You have to start somewhere, right?

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1 Slide 1 Set Up A Pleading Template Using Styles March 17, 2010 Rachel R. Medina, LSNTAP Slide 2 Agenda The base of your template Online Template or Pleading Wizard? The mystery of the line numbering component Where it s located and how to match your pleading text to it The secret ingredient: Styles for everything Slide 3 Where to begin? Online Template or Pleading Wizard? V either is ok V.2007 pleading wizard doesn t exist! What can we keep from this Template? What do you want to change? Font styles? Font size of line numbers? Caption formatting? Number of numbered lines? You have to start somewhere, right? In either version it is perfectly acceptable to start off with one of the pleading templates which can be downloaded from Microsoft s template website: In version 2003, you also have the option of using the Pleading Wizard. But, either way, you will probably want to make changes to the template, by changing font styles, and certainly by adding Styles for headings, etc.

2 Slide 4 DEMO Open template in 2003 and 2007 Slide 5 Slide 6 The Mystery of the Line Numbering Component Problem: Each jurisdiction may have it s own requirement for line numbering Solution: Modify the given template to suit your needs Secret: Located in a textbox in the header It uses exact line spacing (not single or double ) --- figure out what that exact spacing is and use it throughout the pleading! DEMO Examine the attributes of the line numbering The hardest part about pleading templates in Word is understanding how the line numbering works. And, of course, understanding the line numbering is integral to making sure the content you add to the document lines up with the line numbering. The secret is that the line numbers are spaced according to exact line spacing, not single or double spacing. You must figure out what that exact spacing is in order to be able to execute the exact-spacing equivalent of single and double spacing in the text of every document based on your pleading template. The exact spacing of course will vary according to the size of your margins and how many line numbers you are trying to fit on one page.

Slide 7 The Secret Ingredient: Styles Create a style for EVERYTHING: Suggestions: Heading 1 Design for major headings, e.g., Statement of Facts, Summary of the Argument, Argument, Notice, Points & Authorities, etc.

3 Slide 7 The Secret Ingredient: Styles Create a style for EVERYTHING: Suggestions: Heading 1 Design for major headings, e.g., Statement of Facts, Summary of the Argument, Argument, Notice, Points & Authorities, etc. Heading 2 Design for first level point headings Heading 3 Design for second level point headings Heading 4 Design for third level point headings Successful templates will have styles for multiple heading types. Slide 8 Slide 9 The Secret Ingredient: Styles Create a style for EVERYTHING: Suggestions: Single Line Design for inserting a single line of space where needed Court Name Attorney Name Signature Line Or create a macro for a signature line Footers Modify line spacing Additional styles should be set up for other frequently used features of a pleading, such as Court Name, Attorney Name, Signature Line, etc A Single Line Style (perhaps name it Pleading Single Line ) should be set up to match the exact-spacing equivalent of a single line space, e.g., for 28-line documents that might be exact spacing of 11.35pt. This way you will be able to easily insert a line to help push a paragraph or heading down by a space so that it matches up with the line numbering on the left. Slide 10 Styles Select the appropriate heading. Right click. Set formatting. Today, we will concentrate on Heading styles.

Slide 11 Styles How To (2007) Home Ribbon>Styles Menu Right click on any style to Modify Slide

Slide 13 Slide 14 2007 2003 FONT First, modify the font.

4 Slide 11 Styles How To (2007) Home Ribbon>Styles Menu Right click on any style to Modify Slide 12 Modify a Style Attributes you have control over: Font Paragraph Tabs Border Numbering. Slide 13 Slide FONT First, modify the font. Note that all changes to the font style should be made by selecting the various options from the Format list. Using the shortcuts under the Formatting heading often leads to odd formatting settings sneaking into your settings. The central attributes you should focus on for heading styles in pleadings is the Font, Paragraph, and Numbering attributes. Tabs & Border attributes may be useful in special document features or for certain paragraph types. Setting the Font format for the Heading Style. Be sure to select Font, Font style, size, underline style, and whether or not you want all caps. Also, select the character spacing and text effect tabs to be sure no odd formatting sneaks into your font settings.

Slide 15 Next define your Paragraph settings. NOTE: Remember to have your Line Spacing accord with the Exact line spacing of the pleading numbering in your template.

5 Slide 15 Next define your Paragraph settings. NOTE: Remember to have your Line Spacing accord with the Exact line spacing of the pleading numbering in your template. PARAGRAPH The style for Heading 1 may be completely different from the rest of your headings. For instance, you may want main headings like Jurisdiction, Summary, Statement of Facts, etc. to be centered. The style for Heading 2 would then be used for your first level of point headings. So, for instance, Heading 2 would likely have no indentations from the left. However, you would set a special hanging indentation so that if the heading wraps to the next line it will indent along with the first line of the text, like this: Here is a heading which demonstrates a hanging indent. Notice how it wraps to the next line and is aligned with the text above. Heading 3 would then represent your next level point headings and would likely be indented.5 inch from the left and the hanging indentation would also be by.5 Point headings are also likely to be single-spaced instead of double spaced like your remaining text.

Slide 16 NUMBERING In 2007 Then set your Numbering format.

Select an appropriate style which you will then customize.

letters, then numbers, then choose that scheme and customize.

In version 2003, the customization options included setting the

In 2007, your paragraph alignment and spacing is set under the

Slide 17 NUMBERING In 2003 Tab space after Aligned at 1.

If you generally like the scheme of Roman Numberals, then capital

6 Slide 16 NUMBERING In 2007 Then set your Numbering format. Under Numbering and Bullets, select the Numbering tab. Select an appropriate style which you will then customize. If you generally like the scheme of Roman Numerals, then capital letters, then numbers, then choose that scheme and customize. Select Define New Number Format to customize the style. In version 2003, the customization options included setting the position of the tab. In 2007, your paragraph alignment and spacing is set under the Paragraph option. Slide 17 NUMBERING In 2003 Tab space after Aligned at 1. Here is a heading that Indent at: is very long. Then set your Numbering format. Under Bullets and Numbering, select Outline Numbered tab. Select an appropriate style which you will then customize. If you generally like the scheme of Roman Numberals, then capital letters, then numbers, then choose that scheme and customize. Slide 18 (2003) You may wish to. get rid of automatic numbering, bullets, etc Tools>AutoCorrect Options> Slide 19 (2007) You may wish to get rid of automatic numbering, bullets, etc Office Button Menu>Word Options>Proofing >AutoCorrect Options>

7 Slide 20 Styles for paragraphs that follows each heading type. Set a New Style for each type of paragraph THEN, in each Heading Style select the appropriate Style for following paragraph (2007) Slide 21 Styles for paragraphs that follows each heading type. Set a New Style for each type of paragraph THEN, in each Heading Style select the appropriate Style for following paragraph (2003) Slide 22 Before we set up a style...let s decide on what elements we want for each heading Main headings: Opinions Below, Jurisdiction, Statement of the Case, Summary of the Argument, Argument First Level Point Headings Second Level Point Headings Slide 23 Let s Set Up a Few Styles!

Slide 24 Saving Styles to a Template Set up the styles you want for Motion pleadings Briefs Letters Agreements Other routine document types Get a concept for what you want in your template.

Slide 25 Slide 26 Slide 27 Saving Styles to a Template Save as a Template choices: Save to the Template folder Save to a Folder you set up New Document From a Template 2007: Windows button>new>.

8 Slide 24 Saving Styles to a Template Set up the styles you want for Motion pleadings Briefs Letters Agreements Other routine document types Get a concept for what you want in your template. Think of all of the varieties of text you will use in that type of document and be sure to create a style for each in a blank new document. Slide 25 Slide 26 Slide 27 Saving Styles to a Template Save as a Template choices: Save to the Template folder Save to a Folder you set up New Document From a Template 2007: Windows button>new>. My templates (2007) New from existing (2007) 2003: File>New On my computer (2003) From existing document (2003) Then, save your blank document with new styles as a template. You can save either to the default Template folder. (Note: In 2007, you ll have to look for the Template folder, which should appear in the upper left hand corner of the dialog box.) Be sure the save as type is set to document template. To use the template start by selecting the new document option and then select the template from your templates folder or the folder you used to save your template. Note that if you saved your template in the Templates folder you ll use the My Templates or On my computer option. Whereas if you saved it to another folder, you ll use the New from existing or From existing document option to open your template. Don t forget to complete our survey THANK YOU Rachel R. Medina Training Coordinator LSNTAP rachel@lstnap.org

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