quick Style Sets Are Important In a nutshell, Quick Style Sets allow you to drop a whole set of customized styles into a document you re editing or creating in literally 3 clicks. So let s say you re drafting a contract and the sample document you re starting with has a lot of the language you want, but is otherwise a formatting mess. Assume further that you ve created a Contract Quick Style Set which has a 7 level deep auto paragraph numbered outline in it along with some other custom styles you use for contracts such as Recitals. Rather than going through the pain of customizing the styles already in the document to do what you want, you could simply pull your Contract Quick Style Set into the document and begin applying them. This little trick can literally save you hours. Styles Gallery The Styles gallery is accessed by clicking the Home Ribbon Styles group down arrow at the right edge of the Styles list. Figure 26.1 Once you click it, you ll likely see a bigger list of styles. Figure 26.2 Typically, the list of styles shown in the Styles pane is bigger than the list you see in the Styles gallery. This is because the Styles gallery is showing you a subset of the total Word 2007/10/13 for Legal Professionals Page 199

217 number of styles available to you. More importantly, you get to decide which styles appear in the gallery. Removing Styles from the Styles Gallery In order to remove styles from the gallery, open the gallery as described above, then right-click a style you want to remove from that list click Remove from Quick Style Gallery. Adding Styles to the Styles Gallery First, open your Styles pane (Home ribbon Styles launcher (SK: Alt + Ctrl + Shift + S)). Find the style you want to add to the gallery right-click the style to add click Add to Quick Style Gallery. Create a Quick Style Set (Word 2007/10 Only) Steps In Word 2007/10, just follow these steps: 1. Customize and/or create the styles you want in any document. 2. Remove the styles you don t want to include in the set from your Styles gallery and add the ones you want to include (see above). 3. Click the Home ribbon Styles group Change Styles button Style Set Save as Quick Style Set (it appears at the bottom of the Style Set dialog) give it an appropriate name click Save. Where Quick Style Sets are Stored The foregoing process will create a template in a special folder which contains your new Style Set. If you re using Windows Vista or 7, then the location is likely: C:\users\[your logon name]\appdata\roaming\microsoft\quickstyles If you re using Windows XP, then the location is likely: c:\documents and settings\[your logon name]\application Data\Microsoft\QuickStyles Apply a Quick Style Set In Word 2007/10, open a document into which you d like to drop the styles from a particular Quick Style Set. Click the Home ribbon Styles group Styles dropdown button Change Styles button the name of the set you want to use. That s it. You should see the relevant styles appear in both the Styles pane and the Styles gallery. Now you just need to apply the styles to the paragraphs you want to format. It s that easy. Uses for Quick Style Sets As described above, you can create Quick Style Sets for types of documents you draft. Of course, you can also create Quick Style Sets for individuals in your office who like certain formatting approaches. For example, support staff people who work for multiple lawyers might have style sets for each of them (in the event they can t agree on how documents should look). Word 2007/10/13 for Legal Professionals Page 200

218 Sharing Quick Style Sets As described above, Quick Style Sets are simply templates located in a special folder on each users C:\. Therefore, you can take a Quick Style Set that you ve created and copy it into that special folder on other users computers and they ll have instant access to those same sets. This isn t terribly difficult although it would be nice if we could change the default folder for Quick Style Sets so that they could be shared across multiple users from a single location. Word 2007/10/13 for Legal Professionals Page 201

219 Chapter 27. Table of Contents in Legal Documents Table of Contents - Three Methods Automatically generating a Table of Contents ("Table of Contents") from a large document can be the biggest time-saver of any feature in Word. If you create a table of contents manually, you're wasting hours unnecessarily because one minor change in the document can throw off the entire table. There are three ways to create a Table of Contents: Marking Entries Using Styles Using Linked Styles Table of Contents Using Marked Entries Drawbacks of Marking Entries Marking an entry means that you must manually select each heading to be included in the Table of Contents. There are significant disadvantages in using this method of generating a Table of Contents. One is that depending upon the complexity and length of the document you're working on, it can be extremely time consuming. Another is that you cannot get the Table of Contents to include the paragraph numbers if you've used automatic paragraph numbering. Since most people like the paragraph numbers to be included in the Table of Contents, this is a big problem. Third, if you add a new paragraph, you have to remember to mark the heading of the new paragraph so that it gets into the Table of Contents. This is something users often forget to do, and no error message is generated if you forget. That paragraph is simply omitted from the Table of Contents and it's easy to overlook the problem. Recommendation - Don't Use This Method In view of the foregoing, we recommend NOT using this method for generating a Table of Contents. Notwithstanding that fact, the steps you must follow in order to do so are listed below. Using Marked Entries to Create a Table of Contents The following are the steps you'll need to follow if you still want to create a Table of Contents by marking entries. There are two steps required to generate a Table of Contents with marked entries: 1. Mark the Entries. 2. Generate a Table from Marked Entries. Mark the Entries 1. Select the text for the first entry in the Table of Contents. 2. Hit Alt + Shift + O to pull up the dialog box entitled Mark Table of Contents Entry. Word 2007/10/13 for Legal Professionals Page 202

220 3. If desired, modify the text as you want it to appear in the Table of Contents. For example, you may want it to be in ALL CAPS (SK: Alt + F3), or bold (SK: Ctrl + B). 4. The Table identifier setting allows you to work with multiple tables. The default setting is C. For purposes of creating a Table of Contents, C is fine. 5. Repeat the above steps until all entries are marked. Generate a Table of Contents Based upon Marked Entries 1. Place the cursor in the document where you want the Table of Contents to appear. 2. If you haven't already done so, make sure that you have set up different sections in your document. You must also format your page numbering so that the section containing the body of text does not use the numbering continued from the previous section. 3. Select References ribbon Table of Contents group Table of Contents button Word 2007/10: Insert Table of Contents or Word 2013: Custom Table of Contents. 4. Click Options. 5. Deselect the option for both Styles and Outline Levels. 6. Select the option for Table Entry Fields. Figure Click OK, then OK. The Table of Contents should now appear. Update the Table of Contents 1. Right-click anywhere in the Table of Contents to pull up the shortcut menu. 2. Select Update Field from the menu. Word 2007/10/13 for Legal Professionals Page 203

221 3. Select Update page numbers only IF you simply added text to the document that threw the page numbers off or if you added different sections. Add New Sections to the Table of Contents 1. Add the text and the section. 2. Mark the entry as instructed above. 3. Instead of updating your fields, generate a new Table of Contents through References ribbon Table of Contents group Table of Contents button Custom Table of Contents set up your table of contents as before OK choose to replace the existing table. This will automatically reorder the marked entries and renumber the pages. Table of Contents Using Styles with Segregated Headings Setup Your Document Segregated headings means your headings are in a separate paragraph by themselves. Your paragraphs look like this: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. Using Styles to Create a Table of Contents with Segregated Headings If your headings are not part of the paragraph (that is, they are segregated headings as shown above), generating a Table of Contents using Word's built-in styles or custom styles is easy. Follow these steps: 1. Apply heading styles to ALL the sections you want to include in the Table of Contents. You can also do this by hitting Ctrl + Alt + 1 for Heading 1 style, Ctrl + Alt + 2 for Heading 2 style, and so on. You can also use customized styles or styles you've created yourself. 2. Select References ribbon Table of Contents group Table of Contents button Word 2007/10: Insert Table of Contents or Word 2013: Custom Table of Contents. 3. If you are using customized styles, click the Options button and locate the customized styles and assign each style a table of contents level if needed. Click OK. 4. Click the OK button again to insert the table of contents. 5. If you need to edit and update, follow the same rules outlined above for updating table of contents generated from marked entries. Word 2007/10/13 for Legal Professionals Page 204

222 Table of Contents Using Styles with Non-Segregated Headings Problem If You Use Word 2000 or Prior Versions In Word 2000 and prior versions, you could only use styles to generate a table of contents if your headings were segregated from the following paragraphs. In other words, your document had to look like this: ARTICLE I. - PAYMENT OF DEBTS, EXPENSES AND TAXES: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. If your document looked like the following example (bodies of the paragraphs immediately following the headings), styles didn't work well for tables of contents because it would bring in the entire paragraph into your table of contents. That was because only ONE style could be applied to a paragraph. Therefore, if Heading 2 applied to "Payment of Debts and Expenses," it also applied to the balance of the paragraph. There was no way to have two different styles applied to text within the same paragraph. ARTICLE I. - PAYMENT OF DEBTS, EXPENSES AND TAXES: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. In Word 2002 and subsequent versions, they finally fixed this problem. Now you can use styles to generate tables of contents, regardless of how your paragraphs look, thanks to a new feature called the Style Separator which enables you to have two different styles within the same paragraph. Setting Up the Style Separator This feature is rather hidden, so to add it to your Quick Access Toolbar as a button, follow these steps: Word 2007/10/13 for Legal Professionals Page 205

223 1. Click Office Button (Word 2007) or File menu (Word 2010/13) Options Customize. 2. Under Categories, select All Commands; and under Commands, locate InsertStyleSeparator and add it to your Quick Access toolbar. 3. Close the dialog. Using the Style Separator In order to use the Style Separator successfully, you'll need to setup your document in a certain way. Even if you want your paragraphs to look like this: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. You have to initially set them all up with segregated headings, like this: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. We recommend using the styles called Headings 1, 2, etc. for the "Payment of Debts and Expenses" text above and the style called Body Text for the text that follows it. To use the Style Separator, position your cursor immediately after the paragraph heading (see asterisk below). Now click the Style Separator button and you'll see that it pulls the paragraph below up next to the heading. Repeat this for every heading in your document. It's also a good idea to start this process at the bottom of the document and work your way up rather than starting at the top and working down. A. Payment of Debts and Expenses: (*) I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all Word 2007/10/13 for Legal Professionals Page 206

224 of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. Now you can generate a table of contents just as you did with segregated headings. Table of Contents Using Linked Styles Word 2007/10/13 offers a third option to generate a table of contents with non-segregated headings, and we like it the best and recommend that you use it. Just follow these steps: 1. First, set up the heading and list styles, and apply them to the paragraphs: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. 2. Next create a set of styles for each level of the Table of Contents. Make sure these are all linked styles. For example Table of Contents 1, Table of Contents 2, etc. Make sure the font is formatted for how the text is to appear in the document. Word 2007/10/13 for Legal Professionals Page 207

225 Figure Select the text to appear in the table of contents and apply the linked style to the selected text. A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. Word 2007/10/13 for Legal Professionals Page 208

226 4. Next insert the Table of Contents (Reference ribbon Table of Contents group Table of Contents button Insert Table of Contents (Word 2007/10) or Custom Table of Contents (Word 2013)), and click Options Figure Change the options so that the only levels are the new linked Table of Contents styles: Word 2007/10/13 for Legal Professionals Page 209

227 Figure 27.4 The table of contents should then look like Figure Word 2007/10/13 for Legal Professionals Page 210

228 Figure Click OK. The table of contents should be inserted. Formatting the Table of Contents DO NOT try to manually format your table of contents. The formatting of the table of contents is controlled by built-in Word styles called Table of Contents 1, Table of Contents 2, etc., which correspond to each level of the Table of Contents. If you want to change the way the Table of Contents looks, simply modify the Table of Contents styles. If they don't appear in your list of styles, then click on Home ribbon Styles launcher Options Show all styles. Word 2007/10/13 for Legal Professionals Page 211

229 Chapter 28. Table of Authorities In General Automatically creating a Table of Authorities can be very helpful, especially when the document will likely be changed subsequently. One minor change can throw off the entire Table. Your options for creating a table of authorities that will automatically update are to use Word's builtin feature or purchase a third-party add-in program. Using a Third Party Program An excellent program for this purpose which is faster, easier and actually provides more flexibility than Word's built in functionality is Best Authority by Levit & James, Inc. For more information about this program see There are two versions of Best Authority, Light and Premium. You definitely want Premium. The only drawback of Best Authority is their bizarre "per litigator" pricing structure. The pricing is shown below, but you'll have to contact them for clarification on calculating your license cost (contact Ian Levit at ianlevit@levitjames.com or ). Using Word's Built-In Feature Number of Litigators Price per Litigator 1 to 4 $360 5 to 9 $ to 19 $ to 49 $ to 99 $ to 249 $ to 499 $ to 999 $ $180 The process of creating a table of authorities using Word's built-in feature involves two steps: 1. Marking the citations. 2. Generating the table of authorities based on the marked citations. Mark the Citations 1. Click the References ribbon Table of Authorities group Mark Citation button. A dialog box should appear. 2. Click on the Next Citation button. 3. Word will find the first citation in your document. Click back in the document and highlight the text with the full citation. 4. With the citation highlighted, click in the Selected Text area in the dialog box. Word will insert the highlighted text. 5. Select the proper Category (Cases, Statutes, etc.) Word 2007/10/13 for Legal Professionals Page 212

230 6. In the Short Citations box, edit the cite as it appears in the document as the short citation. 7. Click the Mark button or the Mark All button to mark all citations. Note: We believe that Word falls short when it tries to update newly added citations. It was inconsistent, at best, when we tested this feature. As such, we recommend that you create the table of authorities at the very end of the drafting process. 8. Repeat the above steps to mark all citations and close the Mark Citation dialog box. Generate a Table of Authorities Based on Your Marked Citations 1. Place the cursor where you want to insert the table of authorities. 2. Select References ribbon Table of Authorities group Insert Table of Authorities button. 3. Pick the desired format. 4. Deselect the Use passim option. 5. Deselect the Keep original formatting option. 6. Select All under Category so that Cases, Statutes, etc. will appear in the table of authorities. 7. Click OK to insert the table of authorities. Page Number Warning NOTE: When the Table of Authorities fields are visible, the page numbers will not accurately reflect the actual page numbers of the document. This is because the Table of Authorities fields, when visible, take up significant additional space which will make your document appear longer than it is (and seemingly make the Table of Contents or Table of Authorities page number appear to be incorrect). Simply click the Home ribbon Paragraph group Show/Hide button. This will hide the Table of Authorities fields, and display accurate page numbers. Then update your Table of Authority page numbers (click click in the Table of Authorities and click Update field). Sample Paragraph with TOA Fields Showing (bold added for emphasis) Word 2007/10/13 for Legal Professionals Page 213

231 Figure 28.1 Same Sample Paragraph with TOA Fields Hidden Figure 28.2 Editing Table of Authorities Entries by Editing TOA Fields Microsoft Word "marks" entries by placing a Table of Authorities field immediately before or after the citation. There are two types of Table of Authorities fields (1) long citation fields and (2) short citation fields. Once the fields are in the document, edit the fields directly to change the Table of Authorities entry. Word 2007/10/13 for Legal Professionals Page 214

232 Long Citation Fields Long citation fields are used by Word to mark the first instance of a citation. Long citation fields have the following format: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} TA is the field code for Table of Authorities TA is the \l designates how the Table of Authorities entry should be displayed in the actual Table of Authorities. \l designates how the Table \s is the short citation form that Word will use to search for and mark additional entries. \c is the category of the citation; i.e. Case, Statute or Rule \c is the \s is the short citation form that Figure 28.3 Word 2007/10/13 for Legal Professionals Page 215

233 Short Citation Fields Short citation fields are used by word to mark additional instances of a citation in a document. Short citation fields have the following format: { TA \s "Smith"} TA is the field code for Table of Authorities \s is the short citation form that Word will use to search for and mark additional entries. Figure 28.4 How Word uses Long and Short Citation Fields Word uses the long citation field to mark the first instance of a citation, and the short citation field to mark additional instances. Therefore, there should be only one long citation field per unique citation and multiple short citation fields for additional instances of that unique citation. See the example below (emphasis added): Word 2007/10/13 for Legal Professionals Page 216

234 Example Text Showing Long and Short Citation Fields Before the Act was adopted to promote this objective, public labor relations were characterized by wide and irrational variations among various local governmental entities relating to all manner of terms and conditions of employment. Not long ago, this court recalled that deplorable time. In Kettering v. State Emp. Relations Bd. (1986), 26 Ohio St.3d 50, 56, 26 OBR 42, 496 N.E.2d 983{ TA \l "Kettering v. State Emp. Relations Bd. (1986), 26 Ohio St.3d 50, 56, 26 OBR 42, 496 N.E.2d 983" \s "Kettering" \c 1}, this court stated **** The decision below represents precisely the sort of return to the pre-act system that this court condemned in Kettering{ TA \s "Kettering" }, supra. This court s holding in Kettering{ TA \s "Kettering" } makes clear that, under the Act, a collective bargaining agreement binds the municipality and all of its agencies. No municipal agency can operate independently of that agreement; nor can it render the agreement a nullity by purporting to assume control over a term or condition of employment that is governed by the agreement. Changing the format or text of the case citation in the Table of Authorities Edit the long citation field to change the format or text of a case citation entry in the Table of Authorities. So for example, if the case name has to be in italics in the Table of Authorities, then make the case name italics in the long citation field. Select the name of the case contained within the quotation marks and make the text italics: Change: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} To: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} This will cause the case name to display with italics in the actual Table of Authorities entry. To force the case name to be on a separate line within the Table of Authorities, you need to insert a line break (SHIFT + ENTER) into the long citation field where you want to start a second line. Change: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} To: Change the text format to italics { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} Line Break Don't worry if the field looks strange in your document. The field does not print, but it will force a line break in your Table of Authorities. Word 2007/10/13 for Legal Professionals Page 217

235 Line Break Table of Authorities Styles Figure 28.5 There are two Table of Authorities styles to be aware of (1) Table of Authorities, and (2) TOA Heading. These two styles control how the Table of Authorities is actually formatted. So, for example, to add a space between the word "Cases" and the citations, you need to modify the TOA Heading style to add a 12 pt space after the paragraph. Similarly, to add a space between each citation, edit the Table of Authorities style to add a 12 pt space after the paragraph. Figure 28.6 Changing or Renaming Categories Word supports up to 16 different categories of citations, numbered 1 through 16. The labels for these categories can be changed on the Mark Citations dialog (References ribbon Table of Authorities group Mark Citations button). Open the dialog and click Category. Word 2007/10/13 for Legal Professionals Page 218

236 Figure 28.7 This will open the Edit Category dialog to rename (replace) any of the 16 categories. So to replace the Cases category with "Ohio Case Law", simply select Cases (i.e. category number 1), type "Ohio Case Law" in the Replace with box, and click Replace. Click OK, then Close. Figure 28.8 Now update the Table of Authorities to update the label (right click on the Table of Authorities and select Update Field). Figure 28.9 Word 2007/10/13 for Legal Professionals Page 219

237 Changing a Citation's Category Sometimes a citation gets placed into the wrong category. For example, a case gets marked as a statute. To change a citation's category, edit the long citation field, and change the category to the correct number. For example, if "Cases" is category 1, and "Statutes" is category 2, then to change the citation from being listed in "Statutes" to being listed in "Cases", change the category from 2 to 1. The category is defined in the Long Citation field after the "\c": Change: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 2} To: Change the 2 to a 1 { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} Word 2007/10/13 for Legal Professionals Page 220

238 Chapter 29. Cross Referencing Paragraph Numbers Cross References Now that you have mastered automatic paragraph numbering, you are ready to insert cross references. Cross references are used in legal documents quite frequently. Word provides a simple and convenient way to use cross references, automatically updating them if a paragraph is moved. For instance, in a contract, you may have a reference that looks something like "see paragraph II.B.3" at the end of a paragraph. Anyone can type "see paragraph II.B.3" without creating a cross reference, but what happens if paragraph II.B.3 is moved and it now becomes paragraph II.B.4? Word can solve this problem with 100% accuracy. To use Cross References, there are several steps. First, you apply automatic paragraph numbering (see Chapter 20, page 154). Second, select numbered item as the Reference type. Third, find and insert the Cross Reference. Insert a Cross Reference Using the Standard Method 1. Go to the location where you would like to insert a cross reference. 2. Place the cursor exactly where the cross reference will be inserted. 3. Select Insert ribbon Links group Cross reference button. 4. Under Reference type, select Numbered item. (You can also cross reference numbered lists, headings, bookmarks, footnotes, endnotes, equations, figures, or tables). 5. Under Insert reference, select Paragraph number. 6. Under For which numbered item, highlight the correct paragraph that you are crossreferencing. 7. Click Insert to insert the cross reference. 8. If you have a multiple section cross reference, such as 4(g) be sure to reference both sections 4 and g, and then insert both references as the cross reference. 9. Click Close. Insert a Cross Reference Using Bookmarks Former WordPerfect users are accustomed to inserting a "target" code, a "reference" code and then clicking a button to "generate cross reference." The same methodology can be applied to Word's cross references by using bookmarks. In order to accomplish this, insert a bookmark somewhere in the paragraph you want to reference (See How to Create a Bookmark, page 116). Then, follow these steps: 1. Click on the spot in the document where you would like to insert the cross reference. 2. Place the cursor exactly where the cross reference will be inserted. 3. Select Insert ribbon Links group Cross reference button. 4. Under Reference type, select Bookmark. 5. Under Insert reference to, make sure you select Paragraph Number. Word 2007/10/13 for Legal Professionals Page 221

239 6. Click Insert to insert the cross reference. Update Cross References Figure 29.1 Ctrl + A to select the whole document Hit F9 to update. Word 2007/10/13 for Legal Professionals Page 222

240 Chapter 30. Templates in General Templates Defined A template is a special kind of file that provides a model for the underlying structure (or pattern) of a particular finished document (such as a Deed or Lease or Revocable Trust). Templates may also contain document settings such as AutoText entries, Quick Parts, fonts, key assignments, macros, menus, page layouts, special formatting and styles. When you create a new document based upon a template, you get a copy of the template, but not the template itself. In that manner, templates are protected and cannot be accidentally over-written with changes a user makes to a new document based upon one. In Word 2007/10/13, a template can be a.dotx file, or it can be a.dotm file (a.dotm file type allows you to enable macros in the file). Why You Need to Use Templates Maybe you think you have never used templates before, but in reality, every single document you've ever created in Word was based on a template. More importantly, templates are the basic component of any forms system and, if you aren't using a forms system in your practice, you're missing out on one of the fundamental benefits of a word processor. A forms system is important because: 1. It saves an enormous amount of time; 2. It ensures consistency in your firm's documents, the style of which is part of your firm's identity; 3. It increases accuracy; and 4. It helps you convey your knowledge to others in your firm and makes it easier for new employees to learn your firm's drafting style. Two Basic Types of Templates The two basic types of templates are global templates and document templates. Global Templates Global templates contain settings that are available in every Word document. The Normal.dotm template is considered a global template. Remember that templates can store styles, AutoText entries, AutoCorrect entries, macros, toolbars, custom menu settings, and shortcut keys. If you have additional of those items (except styles) you would like to make available at any time in Word, then you can store them in global templates. Where Global Templates Must Be Stored In Windows Vista/7/8, global templates must be stored in: C:\Users\USERNAME\AppData\Roaming\Microsoft\Word\STARTUP In Windows XP, global templates are stored in: c:\documents and Settings\USERNAME\Application Data\Microsoft\Word\STARTUP Word 2007/10/13 for Legal Professionals Page 223

241 Document Templates Document templates contain settings that are available only to documents based on that particular template. For example, if you create a fax cover sheet using a fax cover sheet template, you'll have access to the settings from both the fax cover sheet template as well as the settings in any global template. Word comes with many sample document templates and you can, of course, create your own. Where Document Templates Are Stored In Windows Vista/7/8, document templates are normally stored in: C:\Users\USERNAME\AppData\Roaming\Microsoft\Templates In Windows XP, document templates are usually located in: C:\Documents and Settings\USERNAME\Application Data\Microsoft\Templates Normal Template (Default) Unless you specify a different template, Word bases every new document on the Normal template. Calling the template Normal doesn't mean that it's just some ordinary template. The Normal template is actually a file called normal.dotm and it can be customized and modified just like any other. Since normal.dotm is the default global template, much of your Word customization is stored in it (such as AutoText entries, fonts, key assignments, macros, menus, page layouts, special formatting, and styles). If the file normal.dotm is deleted, Word simply creates a new one the next time you run it, but you'll lose all of your macros and other items which were stored in it. Therefore, it is a good idea to make a backup copy of normal.dotm just in case something happens. To determine where Word is storing your normal.dotm file, click the Office Button (Word 2007) or the File menu (Word 10/13) Word Options Advanced File Locations button under the "General" heading. Word 2007/10/13 for Legal Professionals Page 224

242 If you click on User Templates, and then click Modify, you'll see the folder where normal.dotm is stored. Word 2007/10/13 for Legal Professionals Page 225

243 Working with Templates Load a Template Sometimes you're working on a document in which you need the automation and customization features you've created in some other template (i.e., something not the template your current document is based on). To load a template, follow these steps: 1. Click the Microsoft Office Button 2. Click Word Options 3. Click Add-Ins 4. In the Manage list, select Word Add-ins and click Go 5. Click Add 6. Switch to the folder that contains the template or add-in you want, click it, and then click OK. Global Templates The default global template is normal.dotm and its features are available regardless of the document you're working in. However, you can create other global templates which would also be available no matter where you are in Word. To see a list of your current global templates, add new ones or remove existing ones, follow these steps: 1. Click the Microsoft Office Button 2. Click Word Options 3. Click Add-Ins 4. In the Manage list, select Word Add-ins and click Go Word 2007/10/13 for Legal Professionals Page 226

244 You'll see a dialog similar to this: Creating Templates 1. Create or open a document you would like to use as a template. 2. In Word 2007 click Office Button Save As; in Word 10/13, click the File menu Save As. 3. Change to the Trusted Templates folder (button on the left side of the Save As dialog) 4. Change the Save As Type drop down at the bottom of the dialog to.dotm or.dotx as appropriate. 5. Enter a file name. 6. Click the Save button. 7. Close the template before trying to use it. Using Templates In order to create a new document based upon your template, you must follow these steps: In Word 2007: click Office Button New. My Templates (left side) choose your template OK. In Word 2010: File menu New My Templates (middle, top of the screen) choose your template OK. Word 2007/10/13 for Legal Professionals Page 227

245 In Word 2013: Microsoft inexplicably messed up this feature so in order to use your personal templates, you'll have to follow these steps: Click the File menu Options (left side, bottom) Save (left side) in the middle of the right side of the screen, you'll see a box that says "Default personal templates location." Enter the folder where your templates are stored click OK at the bottom of the screen. If you're not sure where your templates are located, click Start (Win XP/Vista/7) or right-click the bottom, left corner of your screen (Win 8) Run and type %appdata%\microsoft\templates\ in the box click OK. This will open the folder where your templates are located and you can just copy and paste the address into the aforementioned box. After this is done, when you click File menu New, you'll see an option for PERSONAL templates. Word 2007/10/13 for Legal Professionals Page 228

246 As an alternative to the foregoing, you can put the templates you create in ANY folder and use them by simply double-clicking them. If you double-click a Word document, Word opens the document itself for editing. By contrast, if you double-click a Word template, Word gives you a new, un-named document based upon the template; but it does NOT open the template itself for editing. Therefore, if you want to simplify the procedure outlined above for using templates, you could simply put them in a folder to which users have read-only access and put a shortcut to that folder on their Windows desktop. As such, they wouldn't be able to edit the templates even if they wanted to; and double-clicking any template in that folder would result in a new document being generated which is based upon the chosen template. Modify a Template To edit a template, go to File, then Open and change the Files of type designation (at the bottom of the Open dialog) to All Files or Document Templates. Browse to the folder that contains the template want to edit. Click once on the name of your template and click Open. Make whatever changes you would like to the template, save it and you're done. Sharing Templates You can designate a "public" folder on your server where public templates are stored which are accessible by everyone. Follow these steps: 1. First, create the folder into which you'll save future public templates on a drive that everyone has access to (on your server). Note that only those who add or edit templates need full access to that folder. Everyone who simply uses those templates must only have read and list rights to the shared template folder. We recommend a folder name like x:\word Templates (where "x" is a network drive.) 2. Now you need to tell Word where to look for these public templates. To do this, open a blank document in Word, click the Office button (2007) or the File menu (2010/130 Word Options Advanced File Locations button under the "General" heading. You'll see the following dialog: Word 2007/10/13 for Legal Professionals Page 229

247 3. Note that the Workgroup Templates location is blank. Simply click on that line, then click the Modify button below it. Choose the folder you created on the server and click OK. 4. Note, you'll need to repeat step #3, above, on everyone's computer who will need access to these templates. Word 2007/10/13 for Legal Professionals Page 230

248 Chapter 31. Fillable Form Templates What Are Fillable Form Templates? A fillable form is simply a template which utilizes Word form fields. In Word 2003, you created these forms by using the tools on the Forms Toolbar which looked like this: Users would be able to create a new document based upon a template using form fields and simply hit the Tab key to move from field to field. It was easy and slick. Unfortunately, Microsoft decided to change all of this in Word 2007/10/13. You can still get to the old form fields from within Word 2007/10/13, but they are well hidden (I'll explain below). They've clearly intended to replace those form fields with a new thing Content Controls. Content Controls are nice and offer a few new things that the old form fields did not. However, there are many aspects of them we do not like. Tasks which were fairly simple and straight-forward with the tools in Word 2003 are nightmarishly complex to replicate with Content Controls. As a result, we recommend you use the old types of fields that Word 2003 and prior used (they re still available in Word 2007/10/13). Significant Benefits of Fillable Forms Fillable forms allow you to answer only a few questions and get a complete or nearly complete document. For example, you can ensure that all pronouns are correct by choosing only one. In other words, I can set up a field where the user chooses between him and her. As soon as that single response is received, every pronoun in the entire document is completed accurately (he/she, him/her & his/her). Simple logical changes can be made throughout a document based upon how a question is answered as well. For example, you can create a dropdown/multiple choice field for Defendant or Defendants (depending upon whether there is more than one Defendant). After the user chooses an option, the form can automatically enter the correct verb conjugation. For example, "The Defendant is represented by counsel." or "The Defendants are represented by counsel." Create a Form In order to create a Word form, complete the following steps: 1. Create a template. It is probably easiest to pull up an existing document you created for a client which is a good representation of the variety you use most often. To create a template from an existing document, open the document and click Save As, in the Open dialog, change the Save as type box to "Word Macro-Enabled Template (*.dotm)." 2. Show Fields. It's really hard to create fields without being able see them and you won't be able to see everything unless you toggle field codes on in Word. The speed key for this is Alt+F9 in all version of Word. Turn it on while you're creating your template and make sure you turn it off (just hit Alt+F9 again) after you save it or everything will look completely messed up when you try to use your template. 3. Enable the Developer Tab/Ribbon. In Word 2007, this ribbon is not visible by default in Word 2007 and it is the only place you'll find the form fields you need to insert into your form. To turn it on permanently, click the Office Button Word Options Popular Word 2007/10/13 for Legal Professionals Page 231

249 check the box adjacent to Show Developer tab in the ribbon. You only need to do this once and the Developer ribbon will be permanently visible in Word. If you don't see the Developer tab in Word 2010/13, click the File Menu Options button (left side) Customize Ribbon (left side) check the box adjacent to Developer (right side). 4. Insert fields. The fields you want to use are in the Controls Group of the Developer Ribbon. You do not want to use the Content Control buttons for the reason outlined above. You want to use the Legacy Tools button: In Word 2007, the button you want to use is shown below: When you click on the Legacy Tools Button, you're going to see the following dialog appear. You want to use the Legacy Forms tools. Word 2007/10/13 for Legal Professionals Page 232

250 Place the fields where they need to go. Each type of field is more thoroughly described below. In Word 2010, it looks like this: In Word 2013, it looks like this: 5. Set field properties. After inserting a form field, double-click it to set or edit properties for each field. You can also add Help or automation to a form in the field properties. 6. Protect the form. Prepare the form for distribution and collection of information by protecting it. To do this, click the Protect Form button in Word 2007 or the Restrict Editing button in Word 2010/13: or A pane will appear on the right side of the screen. Check to enable Editing Restrictions, and choose Filling in forms from the drop down list below. Click the Yes, Start Enforcing Protection button and it's probably a good idea to give it a password. Word 2007/10/13 for Legal Professionals Page 233

251 7. Distribute the form. Form Field Descriptions and Uses I realize that there six buttons on the Legacy Forms mini toolbar. You're only going to use the left-most three (which are described below). If you insert a field but you can't see it, then you need to click the Form Field Shading button -. Word 2007/10/13 for Legal Professionals Page 234

252 Text Form Fields - This field can be used for text, number, date, the current date, the current time or a calculation. As you can see from the Properties dialog below, you have many controls for text form fields. It is very important that you not leave the bookmarks as their defaults (like Text1). You can't have spaces in the bookmark names, but you can use underscores. Word 2007/10/13 for Legal Professionals Page 235

253 Check Box Form Field - This field is used to create a box which can be checked or unchecked. See properties below: Drop Down Form Field - This field allows you to create a multiple-choice for the user. Properties shown below: Word 2007/10/13 for Legal Professionals Page 236

254 Advanced Techniques Repeat the Result of One Field in Other Places in the Document There are many times in which you want the same answer supplied in one field to appear in multiple other fields in the document. For example, when a client's name appears multiple times in a form, you only want to have to enter that name once. When you drop a text field into a template, Word automatically inserts a corresponding bookmark. You can use that bookmark to drop the result of that field elsewhere in the document. Just follow these steps: 1. Insert a text field into your template. After you've inserted the field, double click the field to view its properties in the Text Form Field Options dialog. Note the name of the bookmark (in this example below, Client_Name) and check the Calculate on exit box. 2. Now place your cursor somewhere else in the form where you would like to repeat the answer to this field. 3. On the Insert ribbon, click the Quick Parts button Field In the Field names list, click Ref. 4. Next, click the Field Codes button at the bottom of the dialog, then Options, then the Bookmarks tab. Choose the appropriate bookmark (Client_Name), click Add to Field, then OK, and OK again. Word 2007/10/13 for Legal Professionals Page 237

255 5. Don't forget to protect the form. Save the form template, close it and generate a new document from your template to test. Making Fields Contingent Upon Another Answer Let's say your form has a drop-down field which presents the user with the option of Defendant or Defendants. A sentence in the document says "The Defendant in this matter has been served with process." Of course, if there is more than one Defendant, the subject and verb of the sentence would change to this: "The Defendants in this matter have been served with process." Word 2007/10/13 for Legal Professionals Page 238

256 Of course, you can easily create a drop-down field for the Defendant/Defendants option. In the perfect world, that choice would automatically change the verb conjugation from has to have as appropriate. Well, you can set up your form to do that kind of thing. It's not exactly a userfriendly setup, but it works very well. Here are the steps: 1. Setup a Drop-Down form field to replace the word Defendant. Add the two options, change the Bookmark name to "Defendant," and don't forget to check "calculate on exit" as this is necessary for it to work. 2. Now delete the word "has" from the sentence. Position your cursor between the words "matter" and "been" and hit Ctrl+F9. A field will appear with brackets in them like this { }. 3. Put your cursor between the brackets and type IF. 4. Hit Ctrl+F9 again to insert another set of brackets (these being nested). Now it looks like this: { IF { } } 5. Position your cursor between the nested brackets and type "Defendant" (the name of the bookmark you assigned to the drop down field). 6. Now move your cursor outside the nested brackets and type: = "Defendants""have""has". The whole thing should look like this: { IF { Defendant } = "Defendants""have""has" } 7. Protect the form, save it, close it and try generating a new document based upon your template. If you did it correctly, the have/has will change automatically depending upon what you choose for Defendant/Defendants. Don't forget that you have to hit a TAB key in order for it to take effect. Automatically Unlock the Form When the user exits the last field in the form, you can write a macro which automatically unprotects the form so that the user can type where ever they want. It's rather complicated, but here are the steps: Word 2007/10/13 for Legal Professionals Page 239

257 1. Edit your form. 2. Click the View ribbon Macros button Record macro. 3. In the next dialog, call the macro UnlockForm and make sure you Store macro in the template you're editing. 4. As soon as the macro has begun recording, stop recording by clicking the button on the status bar at the bottom of the screen. 5. Now edit the macro by clicking Macros View Macros find the macro you recorded and click Edit. Between the Sub and End Sub lines, add this: ActiveDocument.Fields.Unlink ActiveDocument.Unprotect Selection.HomeKey Unit:=wdStory 6. Now click File menu Close and return to Microsoft Word. 7. Now locate the last field the user enters information into in your form and double click the field to open the properties. 8. Under "Run Macro On" click the drop down under Exit and choose the macro you created. 9. Protect the form. 10. Save the form. Fill a Form In order to fill a form based on a form template, click the Office Button New click My Templates choose the template/form. In a protected form, you can advance from field to field by hitting the Tab key. Word 2007/10/13 for Legal Professionals Page 240

258 Using Fill-In Fields This is not as sophisticated as the foregoing, but Fill-In fields are a very easy way of entering information into blanks in a form. Just follow these steps: 1. Create a template. It is probably easiest to pull up an existing document you created for a client which is a good representation of the variety you use most often. To create a template from an existing document, open the document and click Save As, in the Open dialog, change the Save as type box to "Word Macro-Enabled Template (*.dotm)." 2. Show Fields. If you don t do this, you will not be able to see the fields you re entering. Just hit Alt+F9 to toggle the field codes on. After you re done inserting all of your fields, hit Alt+F9again to turn the fields off. 3. Place your cursor where you would like the user to enter information click the Insert ribbon QuickParts Field Fill-In. Type in a prompt you want the user to see. 4. Repeat the foregoing step until you have fields inserted everywhere you want them. 5. Save the template again and close it. 6. Fill in the form as described in the previous section. You ll see that the prompts pop up and ask you for each input. Word 2007/10/13 for Legal Professionals Page 241

259 Chapter 32. Mail Merge When Mail Merge Is Useful Mail Merge is a great tool when you need to create a set of documents, labels or envelopes. Typically, it is used when you have a list of names and addresses and you need to produce one letter, label or envelope for each name/address. Steps In a Mail Merge To make this easier to understand, let's use the example of sending a letter to 10 people. You have 10 names and addresses in an Excel spreadsheet and a letter in Word. 1. Set Up the Main Document: The main document (also known as the merge file) is the letter in our example. 2. Connect to a Data Source: In our example, this is the Excel spreadsheet containing the names and addresses. 3. Select Recipients or Items: This is optional and you only need to do it if the data source you're pulling from has more records in it than you intend to merge into letters. 4. Add Fields In the Main Document: You need to add the appropriate fields to the main document so that the data has a place to go. 5. Preview and Complete the Merge: You can see the results of the merge before actually generating new documents. When you're ready to execute the merge, you can either generate a new document or send the resulting new documents directly to your printer. Mail Merge Example In this example, we'll use a spreadsheet containing 10 names and addresses of estate planning clients for a law firm. The main document is going to be a letter to each client asking them if they would like to update their estate planning documents since it has been over 5 years since they executed the current documents. Follow these steps: 1. Open the letter in Word. 2. Click the Mailings ribbon Start Mail Merge group Start Mail Merge button choose Letters. 3. Click the Mailings ribbon Start Mail Merge group Select Recipients button choose Existing List. Browse to the spreadsheet and when you see the dialog below, choose Sheet1$ and click OK. If you named your sheets in excel, the name of the sheets will appear in place of Sheet1$, etc. Word 2007/10/13 for Legal Professionals Page 242

260 Figure If you want to refine the list of names and addresses you're going to merge, then click the Mailings ribbon Start Mail Merge group Edit Recipient List button. From there, you can sort, filter, find duplicates, or find a particular recipient in the list. If you mail merge with only certain recipients, make sure that only the boxes next to the recipients you want are checked. 5. Add your fields to the main document by clicking the Mailings ribbon Write & Insert Fields group Insert Merge Field button select the name of the field you would like to insert into the document. Positing the fields appropriately in the main document. Now my address block looks like this: If you working from a list in Excel, the field names will be the top row of your spreadsheet. You should set up your spreadsheet so that each column is labeled in the first row if your spreadsheet is not already set up that way. 6. Click the Mailings ribbon Preview Results group Preview Results button to make sure everything is working properly. If so, then click the Mailings ribbon Finish group Finish & Merge button and choose Edit Individual Documents. Note that your main document can be saved and used again for future merges. Word 2007/10/13 for Legal Professionals Page 243

261 Chapter 33. Compare Documents & Track Changes Negotiating Documents in General Some lawyers spend the majority of their time negotiating documents with opposing counsel. ing documents back and forth with layers upon layers of proposed changes and revisions can get extremely complicated and confusing. There are many approaches to this issue and exploring them all is really beyond the scope of this book. However, it is well within the scope of this book to identify the electronic tools you have at your disposal for marking changes to a document. Adding Comments Comments are another useful way to annotate a document you intend to send to someone else for review. To insert a written comment, follow these steps: 1. Select the text you want to comment on. 2. Go to the Review ribbon Comments group New Comment button. 3. Type the comment text in the comment balloon in the right margin. Figure 33.1 In Word 2007/10, you'll notice that the initials of the person making the comment are automatically inserted and that they're numbered. If others add comments, Word will automatically change the color of their comments so that each person's comments are easily discernible. In Word 2013, the comments look a bit different. It inserts the entire name of the person making the comment and tells you how long ago the comment was inserted. Furthermore, you can reply to a specific comment by clicking the small icon in the right-side of the comment. Word 2007/10/13 for Legal Professionals Page 244

262 Figure 33.2 Comparing Documents Electronically The ability to easily and effectively compare documents is one of the most powerful features of Word. Its usefulness is best illustrated through an example. Assume you generate the first draft of a commercial lease and it to opposing counsel for comments and modification. Opposing counsel simply opens the document in Word at his/her office, makes changes and inserts comments, saves it and s it back to you. Now you have to figure out what changes have been made. Obviously, missing one could be extremely costly. With the Compare and Merge Documents feature of Word, you can electronically compare what you sent opposing counsel with what you received back and let Word "mark" the changes that were made. Then, you can easily accept or reject each individual change. Step 1 - Fix Balloons By default, Word shows deleted text in balloons in the right margin. Most people find this annoying. If you would like to see deleted text red-lined in the body of the document, follow these steps: Word 2007/10: Click the Review ribbon Tracking group click the bottom half of the Track Changes button Change Tracking Options choose Only for comments/ formatting for the Use Balloons option. Figure 33.3 Word 2013: Click the Review ribbon Tracking group Show Markup button Balloons Show only comments and formatting in balloons. Word 2007/10/13 for Legal Professionals Page 245

263 Figure 33.4 Step 2 - Set Your Compare Options You have total control over how Word indicates changes between two documents. To make any changes to the default preferences, in Word 2007/10, click the Review ribbon Tracking group bottom of the Track Changes Button down arrow Change Tracking Options. In Word 2013, click the Review ribbon Tracking launcher. The option dialog is much smaller in Word 2013, but you can pull up the options from Word 2007/10 by clicking the Advanced Options button. Figure 33.5 Word 2007/10/13 for Legal Professionals Page 246

264 Figure 33.6 Step 3 - Save the Modified Version of the Original Document with a Different File Name If you ed the original version of the document to opposing counsel, when the modified version is ed back to you, DON'T save it with the same name as the one you sent them originally. Save it with a different name, preferably by just adding a "version 2" to the end of the name. Step 4 - Compare the Original Document to the Edited Document 1. Click the Review ribbon Compare group Compare button Compare. Word 2007/10/13 for Legal Professionals Page 247

265 Figure Click the browse button on the left side of the subsequent dialog and choose the original document. On the right side, click the browse button and choose the document that has been modified. Click the More button. I also normally uncheck Formatting because I really don't care if they changed formatting. 3. Click OK. Figure Word will then create a new document by merging the original and altered documents and highlighting the differences between the two. At this point, you may want to print or save the new, merged document with a new name. Word 2007/10/13 for Legal Professionals Page 248

266 Step 5 - Show the Source Documents If you want to, you can click the Review ribbon Compare group Show Source Documents button (Word 2007) or Compare button Show Source Document button (Word 2010/13) and you'll be able to see the compare document, plus both documents you compared; and they will scroll synchronously. Step 6 - Accept or Reject Proposed Changes Once you generate the Compare document, you can accept or reject changes in it quickly and easily by using the buttons in the Review ribbon Changes group Accept or Reject buttons. Figure 33.9 Word 2007/10/13 for Legal Professionals Page 249

267 Combining Documents Common Problem for Lawyers: Lawyer needs to send out a document for comment (using track changes) to three people. Each recipient makes proposed changes and then s them back. Now the lawyer has to figure out who made what changes and encapsulate those changes into a single master document. Word 2003: Useless. Word 2007/10/13: A new feature allows this combination. For purposes of this example, assume your original is called Contract v1.doc and the documents containing comments that you received back are Contract v2 - Lisa.doc, Contract v3 - Jim.doc and Contract v4 - Paul.doc. 1. First you go to the Review ribbon Compare group Compare button choose Combine. Figure Word 2007/10/13 for Legal Professionals Page 250

268 2. Now compare v1 to v2 and note how I ve chosen to label the changes and very importantly, where the Show changes in will occur: Figure Word will now open the original document and have transferred Lisa s proposed changes INTO the original. Just save it. 4. Now repeat the foregoing process comparing v1 with v3. This adds Jim s proposed changes to the original (and leaves Lisa s there as well). 5. Repeat for v4 and you re done. Only slightly laborious, but the end result is worth the time. If you have Word set to track changes by author, then each person s proposed changes will show up in the final document in a different color. Tracking Changes as you Edit Use this if someone sends you a first draft and you would like to courteously mark your proposed changes to the document. To have Word track your proposed changes as you make them, follow these steps: 1. Open a document. 2. Click Review ribbon Tracking group top of the Track Changes button. 3. As long as Track Changes is on, all insertions, deletions and alterations to the document will be tracked automatically. Word 2007/10/13 for Legal Professionals Page 251

269 Prevent Editors from Turning Off Track Changes The problem with the Track Changes feature in Word is that it is an on/off switch. Therefore, you could send a document to opposing counsel for review and he/she could turn on Track Changes for some modifications and turn it off for others. In other words, just because you receive a document with some tracked changes in it doesn t mean that all of the changes were tracked. However, there s a way to turn on Track Changes and lock it on before you send a document to someone else for review. If you do this, every change the recipient makes will be tracked since they will be unable to turn off Track Changes while they work on your document. Here s how you do this: 1. In Word 2007, click the Review ribbon Protect group Protect Document button Restrict Formatting and Editing button. In Word 2010/13, click the Review ribbon Protect group Restrict editing button. 2. This will open a pane on the right side of your screen. Follow the steps indicated in the screen shot below. Figure After you click the Yes, Start Enforcing Protection button, you ll be presented with a screen in which you can create a password. Note that even though you enter a password, the file could still be hacked by a skilled, malicious user, and the password possibly removed; but this will be a significant hurdle for users to overcome. 4. Save the document once you ve locked on Track Changes and it to the reviewers. When they make changes, they will all be tracked. 5. Since it s possible that the password could have been removed, when you receive the file back from a recipient, you should immediately save the file as a new version. Once saved, turn off Track Changes by clicking the Review ribbon Protect group Restrict Editing button again click the Stop Protection button which appears at the bottom of the Restrict Formatting and Editing pane enter your password. Now click the Word 2007/10/13 for Legal Professionals Page 252

270 Review ribbon Changes group bottom of the Accept button Accept All Changes in Document. Figure Now save the file as another new version. To ensure that you re seeing all changes made in the document, you need to compare the version you ed your reviewer in the first place against the version you received back from them with all changes accepted. The steps for doing this are shown under the heading Comparing Documents Electronically, Chapter 33, page 244. Metadata When you create, open, edit or save word processor documents, the electronic files may contain information you don't want to share with opposing counsel. This information is known as "metadata." Metadata is used for a variety of legitimate reasons to enhance the editing, viewing, filing, and retrieval of word processor documents. Some metadata is readily accessible through your word processor, but other metadata is only accessible through extraordinary means, such as opening a document in a low-level binary file editor. Here are some examples of metadata that may be stored in your documents: Your name Your initials Your company or organization name The name of your computer The name of the network server or hard disk where you saved the document Other file properties and summary information Non-visible portions of embedded OLE objects The names of previous document authors Document revisions (number of revisions and duration of revisions) Document versions Template information Hidden text Comments Word 2007/10/13 for Legal Professionals Page 253

271 Problems with Metadata When you documents to opposing counsel, metadata in the document may reveal more information than you intend to reveal to the recipient. For an excellent discussion of the problem metadata represents for lawyers and the ethical issues surrounding it, see Metadata - What Is It and What Are My Ethical Duties by Jim Calloway (January 5, 2009, Thankfully, Microsoft began addressing this issue with the release of Word Metadata Removal Tool In prior versions of Word, metadata and hidden personal information was a serious problem because Word offered no method to remove all metadata. Metadata includes things like your name, your firm name, when a document was printed, created, last saved, number of versions, who saved it last and previously proposed changes to a document. Most people relied upon third party programs like Workshare Protect ( or Metadata Assistant by Payne Consulting Group ( Now, you can let Word 2007/10/13 do the job. Just follow these steps: 1. Open the document you want to check for metadata. 2. In Word 2007, click the Office button Prepare (left side) Inspect Document (right side). In Word 2010/13, click the File menu Info (left side) Check for Issues (right side) Inspect Document. In Word 2010, click the File menu Info Check for Issues Inspect Document. 3. It will ask you to save the document before you inspect it, but it isn't necessary unless you want to save it. 4. Now you're presented with options for what Word will check for. By default, all options are checked: Word 2007/10/13 for Legal Professionals Page 254

272 Figure Click OK, and Word will inspect the document. Each subsequent version of Word has additional options to check for. Word 2010 includes Invisible Content and Word 2013 include Task Pane Apps and Collapsed Headings in addition to the options available in prior version(s). 6. Now you're presented with a list of items Word found and you can elect what you remove by click the appropriate Remove buttons. Be careful about removing Headers, Footers & Watermarks since most people WANT those things in their documents. If you remove headers and footers, you're also going to remove page numbering. In Word 2013, you may or may not want to remove Task Pane Apps and Collapsed Headings. Word 2007/10/13 for Legal Professionals Page 255

273 Chapter 34. De-Construct and Re-Build Any Document - No Matter How Bad We ve All Been There You receive a document which is a train-wreck, but you need to work with it. Every time you touch it, the formatting gets worse. This chapter will give you a detailed progression for fixing even the biggest mess of a document. Yes, this will take a bit of time, but it is worth it. Remember these points: Once the document is fixed, it will be easy to work on and edit; otherwise you can waste hours trying to get an incorrectly constructed document to look the way you want. If you don t de-construct the document and fix it, the problems you re experiencing will persist and likely become worse. The more you fix documents, the better you ll understand Word and the faster you ll be at this task. Here we go! Step One - Make A Copy You want to preserve a copy of the document you intend to fix in its original state. So make sure you make a working copy of it to begin working on. Save the original document as a new document with a new name using Office button (Word 2007) or File menu (Word 2010/13) Save As (SK: F12). Step Two - Turn On Show Hide Open the subject document in Word. Even if you can t stand to have it on normally, you must have Show/Hide turned on when you re trying to fix a document. Otherwise, you re going to miss a lot of things that are going to cause you problems later. In the Home ribbon Paragraph group click the Show/Hide button. Step Three - Take Notes About What You re Trying To Replicate Most of the time, I can look at a train-wreck document and get a pretty good idea of the formatting intent of the original author. You can replicate anything, but it will help you to take a few notes about what you see in the original document. For example, see the sample section of a document below. Here are the things I would note: Font formatting: Arial 11 pt. Paragraph formatting: single spaced paragraphs with double space between each one (12 pt after). Outline: 3 level auto-paragraph numbered outline. Level 1 of outline: ARTICLE I with heading on the next line, centered, 12 pt after, all caps, bold. Word 2007/10/13 for Legal Professionals Page 256

274 Level 2 of outline: 1.1. compound paragraph numbering scheme, first line 0.5 indent, full justified, headings underlined, 12 pt. after. Level 3 of outline: (a), first line 0.5 indent, left 0.5 indent, full justified, no headings, 12 pt. after. ARTICLE I. MANAGEMENT 1.1. Management Rights. The business and affairs of the Company shall be managed by the Members who may delegate certain responsibilities for the operation of the Company to the Chief Operating Officer as specified in this Article or to any other Member or group of Members. Any actions required to be taken or approved by the Members shall be subject to the provisions of Article V hereof Chief Operating Officer. The Members may, by a Majority-In-Interest, designate one of the Members as the Chief Operating Officer. The provisions of Sections 1.2, 1.3 and 1.4 shall govern the rights and responsibilities of the Chief Operating Officer. The Chief Operating Officer shall serve for a term of one year or until his successor has been designated at a meeting of the Members and shall be subject to removal at any time by a Majority-In-Interest of the Members. The Chief Operating Officer shall be responsible for the day-to-day operations of the Company's business and, subject to the provisions of Section 4.4, shall have full and complete power and discretion to make all decisions and to do all things reasonably necessary or convenient to carry out the business of the Company Specific Powers. Subject to the restrictions of Section 1.4, the Chief Operating Officer shall have the power and authority on behalf of the Company to engage in the following activities: (a) To appoint employees and agents of the Company and define their duties and fix their compensation; (b) To borrow or raise money from banks, other lending institutions, from Members or their affiliates from time to time as required by the Company; to execute, accept, endorse, and deliver, as evidence of such borrowing, all kinds of securities, including, but without limiting the generality thereof, promissory notes, drafts, bills of exchange, letters of credit, warrants, bonds, debentures, and other negotiable instruments and evidences of indebtedness; and to secure the payment and full performance of such securities by giving a security interest in, or a mortgage, pledge, conveyance or assignment in trust of, the whole or any part of the tangible or intangible assets of the Company, including leases or other contract rights, whether at the time owned or thereafter acquired; Word 2007/10/13 for Legal Professionals Page 257

275 Step Four - Determine If You Need To Start With a New Document Particularly if the document you're working on in Word was originally a WordPerfect document, it can have "issues." The biggest problem is file size bloat. For example, if the document is 30 pages and the actual file size is 14 MB (or some other inexplicably large size), then there's a serious problem and I don't want to keep working on that document. In that case, I'll just copy all of the text in the document and paste it into a NEW blank document without any formatting attached. For detailed instructions on stripping the formatting, see Strip Formatting Off of Copied Text When Pasting on page 112 above. In fact, I would start with a new document any time I'm working on one that has clearly been around the block or has been in use for a long time. Step Five - Remove Unnecessary Keystrokes By keystrokes, I mean unnecessary hard returns, tabs and section breaks. Many broken documents contain these things. I want to let Word indent paragraphs (no tabs) and add spacing between paragraphs (no hard returns used solely for spacing), and I'll determine whether section breaks are required when I'm formatting the document. Delete All Sections Breaks You can look for section breaks if you'd like but I still recommend that you go through the following steps of deleting them even if you can't find any. If Word doesn't find any to delete, no big deal. Just follow these steps: 1. Go to the top of the document (SK: Ctrl + Home key). 2. Open the Find and Replace dialog. Click Home ribbon Editing group Replace button (SK: Ctrl + H). If you see a button, click it. 3. Click your cursor into the Find what box. Now click the Special button at the bottom of the dialog and choose Section Break from the menu that appears. This will place ^b into the Find what box. Leave the Replace with box blank. Figure 34.1 Word 2007/10/13 for Legal Professionals Page 258

276 4. Click the Replace All button at the bottom of the dialog. You will now see a dialog explaining how many Section breaks were replaced with nothing (and thereby deleted): Remove Tabs Figure 34.2 By a tab, I mean what one gets when you hit the Tab key on the keyboard. For example, with the Show/Hide button turned on, I can see the manual tabs inserted before and after the paragraph number below: Figure 34.3 Your paragraph formatting and styles will eliminate the need for these. Word users who don t understand how Word handles formatting often use tabs in the manner shown above even though they are wholly unnecessary since the same look can be achieved using a first line indent. Rather than manually deleting every tab as you encounter it, it will save time to simply delete them all at once. To do this, follow these steps: 1. Go to the top of the document (SK: Ctrl + Home key). 2. Open the Find an Replace dialog. Click Home ribbon Editing group Replace button (SK: Ctrl + H). If you see a button, click it. 3. Click your cursor into the Find what box. Now click the Special button at the bottom of the dialog and choose Tab Character from the menu that appears. This will place ^t into the Find what box. Leave the Replace with box blank. 4. Click the Replace All button at the bottom of the dialog. You will now see a dialog explaining how many tabs were replaced with nothing (and thereby deleted). Remove Unnecessary Hard Returns It is always wrong to create vertical space between paragraphs by adding extra hard returns. This approach only creates the distinct possibility that you'll have too much or not enough spacing between paragraphs in your document. Word can easily handle paragraph spacing without all of these unnecessary keystrokes. Follow these steps to remove unnecessary extra hard returns between paragraphs: 1. Go to the top of the document (SK: Ctrl + Home key). Word 2007/10/13 for Legal Professionals Page 259

277 2. Open the Find an Replace dialog. Click Home ribbon Editing group Replace button (SK: Ctrl + H). If you see a button, click it. 3. Click your cursor into the Find what box. Now click the Special button at the bottom of the dialog and choose Paragraph Mark from the menu that appears. This will place ^p into the Find what box. Repeat this so that the Find what box has ^p^p in it (we're telling Word to search for two paragraph marks in a row). 4. In the Replace with box, add one Paragraph Mark so your screen looks Figure Figure Click the Replace All button at the bottom of the dialog. This should get rid of most or all of the extra hard returns. Step Six - Wipe Out All Font and Paragraph Formatting Whatever formatting was applied to the text, I want to remove. This is easily done by following these steps: 1. Select the entire document (SK: Ctrl + A). 2. Click the Home ribbon Font group Clear Formatting button. At this point, your text should be pretty clean! Step Seven - Fix Default Font and Paragraph Settings Remember from the Styles chapters (Chapter 24, Chapter 25, and Chapter 26) of this manual that Normal is your default style for your document and if its default font is different than what you re using in your document, you ll have problems with random font switching. For more information on this issue, see Changing the Font For the Entire Document on page 138 above. To make sure your default formatting is correct, refer back to your original notes in Step Three above and note what you wrote down for the font and paragraph formatting. Now, follow these steps: 1. Open the Styles pane in Word by clicking Home Ribbon Styles launcher (SK: Ctrl + Alt + Shift + S). 2. Locate the Normal style in the Styles pane, right-click it and choose Modify. Word 2007/10/13 for Legal Professionals Page 260

278 3. Click the Format button in the bottom, left corner of the dialog and choose Font. 4. Change the default font to what you would like it to be for the document, then click OK. 5. Click the Format button again and choose Paragraph. On the Indents and Spacing tab, make sure that the indents are set to 0" and there is 0pt of spacing before and after. Set the alignment to justified and the line spacing to single. On the line and page breaks tab, make sure that only the box for Widow/Orphan control is checked. After you're done, click OK, then OK. Figure 34.5 Word 2007/10/13 for Legal Professionals Page 261

279 Figure 34.6 Step Eight - Fix Default Page Settings Now that you ve got the document down to a single section, it s easy to fix the page settings such as margins and the like. To open the appropriate dialog, click the Page Layout ribbon Page Setup launcher. Margins Tab: First, click the Margins tab of the Page Setup dialog and make sure your margins are correct (most likely, they should be 1 for all settings). Paper Tab: Second, click the Paper tab of the Page Setup dialog and make sure you have the correct paper size selected. If some of the pages of your document do not need to be the same as all of the rest, you can make that change after we re-divide the document with section breaks. Layout Tab: Third, click the Layout tab of the Page Setup dialog. Common problems include the following: Different first page should be checked if you do not intend to number the first page of your whole document or of any particular section. From Edge: Header & Footer settings should almost always be 0.5 although these often get set to 1 or something larger than 0.5. The problem this creates is that most documents have 1 top and bottom margins. If that is the case and your From Edge settings are also 1, then text in your header or footer and text in the body of are document are all 1 from the edge of the page. Since Word won t let the text of your Word 2007/10/13 for Legal Professionals Page 262

280 document and the text in a header or footer overlap one another, it will move the text so that they don t overlap. For example, if I had my page number 1 from the edge of the page and also had a 1 bottom margin, then Word would automatically move up the text at the bottom of each page so that it doesn t overlap the page numbering. The net effect of this is that the page number appears too high in the bottom margin and I m not really getting a 1 bottom margin because the text has been moved up. Vertical Alignment: Another setting I often see messed up is the Vertical alignment. Unless you re working on a cover page and truly want the text centered vertically, this should always be set to Top. Figure 34.7 Add Back In Section Breaks You Need Let s assume the document I m working on is a brief which contains a title page, a table of contents, table of authorities, the body of the brief and then one exhibit at the end. In that case, I would likely put a Next Page Section break between each of those sections of the document. At the end of the last line of each section, insert a Next Page Section break by clicking on the Page Layout ribbon Breaks Section Breaks: Next Page. Step Nine - Fix Page Numbering After deleting and re-inserting section breaks, you may or may not have page numbering. If you see page numbering in a header or footer, edit that header or footer and make sure it isn t a page number in a text box. For example, see the screen shot below. The paragraph mark on the left side indicates that the page number is inserted in a text box (otherwise, the paragraph mark would appear immediately to the right of the page number). Further, by click on the page number, you can see that a box appeared around it - further indicating that the page number is in a text box. The point of all of this is that if your page numbering is in a text box, you should delete the text box and re-insert it properly (see Chapter 22 on page 167 for the proper way to do this). Chapter 22 also explains how to start page numbering over, change the format, turn Word 2007/10/13 for Legal Professionals Page 263

281 it off, etc. In review, click on the Header & Footer Tools Design ribbon Header & Footer group Page Number Current Position Plain Number. Figure 34.8 Step Ten - Delete Any Manually Compiled Reference Tables If the document you re working with had a manually compiled table of contents, table of authorities or index, delete them now. By manually compiled, I mean that someone looked up the references and manually typed them into the table. Once the document is set up correctly, these things can be automatically compiled and updated with very little effort. We ll regenerate them later, but delete them for now. Step Eleven - Build and Apply Styles To Handle Formatting Of course, for this you should read Chapter 24, Chapter 25 and Chapter 26 which begin on page 184. If you have certain formatting defaults that you like and you build Style Sets for them as described above, you can reformat documents much faster since all of the heavy lifting is already done and all you have to do is drop the styles you want into the document you re editing and apply them. Clean Up the Styles Pane Before you get started, you need to clean up your styles pane in the document you're editing so that the only styles you see are the ones you need to format the document. Go back to the notes you wrote down on Step Three above and follow these steps: Open the Styles pane by clicking Home ribbon Styles launcher (SK: Ctrl + Shift + Alt + S). 1. Click the Options link at the bottom, right corner and set Select styles to show to Recommended; set Select how list is sorted to Alphabetical and clear all of the checkboxes in the dialog. Word 2007/10/13 for Legal Professionals Page 264

282 Figure Click the Manage Styles button at the bottom of the Styles pane. 3. Click the Recommend tab at the top of the subsequent dialog. 4. Click the Select All button Assign value button make sure the value is 1 and click OK. This sets all of the "assigned values" that you can control to 1 so that they'll sort alphabetically and not according to the value. As an aside, the idea of assigning values to styles you've requested to be shown alphabetically is one of Microsoft's dumbest ideas ever. 5. It's easier to hide every style currently included in the "Recommended" set and cherry-pick the ones you want to see. Therefore, make sure all of the styles are still selected from the previous step (if not, click the Select All button again) and click the Hide button. 6. Now select each individual style that you need according to your previous evaluation of the document and click the Show button. 7. After all of the styles you need to show are designated as such, click the OK button. Customize Your Styles Now that you've got the styles you need visible in the styles pane, you can start customizing them to work with your document. Remember that it's much easier to format the text the way you want, click your cursor into the properly formatted text, then right-click a style and select Update to match selection. Doing this will automatically configure the style you rightclicked to match the formatting of the paragraph your cursor was in. Step Twelve - Deal with Footnotes There are a couple of issues at play with Footnotes. If your original document was once a WordPerfect document which was converted to Word, the footnotes can be a complete mess. The numbering may not work correctly, the footnotes may break across pages and there are Word 2007/10/13 for Legal Professionals Page 265

283 many other issues. If you elected to start over as described above, then the act of pasting unformatted text into your new document simultaneously removed all footnotes from your document. Therefore, you ll have to manually re-insert them by copying them from the original document. For more information, see Chapter 36 - Endnotes and Footnotes on page 269. I ve seen the Footnote separator line at the bottom of the page go haywire on many occasions. If that happens to you, see the paragraph entitled Change the Footnote Separator Line on page 270. If the footnotes are really problematic, my strategy is to remove and re-insert them one at a time. This can take awhile, but I find that it usually solves all problems. To do this to a footnote, follow these steps: 1. Select the text from a footnote that you want to remove and re-insert. Copy the text by clicking Home ribbon Clipboard group Copy button (SK: Ctrl + C). 2. Locate the numbered reference in the page above the footnote, select the number and hit the Delete key on your keyboard. This should remove all trace of the footnote (including the text at the bottom of the page). Leave your cursor where it was since this is where we want to re-insert the footnote. 3. Click on the References ribbon Footnotes group Insert Footnote button (SK: Ctrl + Alt + F). Your cursor will appear at the bottom of the page where you need to enter the text of the footnote you re replacing. 4. To ensure that the text you re re-inserting doesn t bring any baggage with it from the one that was causing problems, click the Home ribbon Clipboard group down arrow under the Paste button choose Paste Special then Unformatted Text from the subsequent dialog OK. You will have to re-apply any formatting like bold, italic or underline, but this will ensure that your footnote comes out right. Step Thirteen - Add Paragraph Cross References If your original document contained paragraph cross references, now is the time to insert them so that they ll automatically update if numbered paragraphs are added or deleted later. You can insert automatically updating cross references by clicking on the Insert ribbon Links group Cross-reference button. For a full explanation of this, see Chapter 28 on page 212. Step Fourteen - Generate Tables of Contents and Authorities Properly If either or both of these were present in your original document. Insert an automatically updating Table of Contents by clicking on References ribbon Table of Contents group Insert Table of Contents (Word 2007/10) or Custom Table of Contents (Word 2013). Insert an automatically updating Table of Authorities by clicking on References ribbon Table of Authorities group Insert Table of Authorities button. See full explanations in Chapter 27 - Table of Contents in Legal Documents on page 202 and Chapter 28 - Table of Authorities on page 212. Word 2007/10/13 for Legal Professionals Page 266

284 Chapter 35. Envelopes Printing an Envelope If you would like to print an envelope for a letter that you've finished, execute the following steps: 1. Click the Mailings ribbon Create group Envelope button and the following dialog will appear. Figure To change the font of the delivery address or the return address or change the size of the envelopes you're printing on, click the Options button. 3. At this point, you can either click Print to print the envelope separately from the letter, or click Add to Document and you can print both the envelope and the letter simultaneously. Changing the Envelope Delivery Address and Return Address Fonts If you want to permanently change the font for the envelope delivery address and return address fonts, you need to modify the styles that control them. To do this, follow these steps: Word 2007/10/13 for Legal Professionals Page 267

285 1. Open the Styles pane by clicking the Home ribbon Styles launcher. 2. Click the Manage Styles button at the bottom of the Styles pane. 3. Click on the Edit tab and scroll down until you find the Envelope Address and Envelope Return styles. Click on them individually, then click the Modify button. Figure Click the Format button Font, and make the changes you want. 5. Click the Format button Paragraph, and make any changes you want, such as changing the line spacing to single. 6. When you re back at the Modify Styles dialog, make sure you tick the radio button for New documents based upon this template to make the change permanent for all new documents you create. Figure 35.3 Word 2007/10/13 for Legal Professionals Page 268

286 Chapter 36. Endnotes and Footnotes Lawyers regularly use footnotes and endnotes in legal documents. Word makes this process simple. Perhaps the most appreciated quality of using footnotes and endnotes in Word is the automatic renumbering if you add, move, or delete them. Footnotes and endnotes work nearly identically. Since this is so, we will illustrate the footnote, which we believe is more commonly used. Insert a Footnote 1. Switch to the Print Layout View, which is the preferred view when working with notes, by clicking the View ribbon Document Views group (Word 2007/10) or Views group (Word 2013) Print Layout button. In Print Layout View, you can view the footnote or endnote at the bottom of the page, exactly the way it will appear when printed. In Draft view (View ribbon Document Views group (Word 2007/10) or Views group (Word 2013) Draft button), in order to see the actual note, you must click References ribbon Footnotes group Show Notes button. The screen will then split to show you the footnotes. 2. Place the cursor where you would like to insert the footnote reference number. 3. Choose References ribbon Footnotes group Insert Footnote button(sk: Ctrl + Alt + F). Note that in order to create an endnote, you choose the References ribbon Footnotes group Insert Endnote button. You will be taken to the location of the actual footnote or endnote. Type the desired text in the footnote. When you are finished, click anywhere within the body of your document. If you are in Draft view, click on the References ribbon Footnotes group Show Notes button again to close the note screen. 4. If you want to change the formatting or position of the footnote on the page, you can do it in the Footnote and Endnote dialog by clicking the Review ribbon Footnotes launcher: Edit a Footnote Figure In Print Layout view, simply click anywhere inside the note and start editing.. 2. In Draft view, either double click the footnote reference number in the text, or select References ribbon Footnotes group Show Notes. Word 2007/10/13 for Legal Professionals Page 269

287 Delete a Footnote 1. Don't try to delete the footnote itself, this won't work. Instead, highlight the footnote reference number in the body of the document and hit the Delete button on your keyboard. 2. Word will automatically renumber the remaining notes. Convert Endnotes to Footnotes or Vice Versa 1. Click the References ribbon Footnotes launcher. 2. Select Convert to convert all endnotes to footnotes, or vice versa. 3. Click OK to perform the conversion. To Convert Just One Note 1. Right-click on the footnote itself (at the bottom of the page or in the note pane if you are in Draft view). 2. A shortcut menu should appear. Select Convert to Endnote and the conversion will occur. Do the same for converting endnotes to footnotes. Force Each Footnote To Stay Together On One Page By default, Word will allow long footnotes to span across several pages. If you do not like this behavior, then you can change the style that controls them so that they always stay together on the page they re inserted in. To do this, follow these steps: 1. Open the Styles pane by clicking the Home ribbon Styles launcher. 2. Click the Manage Styles button at the bottom of the Styles pane. 3. Locate the Footnote Text style and click Modify. 4. Click the Format button Paragraph Line and Page Breaks tab check Keep lines together. 5. When you re back at the Modify Styles dialog, make sure you tick the radio button for New documents based upon this template if you want to make the change permanent for all new documents you create. Figure 36.2 Change the Footnote Separator Line If you are unhappy with the two inch line that separates the body of your document from the footnotes at the bottom of each page, you can change it to something else. To do this, follow these steps: Word 2007/10/13 for Legal Professionals Page 270

288 1. Edit the document for which you want to change the footnote separator. 2. Click the View ribbon Document Views group (Word 2007/10) or Views group (Word 2013) Draft button. 3. Click the References ribbon Footnotes group Show Notes button. At the bottom of the page, you ll have an option to select the footnote separator and change it to a different type of line or series of characters. You can also change the Endnote separator this way, by selecting the endnote separator instead of the footnote separator. Figure 36.3 Word 2007/10/13 for Legal Professionals Page 271

289 Chapter 37. Tables What Is a Table? Tables are similar to spreadsheets in that they're comprised of rows and columns of cells that you can fill with text and graphics. Tables are often used as a means of organizing information or aligning columns of text and/or numbers. Word also allows you to easily sort data and perform mathematical calculations in a table. Inserting a Simple Table To insert a simple table, place your cursor where you would like it to appear and click on the Insert ribbon Tables group Table button point your mouse down and to the right until the appropriate number of cells are selected (representing the number of rows and columns). Alternatively, you can click on the Insert Table button under where you can simply enter the number of columns and rows that you would like. Once your table is inserted, you can modify it in almost any way imaginable. The options for formatting a table are on the Table contextual tabs. Your cursor must be in the table to see these options. Basic Editing of a Table Add or Remove Cell Borders and/or Shading When you insert a table, it will have cell borders that print, but no shading. These options are controlled through Word's Borders and Shading feature. To modify the table borders or add shading, select the table, then click Table Tools Design ribbon Draw Borders launcher (Word 2007/10) or Borders launcher (Word 2013). The menus are fairly self-explanatory. Word 2007/10/13 for Legal Professionals Page 272

290 Change the Width of a Column Figure 37.1 The width of a column can be changed using any of the following methods: First, you can hover your arrow over the vertical line between columns and when the cursor changes from the standard arrow to a left/right arrow, hold down on the mouse button and drag the vertical border to the left or right. Second, you can adjust the column width on the horizontal ruler bar. First place your cursor somewhere in the table. In the ruler bar, you will see the column separators which you can and click and drag to the left or right. If the ruler is not shown, click on the View ribbon Show/Hide group (Word 2007) or Show group (Word 2010/13) check the Ruler box. Figure 37.2 Finally, place your cursor somewhere in the table you want to modify, go to the Table Tools Layout tab Table group Properties button Column tab adjust the Width. Word 2007/10/13 for Legal Professionals Page 273

291 Change the Height of a Row Figure 37.3 You can change the Height of a Row by click on the Table Tools Layout tab Table group Properties button Row tab adjust the Height. In Word 2013, you can also drag the horizontal border up or down. Sort Data in a Table Simply place your cursor anywhere in the table (to sort the entire table) or select a specific column and go to the Layout tab Data group Sort. Select the column you would like to sort by, the type of data that it holds and whether you would like it in ascending or descending order. Word 2007/10/13 for Legal Professionals Page 274

292 Figure 37.4 Convert Text to a Table and Vice Versa If you would like to convert a table into plain text, simply select the table, then click Table Tools Layout ribbon Data group Convert to Text button. To convert text to a table, select it first and execute the foregoing steps except choose Insert tab Tables group Table button Convert Text to Table. Perform Calculations in a Table Assume you are working with the following table and you would like it to auto-calculate: Description Hours Rate Total Last Will and Testament 1.5 $ Durable Power of Attorney 0.4 $ Revocable Trust 3.9 $ TOTAL Table 37.1 In order to perform calculations, you must use the addresses of cells and they work exactly like an Excel spreadsheet. Imagine a letter over each column and a number to the left of each row in order to figure out the address of each cell. To insert formulas in each cell, using the above example, execute the following steps. 1. Place your cursor in the fourth column on the Last Will and Testament row (row 2 - right below "Total"). Go to the Table Tools Layout ribbon Data group Formula button. Delete Word's guessed formula (=SUM(LEFT)) and replace it with =b2*c2. Choose a number format of $#,##0.00;($#,##0.00) and click OK. Word 2007/10/13 for Legal Professionals Page 275

293 Figure Repeat Step 1 for the 3 rd and 4 th rows, changing the cell addresses as appropriate (=b3*c3 and =b4*c4, respectively). 3. Now click in the cell D6 and go to Table Tools Layout ribbon Data group Formula button. The formula =SUM(ABOVE) (which Word probably guessed) is correct so simply choose a number format and click OK. 4. Your table should now look like this: Description Hours Rate Total Last Will and Testament 1.5 $ $ Durable Power of Attorney 0.4 $ $ Revocable Trust 3.9 $ $ TOTAL $ Table 37.2 Unlike an Excel spreadsheet, If you change any of the hour or rate numbers, the totals will not automatically update. In order to update the table, select the last column and hit the F9 key. When Should I Use Tables? Law firms use tables for captions, signature blocks, multiple addressees of a letter, letterhead templates and any time they need to line up columns of text or numbers. Word 2007/10/13 for Legal Professionals Page 276

294 Chapter 38. Auto Numbering (Lettering) Exhibits and Schedules Legal documents often contain exhibits or schedules which are attached to the end of the document and are typically numbered or lettered (i.e., Exhibit A). These exhibits and schedules are often referenced in the body of the document. Problems can arise when you insert a new exhibit or schedule which necessitates the renumbering of the existing ones. Auto-Numbering/Lettering Exhibits or Schedules To A Document The following instructions show you how to automatically number/letter your exhibits, schedules, etc. A particular style called Caption will automatically be applied to those titles and you are not going to like how they look. So first, follow the steps below to insert the titles to your exhibits or schedules, then see the instructions following this (entitled Fixing the Caption Style) which explain how to get the titles formatted properly (by modifying the Caption style). To insert an auto numbered or lettered exhibit, follow these steps: 1. Place your cursor at the top of your exhibit and click References ribbon Captions group Insert Caption button. 2. Choose your Label (i.e., Figure, Equation, Table). If you don't see one you like (such as Exhibit), click New Label and make your own. 3. Click the Numbering button to change the label (A B C, 1 2 3, I II III, etc.). Word 2007/10/13 for Legal Professionals Page 277

295 Each time you add an exhibit, repeat the above steps to insert the exhibit number or letter. If you insert exhibits in front of one you've previously setup, the letters or numbers will automatically adjust. Fixing The Caption Style As indicated above, you ll want to reformat your caption by modifying the Caption style. The default formatting in Word 2007 is blue text, left justified. To fix this: 1. Open your styles pane by clicking the Home ribbon Styles launcher (SK: Ctrl + Alt + Shift + S). 2. Locate the Caption style in the styles pane, right-click it and choose Modify. 3. Click the Format button at the bottom of the dialog and choose Font. Change the font to what you would like in your document (for example, Times New Roman, Bold, All Caps, change the color from blue to black), then click OK. 4. Click the Format button again and this time choose Paragraph. Change the paragraph formatting to what you would like (for example, centered, 12 pt. after, keep with next), then click OK. 5. Once you ve made all of your changes, click OK to exit the Modify Style dialog and get back to your document. Your captions should now all look the way you want them to. If not, reedit the Caption Style and make further changes. Cross Referencing to Exhibits and Schedules After you've setup your exhibits as outlined above, you can cross reference to them anywhere in the document they're attached to. To do this, follow these steps: 1. Click Insert ribbon Links group Cross-reference button. You can also find this on the References ribbon Captions group Cross-reference button. 2. Under Reference type, choose Exhibit (or whatever label you chose). Your exhibits will appear in the For which caption window. 3. Choose the Caption you want to reference and then choose the appropriate item under the Insert reference to label, such as Only Label and Number. Word 2007/10/13 for Legal Professionals Page 278

296 4. Click Insert. Word 2007/10/13 for Legal Professionals Page 279

297 Chapter 39. Macros - Automating Repetitive Tasks What Are Macros? A macro is a series of actions which can be attached to a single key stroke, toolbar button or both. When you have a task which requires a large number of steps, and it is something you must do repetitively, a macro can probably save a great deal of time. For example, you can set up a macro to make a paragraph single spaced and dual indented, or to insert the date. To create a macro, you simply turn the macro recorder on and while it is running, you perform the typing and editing that you would like incorporated into the macro. When you're done, you can play the macro by pressing the keystroke or button that you assigned to the macro. When Should I Use a Macro? Macros are not really suited to simply insert blocks of text. For that, you're much better off using Quick Parts or Autocorrect Entries, see Chapter 15 starting on page 119 and Chapter 16 starting on page 122. However, macros do a wonderful job of simplifying time-consuming or difficult chores like cleaning up documents that were converted from WordPerfect or cleaning up documents that have been scanned and OCRed (Optical Character Recognition). Where Are Macros Stored? Macros are stored in templates and if a macro is stored in the template called Normal.dotm, it will be available regardless of what document you're editing. If you need a macro that isn't available in Normal.dot, you can attach the template that holds it by going to Developer ribbon Templates group Document Template button Attach. Moving Macros from One Template to Another To move a macro from one template to another, select Developer ribbon Templates group Document Template button Organizer button Macro Project Items tab. Word 2007/10/13 for Legal Professionals Page 280

298 The Organizer dialog makes it easy to copy macros from one template to another (as well as styles). Note that you cannot copy individual macros, but you can copy macro modules. In the screenshot above, you can see that all of the custom macros I've created in normal.dot are in a module called NewMacros. By copying NewMacros into the other document, all of those macros become available within that template. Record Macros The easiest way to understand a macro is to record your own. To create a macro for the insertion of today's date: 1. In the View ribbon Macros group Macro button Record Macro. 2. Type a name such as "DateEntry" as the Macro name (macro names can't contain spaces). 3. If you want, include a description of the macro so you can find it later. 4. Click on the Keyboard button to assign a keystroke. 5. Type the desired keystroke (such as Ctrl + Alt + D) in the Press new shortcut key box. 6. Click Assign. 7. Click Close (your macro will now start recording). 8. Select Insert ribbon Text group Quick Parts button Field Date, choose the desired format and click OK. 9. Click on the Stop button in the status bar at the bottom of the screen. 10. Play your new macro by hitting Ctrl + Alt + D (or whatever key combination you chose) anywhere in your document. Word 2007/10/13 for Legal Professionals Page 281

299 If You Make a Mistake while Recording a Macro Word's macro recorder doesn't actually record the keystrokes you make; it records the results of those keystrokes. Therefore, if you make a mistake while recording a macro, simply correct the mistake and keep going. The macro will be fine. Play Macros To play (or run) an existing macro: 1. If the macro is not assigned to a keystroke, select View ribbon Macros group Macros button View Macros. 2. Find and highlight the name of the macro in the Macro name list. 3. Click Run. Assigning a Macro To a Keystroke 1. Select Office Button (Word 2007) or File menu (Word 2010/13) Word Options/Options Customize (Word 2007) or Customize Ribbon (Word 2010/13). 2. Click the Keyboard shortcuts: Customize button at the bottom of the dialog. 3. Under Categories, scroll down until you see Macros and click once on it. On the right side, locate the macro you would like to assign a keystroke to and click once on it. 4. Place your cursor in the Press new shortcut key box, press the key combination you would like to assign to the macro, click the Assign button and then Close. Word 2007/10/13 for Legal Professionals Page 282

300 Assigning a Macro to a Quick Access Toolbar Button 1. Select Office Button (Word 2007) or File menu (Word 2010/13) Word Options/Options Customize (Word 2007) Quick Access Toolbar (Word 2010/13). 2. Under Choose commands from, click Macros. 3. Locate the macro you would like to place on a toolbar, and add it to the quick access toolbar. Word 2007/10/13 for Legal Professionals Page 283

301 Chapter 40. Working With WordPerfect Documents Why Word Users Need To Understand How To Handle WordPerfect Documents There are many reasons a Word user might have to deal with a WordPerfect ( WP ) document. For example: Opposing counsel uses WP and s you a WP document asking for your proposed changes. Your client uses WP and wants to be able to trade documents with you electronically. Your office used WP in the past but switched to Word. As a result, many of your existing documents are in WP format and need to be converted to Word so you can use them in the future. Your office has a mix of Word and WP so depending upon who drafted a document, it could be in either format. For many legal users, there s really no avoiding the occasional WP document. The problem is that converting WP documents to Word and vice-versa often creates a formatting nightmare. Further, it s not always easy to convert WP documents to Word. In this chapter, we ll explain how to deal with those problems. Recommended Approach: Word Users Who Occasionally Edit WP Documents The bottom line is that converting from WP to Word or Word to WP is going to create extra work for you. Depending upon the complexity of the formatting involved with the subject document, it could be a lot of work. Unless you have extra time or enjoy a challenge, then in my opinion, it s not worth converting back and forth. If I m primarily a Word user but have to deal with an occasional WP document, then I m just going to buy a copy of WP and install it on my computer. WP is not difficult to use and it s going to be a lot easier for me to make edits in the native format. For example, if someone s me a WP document asking for my proposed changes, all I have to do is follow these steps in WP: Open the document in WP. Click the File menu Document Review Reviewer button. Make any changes (it will track all changes I make using a feature equivalent to Word s Track Changes feature see Tracking Changes as you Edit on page 251). The foregoing approach will save me a lot of time compared to converting the WP document to Word, fixing the formatting problems, making my changes, and sending back a Word document which the recipient will invariably have to convert back to WP (which will cause further formatting issues). It s generally not an expensive proposition to buy a word processor only. For example, as of this writing, WordPerfect X6 is the current version. On WP X6 Standard Edition is $200. If having it saves you from 2 hours of aggravation per year, then it's completely worth $200. If you don t want to spend that much, look for a version of Word 2007/10/13 for Legal Professionals Page 284

302 WordPerfect that is one version behind the current version. For example, WP X5 Standard is selling for $50 on as of this writing. Recommended Approach: WP Users Who Occasionally Edit Word Documents See above because the same rule applies. If you rarely have to edit Word documents and want to make it easy on yourself, just buy a copy of Word and keep the document in the format you received it in. Options for Word Users Who Have To Convert WP Documents To Word Most often, this applies to offices who used to use WP and now use Word. Since most legal documents are created by copying an existing document and making changes, offices that used to use WP often have a lot of templates or precedent documents that require conversion. Option 1 - Let Word Do The Conversion Word can convert WP documents (in most cases). Click the Office button (Word 2007) or File menu (Word 2010/13) Open change the file selection to browse to a WP document click Open (SK: Ctrl + O). Most of the time, Word will open the WP document for editing (assuming you don't get an error of some type). However, Word will create formatting problems in the resulting document that you'll have to fix (more on this later). You may also get random errors from Word informing you that it cannot convert; and you'll have to do the documents one-at-a-time. Option 2 - Let WP Do The Conversion If you have WP, you can open any WP document, click File Save As change the File Type to MS Word 97/2000/2002/2003. This will create a Word file that Word can certainly open. However, you'll have the same formatting issues to fix identified in Option 1 above. Option 3 - Buy a Conversion Program You can buy third-party programs that purport to do a better job of converting WP documents to Word. For example, consider CrossWords by Levit & James, Inc. (see ac4fscm or call ). Option 4 - Hire Someone There are conversion services you can contact such as: Microsystems Conversion Services (see or call ). Be advised the Microsystems only handles very large firms so if you have fewer than 500,000 documents to convert, they might not even be interested in helping. - of course, we can do this for you or show you how to do it (contact Barron Henley - bhenley@affinityconsulting.com or call ). Option 5 - D.I.Y. Scorched-Earth Approach With this approach, you don't let Word do the conversion. You open the WP document in either WP or Word select all of the text (SK: Ctrl + A) copy (SK: Ctrl + C) create a blank, Word 2007/10/13 for Legal Professionals Page 285

303 new Word document (SK: Ctrl + N) paste unformatted text (see Copy, Cut and Paste Text on page 111 above). The objective here is to get just the raw text of the original document into a new Word document with no formatting at all (hence the name "scorched-earth approach"). At that point, you can re-build the formatting to match the original. Problems With The Foregoing Options Issues With Word's Conversion If you go into Word File menu Open change the file selection to browse to a WP document click Open, Word will usually convert the WP document and open it for editing. However, it will create a variety of formatting problems in the process. The insertion of {PRIVATE CODES} inside the document. Manual tab stops are inserted throughout the document. Indents and margins aren't always accurately converted. The insertion of unnecessary Section Breaks throughout the document (around the bottom of every page of the original document). Word Perfect and Word handle style definitions differently. For example, Word Perfect uses a "style definition" in the prefix of every document. These style definitions survive the Word conversion filter and may cause problems. File sizes can become bloated (much larger than necessary) during the conversion. Some of WordPerfect's special symbols, such as and ½ are not converted correctly. They may be dropped in the new document as hollow squares. Sometimes, fonts will be converted into printer fonts rather than True Type fonts which can cause printing irregularities. Automatic paragraph numbers in WordPerfect may convert into Word "fields." Although it may look okay, this is definitely not the recommended way to number paragraphs in Word. So, paragraph numbering sometimes has to be fixed post conversion. Issues With WordPerfect's Conversion You get the same formatting problems that arise when you let Word handle the conversion which are discussed above. Issues With a Third Party Program Like CrossWords No conversion utility can convert every document flawlessly so there will always be some cleanup required on the converted documents. However, at least you can convert documents in bulk which may be worth the price of admission by itself. Issues With Hiring Someone If you hire someone else to do it, it can be expensive depending upon the number and complexity of the documents you need to convert. Furthermore, if you rely on someone to do it for you, then you still don't know how to engage in self-help. On the other hand, you may have decided that you don't want to know how to do it or don't have the time - and that's perfectly legitimate. Word 2007/10/13 for Legal Professionals Page 286

304 Issues With D.I.Y. Scorched-Earth Approach This is probably the slowest method depending upon how well you know the process of modifying styles and getting the formatting applied to the raw text in the new document. On the other hand, this approach eliminates that possibility of WP baggage being brought into the Word file, you don't have to fix all of the problems Word creates when converting, the file size will not be bloated, and it guarantees file stability going forward. Recommended Option For You Unfortunately, there's no right answer here because which approach is best for you depends upon your circumstances. Options 3, 4 or 5 would be our recommendation, but if we're doing it for ourselves or a client, we employ option 5 (Scorched-Earth). Option 5 takes a bit longer, but its guarantee of flawless formatting and stability make it worth it to us. If You Get an Error Opening WP Documents In Word Word's WP Converter May Not Be Installed When Microsoft Office is installed, the WordPerfect file converters are sometimes not installed from the DVD. If you get an error that Word cannot open WPD file types or that something isn't installed which is necessary for the conversion, find your original MS Office CD. Close out of all MS Office products and put the CD in your CD ROM drive. When it spins up, it will detect that Office is already installed and give you a set of options. One of the options is to Add or Remove Features. Under the common tools, you'll see the converters. Load all of them. If You Have WP, Try Saving As a Word File As mentioned above, Word won't convert everything, even if the converter is installed. For example, I recently tried to open a WP document in Word and received the following error even though WP can open the allegedly corrupted document without any problem at all (no evidence of corruption): Figure 40.1 However, if I opened the foregoing WP document in WP and clicked File Save As MS Word 97/2000/2002/2003, I could open the resulting Word file in Word. However, I still got all of the formatting problems previously identified in the resulting document (which required fixing). Word 2007/10/13 for Legal Professionals Page 287

305 Figure 40.2 If You Are Switching from WP to Word The big question here is whether you need to convert all of your existing documents to Word. My professional advice is that you DO NOT. Statistics show that users retrieve and open less than 15% of their existing documents going forward. Therefore, if you convert all of the documents, then you've likely wasted 85% of your time and effort. Instead, a better approach is to identify key documents you're likely going to use in the future and only convert them to Word. How To Clean Up A Document Word or WP Converts If you want to let Word or WP handle the conversion from a WP document to a Word document, the following are steps you'll need to follow in order to clean up the mess. Basic Cleanup In almost every case, you're going to have manual tabs inserted everywhere, unnecessary continuous section breaks and a few bad font conversions. Therefore, the first step is to take care of those issues. Remove Manual Tab Stops: To remove the tab stops, click Ctrl + A to select the entire document, click Home ribbon Paragraph launcher Tabs Clear All OK. Of course, this may remove a few manual tab stops that were supposed to be in the document, but they're easily replaced. Remove Continuous Section Breaks: To remove section breaks, click Home ribbon Editing group Replace button (SK: Ctrl + H). Now click the More button so your dialog looks like Figure Click in the Find what field, click the Special button and choose Section Break. This will insert a ^b (Word's code for section break) into the Find what field. Leave the Replace with window blank and click Replace All. Word will scan through document and remove all the section breaks. Upon finishing, Word will tell you how many it deleted. Word 2007/10/13 for Legal Professionals Page 288

306 Figure 40.3 Check Page Setup: Converting a document from WordPerfect to Word sometimes results in changes to margins, to the spacing of headers and footers, and to vertical alignment. These settings can be found in the Page Setup dialog (Page Layout ribbon Page Setup launcher). Look in both the Margins and Layout tabs to ensure that these settings are correct. Your margins should usually be 1" all the way around and Headers/Footers "from edge" measurement in the Layout tab should be 0.5". Remove Fields: You can remove certain WordPerfect fields in the same way you remove continuous section breaks. Click Home ribbon Editing group Replace button (SK: Ctrl + H). Again, click in the Find what field, click the Special button and choose Field. This will insert a ^d into the Find what field. Leave the Replace with window blank and click Replace All. Fix Page Numbering: Page numbers, in documents converted from WordPerfect to Word, are often placed in text boxes. As stated earlier in this manual, this is not the recommended way to insert page numbers. You should re-insert page numbers as outlined above (see Our Advice on Page Numbering on page 175 above). Fix Font Conversions: First, we want to make sure that the default font for this document is correct. Click the Home ribbon Styles launcher (SK: Ctrl + Alt + Shift + S). Modify the Normal style by right clicking the Normal style and clicking on Modify. If the font is not a True Type font (such as Times New Roman or Arial), change it to one. DO NOT check New documents based on this template or Automatically update, and click OK. If the formatting applied to the text in your converted document still doesn't match the default font you just set, select the entire document and apply the Normal or Clear Formatting style. This will take the text back to its default. Word 2007/10/13 for Legal Professionals Page 289

307 Find and Destroy Hidden Merge Fields: If your WordPerfect document contained any merge fields, they probably came across in the conversion but you normally can't see them in Word. They will usually cause problems if you don't remove them. In order to see them, you need to click Office button (Word 2007) or File menu (Word 2010/3) Word Options/Options Advanced Show document content Show field codes instead of their values (SK: Alt + F9). Now they'll become visible in your converted document to the extent they weren't previously. Look for things like this: { FORMTEXT } { fillin "" \d "" }, manually select and delete them. If you need the fields in your Word document, you're better off re-inserting them in Word. After you're done deleting the fields, don't forget to uncheck the Show field codes instead of their values box (SK: Alt + F9). Wipe Out Document Corruption: If there was corruption in your original WP document or a corruption occurred during the conversion, you're going to have problems. You can remove most corruption using the Open and Repair feature. Simply save and close your converted document, then follow these steps: 1. Click Office button (Word 2007) or File menu (Word 2010/3) Open (SK: Ctrl + O). 2. Select your document by clicking on it once. Now click the down arrow on the right side of the Open button and choose Open and Repair. Figure If the document had a problem, Word will tell you what it repaired and you just have to Save to retain the repairs (SK: Ctrl + S). Additional Cleanup Items Click the Home ribbon Paragraph group Show/Hide button {PRIVATE} codes which can be manually deleted. and look for any Compare your current document against the original and replace any character or paragraph formatting which may have been wiped out during one of the previous steps. Signature lines rarely convert cleanly so you'll probably want to re-create them using tab stops and the underline feature, see Signature Lines on page 149. Tables also tend to become a bit garbled so they may need touch-up or re-creation. See Chapter 37 starting on page 272 for a complete explanation on tables. Finally, if your paragraph numbers were converted into Word "Fields," you'll want to replace them with automatic paragraph numbers controlled by styles. To see all of the fields in your Word 2007/10/13 for Legal Professionals Page 290

308 document, click Office button (Word 2007) or File menu (2010/13) Word Options/Options button Advanced Show Document Content, and make sure that Field shading is set to Always. Note: this doesn't mean that the field shading will print, just that it will always be visible when you view the document in Word. If you turn on this feature and see fields for the paragraph numbers, they'll need to be replaced. See Chapter 25 starting on page 193 for a full explanation of how to create automatic paragraph numbers controlled by styles. Make a Record of Current Formatting The first thing you need to do before applying Word styles and numbering to an existing document is to write down what you're trying to re-create. In other words, diagram the outline format utilized in the document. For example, if my text looks like this: My notes would be as follows: Figure 40.5 Heading 1: "ARTICLE 1" in all caps and bold, heading description in bold first letter uppercase, single spaced, centered with 12pt space after the paragraph. Heading 2: Number style - 1.1; first line.5" indent, single spaced, left justify, 12 pt space after the paragraph. Heading 3: Number style - (a); first line 1" indent, single spaced, left justify, 12 pt space after the paragraph. Word 2007/10/13 for Legal Professionals Page 291