Microsoft Word 2016 For Mac For Legal Professionals

Transcription

1 Microsoft Word 2016 For Mac For Legal Professionals By: Jeffrey R. Schoenberger, Esq. AFFINITY CONSULTING GROUP LLC 1550 Old Henderson Rd., Suite S150 Columbus, OH Phone: Fax:

2 Word 2016 for Mac for Legal Professionals Table of Contents Chapter 1. Key for Using this Manual... 1 Ribbons... 1 Groups... 1 Chapter 2. Stop Letting Word Abuse You... 2 With Word, Practice Does Not Make Perfect... 2 Two Important Facts About Microsoft Word... 2 Why Word Is Frustrating... 2 How To Achieve Word Enlightenment... 2 Word Processing Is Complicated So Training Is Required... 3 Benefits of Word Processor Efficiency for Law Offices... 3 Ultimate Tool for Creating Work Product... 3 Client Service and Professionalism... 3 Keeping Up... 4 Efficiency... 4 Self-Reliance... 4 Reduction in Malpractice Risk... 4 Chapter 3. Managing Documents In a Law Firm... 5 What Is Document Management?... 5 What Are Files and How Are They Stored?... 5 Disk Storage... 5 Folder Structures... 5 Organization... 5 Recommended Structure for a Law Firm... 6 Law Firm Rules for Naming Files when Saving... 6 Length of Names... 6 Acceptable Characters... 6 Unacceptable Characters... 6 Suggested File Naming Convention... 7 Searching for Documents... 7 Chapter 4. New File Types and Related Issues... 8 Description of the New File Types... 8 Benefits of the New File Types... 8 Issues the New File Types Create for Lawyers... 8 Which Versions of Word Work With Which File Types... 8 Problems Trading Documents With Opposing Counsel and Others... 9 Problems Trading Documents Internally... 9 What You Can Do About These Issues... 9 Word 2016 for Mac for Legal Professionals Page 1 Table of Contents

3 Chapter 5. Word's "Fluent User" Interface Don't Be Alarmed, This Is a Good Thing Our Take On the New Interface What The New Interface Means for Legal Users Word 2016 s Basic Interface Terminology Quick Access Toolbar Tabs Contextual Tabs Ribbon Ribbon Controls Chapter 6. Recommended Customizations Quick Access Toolbar - Suggested Law Office Modifications Saving as PDF Problems With Word 2016's Default Formatting for Legal Users Word s Default Template Normal.dotm How To Fix Word's Formatting Defaults Change Your Default Font Formatting Change Your Default Paragraph Formatting Change Your Default Layout Formatting Default Settings Do Not Affect Existing Documents Customize the Status Bar Turn On The Ruler Customize Keyboard Shortcuts Chapter 7. Significant New Features in Word Improved Paste Functionality New Navigation Pane Simple Markup Reply to Comments Resume Reading Design Ribbon Lock Track Changes Chapter 8. Default Setting Changes for Word 2016 for Mac In General Preferences General Preferences View Preferences Edit Word 2016 for Mac for Legal Professionals Page 2 Table of Contents

4 Preferences Spelling & Grammar Preferences AutoCorrect Preferences Save Preferences Print Preferences Track Changes Preferences User Information Preferences Security & Privacy Preferences File Locations Chapter 9. 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 10. Word Basics File Operations Create a New Document Save a File Using Save As Closing a Document Opening a Document Creating New 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 Print and Print Preview Print Entire Document Changing Print Options Print Preview Protecting against Lock-Ups and Document Corruption - Legal Tip How to Recover a Corrupted Word File Chapter 11. Tools for Document Editing Why This Is Important Moving Around a Document Navigation Shortcut Keys Word 2016 for Mac for Legal Professionals Page 3 Table of Contents

5 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 Copy and Paste: To Move (Cut and Paste): Drag and Drop Text Editing Paste Button Options Solution to Formatting Problems when Pasting Text Legal Tip - Strip Formatting Off of Copied Text When Pasting 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 12. Proofing Your Work Customizing Spell and 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 Grammar Checker Thesaurus Chapter 13. Word Formatting Principles The Microsoft Word Approach to Formatting Word 2016 for Mac for Legal Professionals Page 4 Table of Contents

6 Font Formatting Paragraph Formatting Section (Page) Formatting Reveal Formatting Format Painter Wipe Out All Paragraph and Font Formatting Chapter 14. Font Formatting Adopting Uniform Standards for Your Firm Font Group on the Home Ribbon Formatting Specific Characters Symbols Insert a Symbol Legal Tip - Symbols Used in Legal Documents Assign Your Own Shortcut Keys to Symbols Other Font Formatting Tips Change the Case of Text You've Already Typed Stretch Your Text for Titles Hide Text for Comments or Questions Emphasizing Text in a Document Highlighting Text Using the Highlighter Button Highlighting Text Using Shading Changing the Color of Text Text Effects Non-Breaking Spaces and Hyphens Chapter 15. Paragraph Formatting - Fundamentals Paragraph Group of the Home Ribbon What Happens when Paragraph Marks Are Deleted Paragraph Alignment Line Spacing Automatic Spacing Between Paragraphs Rule: Never Create Vertical Spacing Between Paragraphs with Hard Returns Spacing Measurements Spacing Before Spacing After Keeping Text and/or Paragraphs Together To Keep Paragraphs Together To Keep Text within a Paragraph Together 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 Word 2016 for Mac for Legal Professionals Page 5 Table of Contents

7 Set Custom Tab Stops Using Tab Selector Box Set Custom Tab Stops Using Tabs Dialog Clear Specific Tabs Clear All Tabs Tab Leaders Signature Lines Rule: It's Incorrect To Create Signature Lines With Underscores or Tables How To Create Signature Lines With Tabs Indents First line Indent Hanging Indent Left Indent Right Indent Dual Indent Indent Using the Horizontal Ruler Indent Using the Tab Selector Indent Using Keystrokes Indent with the Paragraph Dialog Box Borders and Shading Borders around Text Shading inside a Border Chapter 16. 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 17. Page Formatting (Sections Part 1) Non-Section Breaks Types of Non-Section Breaks How to Insert a General Break Word 2016 for Mac for Legal Professionals Page 6 Table of Contents

8 Section Breaks In General How to Insert a Section Break Types of Section Breaks Multi-Section Documents Page Setup Setting Margins Different Margin for the First Page of a Document Orientation Pages Change Paper Size Headers and Footers Vertical Alignment Line Numbering Borders Legal Tip - Printing Specific Sections and Pages Chapter 18. 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 19. Styles - The Basics What Are Styles? Word Uses Styles Whether You Want Them or Not Two Formatting Approaches in Word Direct Formatting (Wrong Way) Formatting With Styles (Right Way) Advantages of Styles Speed Easy Updating Word 2016 for Mac for Legal Professionals Page 7 Table of Contents

9 Enforce Formatting Consistency and Make Editing Easier Tables of Contents Navigation Where Styles Are Stored Types of Styles Paragraph Character Table List All-Important Rules of Styles Every Instance of Unique Formatting Requires a Different Style Word Uses Styles Without Your Knowledge or Consent There is No Off Button If You Don't Control Styles, They Control You Every Document Has 247 Styles Built In You Can't Delete System Styles But You Can Change What They Do You Can Create Your Own Styles The Style Inspector Will Make All Of This Much Easier Direct Formatting Creates Layers (Which You Don't Want) You Can Scrape Direct Formatting Off of Text With Shortcut Keys Once a Style Is Applied to Text, You Can Change The Text By Modifying The Style Default Style Normal Style Change Normal Clear Formatting Changing the Font For the Entire Document The Wrong Way to Do It The Right Way to Do It Determine the Default Font Determine If the Default Font Is Applied Changing the Applied Font If It Is the Same as the Default Font Changing the Applied Font when the Default Is Not Applied 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 Word 2016 for Mac for Legal Professionals Page 8 Table of Contents

10 Chapter 20. 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 21. Styles Gallery Styles Gallery Removing Styles from the Styles Gallery Adding Styles to the Styles Gallery Chapter 22. Table of Contents in Legal Documents Table of Contents - Three Methods Document with Segregated Titles Generate the TOC Table of Contents Using Field Codes Drawbacks of Marking Entries ("Field Codes") Table of Contents Using Hidden Paragraph Marks Document with Non-Segregated Titles (Word for Windows Only) Setting Up The Linked Style(s) Generate the TOC Update the Table of Contents Formatting the Table of Contents Chapter 23. Table of Authorities In General Using a Third Party Program (on Windows) 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 Word 2016 for Mac for Legal Professionals Page 9 Table of Contents

11 Changing or Renaming Categories Changing a Citation's Category Chapter 24. Cross Referencing Paragraph Numbers Cross References Insert a Cross Reference Using the "Numbered Item" Method Insert a Cross Reference Using the "Bookmark" Method Update Cross References Chapter 25. Redlining & Protecting Attorney Work Product Negotiating Documents in General Adding Comments Comparing Documents Electronically Step 1 - Fix Balloons Step 2 - Set Your Compare Options Step 3 - Save the Modified Version of the Original Document with a Different File Name Step 4 - Compare the Original Document to the Edited Document Step 5 - Accept or Reject Proposed Changes Combining Documents Common Problem for Lawyers: Tracking Changes as you Edit Prevent Editors from Turning Off Track Changes Metadata Problems with Metadata Metadata Removal Protecting Confidential Documents - Legal Tip Set Password to Modify or Make Your Document Read Only Chapter 26. Automate with Macros and AutoText Clause Libraries AutoText Accessing AutoText in Word Create AutoText Entries Insert an AutoText Entry Into Your Document 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 Word 2016 for Mac for Legal Professionals Page 10 Table of Contents

12 Chapter 27. 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 28. Fillable Form Templates What Are Fillable Form Templates? Significant Benefits of Fillable Forms Create a Form Form Field Descriptions and Uses Text Box 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 29. Mail Merge When Mail Merge Is Useful Steps In a Mail Merge Mail Merge Example Chapter 30. De-Construct and Re-Build Any Document - No Matter How Bad It Is We ve All Been There Step One - Turn On Show Hide Word 2016 for Mac for Legal Professionals Page 11 Table of Contents

13 Step Two - Determine If You Need To Start With a New Document Step Three - Either Make A Copy or Create a New Document Make A Copy If Using Existing Document Paste The Text Into A New Document If Starting Over Step Four - Take Notes About What You re Trying To Replicate Step Five - Remove Unnecessary Keystrokes Delete All Sections Breaks Remove Tabs Remove Unnecessary Hard Returns Step Six - Wipe Out All Font and Paragraph Formatting Step Seven - Fix Default Font and Paragraph Settings Step Eight - Fix Default Page Settings Add Back In Section Breaks You Need Step Nine - Fix Page Numbering Step Ten - Delete Any Manually Compiled Reference Tables Step Eleven - Build and Apply Styles To Handle Formatting Step Twelve - Deal with Footnotes Step Thirteen - Add Paragraph Cross References Step Fourteen - Generate Tables of Contents and Authorities Properly Chapter 31. Envelopes Printing an Envelope Changing the Envelope Delivery Address and Return Address Fonts Chapter 32. 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 33. 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 Word 2016 for Mac for Legal Professionals Page 12 Table of Contents

14 Sort Data in a Table Convert Text to a Table and Vice Versa Perform Calculations in a Table When Should I Use Tables? Chapter 34. 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 35. Working With WordPerfect Documents A Word About This Chapter Viewing and Editing WordPerfect Documents on a Mac Why Word Users Need To Understand How To Handle WordPerfect Documents Recommended Approach: Word Users Who Occasionally Edit WP Documents Recommended Approach: WP Users Who Occasionally Edit Word Documents Options for Word Users Who Have To Convert WP Documents To Word 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 36. Common Speed Keys Word 2016 for Mac for Legal Professionals Page 13 Table of Contents

15 Chapter 1. Key for Using this Manual Ribbons If the instructions say to click on the View Ribbon, I mean to click on the View tab across the top of the Word screen: Groups Figure 1-1 Each ribbon is segmented into Groups. So if the instructions in this manual say to click on the Border button in the Font group on the Home Ribbon, this is what I mean: Figure 1-2 If you wish to view the group names, which will be referenced throughout this manual, go to the Word menu Preferences View, and check the box labeled Show group titles. Thereafter, the ribbon should look like this: Figure 1-3 Figure 1-4 Word 2016 for Mac for Legal Professionals Page 1

16 Chapter 2. Stop Letting Word Abuse You With Word, Practice Does Not Make Perfect Two Important Facts About Microsoft Word Fact 1: 100% of the formatting problems you've experienced when drafting new documents can be completely avoided before they occur. Fact 2: When editing a document someone else drafted, any formatting glitches can be resolved in just a few clicks, no matter how bad of a mess it is. Unfortunately, the foregoing facts are true only if you have mastered Word. If, instead you feel like every complex document turns into a wrestling match, don't feel bad. Only a tiny percentage of users have actually achieved Word domination. In my decades of experience, even people who feel they know what they are doing with Word have almost always misdiagnosed themselves. The ability to beat text into submission via formatting work-arounds and hacks does not indicate that one knows how to skillfully use Word. Word should be doing the work for the user, not the other way around. Why Word Is Frustrating Most users find Word to be pretty frustrating when drafting or editing documents with complex formatting. This is because many of Word's most important features are either concealed or nearly impossible to figure out without research and training. For example, assume you drafted a contract containing headings/titles and you do not want page breaks to separate your headings from the paragraphs that follow them. Further, you have a signature line and acknowledgment at the end which you would like to keep together on a single page not separated by page breaks. There are features in Word which will take care of this for you automatically, but good luck finding them. No button on any tab or ribbon will help you. You just have to know to right-click the relevant paragraph or heading choose Paragraph click the Line and Page Breaks Tab check "Keep with next" and/or "Keep lines together" as appropriate. There are many Word features like this. For another example, the most important feature one must understand in Word is styles; and nothing in Word's interface indicates this. Clicking around in Word will not reveal what styles are, how they work, or how to control them. Word's (fairly useless) built in help sheds little light on the subject. I can give you all of the steps to construct a 5-level deep, auto-paragraph numbered outline that works perfectly in every situation thanks to Styles. However, you can use Word every day for the rest of your life and not stumble upon those steps or discover what they are by accident. Having said that, Styles are definitely not difficult or illogical. To the contrary, they're a wonderful formatting tool, they allow you to completely control font and paragraph formatting in your documents, and they behave predictably in all situations. It's just that they're not easily mastered simply by using Word; and Word's interface conveys no hint of their importance. How To Achieve Word Enlightenment In my experience, Word proficiency is only built by working through a comprehensive manual (of course, no printed manuals accompany the program) or taking hands-on classes. Most people would rather clean toilets than read software manuals, but you have to keep in mind that not all classes are created equal. The critical issue is that legal professionals need to understand word Word 2016 for Mac for Legal Professionals Page 2

17 processor functionality that most people have no use for. For example, we need to master automatic paragraph numbering, outline numbering, and auto-updating tables of contents, tables of authority and paragraph cross references. We need to know how to turn page numbering on and off in the middle of a document, start it over, and switch from romanettes to Arabic and back again. We need to understand how footnotes and endnotes work, when section breaks are necessary and how to control Styles. These are precisely the kind of features ignored in Word classes designed for the general public. So it is important to find legal-specific training which will address these issues. Word Processing Is Complicated So Training Is Required The fact that mastering Word requires training isn't the problem. The problem is that most people don't expect a word processor to be that complicated. There's a general assumption that simply using the program over time will increase one's skill with it. I'm here to tell you that this assumption is patently false when it comes to Word. For example, I ran a quick search on for Word 2011 Mac manuals. 1 Office 2011 for Macintosh: The Missing Manual by Chris Glover is 816 pages; and Microsoft Office 2011 for Mac: Visual QuickStart (Visual QuickStart Guide) by Steve Schwartz is 544 pages. There are no Mac-specific, Word-only manuals on Amazon. Page counts for Word for Windows manuals are even worse. Microsoft Word 2013 (Signature Series) by Rutkosky and Roggenkamp is 1,152 pages; Word 2013 Bible by Bucki is 1,056 pages; and Word 2013 In Depth by Wempen is 1,008 pages. The page counts alone would indicate that there's a lot more going on here than most people expect. For years, I've heard experienced Word users complain that Word can't do this and can't do that. I always ask those complaining if they've ever read a whole manual on Word or taken a handson class. Invariably, the answers are no. When I demonstrate how easily one can do all of the things they were complaining about, they often look at me like I just pulled off some kind of David Copperfield magic trick. Once you learn how the program works, it's not complicated (and I'm no magician). Ultimately, you can't complain about the politicians if you don't vote; and you can't gripe about the technology if you don't attempt to educate yourself. The thing to remember with Word is that practice does not make perfect unless you know what to practice; and simply using the program won't reveal it. 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, 1 Yes, There were none available for 2016 as of this writing (April, 2016). Word 2016 for Mac for Legal Professionals Page 3

18 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 method would be to write the first draft out long-hand on legal pads instead of dictating it. Anyway, be selfreliant 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. Word 2016 for Mac for Legal Professionals Page 4

19 Chapter 3. 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. On the Mac, file extensions are generally hidden unless you tell the Finder to show them. 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 2016 for Mac for Legal Professionals Page 5

20 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 you are storing documents in the Documents folder of your Mac). Under Documents, you'll want to create sub-folders for each practice area: Documents\Corporations Documents\Estate Planning Documents\Miscellaneous Documents\Probate Documents\Real Estate Under each practice-area folder, you'll create additional sub-folders for each client name such as: Documents\Real Estate\Smith, John 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: Documents\Real Estate\Smith, John\Sale of 123 Maple St 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: 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 Mac OS X permits names of up to 255 characters. Acceptable Characters A file name may contain any of the following characters: A-Z # $ & ( ) - _ ' { } ^, * + = [ ] ; " ~ < >? \ % Unacceptable Characters A file name may not contain any of the following characters: : / Word 2016 for Mac for Legal Professionals Page 6

21 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. There are two ways to do this on the Mac: Spotlight: This utility (access by hitting Command + Space Bar) has been built into every version of Mac OS X since 10.4 Tiger. It is very powerful, flexible, and free. HoudahSpot: This is a 3 rd party tool allows deeper, more granular document searches and runs on top of Spotlight. If you do a lot of document searches, it's definitely worth a look. $30 at Word 2016 for Mac for Legal Professionals Page 7

22 Chapter 4. New File Types and Related Issues Description of the New File Types Word 2008 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 2011 as well, and now to 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.docm 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 big techno-babble 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 2 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 2016 can open, save and create the new file types (.docx and.docm) and the old file type (.doc). Word 2004 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 2004 can open, save and create the new file types if the user downloads and installs the free Open XML File Format Converter for Mac You can obtain this add-in from Word versions prior to 2004 cannot work with the new file types under any circumstances. 2 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 2016 for Mac for Legal Professionals Page 8

23 Problems Trading Documents With Opposing Counsel and Others If you a new document type to someone else who has Word 2004, 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 2008/11/16 along with the 2004 version 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 2008/11/16, 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 2016's default "save as" format to the old format. To do this, click the Word menu Preferences Save, and change the default format to Word Document (*.doc). Figure 4-1 You can stick with the new format and simply start notifying people you regularly trade documents with to download the aforementioned XML Converter. 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, or the Mac's built-in Preview app, and Word 2016 for Mac for Legal Professionals Page 9

24 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 edited. Word 2016 for Mac for Legal Professionals Page 10

25 Chapter 5. Word's "Fluent User" Interface Don't Be Alarmed, This Is a Good Thing Office 2016 introduced an entirely new interface to the user compared to prior versions. In addition to the 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 2004 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 menu, sub-menus and sub-sub-menus. Our Take On the New Interface As an expert Word 2004 user, I found it a bit difficult 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 for Windows and 2016 for Mac, 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 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: Do not install Word 2016 on only one or two users' computers if everyone else in your office is using the old version. Generally speaking, you want to try and move everyone at once so that they can help each other figure things out in the new version. Training in the new version 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 2016 s Basic Interface Terminology Figure 5-1 Word 2016 for Mac for Legal Professionals Page 11

26 Quick Access Toolbar Use and modify the Quick Access Toolbar ( QAT ) to store your most frequently used commands. By default, the Quick Access Toolbar is configured with what Microsoft believes are the most commonly-used functions. To see how you can modify and customize the QAT, see Quick Access Toolbar recommended modifications on page 14 below. Tabs The tabs are located at the top of the screen, immediately below the title bar, and replace some commands from 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 Layout" 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 edit the object you're working on (table, graphic, etc.). Ribbon Figure 5-2 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. There are 8 main ribbons that are always present, and multiple ribbons that only appear with a contextual tab. The 8 main ribbons are: Home Insert Design Layout References Mailings Review View Developer Basic font, paragraph and editing (cut, copy paste, find, replace, etc.). tools. Headers, footers, tables, fields, symbols and graphics. 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 & Grammar, comments, track changes, and compare documents. Views (Print Layout, Draft, Outline, etc.), controls for ruler and document map, zoom, split window and macros. (Optional to display) Macro and form-related tools Word 2016 for Mac for Legal Professionals Page 12

27 Ribbon Controls Figure 5-3 There are several different types of controls on the ribbon. Commands are arranged into groups. Groups contain a variety of buttons and galleries. 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 the traditional menus at the top of your screen. In addition, a button may have an arrow (triangle) that provides additional options. If you wish to view the group names, which will be referenced throughout this manual, go to the Word menu Preferences View, and check the box labeled Show group titles. Thereafter, the ribbon should look like this: Figure 5-4 Figure 5-5 Word 2016 for Mac for Legal Professionals Page 13

28 Chapter 6. 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 the commands you wish to add. The menu contains items for the most common commands. Saving as PDF Figure 6-1 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, simply click the File menu Save As change File Format to PDF Save button. Word 2016 for Mac for Legal Professionals Page 14

29 Figure 6-2 Problems With Word 2016's Default Formatting for Legal Users There two main issues that you'll need to address before you start working with Word 2016: Word 2016'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 auto-paragraph 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 2016's default style settings are also inappropriate for legal documents. Rather than provide you with styles for a block quote, our 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 2016 for Mac for Legal Professionals Page 15

30 Word s Default Template Normal.dotm Figure 6-3 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 2016, 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 2016, you are prompted to select a template whenever you open a new document (unless you fix this default setting by clicking Word menu Preferences General clear "Show Word Document Gallery when opening Word"). To open the "normal.dotm" template in Word 2016, 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". This template is usually located in: Word 2016 for Mac for Legal Professionals Page 16

31 /Users/username/Library/Group Containers/UBF8T346G9.Office/User Content/Templates/ 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 the menu item Format Font. This will make the Font dialog appear. 3. Make your adjustments to the font size and click the Default button at the bottom of the dialog. Figure 6-4 Word 2016 for Mac for Legal Professionals Page 17

32 4. In Word 2016, you'll see the following dialog/warning. Click Yes and you're done! Figure 6-5 Change Your Default Paragraph Formatting Simply follow these steps to fix them: 1. Click the menu item File Open 2. In /Users/username/Library/Group Containers/UBF8T346G9.Office/User Content/Templates/, double-click Normal.dotm. The Normal template opens. 3. Click the menu item Format Font This will make the Paragraph dialog appear. 4. 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 5. Save the Normal.dotm. Change Your Default Layout Formatting Simply follow these steps: 1. Open a blank document in Word 2. Click the menu item Format Document. This will make the Page Setup dialog appear. 3. Recommended changes to the Section dialog (Indents and Spacing tab): Margins tab: Most legal users prefer 1" margins on all sides 4. After making your page setup adjustments, click the Default button at the bottom of the dialog. Next, you'll see the following dialog/warning. Click Yes and you're done! Word 2016 for Mac for Legal Professionals Page 18

33 Figure 6-6 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 formatting 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). Customize the Status Bar 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 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 2016 for Mac for Legal Professionals Page 19

34 Turn On The Ruler Figure 6-7 As you ll see in later chapters, the ruler is extremely important in Word and unfortunately, it may be turned off in Word To turn it on, simply open a blank document, click the View menu 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 2016, click the Tools Customize Keyboard. 2. 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 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 OK button. Word 2016 for Mac for Legal Professionals Page 20

35 Figure 6-8 Word 2016 for Mac for Legal Professionals Page 21

36 Chapter 7. Significant New Features in Word 2016 Improved Paste Functionality 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 7-1). New Navigation Pane Figure 7-1 Under the View ribbon, you'll find a check-box for Navigation Pane. Providing you used Styles appropriately, it provides you a click-able Table of Contents (see Figure 7-2). Simple Markup Figure 7-2 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 In Word 2016, you can now reply to comments made by other people. Resume Reading When you open a Word document that you previously opened, Word 2016 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 Word 2016 for Mac for Legal Professionals Page 22

37 that you closed the document. This is particularly helpful if you are in the middle of editing a large document. Design Ribbon There is a new ribbon available in Word 2016: 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 Changes In Word 2016, 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. Word 2016 for Mac for Legal Professionals Page 23

38 Chapter 8. Default Setting Changes for Word 2016 for Mac In General The default setting options for Word 2016 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 8-1 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 2016 to launch directly to a blank document when you run it, then you definitely want to clear this box. 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. Word 2016 for Mac for Legal Professionals Page 24

39 Office Theme. This selection lets you choose between having the window title bar appear in an app-specific color (blue for Word) versus a neutral gray color. This change if Office-wide, meaning it will also effect Excel, PowerPoint, etc. Preferences View Figure 8-2 Check Highlight, Bookmarks, Comments on rollover, and Drawings. 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. Checking Comments on rollover displays document comments when you hover your mouse over a commented passage. Checking Drawings makes sure any freeform drawings appear in your document (unlikely for legal writing, but on by default). Change the Field shading setting 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. Word 2016 for Mac for Legal Professionals Page 25

40 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. Set the Style area width to 1. If you use the Draft view mode, you might want to see whaty styles are attached to various paragraphs. Setting this display preference to 1 allows this. Vertical Ruler. The vertical ruler is displayed along the left margin. White Space Between Pages. If you like to see a bit of space between each page of text in Print Layout view, check this box. 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. Preferences Edit Figure 8-3 Uncheck "Include paragraph mark when selecting paragraphs. Word 2016 for Mac for Legal Professionals Page 26

41 Preferences Spelling & Grammar Figure 8-4 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. Uncheck/Check "Check grammar with spelling". Unchecking this options will speed up a spell check, if you are not concerned about checking grammar. Word 2016 for Mac for Legal Professionals Page 27

42 Preferences AutoCorrect Figure 8-5 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. Word 2016 for Mac for Legal Professionals Page 28

43 Figure 8-6 Uncheck everything except Ordinals and Fractions. 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 2016 for Mac for Legal Professionals Page 29

44 Preferences Save Figure 8-7 Save Preview Picture of New Documents. This should be checked by default. It creates a preview picture of your document for use by the Finder. AutoRecover Information: 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 200, 2010, and 2016 for Windows, and Word 2008, 2016, and 2016 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. Preferences Print Figure 8-8 Word 2016 for Mac for Legal Professionals Page 30

45 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. Preferences Track Changes Figure 8-9 The only thing to potentially change here is if you would prefer all Insertions to be one color (i.e. blue) and all Deletions to be another (i.e. red). By default, all actions taken by each editor is in a single color. Word 2016 for Mac for Legal Professionals Page 31

46 Preferences User Information Figure 8-10 Personalization. Make sure your name and initials are in the appropriate boxes. Word uses that information for tracking changes and other document edits. Word 2016 for Mac for Legal Professionals Page 32

47 Preferences Security & Privacy Figure 8-11 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. Document-Specific Settings. This feature will warn you if you are printing, saving, closing, or ing (from within Word) a document that has unaccepted/unrejected tracked changes or comments. It is the poor man s version of Word for Windows document inspector feature. It is not as powerful, but is a good first step. Privacy. If you want Microsoft to collect data on how you use Word, check the box. If you want to read Microsoft s privacy statement, click here. Online Services. Check this box if you want Word to be able to open and edit OpenDocument Format files. You are most likely to encounter these file types if a colleague uses OpenOffice, NeoOffice, or LibraOffice - open source word processing programs. Word 2016 for Mac for Legal Professionals Page 33

48 Preferences File Locations Figure 8-12 If you wish, you can change the default locations where Word looks for your documents, templates, etc. 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 2016 for Mac for Legal Professionals Page 34

49 Chapter 9. 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 on the Help menu and then type your search in the search box. Alternatively, you can go to Help Word Help to browse Word s help file, including online resources (by searching the in box in the top right of the help window. 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 (jschoenberger@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 2016 for Mac for Legal Professionals Page 35

50 Figure 9-1 Figure 9-2 Word 2016 for Mac for Legal Professionals Page 36

51 Chapter 10. Word Basics File Operations Create a New Document In Word 2016, you will be prompted to a create a new file based on a choice of template. Alternately, if you wish to create a new blank document: Cmd + N or Click the File New Document or Click in the Quick Access Toolbar. If this icon is not displayed in your QAT, click on the drop-down arrow ( Save a File ), and select New to display the icon. To save a document in permanent storage, a document must be saved as a file on a disk or hard drive. There are three ways to save a document: Cmd + S or File Save or Click the button on the Quick Access Toolbar Using Save As Use the Save As command from the File Menu 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) save as a document template, an older format document (.doc), or some other format (RTF, for example). To use Save As, simply click File Save As. Closing a Document To Close a document: Click the button on the top left corner of the document window. A fun little sidenote: If the red circle has a black dot in it ( changes in it. or File Close ), that means your Word document has unsaved If there were changes made since the last save, Word will ask you if you want to save the changes. Word 2016 for Mac for Legal Professionals Page 37

52 Opening a Document To Open a saved document: Cmd+O or File Open 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 the Finder, but we recommend learning how to do it in Word. To create a new folder inside of Word, you must be in the Save or Save As dialogs. Once one of those dialogs is open, you can create new folders by doing the following: Click the New Folder button Figure 10-1 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 Cmd 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 you clicked will be selected. 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 menu. Word 2016 for Mac for Legal Professionals Page 38

53 Figure 10-2 Alternatively, you can also access the views on the View ribbon: Figure 10-3 Note, you can also change screen views by clicking the buttons in the bottom, right corner of the Word screen: 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. 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 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. 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 menu and select Zoom. or Use the slider at the bottom, right corner of Word 2016's screen: or Access view controls from the View ribbon Word 2016 for Mac for Legal Professionals Page 39

54 Figure 10-4 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. Figure 10-5 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. Mac OS X 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 Matrox DualHead2Go Digital ME allows a single video output to be split into two such as the for $220 (mnfg. part # D2G-DP2D-MIF). Word 2016 for Mac for Legal Professionals Page 40

55 Figure 10-6 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 Split button. Now a gray bar will appear roughly in the middle of your document. Wherever it is when you left-click, it will split your document at that point. 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 Remove Split button. Note: The Split button will be grayed out if the left-hand Pane is open (i.e. for navigation, searching, etc.). Word 2016 for Mac for Legal Professionals Page 41

56 Figure 10-7 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 click the View ribbon New Window button (this opens the same document in a second window). Print and Print Preview Print Entire Document File Print or Click the Printer button on the Quick Access Toolbar ( ) or Cmd+P (this always gives you the print dialog) Word 2016 for Mac for Legal Professionals Page 42

57 Changing Print Options Figure 10-8 Printer: Just select a different printer adjacent to the Name box. Print Less Than Entire Document: To print part of a document, hit Cmd+P, then select either Current page, Selection (if you selected text prior to hitting Cmd+P), or enter specific Pages. Number of Copies: Just designate the number you'd like. Print Preview To see what a document will look like before you print, there is a live preview window in the left side of the screen. Word 2016 for Mac for Legal Professionals Page 43

58 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. File menu Open (Cmd + 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 Repair. Figure 10-9 Word 2016 for Mac for Legal Professionals Page 44

59 Chapter 11. Tools for Document Editing 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 Opt+Left Arrow... One word to the left Opt+Right Arrow... One word to the right Opt+Up Arrow... One paragraph up Opt+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 Page Up... Up one screen (scrolling) Page Down... Down one screen (scrolling) Cmd+Page Down... To the top of the next page Cmd+Page Up... To the top of the previous page Cmd+End... To the end of a document Cmd+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 Opt+Cmd+G... Go to a specific page number Cmd+`... Toggle between open documents Undo and Redo Shortcut Keys Cmd + Z... Undo an action Cmd + 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. Word 2016 for Mac for Legal Professionals Page 45

60 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 in blue. 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 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. 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... Cmd + 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... Cmd + 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... Opt+Shift+ or Opt+Shift+ Select the rest of the document... Cmd+Shift+End Select a word... F8 twice Select a sentence... F8 three times Select a paragraph... F8 four times Select the entire document... Cmd + A or F8 five times Legal Tip - Selecting Non-Linear Blocks of Text Hold down the Cmd key on your keyboard while selecting with the mouse and you can select non-linear sections of text. Word 2016 for Mac for Legal Professionals Page 46

61 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 Cmd 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 Cmd key. Delete Text Select the desired text; and hit the Delete key on your keyboard, OR click Edit Clear. Shortcut Keys Delete... Deletes text the right of the cursor Cmd+ Delete... Deletes the word to the right of the cursor Backspace... Deletes text to the left of the cursor Cmd + 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 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 Edit menu Copy, OR click the Copy button on the Home ribbon ( ), OR Cmd + C. 3. Place your cursor where you want to place the copied text and hit the Paste button on the Home ribbon, or hit Cmd + V. To Move (Cut and Paste): 1. Select the text you want to copy. 2. Click the Cut button on the Home ribbon (or hit Cmd + X). 3. Place your cursor where you want to place the copied text and click the Paste button on the Home ribbon, or hit Cmd + V. Word 2016 for Mac for Legal Professionals Page 47

62 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 Button Options The Paste Options button appears just below your pasted selection after you paste text. Figure 11-1 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). Figure 11-2 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 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 into which you want to past the text; 3. In Word 2016, click the Home ribbon arrow on the right-hand side of the 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. Legal Tip - Using Go To for Quick Navigation Need to quickly jump to page 72 of a163 page document? You can use the Go To command (Cmd + Opt + G or click Go To under the Edit Find menu) to jump to a particular page, section, line, bookmark, comment, footnote, endnote, field, table, graphic, equation, object or heading. Word 2016 for Mac for Legal Professionals Page 48

63 Figure 11-3 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 2016 for Mac for Legal Professionals Page 49

64 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. On the Insert menu, click Bookmark. 3. Under Bookmark name, type or select a name. 4. Click Add. Alternatively, follow these steps: 1. Click on the Insert ribbon then the Bookmark button ( ) 2. Under Bookmark name, type or select a name. 3. Click Add. NOTE: Bookmark names must begin with a letter (although they can contain numbers) and they cannot contain spaces (underscores are OK). Shortcut Key: Cmd + Shift + F5 How to "Jump" to a Bookmark There are two ways to jump to a bookmark: 1. Insert menu Bookmark button 2. Click on the Insert ribbon then the Bookmark button ( ) 3. Cmd + Opt + G select Bookmark select the appropriate name under Enter bookmark name click the 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 (Cmd + F or click Find under the Edit menu). 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. Following either of these steps will take you to the search box that is always available in the top right of the Word window ( ). To do a more advanced search, with wildcards and logic, go to the Edit menu Find Advanced Find and Replace. Word 2016 for Mac for Legal Professionals Page 50

65 Figure 11-4 NOTE: As a general rule, if you ever see a MORE (the little carrot) 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 Highlight... button shown above in Figure 11-4 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, click the Format button, choose Font and click Italic under Font style, then click 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 2016 for Mac for Legal Professionals Page 51

66 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 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, either press Cmd + Shift + H or choose Replace from the Edit Find Replace on the menu. 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. Word 2016 for Mac for Legal Professionals Page 52

67 Chapter 12. Proofing Your Work Word has a built in spell checker, thesaurus & grammar checker. By default, the spell checker and grammar checker works 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 squiggly underlining does not print. Customizing Spell and Grammar Check Spell Check To customize your spell and grammar check settings, go to Word menu Preferences Spelling & Grammar. Figure 12-1 Under Spelling, we recommend the settings shown 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. To run a spell check, either 1) Click Tools Spelling & Grammar on the menu OR 2) press the Opt + Cmd + L. Word 2016 for Mac for Legal Professionals Page 53

68 Editing the Dictionary Figure 12-2 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 Word Preferences Spelling & Grammar Dictionaries button and you'll see the following: Word 2016 for Mac for Legal Professionals Page 54

69 Figure 12-3 Click the Edit button, the OK, and Word will open up a document containing your custom dictionary. You can tell this by looking at the top of the document window. It should look like this: Figure 12-4 Locate the word you would like to remove, click on it and delete it. Note that you can also add words to Word's dictionary in this manner. Save the document and you are finished. Note: When you open the custom dictionary to edit, Word automatically turns off the Check spelling as you type functionality. When you close the custom dictionary, reenable this feature per Figure 12-1 above. Useful Reference Web Sites Merriam Webster Online - free dictionary and thesaurus plus audible pronunciations. as of this writing, it searches 1,009 dictionaries simultaneously - it finds everything - you can also look up concepts (you describe the concept and it finds the appropriate word for it). an amazing free and searchable collection of reference books, verse, fiction and non fiction. You won't believe what all they've compiled there. Word 2016 for Mac for Legal Professionals Page 55

70 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. In Word 2016, click Word Preferences AutoCorrect 2. Alternatively, click Tools AutoCorrect 3. The following dialog will appear. Word 2016 for Mac for Legal Professionals Page 56

71 Figure In the Replace box, type the word as you commonly misspell it. In the With box, type the correct spelling of the word. 5. Click Add and then hit OK. 6. Test it by typing the keys, 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 Word 2016 for Mac for Legal Professionals Page 57

72 "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 "/acg" with ", LLC". AutoCorrect Smart Tags Figure 12-6 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 "/acg" which converts into "Affinity Consulting Group, LLC". The thin rectangle under the word "Affinity," below, is the AutoCorrect Options button. Figure 12-7 If you hover over the rectangle above, it changes into a button and presents you with the following options: Figure 12-8 As you can see, the option to undo the auto-correction is included. Adding AutoCorrect Entries while Spell Checking During a spell check, 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 & Grammar dialog. Word 2016 for Mac for Legal Professionals Page 58

73 Grammar Checker Figure 12-9 To run a manual Grammar Check, follow these steps: 1. Go to the beginning of the document. 2. Hit Opt + Cmd + L or select Tools Spelling & Grammar from the menu bar. 3. A Grammar dialog box will appear (see below example). 4. The possible error will be identified above the first box. 5. Highlight the suggestion correction and click Change, or click Ignore if you want to leave the text as is. Thesaurus To find a synonym for a word: 1. Select the target word or simply put the cursor in the target word 2. Either 1) go to Tools Thesaurus OR 2) press Ctrl + Cmd + Opt + R. 3. Right-click the desired choice, and click Insert. 4. Word will automatically replace the word in the document. Word 2016 for Mac for Legal Professionals Page 59

74 Figure Word 2016 for Mac for Legal Professionals Page 60

75 Chapter 13. Word Formatting Principles 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 launcher in the Font group on the Home ribbon. 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. 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 located. To apply paragraph formatting simultaneously to multiple paragraphs, select, at least, a Word 2016 for Mac for Legal Professionals Page 61

76 part of each paragraph, then apply the formatting. Most paragraph formatting options can be found by clicking the launcher in the Paragraph Group on the Home ribbon. 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 Show/Hide button on the Home ribbon or if you switch to the Draft document view on the View menu (or View ribbon Draft). 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 button on the Layout ribbon Breaks button. Under the Section Breaks, you can choose from Next Page, Continuous, Even Page or Odd Page section breaks (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 View Reveal Formatting, then click on the text. This will open a floating window on your screen. As you will see, it breaks down the formatting into Font and Paragraph, explains what is being applied and allows you to make adjustments. Format Painter If you find text formatted the way you like in a document, you can easily replicate it elsewhere using the Home ribbon 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 (don't select anything). 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. Word 2016 for Mac for Legal Professionals Page 62

77 Figure Click the Home ribbon 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 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 Clear Formatting button. Select the text click Home ribbon Styles Pane button Clear All in the Style dialog. Word 2016 for Mac for Legal Professionals Page 63

78 Figure 13-3 Word 2016 for Mac for Legal Professionals Page 64

79 Chapter 14. 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 Font group on the Home ribbon. Figure 14-1 Formatting Specific Characters If you want to change the font formatting for specific characters in a document, simply select the characters by any method click the launcher in the Font group on the Home ribbon 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 menu Advanced Symbol. Click the font and symbol you want and drag the symbol you want into your document. Alternatively, you can reach the same point by clicking on the Insert ribbon Advanced Symbol. 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.... Opt + G... Opt + R... Opt Opt + ;... Opt+Shift+8 ²... Cmd + Shift + = (then type 2)... Opt Opt + 7 Word 2016 for Mac for Legal Professionals Page 65

80 Assign Your Own Shortcut Keys to Symbols To create easier shortcut keys to these symbols, or others: 1. Click Insert ribbon Advanced Symbol 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 Keyboard 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. 6. Click Assign to cement the keystroke assignment. 7. Click OK to close the dialog. 8. Close the Symbol dialog by clicking the Insert button. 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? Select the text you want to change and go to the Format menu and down to Change Case. Pick your case option and click OK. Try the speed keys Cmd + Shift + > (to increase font size) and Cmd + Shift + < (to decrease font size). You can also click the Change Case button in the Font Group of the Home ribbon - Stretch Your Text for Titles If you would like to increase or decrease the spacing between letters, as in the title of a document of pleading, Word makes it easy. Simply select the text you would like to contract or expand, click Format Font or hit Cmd + D. Click the Advanced tab choose Expanded and increase the point size to your liking. The following screenshot settings produce the text below: Figure 14-2 M O T I O N F O R S U M M A R Y J U D G M E N T Word 2016 for Mac for Legal Professionals Page 66

81 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 Format Font or hit Cmd + D 3. Click the Font tab check the Hidden box click OK 4. To view hidden text on your screen, either: Word Preferences View check Hidden text Figure 14-3 Click the Show/Hide button in the Home ribbon - 5. The text will now appear on the screen, but will not print, and will not affect other formatting in your document. 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. Word 2016 for Mac for Legal Professionals Page 67

82 Highlighting Text Using the Highlighter Button 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 the highlighter button on the Home ribbon Font group. You can change colors by clicking the drop down arrow to the right of the button: Figure 14-4 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 None. Highlighting Text Using Shading The problem with the highlighter button is that it offers only 15 colors. Further, we have received complaints from clients that some color printers don t render the highlighter button colors accurately. Another way to highlight text and gain access to unlimited colors is to use the borders button. To highlight text in this manner, first select the text you want to highlight click the down arrow on the Borders button in the Paragraph group of the Home ribbon ( ) choose Borders and Shading at the bottom of the dropdown click the Shading tab at the top click the dropdown arrow adjacent to Fill and choose a color (see Figure 14-5 below) click OK. Word 2016 for Mac for Legal Professionals Page 68

83 Changing the Color of Text Figure 14-5 You can change the color of the text itself by either clicking on Font Color button Home ribbon, or opening the Font dialog and changing Font color. Text Effects on the These can be accessed by clicking Format Font or hitting Cmd + D. Then click the Text Effects button. From the subsequent dialog box, you can reflections, shadows, 3-D effects, etc. to your text. You can also access them from the Text Effects button ( )on the Home ribbon. 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 Advanced Symbol Special Characters tab Nonbreaking Space Insert (Opt + Spacebar). You can tell whether it worked by clicking 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 Advanced Symbol Special Characters tab Nonbreaking Hyphen Insert (Opt + Shift + -). Word 2016 for Mac for Legal Professionals Page 69

84 Chapter 15. Paragraph Formatting - Fundamentals Paragraph Group of the Home Ribbon Many common paragraph formatting attributes can be controlled easily from the Paragraph group on the Home ribbon. Figure 15-1 What Happens when Paragraph Marks Are Deleted 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. If you delete a paragraph mark while editing a document, the paragraph formatting from the paragraph above (the one you deleted the paragraph mark for) will apply itself to the one below. This is a little counter-intuitive which is why I point it out. 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. Cmd + L Cmd + R Cmd + E Left Alignment Right Alignment Center Alignment Line Spacing Cmd + J To change the line spacing: Full Justification Highlight the desired text, if already typed. Single space = Cmd + 1; Double space = Cmd + 2; One and a half space = Cmd + 5 or Click the Format Paragraph (or Cmd + Opt + M) and click on the Indents and Spacing tab. In the Line spacing drop down, select the desired option. or Use the line spacing button in the Paragraph group on the Home ribbon. Word 2016 for Mac for Legal Professionals Page 70

85 Automatic Spacing Between Paragraphs Rule: Never Create Vertical Spacing Between Paragraphs with Hard Returns 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, creates a lot of unnecessary paragraph marks in your document and creates the possibility that you'll end up with too much or not enough spacing between your paragraphs. A better solution is to let Word control spacing not only within but, also between paragraphs using the Format Paragraph (or Cmd + Opt + M), and click on the 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. Click the Format Paragraph (or Cmd + Opt + M) and click on the Indents and Spacing tab. and 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 15-2 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 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 Word 2016 for Mac for Legal Professionals Page 71

86 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 click the Format Paragraph (or Cmd + Opt + M) and 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. Figure 15-4 Word 2016 for Mac for Legal Professionals Page 72

87 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 Format Paragraph (or Cmd + Opt + M) and click on the Line and Page Breaks tab. 3. Check the Keep lines together box. Leave the Orphan/Widow box selected. 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. Word 2016 for Mac for Legal Professionals Page 73

88 Figure 15-6 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 Format Paragraph (or Cmd + Opt + M) and click on the, click the Line and Page Breaks tab and click the 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 group check the Ruler box. Left tab: Text entered after this tab is left-aligned. Center tab: Text entered after this tab is centered. Word 2016 for Mac for Legal Professionals Page 74

89 Right tab: Text entered after this tab is right-aligned. 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 Custom Tab Stops Using Tab Selector Box 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 Selector 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. If you can't see the Tab Selector Box on your screen, you need to turn on the Ruler first. Click the View ribbon check the box adjacent to Ruler in the Show group. 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 15-7 As you can see from Figure 15-7, 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. Set Custom Tab Stops Using Tabs Dialog Right click the line of text where you want to add a tab choose Paragraph from the dialog that appears click the Tabs button. Now enter your tab settings into the dialog and click the Set button after you enter each one. When you're done, just click OK. Word 2016 for Mac for Legal Professionals Page 75

90 Figure 15-8 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 (Cmd + A). 2. Click Format Paragraph (or Cmd + Opt + M) and click on the Line and Page Breaks tab, and click the Tabs 3. Click the Clear All button. If you want to clear all of the tabs from this point forward, highligh the remainder of the document, then hit the Clear All Formatting button ( Tab Leaders )on the Home ribbon. Tab Leaders fill the empty space before tab stops with dots, dashes or underscores. For an example, follow these steps: 1. Click Format Paragraph (or Cmd + Opt + M) and click on the Line and Page Breaks tab, and click the Tabs button in the dialog. Add a RIGHT tab at 6" and click the #2 dot leader. Word 2016 for Mac for Legal Professionals Page 76

91 Figure Now type "Chapter 1", hit a 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. Signature Lines Rule: It's Incorrect To Create Signature Lines With Underscores or Tables Thanks to proportional font spacing, it's nearly impossible to get lines made with underscores the same length as any other line. Further, when you print them, you can often see the little notches between the characters; and you cannot type on them. Tables are the #1 cause of corrupted Word documents and are frankly unnecessary for signature lines. Instead, you should use tab stops to create signature lines in your documents. How To Create Signature Lines With Tabs 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 (Layout ribbon Margins). 2. Click Format Paragraph (or Cmd + Opt + M) and click on the Line and Page Breaks tab, and click the Tabs at the bottom 3. Set a left tab stop at 3 inches, 3.5 inches, and 6.5 inches with NO leader. Word 2016 for Mac for Legal Professionals Page 77

92 4. Click OK. 5. Now turn on Underline (Cmd + U), hit a tab key; hit Cmd + U to turn off Underline and hit another tab key; hit Cmd + U again to turn on Underline 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 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 case-law summaries. Right Indent 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 View Ruler. 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 2016 for Mac for Legal Professionals Page 78

93 First line indent Hanging indent Right indent Left indent Figure To indent using the ruler, follow these steps: 1. Click anywhere inside the paragraph or highlight all 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 Selector 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. Figure Indent Using Keystrokes Click anywhere inside the paragraph or highlight all the desired paragraph(s). Cmd + T... Hang the indent to next tab position Cmd + Shift + T... Un-hang the indent to the previous tab Ctrl + Shift + M... Shift the left indent to the next tab Cmd + 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 Format Paragraph (or Cmd + Opt + M). 3. Select Indents and Spacing tab. 4. 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 no indent. Word 2016 for Mac for Legal Professionals Page 79

94 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. Go to the Design ribbon, click on the Page Borders icon, and then click on the Borders tab. 3. Choose the appropriate Setting, Color and Width and click OK. Word 2016 for Mac for Legal Professionals Page 80

95 Shading inside a Border Figure 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. Go to the Design ribbon, click on the Page Borders icon, and then click on the Shading tab. Word 2016 for Mac for Legal Professionals Page 81

96 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 2016 for Mac for Legal Professionals Page 82

97 Chapter 16. 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 19 - Styles - The Basics on page 110 and Chapter 20 - on page 125 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 2016 for Mac for Legal Professionals Page 83

98 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. Click OK and the bullet will be inserted into your document. 4. Type some text after your bullet and hit Enter. 5. The bullet style carries down the page with each hard return. 6. If you want extra lines between each bulleted paragraph, use paragraph spacing (see Automatic Spacing Between Paragraphs on page 71 above. 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 button again; or Hit Enter twice at the end of a bulleted list; or Hit the Backspace key; or Hit Cmd+Shift+N (which applies the default style called normal). Bullet List Styles As will be discussed in greater detail in Chapter 19 (page 110), styles are groups of formatting attributes that can be saved, named and then re-applied at any time thereafter. Word 2016 includes four pre-defined Bullet List Styles which can be easily applied and/or modified. In order to see the pre-defined bullet styles and apply them: 1. Click the Styles Pane button ( ). Where it says List, select styles to show as All Styles. 2. Scroll down and you'll see the following styles to choose from: Word 2016 for Mac for Legal Professionals Page 84

99 3. 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, singlelevel paragraph numbering can t help you and you ll have to start over with a Multilevel paragraph list. 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 87 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 Number Format ). Word 2016 for Mac for Legal Professionals Page 85

100 Figure Type some text after your number and hit Enter. 3. The number style carries down the page with each hard return. 4. If you want extra lines between each bulleted paragraph, use paragraph spacing (see Automatic Spacing Between Paragraphs on page 71 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 button will continue your numbering from the previous list. If you would like the new list to start numbering over again, you can right-click on the first line of the new list and choose Restart Numbering 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: 1. Place your cursor in the paragraph 2. In the main menu bar, select Format Bullets and Numbering and choose a bullet type. (If you don't see the bullet you need, click on a bullet type you won't be using.) 3. Click on Customize 4. Change the indents based on the illustration to the right Word 2016 for Mac for Legal Professionals Page 86

101 5. Change the bullet, type if needed (to do this, choose one from the predefined list shown or use the three buttons Font, Bullet, Picture) 6. Click on OK 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. Figure 16-3 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; Word 2016 for Mac for Legal Professionals Page 87

102 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 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 down arrow adjacent to the Multilevel List button (Home ribbon, Paragraph group). 2. Choose Define New Multilevel List (not Define New List Style) at the bottom of the drop down menu. Word 2016 for Mac for Legal Professionals Page 88

103 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 9 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 Number Format box. Instead, you use the code for the paragraph number which will be inserted when you choose something from the drop down below Number style for this level. 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. Word 2016 for Mac for Legal Professionals Page 89

104 Figure 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: Word 2016 for Mac for Legal Professionals Page 90

105 You can promote or demote a paragraph by clicking the 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, right-click and choose Paragraph. Add a 12 pt After and uncheck Don t add space between paragraphs of the same style. Then click OK. Figure 16-7 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. 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, rightclick 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.). Click any paragraph in the numbered list, choose Format Bullets and Numbering, select your list, and click Customize. As you ll see the entire list will change (above and below the paragraph that you right-clicked in the first place. Turn Numbering Off There are two ways to do this: Word 2016 for Mac for Legal Professionals Page 91

106 Hit the Backspace key twice; or Click the Multilevel List button once Word 2016 for Mac for Legal Professionals Page 92

107 Chapter 17. 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 (Cmd + 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 Layout ribbon, then click on Break. The following will appear: Section Breaks In General Figure 17-1 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 Word 2016 for Mac for Legal Professionals Page 93

108 click the Show/Hide button on the Home ribbon. 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 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 Break in the Page Setup group of the Layout ribbon 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 Setup group in the Layout ribbon controls paper size and orientation. 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 Margins button in the Page Setup group on the Layout ribbon You can also set the margins directly in the Layout Ribbon 2. Either select the desired margin, or click Custom Margins. Word 2016 for Mac for Legal Professionals Page 94

109 Figure If you want these margins to be set as the default for all your future documents (generated from the normal.dot template), click the Default button in the lower left corner of the dialog box. or 4. Click OK. 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 Margins button in the Page Setup group on the Layout ribbon. 3. Click on Custom Margins. 4. Change the top margin to 2" and click OK. Word 2016 for Mac for Legal Professionals Page 95

110 5. Now click Break Continuous from the Layout ribbon right where your cursor is at the top of the document. This creates a 1 line section at the top of the document 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 Format Document and change the top margin for Section 2 back to 1" and make sure the Apply to drop down is on This Section. 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 17-3 Orientation If you want to change the orientation of your document, click Layout, then Orientation, then Portrait or Landscape. Pages You have the following options for your pages in the Layout ribbon Page Setup group Margins button: Word 2016 for Mac for Legal Professionals Page 96

111 Normal: the standard for most legal documents. Narrow:.5 all around. Moderate: 1 at the top and bottom;.75 on the sides. Wide: 1 at the top and bottom; 2 on the sides. Mirror Margins: creates mirror margins on the left and right pages. Used for printing double-sided documents like books or magazines. Change Paper Size Click Format Document, then Page Setup. This dialog lets you manage the paper size and set up custom sizes. Headers and Footers Figure 17-4 The Layout tab of the Document dialog (Format menu Document) contains options for controlling headers and footers. These options will be discussed in greater detail later in this section. Vertical Alignment You can now control how text is vertically aligned on a page by clicking the Vertical alignment drop down box on the Layout tab of the Document dialog and choosing top, center, justified or bottom. Line Numbering To insert line numbering, click the Layout tab on the Document dialog and then click the Line Numbers button. Word 2016 for Mac for Legal Professionals Page 97

112 Borders Figure 17-5 The Borders and Shading dialog can also be accessed from within the Format menu Borders and Shading, or by clicking the down arrow to the right of the Borders button ( ) on the Home ribbon, then Borders & Shading. Legal Tip - Printing Specific Sections and Pages If you want to print the entirety of section 3 of a document (for example), press Cmd+P enter the section like this: S3 Figure 17-6 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 2016 for Mac for Legal Professionals Page 98

113 Figure 17-7 Word 2016 for Mac for Legal Professionals Page 99

114 Chapter 18. 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, click Footer Edit Footer. The Header/Footer ribbon will appear and the header and footer spaces will be outlined with dashed lines. 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 Page Numbers button in the Header & Footer group on the Insert ribbon. The second method is to insert it directly into the header or footer. Problem With Page Number Button If you click the Page Number button Page Number and choose a format, you ll find that doing so will delete anything you had previously typed in the footer or header 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, 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. Page Numbers Manually Inserted into a Header or Footer 1. Click the Insert Header or Footer Edit Header or Footer. 2. Put your cursor where you d like the page number in the header/footer click on the Page Number button. 3. Click the Close button to close the Header/Footer Toolbar. Word 2016 for Mac for Legal Professionals Page 100

115 Or 1. Click the Insert Header or Footer Edit Header or Footer. 2. Put your cursor where you d like the page number in the header/footer click on the Insert ribbon Field choose the category of Numbering, then choose Page from the Field list. We recommend the second method because it creates a number that you can directly format and adjust like normal text rather than putting a number inside a text box, which is much harder to manipulate. 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 When you're viewing the headers and footers, click the Insert menu, select Field and choose NumPages. Alternatively, you can click on the Insert ribbon Field choose the category of Document Information, then choose NumPages from the Field list. 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 18-2 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 Insert Header or Footer Edit Footer Click in the Footer and hit Cmd+E to center your cursor in the footer - now your cursor is in position. 3. While in the Footer, click on the Insert ribbon Field, and choose the category of Numbering, and the Field of Page. Word 2016 for Mac for Legal Professionals Page 101

116 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 ribbon mentioned previously, then check the box "Different First Page". Figure The foregoing step will remove the page number from page 1 but leave it on all subsequent pages. 6. Click the Close Header and Footer button on the Header and Footer ribbon 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 Format Document click the Layout tab check the Different first page check box. Word 2016 for Mac for Legal Professionals Page 102

117 Figure 18-4 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: Layout ribbon Page Setup group Breaks button select the type of break you would like to insert. For more information, see Chapter 17.) 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 18-5 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. Word 2016 for Mac for Legal Professionals Page 103

118 Therefore, you'll almost always want to turn this evil feature off. You turn it off by clicking (turning off) the "Link to Previous" button on the Header & Footer Tools ribbon. Example Figure 18-6 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 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 18-7 Word 2016 for Mac for Legal Professionals Page 104

119 2. 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 Layout ribbon Break 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 Cmd + Home), then click the Insert menu Header or Footer button then click in the 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 Document Elements ribbon. 7. To switch the number from Arabic to small Roman Numerals (i, ii, iii...), click the Format button on the Page Numbers dialog. You can switch to small Roman Numerals with the drop down menu adjacent to Number format. Figure 18-8 Word 2016 for Mac for Legal Professionals Page 105

120 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 check the "Different First Page" button. 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 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 in the page number itself, then the Insert menu Page Numbers button click Format click Start at, then OK. Word 2016 for Mac for Legal Professionals Page 106

121 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, Insert ribbon Field, and choose the category of Numbering, and the Field of SectionPages OK: Figure Click the Close Header and Footer button on the Header & Footer Tools ribbon and you're done!! Insert the Total Number of Pages in a Particular Section of the Document However, if you're in the second section of the document and you want the page numbers to read Page 1 of 5, Page 2 of 5, etc., then you'll need this trick: 1. Position your cursor where you would like to insert the total number of pages in a particular section. Word 2016 for Mac for Legal Professionals Page 107

122 2. Click the Insert ribbon Field, and choose the category of Numbering. 3. Under Field names, choose SectionPages 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. Click the Insert ribbon Field, and choose the category of Document Information, the select the field FileName. In the dialog that pops up, select Options, then Field Specific Switches. Add "\p" after FILENAME if you want the the path included. Click OK. Word 2016 for Mac for Legal Professionals Page 108

123 Figure Add Filename and Path to Last Page Footer (Automatically) Insert the following field into the footer of a document. Use Cmd + 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 2016 for Mac for Legal Professionals Page 109

124 Chapter 19. 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. In Word 2016, you can view styles by clicking the Styles Pane button in the Home ribbon. Figure 19-1 A subset of all of the styles available are also visible in the Styles gallery on the Home ribbon. A useful way to think of styles is like a car radio pre-set button. Every time you push the button, you're back on the exact station you programmed the button for. Word Uses Styles Whether You Want Them or Not As more fully described below, Word applies a style to all text in every document. You cannot turn this feature off. Therefore, the text in the body of every document typically has the Normal style applied to it because Word applies the Normal style automatically. The only way some other style would be applied is if the user overtly applies something else or copies text from another document which had a different style applied. Two Formatting Approaches in Word Direct Formatting (Wrong Way) If you want a heading to be bold, underlined, Arial 14 point and centered, one way of achieving that by selecting the text and manually applying those formatting attributes by using buttons and/or shortcut keys (like Cmd+B for bold). Selecting text and manually applying formatting is known as Direct Formatting. It is time-consuming, usually annoying, and it's difficult to ensure consistency throughout your document. In spite of this not being the correct way to format a document in Word, the vast majority of Word users employ only direct formatting. That is generally because nothing about Word tells you that using styles is a superior method, nor that styles even exist or what they do. Formatting With Styles (Right Way) An alternative and much better way of formatting the heading to be bold, underlined, Arial 14 point and centered is to use a Style to do it. I could modify the style called Heading 1 to match these formatting attributes. When I apply Heading 1 to the text, it will automatically convert it from whatever it was before to my new style definition. Using styles is much faster and ensures consistency throughout your document. Word 2016 for Mac for Legal Professionals Page 110

125 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 2016 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 Chapter 27. 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. Click into a paragraph and apply the paragraph style to the entire paragraph. Character Character styles apply formatting to individual characters only. Click anywhere in a word (or select text) and apply the style to the word(s) you selected. Word 2016 for Mac for Legal Professionals Page 111

126 Table List Applies border, shading, alignment and character formats to tables. Applies outline number and bullet formats to lists. All-Important Rules of Styles It's critical that you keep the following rules in mind. Every Instance of Unique Formatting Requires a Different Style As previously mentioned, when you just type in a document, Word automatically applies the Normal style to the text. However, in order to properly use styles, you need to apply a different style to each type of unique formatting within the document. For example, in Error! Reference s ource not found. below, there are 4 levels of outline numbered paragraphs. Each one is a unique type of formatting and requires a different style. The proper way to format such a document would be to apply the style called Heading 1 to the Articles, Heading 2 to the 2 nd level of the outline, Heading 3 to the 3 rd level and Heading 4 to the 4 th level. Of course, if these Heading styles do not currently format the text the way I see it, I will have to alter their settings so they match the formatting I'm trying to achieve (which you would do by simply right-clicking the style name in the style pane or style gallery and choosing "modify" from the menu that appears. Word 2016 for Mac for Legal Professionals Page 112

127 Figure 19-2 Therefore, if properly constructed, the paragraphs would have the following headings applied (see labels to the left): Figure 19-3 Word 2016 for Mac for Legal Professionals Page 113

128 Word Uses Styles Without Your Knowledge or Consent When you type text into a document, Word automatically applies a specific style depending upon where your cursor is and what you're doing. For example, if you're in a header, Word automatically applies a style called Header. The mere act of typing in a header box causes this to happen. There is No Off Button I've heard many people tell me that they don't use styles in Word. That's impossible because you can't turn styles off and as described in the previous rule, Word applies them automatically. It's impossible to have text in a Word document (any version) to which a style is not applied. If You Don't Control Styles, They Control You This is about as blunt as I can get. Styles will always win the formatting battle. All of the direct formatting in the world isn't going to change that. So you're infinitely better off learning how to control styles so you aren't constantly struggling against them. They are completely controllable (as is Word in general), once you've mastered them. Every Document Has 247 Styles Built In When you create a new document in Word, there are 247 styles already in the document although only a small subset might actually be used. We refer these built-in styles as "System" styles. To see all of these styles, you can either: Open the styles pane click the List dropdown menu and choose All Styles. All available styles will now appear in the styles pane. You Can't Delete System Styles But You Can Change What They Do Any system style can be altered so that it produces the formatting you want. You Can Create Your Own Styles It's also possible to create your own styles by using the New Style button at the top of the Styles task pane: The Style Inspector Will Make All Of This Much Easier If you're not sure what style is being applied to text in your document, just follow these steps to find out: Open the Styles pane click the Show Style Guides checkbox A panel will open and show you the Paragraph formatting and Text level formatting. You are concerned about the Paragraph formatting style. Once the Style Inspector is open, you can also modify a style by clicking on the arrow to the right of the style name and choosing Modify Style from the menu that appears. Direct Formatting Creates Layers (Which You Don't Want) As previously explained, every paragraph has a style already applied to it. Let's say that the Normal style were applied to a paragraph and its definition was Times New Roman, 12 point, full justified. A user may decide that they don't like that formatting for the paragraph and want to change it to Arial, 11 point, left justified. If they simply select the paragraph and apply direct formatting to make that change, the styles (which you should think of as the underlying default Word 2016 for Mac for Legal Professionals Page 114

129 for that paragraph) will remain Times New Roman, 12 point, full justified. The direct formatting applied by the user is a layer of formatting on top of the style. What the user should have done is modify the Normal style to be Arial, 11 point, left justified. However, most users are not aware that Word handles formatting like that. Like a layer of paint, direct formatting can be scraped off to reveal the underlying default. This often happens to users by accident (and it's extremely annoying). If you've ever been editing a document and noticed that the formatting keeps shifting on you (changes in fonts, point size, or justification are common, for example), then your underlying style is probably in disagreement with the surface formatting layer that was created by direct formatting. It's fine to have occasional direct formatting - for example you want the words per stirpes to be italicized in a paragraph. However, if you want the entire paragraph to be italicized, then you should use a style. You Can Scrape Direct Formatting Off of Text With Shortcut Keys If you want to reveal whatever style-based formatting is beneath direct formatting, here are two shortcut keys to remember: Strip Both Font and Paragraph Formatting: Select the text click the (Clear All Formatting) button in the Font group on the Home ribbon. Once a Style Is Applied to Text, You Can Change The Text By Modifying The Style Let's say you have 50 footnotes in your document and you don't like how they look. There's a style called Footnote Text which Word automatically applies to every footnote. Therefore, you can change all of your footnotes at once by modifying the Footnote Text style. As soon as you change the style definition, every footnote will update its formatting automatically to match your changes assuming you didn't already apply direct formatting. If you had already selected each footnote and applied custom formatting (see discussion of Direct Formatting above), then that formatting will need to be removed to reveal the default style formatting beneath it (see previous rule). Default Style Normal Style The default style applied by Word is called Normal. When you create a new document, this styles 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 Styles Pane button and scroll down the Styles list until you see Normal. Click the down arrow to the right of Normal and choose Modify Style from the drop down list that appears. Now you should see the following: Word 2016 for Mac for Legal Professionals Page 115

130 Figure 19-4 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 Add to template box at the bottom of the dialog before you click OK. This adds your modifications to the default template (normal.dotm) and therefore affects all future documents you create. If you only want your changes to affect this document, then leave the box blank. 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 Cmd + Shift + N. Alternatively, you can open the Styles Pane and click Clear Formatting at the top of the stylesl list. (SK: Ctrl + Shift + N). Word 2016 for Mac for Legal Professionals Page 116

131 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 open the font dialog from Format menu Font (Cmd + D) 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 Pane button 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 Style. Figure The next dialog will reveal the default font. Below it is Times New Roman, 12 pt. Word 2016 for Mac for Legal Professionals Page 117

132 Figure 19-6 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. Word 2016 for Mac for Legal Professionals Page 118

133 Figure 19-7 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. 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 Pane button 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 Style. 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 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. Using Existing Styles Styles and Formatting Task Pane Open the Styles Pane by clicking the Styles Pane button in the Home ribbon. To see all of the styles that are available, click on List and choose All styles. 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 Word 2016 for Mac for Legal Professionals Page 119

134 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 Pane and click the New Style button 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. Word 2016 for Mac for Legal Professionals Page 120

135 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 Add to template. Doing this will add the style your normal.dotm 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. 2. Select the newly formatted text. 3. Open the Styles Pane. The style you've modified should be highlighted. 4. Click on the arrow to the right of the name of the style in the task pane and choose Update to Match Selection. 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 115). 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: Cmd + 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 Pane), 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 220. 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 Word 2016 for Mac for Legal Professionals Page 121

136 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 (Format menu Paragraph 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 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.dotm), 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.dotm 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 overwrite the existing one. You already know how to handle the former so this is how you would accomplish the latter: 1. On the menu bar, Click Format Style, then click the Organizer button. 2. Now you see the dialog in Figure 19-9: Word 2016 for Mac for Legal Professionals Page 122

137 Figure As you can see, the styles stored in your default template (normal.dotm) 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.dotm) and click once on it. The Copy button will un-gray in the middle. 4. Click the Copy button. It will ask you if you would like to overwrite and you 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. Click Format Style, then click the Organizer button. 2. 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 left of the browse dialog, click the Options button, and select All Files. If you do not does this, Word is looking for templates only. Make sure you switch that to All Files. Word 2016 for Mac for Legal Professionals Page 123

138 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 2016 for Mac for Legal Professionals Page 124

139 Chapter 20. 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 builtin 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 22, page 132. 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 2016 for Mac for Legal Professionals Page 125

140 Modify Heading Styles Figure 20-1 Setting Style Properties: Open the Styles Pane. Make sure the Heading 1 style is based on the "Normal" style. Another Property 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 20-2 Setting Font Formatting: Click the Format button, then 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 at the bottom, then Paragraph Indents and Spacing. 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 20-3 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 standalone article number, you will probably also want to check Keep With Next so that those Word 2016 for Mac for Legal Professionals Page 126

141 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 20-4 STEP 2 - Create Your Outline Numbering In Word 2016, DO NOT USE the Format Numbering option in the paragraph style to create the outline numbering. Instead, Word 2016 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 2016 for Mac for Legal Professionals Page 127

142 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 button in the Paragraph Group of the Home ribbon. You ll be presented with a list of options, go all the way to the bottom of that list and click 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 Customize. 4. Click the little button to reveal additional options. 5. 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: Word 2016 for Mac for Legal Professionals Page 128

143 Figure Next, set up levels 2 and 3 on the same screen. Select each level from the Level list. 7. 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 on the right side, 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, you can click Format Shortcut key and assign a speed-key to each of the styles you're using. I prefer to use Cmd + Opt + 1 for Heading 1, Ctrl + Opt + 2 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. 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. Word 2016 for Mac for Legal Professionals Page 129

144 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 Format menu Style. Find the style in the list of styles 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. Figure 20-8 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.dotm 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 File Save As. At the bottom of the Save As dialog, in the File Format box, change the setting from Word Document to Word Template (.dotx). This will save the file as a document template, not a document. The next time you click File New your new template will be available, complete with your outline numbering settings. Word 2016 for Mac for Legal Professionals Page 130

145 Chapter 21. Styles Gallery Styles Gallery The Styles Gallery is accessed by clicking the down arrow at the right edge of the Styles list on the Home ribbon. Figure 21-1 Once you click it, you ll likely see a bigger list of styles. Figure 21-2 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 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. Find the style you want to add to the Gallery click the arrow to the right of the style to add click Modify Style click Add to Quick Style List. Word 2016 for Mac for Legal Professionals Page 131

146 Chapter 22. Table of Contents in Legal Documents Table of Contents - Three Methods Automatically generating a Table of Contents ("TOC") 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. TOCs are created with styles. The structure of your document will control what technique you should use (see discussion below regarding the difference between segregated titles and nonsegregated titles). There are three ways to create a Table of Contents: Using Styles Using Field Codes Using Hidden Paragraph Marks Setup Linked Styles in Word for Windows Document with Segregated Titles By "segregated titles" I mean that your document looks like Figure 22-1 below (there is a hard return between the title and the rest of the paragraph). Note that if you don't use a separate style for each level of the outline, you cannot create a TOC. We obviously recommend that you use the Heading styles which are built into every single Word document ever created. Figure 22-1 The foregoing document is pretty easy to create a table of contents for because you would simply pull into the TOC everything tagged with Headings 1 and 2. Generate the TOC Follow these steps: Word 2016 for Mac for Legal Professionals Page 132

147 1. Click your cursor in the document where you want to insert the TOC. 2. Click the References ribbon Table of Contents group Table of Contents button Custom Table of Contents. DO NOT select one of the sample TOCs you will see when you click the Table of Contents button; ALWAYS create a custom TOC. 3. In the next dialog, you'll see the styles that Word thinks you want to use in your TOC. It is rarely correct. In Figure 22-2 below, Word assumes I want to use Headings 1, 2 and 3. In this case, I only need Headings 1 and 2. Figure If Word doesn't guess the correct styles to pull into your TOC, just click the Options button at the bottom of the foregoing dialog, locate each style you want to include and enter the level of the TOC you want that style to correspond to. In Figure 22-3 below, I removed the number adjacent to Heading 3 because I do not want to include that level of the outline in my TOC. After you have identified the appropriate styles, click OK. Word 2016 for Mac for Legal Professionals Page 133

148 Figure Click the OK button again to insert the table of contents. 2. If you want to change the way the table of contents is formatted, you should modify the TOC 1-9 styles which will appear automatically in your styles pane whenever you insert a TOC into a document. For example, if my TOC looked like Figure 22-4 and I would prefer that there is a blank line between each Article, I would edit the style called TOC 1 and add a 12 pt before. The steps for that would be to right click TOC 1 Modify Format button Paragraph Indents and Spacing tab Spacing Before: 12 pt OK OK. Word 2016 for Mac for Legal Professionals Page 134

149 Figure 22-4 After the adjustment, the TOC would look like this: Figure 22-5 Table of Contents Using Field Codes Word 2016 offers the option to generate a table of contents with non-segregated headings. It is definitely more time consuming, error prone, and requires field codes, but it lets you format paragraphs as below: Word 2016 for Mac for Legal Professionals Page 135

150 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 insert a table of contents field code by doing the following: Click Insert Field; then select the "TC". Alternatively, you can click the Insert ribbion Field, then select the category of All or Index and Tables and select TC. 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 3. After the "TC", but within the brackets, type, in quotes, the title that you want in your table of contents: 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 4. Next, add the "switch" "\l" (that's "L") and the heading level number for the table of contents: 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 The "\l 1" tells Word that this is a level 1 heading. It will then generate in the table of contents as level 1, attached to Word's built-in TOC 1 style. You can then modify the TOC 1 style to make it look as you would like. 5. To generate you table of contents, finish marking your headings this way, then click the References ribbon then the Table of Contents button Custom Table of Contents. The following screen appears: Word 2016 for Mac for Legal Professionals Page 136

151 Figure Select the format you would like for your table of contents. Then click Options. The following screen appears: Word 2016 for Mac for Legal Professionals Page 137

152 Figure Uncheck the Styles box and check the Table entry fields box. Click OK. Word will now automatically generate your table of contents, pulling in only whatever titles you put within quotes in the "TC" fields. Drawbacks of Marking Entries ("Field Codes") Marking an entry means that you must manually select each heading to be included in the TOC. There are significant disadvantages in using this method of generating a TOC. 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 TOC to include the paragraph numbers if you've used automatic paragraph numbering. Since most people like the paragraph numbers to be included in the TOC, 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 TOC. This is something users often forget to do and no error message is generated if you forget. That paragraph is simply omitted from the TOC and it's easy to overlook the problem. Table of Contents Using Hidden Paragraph Marks Instead of coding your table of contents entries as described above, you could also use hidden paragraph marks to achieve the same thing. I am not going to describe this method in detail because it relies on hiding text within your document, which is never a good thing for legal professionals to do. Additionally, it could result in wacky formatting. However, if you'd like to read more about it, you can do so at: Word 2016 for Mac for Legal Professionals Page 138

153 Document with Non-Segregated Titles (Word for Windows Only) Setting up a table of contents with non-segregated headings is one area where Word for Windows is significantly more flexible and easier to use than Word for Mac. If you have the ability or opportunity to begin your document and setup your styles on a recent version of Word for Windows, follow these steps to create "linked styles" in your document. They will translate fine to the Mac and be perfectly useable, but they cannot be created on the Mac version of Word. PLEASE NOTE: Even though you can apply the linked styles out the Mac version, they will only generate in a Table of Contents on the Windows version of Word. If your document looks like Figure 22-8 (paragraphs immediately following the headings), you'll need to use a special tool in order to pull just the bold & underline text into your table of contents and leave the rest of the paragraph out. Figure 22-8 If I set up the TOC using the technique demonstrated above for segregated titles, my TOC would look like this: Word 2016 for Mac for Legal Professionals Page 139

154 Figure 22-9 Obviously, the foregoing isn't going to work because I only need the titles pulled into the TOC and not the entire paragraph. We deal with his issue by creating a special style called a Linked Style which is applied ONLY to the titles. Setting Up The Linked Style(s) Paragraph styles apply themselves to the entire paragraph, even if you only select a word of the paragraph before applying them. Linked styles, on the other hand, only apply to what you've selected. In the example above, Heading 2 would still be the paragraph style applied to the entirety of the level 2 paragraphs, but we'll use a Linked style we'll call Heading 2 Title which will only be applied to the titles. Here's how you create a Linked style to solve this problem. 1. Select the first title: Figure Open the Styles pane (Alt+Ctrl+Shift+S) and click the New Style button at the bottom of the pane which looks like this: 3. Now fill out the style properties as show in Figure Make sure every style you ever create is based upon Normal. Add the formatting attributes you want (in this case, bold and underline). Now click the OK button at the bottom of the dialog. Word 2016 for Mac for Legal Professionals Page 140

155 Figure The foregoing step will automatically create the new style and apply it to the first title you selected. Now you can select each subsequent title and apply the new style to it (simply leftclicking a style in the style pane will apply it to your text). It should look like Figure below. Word 2016 for Mac for Legal Professionals Page 141

156 Generate the TOC Figure Click your cursor in the document where you want to insert the TOC. 2. Click the References ribbon Table of Contents group Table of Contents button Insert Table of Contents (Word 2007/10) or Custom Table of Contents (Word 2013/16). DO NOT select one of the sample TOCs you will see when you click the Table of Contents button; ALWAYS create a custom TOC. 3. As before, in the next dialog, you'll see the styles that Word thinks you want to use in your TOC. Click the Options button at the bottom of the dialog and tag the styles you want to pull into your TOC. Figure Click the OK button again to insert the table of contents. Now you'll get a TOC that looks like this: Word 2016 for Mac for Legal Professionals Page 142

157 Update the Table of Contents Figure If you edit the document after you've inserted the table of contents, the table doesn't automatically update to reflect those changes. You have to update the table by updating all fields in the document. To do this, just hit Cmd+A (which selects the entire document) and Opt + Shift + Cmd + U (which updates all fields. You can also right-click anywhere in the table of contents and choose Update Field. 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 TOC 1, TOC 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 TOC styles. Remember that to open the styles pane so you can SEE the TOC styles, just hit the Styles Pane button. Word 2016 for Mac for Legal Professionals Page 143

158 Chapter 23. 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 built-in feature or purchase a third-party add-in program. Using a Third Party Program (on Windows) 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.) 6. In the Short Citations box, edit the cite as it appears in the document as the short citation. Word 2016 for Mac for Legal Professionals Page 144

159 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 in the Table of Authorities and click Update field). Sample Paragraph with TOA Fields Showing (bold added for emphasis) Word 2016 for Mac for Legal Professionals Page 145

160 Figure 23-1 Same Sample Paragraph with TOA Fields Hidden Figure 23-2 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 2016 for Mac for Legal Professionals Page 146

161 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 \l designates how the Table of Authorities entry should be displayed in the actual Table of Authorities. \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 \s is the short citation Figure 23-3 Word 2016 for Mac for Legal Professionals Page 147

162 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 23-4 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 2016 for Mac for Legal Professionals Page 148

163 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. Line Break Word 2016 for Mac for Legal Professionals Page 149

164 Table of Authorities Styles 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 23-5 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 Set Category. Figure 23-6 Word 2016 for Mac for Legal Professionals Page 150

165 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 23-7 Now update the Table of Authorities to update the label (right click on the Table of Authorities and select Update Field). Figure 23-8 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 2016 for Mac for Legal Professionals Page 151

166 Chapter 24. 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. Insert a Cross Reference Using the "Numbered Item" 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 the "Bookmark" Method 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. This approach is superior to the Numbered Item above because the cross-reference is much less likely to break due to subsequent editing of the document. In order to use the Bookmark Method, follow these steps: 1. Insert a bookmark somewhere in the paragraph you want to reference (Insert ribbon Bookmark button type a name for the bookmark that does not use spaces click the Add button). 2. Click on the spot in the document where you would like to insert the cross reference to the paragraph you just added a bookmark to. 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. Word 2016 for Mac for Legal Professionals Page 152

167 5. Under Insert reference to, make sure you select Paragraph Number. 6. Click Insert to insert the cross reference. Update Cross References Figure 24-1 Cmd + A to select the whole document Hit Opt + Shift + Cmd + U to update. Word 2016 for Mac for Legal Professionals Page 153

168 Chapter 25. Redlining & Protecting Attorney Work Product 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 New Comment button. 3. Type the comment text in the comment balloon in the right margin. Figure 25-1 The comment 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. Figure 25-2 Word 2016 for Mac for Legal Professionals Page 154

169 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: Click the Review ribbon Markup Options button Balloons Show only comments and formatting in balloons. Figure 25-3 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 2016, click the Review ribbon Markup Options button Preferences. Word 2016 for Mac for Legal Professionals Page 155

170 Figure 25-4 Figure 25-5 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 Word 2016 for Mac for Legal Professionals Page 156

171 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 button Compare Documents 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 25-7 Word 2016 for Mac for Legal Professionals Page 157

172 4. 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. Step 5 - 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 Accept or Reject buttons. Combining Documents Common Problem for Lawyers: Figure 25-8 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. 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 button choose Combine Documents. Figure 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: Word 2016 for Mac for Legal Professionals Page 158

173 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 Track Changes button. 3. As long as Track Changes is on, all insertions, deletions and alterations to the document will be tracked automatically. Word 2016 for Mac for Legal Professionals Page 159

174 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 2016, click the Review ribbon Protect Document button. 2. This will open a window. Follow the steps indicated in the screen shot below. Figure After you click the OK, the document will be locked with your 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. Word 2016 for Mac for Legal Professionals Page 160

175 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 Document button again uncheck the Track Changes button and enter your password. Now click the Review ribbon arrow at the right of the Accept button Accept All Changes. 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, on page 155 above. 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 Word 2016 for Mac for Legal Professionals Page 161

176 Comments 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, Metadata Removal Unlike Word for Windows, which contains a fairly elaborate and effective Document Inspector to find and remove metadata from Word documents, Word for Mac does not include such a tool. The best built-in metadata tool is available under Word menu Preferences Security & Privacy. If you check the Warn before printing, closing, or sending file with tracked changes or comments, then Word will do just that; pop up a warning message. It will not, however, remove the comments or tracked changes. Figure As for the bulk of the metadata mentioned above, you can remove some of the information by protecting the document under the Privacy section in Figure above, or alternatively, purchasing the third-party program - Darsus MetaClean, available on the Mac App Store, or at for $ Protecting Confidential Documents - Legal Tip Set Password to Modify or Make Your Document Read Only 1. Open the document that you want to help protect. Word 2016 for Mac for Legal Professionals Page 162

177 2. On the Review ribbon, click Protect Document. 3. In the Password to open (or Password to modify) box, type a password, and then click OK. 4. In the Confirm Password dialog box, type the password again, and then click OK. 5. Click Save. 6. Additionally in this dialog, you can lock Track Changes on, and remove personal information meta data from the document Figure Word 2016 for Mac for Legal Professionals Page 163

178 Chapter 26. Automate with Macros and AutoText Clause Libraries AutoText If you've used earlier Word versions, then you're probably familiar with this feature. This was a favorite feature for many users of 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 26-1 Accessing AutoText in Word 2016 To access the AutoText feature, click on Tools AutoCorrect. Then select the AutoText tab. Create AutoText Entries There are two ways to create an AutoText entry 1. Type the text you commonly re-use (or find it in an existing document) 2. Select (highlight) the text Then either: 3. Click on Tools AutoCorrect. Then select the AutoText tab. 4. Ensure that your highlighted text in the AutoText field. 5. Click Add. Word 2016 for Mac for Legal Professionals Page 164

179 Figure 26-2 Or: Click Insert AutoText New A dialog will appear where you can name your entry. Word 2016 for Mac for Legal Professionals Page 165

180 Figure 26-3 Insert an AutoText Entry Into Your Document There are two ways to insert an AutoText. Either: Or: What Are Macros Begin typing your AutoText entry. When the yellow box with your text appears, hit Enter. Click Insert AutoText AutoText Select the entry you want to insert. 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 AutoText Entries which are described on page 164 above. 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 Word Add-ins Attach. Moving Macros from One Template to Another To move a macro from one template to another, select Developer ribbon Word Add-ins Organizer button Macro Project Items tab. If you do not have the Developer ribbon Word 2016 for Mac for Legal Professionals Page 166

181 enabled, go to the Tools menu Templates & Add-ins Organizer button Macro Project Items tab. Figure 26-4 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 Developer ribbon 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 Cmd + Opt +.) in the Press new shortcut key box. 6. Click Assign. 7. Click Close (your macro will now start recording). 8. Select Insert ribbon Date & Time, choose the desired format and click OK. 9. Click on the Stop button in the Developer ribbon. 10. Play your new macro by hitting Cmd + Opt +. (or whatever key combination you chose) anywhere in your document. Word 2016 for Mac for Legal Professionals Page 167

182 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 Developer ribbon Macros button (or View ribbon View Macros button) 2. Find and highlight the name of the macro in the Macro name list. 3. Click Run. Assigning a Macro To a Keystroke 1. Click the Tools menu Cutomize Keyboard 2. 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. 3. 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 OK. Word 2016 for Mac for Legal Professionals Page 168

183 Figure 26-5 Word 2016 for Mac for Legal Professionals Page 169

184 Chapter 27. 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, 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 2011, 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 Mac OS X 10.11, global templates must be stored in: /Users/username/Library/Group Containers/UBF8T346G9.Office/User Content/Startup 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 Word 2016 for Mac for Legal Professionals Page 170

185 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 Mac OS X 10.11, document templates are normally stored in: /Users/username/Library/Group Containers/UBF8T346G9.Office/User Content/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 Word Preferences File Locations button. You can change the location by clicking "Modify". Working with Templates Load a Template Figure 27-1 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. Tools menu Templates & Add-ins Word 2016 for Mac for Legal Professionals Page 171

186 2. Click the Plus button 3. Switch to the folder that contains the template, 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. Tools Templates and Add-ins You'll see a dialog similar to this: Figure 27-2 Word 2016 for Mac for Legal Professionals Page 172

187 Creating Templates 1. Create or open a document you would like to use as a template. 2. Click File Save As. 3. Change the Save As Type drop down at the bottom of the dialog to.dotm or.dotx as appropriate. 4. Enter a file name. 5. Click the Save button. 6. Close the template before trying to use it. Or 1. Click File menu Save as Template Using Templates In order to create a new document based upon your template, you must follow these steps: 1. Click File New from Template 2. You'll now see the following dialog. Choose your template and click OK. 3. You'll now have a new, unnamed document on your screen which is based upon the template you chose. 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 Word 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 Word Preferences File Locations button under the "General" heading. You'll see the following dialog: Word 2016 for Mac for Legal Professionals Page 173

188 Figure 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. 5. Add a template to the public folder, then click File New from template and make sure it shows up in the list of available templates. 6. You're done! Word 2016 for Mac for Legal Professionals Page 174

189 Chapter 28. Fillable Form Templates What Are Fillable Form Templates? A fillable form is simply a template which utilizes Word form fields. In Word 2016, you can create these forms by using the tools on the Forms Controls on the Developer tab, which looked like this: Figure 28-1 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 drop-down/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 Format as type box to "Word Macro-Enabled Template (*.dotm)." 2. Enable the Developer Tab in the Word 2016 Ribbon. This ribbon is not visible by default in Word 2016 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 Word View Show developer tab. You only need to do this once and the Developer ribbon will be permanently visible in Word. Word 2016 for Mac for Legal Professionals Page 175

190 Figure Insert fields. The fields you want to use are in the Legacy Controls Group of the Developer Ribbon: Figure 28-3 Place the fields where they need to go. Each type of field is more thoroughly described below. 4. 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. 5. Protect the form. Prepare the form for distribution and collection of information by protecting it. To do this, click the Protect Form button shown below: Word 2016 for Mac for Legal Professionals Page 176

191 This will allow the form fields to be edited, but not any other part of the document. 6. Distribute the form. Form Field Descriptions and Uses There are four buttons on the Legacy Controls 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 -. Text Box 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. 1. Click the Text Box button to insert the text box and then the Options button to set the options for the box. Figure 28-4 Word 2016 for Mac for Legal Professionals Page 177

192 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 Figure This field allows you to create a multiple-choice for the user. Properties shown below: Word 2016 for Mac for Legal Professionals Page 178

193 Advanced Techniques Figure 28-6 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. Word 2016 for Mac for Legal Professionals Page 179

194 Figure Now place your cursor somewhere else in the form where you would like to repeat the answer to this field. 3. On the menu bar, click Insert Field In the Field names list, click Ref. 4. Next, click Options, then the Bookmarks tab. Choose the appropriate bookmark (Client_Name), click Add to Field, then OK, and OK again. Word 2016 for Mac for Legal Professionals Page 180

195 Figure 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 2016 for Mac for Legal Professionals Page 181

196 Figure 28-9 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 user-friendly 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 Cmd+F9. A field will appear with brackets in them like this { }. 3. Put your cursor between the brackets and type IF. 4. Hit Cmd+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). Word 2016 for Mac for Legal Professionals Page 182

197 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: 1. Edit your form. 2. Click the Developer 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. Figure 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 Developer ribbon Macros find the macro you recorded and click Edit. Between the Sub and End Sub lines, add this: Word 2016 for Mac for Legal Professionals Page 183

198 ActiveDocument.Fields.Unlink ActiveDocument.Unprotect Selection.HomeKey Unit:=wdStory 6. Now click Word 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 File New from Template click My Templates choose the template/form. In a protected form, you can advance from field to field by hitting the Tab key. 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 Opt+F9 to toggle the field codes on. After you re done inserting all of your fields, hit Opt+F9 again to turn the fields off. 3. Place your cursor where you would like the user to enter information click the Insert menu Field. Type in a prompt you want the user to see, surrounded on each side by quotes. Word 2016 for Mac for Legal Professionals Page 184

199 Figure 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 2016 for Mac for Legal Professionals Page 185

200 Chapter 29. 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, envelope or label 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 Use an 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. 4. 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 Word 2016 for Mac for Legal Professionals Page 186

201 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 2016 for Mac for Legal Professionals Page 187

202 Chapter 30. De-Construct and Re-Build Any Document - No Matter How Bad It Is 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 - 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 Two - Determine If You Need To Start With a New Document By "start with a new document," I mean that you would copy the text from the existing document and paste it without any formatting into a new document. By doing this, you lose any digital baggage that might cause the re-built document to be unstable. However, you also lose all formatting, section breaks, footnotes, endnotes, clipart, and automatic paragraph numbers, among other things. However, it may still be worth it. Here are some document issues that might cause warrant starting over with a new document: 1. The document was once in WordPerfect format and was converted somewhere along the way. 2. The document has an unusually large file-size (in bytes) relative to its number of pages. 3. Previous users of the document would complain that Word would sometimes freeze when editing the document or that it would not accept formatting. 4. The document is simply old and has been in use in various forms for many years. When in doubt, start over. Word 2016 for Mac for Legal Professionals Page 188

203 Step Three - Either Make A Copy or Create a New Document Make A Copy If Using Existing Document If you're going to re-build the document as-is, then make a copy of it first and make sure you're using the.docx file format (rather than.doc). You want to preserve a copy of the document you intend to fix in its original state for reference purposes. Paste The Text Into A New Document If Starting Over As mentioned above, if you have any worries about stability with the document you're re-building, then you're better off starting over. Create a blank new document in Word, then copy and paste the text from the subject document into the new document with no formatting attached to the incoming text. For detailed instructions on pasting the text into a new document while stripping the formatting, see Strip Formatting Off of Copied Text When Pasting on page 48 above. Make sure to save your new document as a.docx file. Step Four - 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. 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 Word 2016 for Mac for Legal Professionals Page 189

204 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; 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 If you started over with a new document, then this step is unnecessary because pasting text without formatting will automatically remove all section breaks. If you're working on an existing document, then you should perform this step. Do not just look for section breaks to delete because they're very easy to miss, even with Show/Hide turned on. Let Word look for them and if it doesn't find any to delete, no big deal. Just follow these steps: 1. Go to the top of the document (SK: Cmd + Home key). 2. Select Edit Find Advanced Find and Replace, which opens the Find and Replace dialog. 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. Word 2016 for Mac for Legal Professionals Page 190

205 Figure 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 30-2 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: Word 2016 for Mac for Legal Professionals Page 191

206 Figure 30-3 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 (Cmd + Home key) 2. Select Edit Find Advanced Find and Replace, which opens the Find and Replace dialog. 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. Remove Unnecessary Hard Returns To see what I'm talking about, see the following screen shot of a document. You'll see that the single spaced paragraphs are separated by extra hard returns ( ). Word can easily handle paragraph spacing without all of these unnecessary keystrokes. Follow these steps to remove them: 1. Select Edit Find Advanced Find and Replace, which opens the Find and Replace dialog. If you see a button, click it. 2. 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). 3. In the Replace with box, add one Paragraph Mark so your screen looks like this: Word 2016 for Mac for Legal Professionals Page 192

207 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, I want to the text, I want to remove. This is easily done by following these steps: 1. Select the entire document by hitting Cmd + A. 2. Click the Clear Formatting button on the Home ribbon At this point, your text should be pretty clean! Step Seven - Fix Default Font and Paragraph Settings Remember from the Styles chapters (Chapter 19, Chapter 20, and Error! Reference source n ot found.) 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 117 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 Pane. 2. Locate the Normal style in the Styles pane, right-click it and choose Modify. 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. Word 2016 for Mac for Legal Professionals Page 193

208 Figure 30-5 Word 2016 for Mac for Legal Professionals Page 194

209 Figure 30-6 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 Layout ribbon Margins Custom Margins. Margins Tab: First, click the Margins tab of the Document dialog and make sure your margins are correct (most likely, they should be 1 for all settings). 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. Word 2016 for Mac for Legal Professionals Page 195

210 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 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. Page Setup: Second, click the Page Setup button 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. Figure 30-7 Word 2016 for Mac for Legal Professionals Page 196

211 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 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 17 on page 93 for the proper way to do this). Chapter 17 also explains how to start page numbering over, change the format, turn it off, etc. Figure 30-8 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 re-generate them later, but delete them for now. Step Eleven - Build and Apply Styles To Handle Formatting Of course, for this you should read Chapter 19, Chapter 20 and Chapter 21, which begin on page 110. 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 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 32 - Endnotes and Footnotes on page 202. I ve seen the Footnote separator line at the bottom of the page go haywire on many occasions. If Word 2016 for Mac for Legal Professionals Page 197

212 that happens to you, see the paragraph entitled Change the Footnote Separator Line on page 204. 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: Cmd + 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: Opt + Cmd + 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 23 on page 144. 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 Custom Table of Contents 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 22 - Table of Contents in Legal Documents on page 132 and Chapter 23 - Table of Authorities on page 144. Word 2016 for Mac for Legal Professionals Page 198

213 Chapter 31. 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, click its respective Font button. To change the size of the envelopes you're printing on, click the Custom button. Then click OK. Word 2016 for Mac for Legal Professionals Page 199

214 Figure At this point, you can either click Print to print the envelope separately from the letter, or click Insert this envelope into the active document, then OK and you can print both the envelope and the letter simultaneously. Figure 31-3 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: 1. Open the Styles manager by clicking the Format menu Style item. 2. If necessary, change the "List" option to "All Styles". Scroll down until you find the Envelope Address and Envelope Return styles. Click on them individually, then click the Modify button. Word 2016 for Mac for Legal Professionals Page 200

215 Figure Click the Format button Font, and make the changes you want. 4. Click the Format button Paragraph, and make any changes you want, such as changing the line spacing to single. 5. When you re back at the Modify Styles dialog, make sure you tick the checkbox for Add to template to make the change permanent for all new documents you create. Figure 31-5 Word 2016 for Mac for Legal Professionals Page 201

216 Chapter 32. 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 Views group 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 Views group 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: Cmd + Opt + F). Note that in order to create an endnote, you choose the References ribbon Footnotes group Insert Endnote button (Cmd + Opt + E). 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 Insert menu Footnote: Word 2016 for Mac for Legal Professionals Page 202

217 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. 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. 2. Word will automatically renumber the remaining notes. Convert Endnotes to Footnotes, or Vice Versa 1. Click the Insert Footnote item from the menu bar. 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. Word 2016 for Mac for Legal Professionals Page 203

218 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 manager by clicking the Format menu Style item. 2. If necessary, change the "List" option to "All Styles". 3. Locate the Footnote Text style and modify it. 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 checkbox for Add to template to make the change permanent for all new documents you create. Figure 32-2 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: 1. Edit the document for which you want to change the footnote separator. 2. Click the View ribbon Views group 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 32-3 Word 2016 for Mac for Legal Professionals Page 204

219 Chapter 33. 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) Left-click. 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 Design ribbon arrow to the right of the Borders button Borders and Shading. The menus are fairly self-explanatory. Word 2016 for Mac for Legal Professionals Page 205

220 Change the Width of a Column Figure 33-1 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 group check the Ruler box. Figure 33-2 Finally, place your cursor somewhere in the table you want to modify, go to the Table Layout tab, then Properties and click the Column tab. Word 2016 for Mac for Legal Professionals Page 206

221 Change the Height of a Row Figure 33-3 You can change the Height of a Row by click on the Table Layout tab Table group Properties button Row tab adjust the Height. In Word 2016, 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 2016 for Mac for Legal Professionals Page 207

222 Figure 33-4 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 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 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 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 2016 for Mac for Legal Professionals Page 208

223 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 $ 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 2016 for Mac for Legal Professionals Page 209

224 Chapter 34. 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. Figure Click the Format button to change the label (A B C, 1 2 3, I II III, etc.). Word 2016 for Mac for Legal Professionals Page 210

225 Figure 34-2 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 2016 is blue text, left justified. To fix this: 1. Open the Styles manager by clicking the Format menu Style item. 2. If necessary, change the "List" option to "All Styles". 3. Locate the Caption style in the styles pane, right-click it and choose Modify. 4. 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. 5. 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. 6. 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. 4. Click Insert. Word 2016 for Mac for Legal Professionals Page 211

226 Chapter 35. Working With WordPerfect Documents A Word About This Chapter When I came upon this chapter in our Word for Windows manual, which predate this Word for Mac manual, I had to go to Wikipedia to see when the last time was that WordPerfect's publisher, and there have been many over the years as it faded in relevance, released a version that ran on Macs. The answer is 1997, when this manual's author was 17 ( That version, 3.5e, does not run on Mac OS X, meaning that it does not run natively on any Mac shipped in approximately the last decade. That being said, if you want to contort yourself into a pretzel, you might be able to get the program to run in an emulation environment (see this page: I don't think it's worth the trouble. That being said, there is one point to cover: Viewing and Editing WordPerfect Documents on a Mac Word 2016 does not open WordPerfect files at all. It is possible that another attorney might send you a WordPerfect document. It's also possible that your firm has a collection of old WordPerfect documents or templates that you want to bring into the modern era. If all you need to do is view the document or copy the text and reformat the document in Word 2016 (much cleaner than any sort of conversion attempt), the Mac App Store has several options for you: WordPerfect WPDREader ( for $4. WordPerfect Document Viewer ( also for $6. WPD Wizard ( (Preferred) for $10. OpenOffice or NeoOffice: OpenOffice and NeoOffice are open source programs that will read WordPerfect files. OpenOffice is free ( NeoOffice (a Maclike interpretation of OpenOffice, is available on the App Store ( for $30. To be clear, none of these programs will write a WordPerfect file (i.e. open the file, make edits, and send it back to the original author). All they do is let you read the file and extrac the text in many editable formats, during which process you will likely lose all advanced formatting. Their purpose is to view documents and rescue text so it can be saved in a modern, editable format. The remainder of this chapter is only applicable to those with access to a Windows computer and Word for Windows, who wish to edit or convert WordPerfect documents on their PCs. 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: Word 2016 for Mac for Legal Professionals Page 212

227 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 159Error! Bookmark not defined.). 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 X7 is the current version. On WP X7 Standard Edition is $146. If having it saves you from 2 hours of aggravation per year, then it's completely worth $146. If you don t want to spend that much, look for a version of WordPerfect that is one version behind the current version. For example, WP X6 Standard is selling for $100 on Amazon 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. Word 2016 for Mac for Legal Professionals Page 213

228 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 2010/13/16) 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 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, new Word document (SK: Ctrl + N) paste unformatted text (see Copy, Cut and Paste on page 47 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. Word 2016 for Mac for Legal Professionals Page 214

229 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 wan to know how to do it or don't have the time - and that's perfectly legitimate. 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, Word 2016 for Mac for Legal Professionals Page 215

230 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. 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 35-1 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 2016 for Mac for Legal Professionals Page 216

231 Figure 35-2 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 2016 for Mac for Legal Professionals Page 217

232 Figure 35-3 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 100 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. 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. Word 2016 for Mac for Legal Professionals Page 218

233 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 77. Tables also tend to become a bit garbled so they may need touch-up or re-creation. See Chapter 33 starting on page 205 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 document, click Office button (Word 2007) or File menu (2010/13/16) 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 Word 2016 for Mac for Legal Professionals Page 219