Transcript Wikis & Project Management Tools in Legal Services

Microsoft Word for
Advocates
(intermediate)
March 7, 2008
http://lsntap.org/off101
Legal Services NTAP
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About Legal Services NTAP
 NTAP fights injustice to low income
persons by helping poverty law
programs improve client services
through efficient and innovative
technology solutions.
 Materials:
http://www.LSNTAP.org/off101
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About Trainers
 Gabrielle Hammond,
Program Manager, NTAP
[email protected]
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Objectives for Today
 Understand the “Tool of Your Trade”
 Explore Using New Functions &
Use Old Functions in New Ways
 Ultimate Goal is to Help You Be
Competitive and Efficient Advocates
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Topics to Cover Today

Section 1: Formatting Tips:
–
–
–
–
Paste Special
Format Painter
AutoCorrect, AutoText, AutoFormat
Find and Replace

Section 2: Breaks and Pagination

Section 3: Track Changes

Section 4: Reference (Styles & Table of Authorities)

Section 5: Protecting Your Document

Special: A Look to Office 2007
– Headers & Footers
– Section & Page Breaks
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Office 2003 v. Office 2007
 Show HOW feature is used
 Demonstrate on Office 2003
 Highlight where in Office 2007
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Section 1: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
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Paste Special: Why is it
Important?
 Copy-and-paste information without
transferring unwanted formatting
code.
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Examples in Use
• Cut-and-Paste from Email into
Document
• Cut-and-Paste from Website
into Document
• Cut-and-Paste between
Documents
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How to Paste Special?
From the Menu Bar:
– Edit > Paste Special.
– Choose Unformatted text.
– Click OK.
Note for Word 2002 and 2003 Users: In Word 2002 and
2003, you get yet another option. In Tools > Options > Edit
you can tick Show Paste Options buttons to give you even
more control. If you click that option, when you paste (using
ctrl-v or Edit > Paste), you see a little clipboard thingy, which
contains a drop down menu.
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Paste Special – Dialog Box
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Applications of Paste Special:
Web Text
Website text comes in all colors and fonts sizes, even white text on a
dark background. If you copy white text and paste it into Word, it is
invisible.
Use Paste Special: Default option is HTML – that’ll create invisible
text, so try unformatted text.
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Advanced Paste Special
To copy a picture from a web page or
to/from an e-mail or convert picture to
smaller size: (use .gif or .jpeg)
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Office 2007: Paste Special on
Home Ribbon
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Section 1: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
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Format Painter
 What? Looks like a paintbrush in Toolbar.
 Why? Can apply formatting you have in
one part of a document to any other part of
the document with one click.
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Format Painter - Application



Copy character attributes (font style, font size, bold, italics
etc).
Copy paragraph attributes (alignment, indentation, bullets
etc.)
Multiple Locations: If you want to apply the same formatting
to more than one item, select the formatting you want,
double-click Format Painter, and then select each word,
phrase, or paragraph you want to apply formatting to. When
you're finished, press ESC.
Note: You can also use a feature called Styles to apply formatting
to multiple locations in a file. Advantage of this is that you can
select all instances of that formatting and change all of them at
once if you want. Format->Styles and Formatting.
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Format Painter – Example


Add text from an email to your pleading. Formatting is messed
up. Correct with Format Painter.
Say you've written a quarterly report for one of your funders, in
Word. You like the look, especially your headings, which are 14
pt. Bookman Old Style, centered, green, and bold, with a nice
subtle shadow. Thirty minutes before you're supposed to present
the report, you need to add four new sections to the report. You
spend twenty minutes adding the information and manually
reformatting all of the text to match the existing headers. You
spend the next two wishing that you hadn't chosen such
complicated formatting for your headings.
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Format Painter
 How to use Format Painter
– Select the text with the formatting you want
applied elsewhere in the document.
– On the Standard toolbar, click Format
Painter icon.
– Select the text you want to apply the
formatting to. The text takes on the new
formatting.
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Office 2007: Format Painter
Home Ribbon
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Section 1: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
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AutoCorrect


What? Corrects typos as they occur. It does this by
replacing text you type with something else.
Why?
– You need to know how to turn it off.
– You can use it to apply replace characters with special
symbols you commonly use (such as the § symbol).
– Very Important: You can use it like a mini-macro. You
can save A LOT of time if you use it to replace text you
type as a shortcut, with longer, standardized text that you
tire of retyping again and again. You can assign
abbreviations to frequently used names, phrases, and
terminology, for example such as the copyright symbol.
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AutoCorrect: How?

From the Tools menu, select AutoCorrect
Options…to:
– Change Rules: (i.e., correct two CAPITAL
letters together.)
– Change Formatting: You will see a grid
that shows character(s) and the symbol
Word will convert it to. If you are done with
the © symbol transformation, simply
highlight it and Delete or modify. Scroll
through to see what else Microsoft wants
to correct for you.
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AutoCorrect for MiniMacros

How Do I Use Replace Text?
– Say you type in your name and your program’s address, contact, etc.
Select the text and copy it.
– From the Tools menu, select AutoCorrect Options…In the With field,
paste your text.
– Replace Text: This feature, can revolutionize your work and make up
for all the frustration you’ve accumulated from the tool. You’ll see a
line that says Replace and With. (Note: You can also access this
feature Insert>AutoText.)
– In the Replace field, type the code you want to use to have Word
automatically generate that text. Remember: if you use commonly used
words, like “address,” then every time you type the word “address,”
your program’s name and contact will show up. Choose a code that is
not a series of characters you normally type.
– Notice you can select Plain Text or Formatted Text. This will simply
allow you to carry over specific formatting, if desired.
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Applications for
AutoText & AutoCorrect
 Commonly used words:
– Your program’s name
– The name of courts you file in
– Your signature
– Small sentences you type often
(confidentiality clauses, closings, etc.)
– Opposing Counsel names
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AutoText



What? AutoText finishes words you are typing.
You can use AutoText for words you will still type out (versus
use a code as in AutoCorrect), but you want Word to finish
your typing for you to save time. Any text entered as
AutoText will be utilized for word prediction.
Examples:
–
–
–
–
–
Name of your program
Your name
Your court’s name
Opposing parties (common)
Some sentences or phrases
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AutoText
 How?
2 Ways:
– Tools>AutoCorrect Options… Select
AutoText
– Insert>AutoText
 Example:
– Legal Services National Technology
Assistance Project
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Office 2007: Auto Correct
Office Icon | Proofing
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Section 1: Formatting
Paste Special
Format Painter
AutoCorrect &
AutoText
Find & Replace
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Find and Replace
 What?

Change a certain word or phrase
that is repeated throughout the document.
Save time by typing a code that will be
replaced later.
 How?
Edit > Find
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Find & Replace Test 1
 You’ve cut and paste a section of your
colleagues document into your own.
Their section has two returns in
between each sentence. Your task:
Find and Replace the ¶ ¶ in your
section and replace with one.
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Find and Replace Test 2
 You have finished a management
agreement of 70 pages. You need to
go through it and make sure a
trademark symbol is next to their name
consistently throughout the document.
 How could you use Find and Replace to
do this?
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Find and Replace



What? Change a certain word or phrase that is
repeated throughout the document.
Save time by typing a code that will be replaced
later.
How? Edit > Find
Note: Word also lets you conduct expanded
searches for such things as matching case, whole
words, wildcards, sounds like, all word forms,
character formats, and special punctuation. To
access these features, click the More button in
the Find and Replace window.
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Section 2
Headers & Footers
Page and Section Breaks
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Headers and Footers


Go to the View menu, and choose Header and Footer from the
list. You will be placed in the header area first and provided with a
floating toolbar.
To move to the footer area, click the “Switch Between Header and
Footer button” on the Header and Footer Toolbar.
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Multiple Headers/Footers
What if you want different footers or headers on pages in
your document?


Word will only break the connection of headers and footers
by sections — that is sections, not pages.
If your document isn't already sectioned then you'll need to
create section breaks at any point where the header or
footer will be different from the previous pages. Once the
section breaks are in then you're ready to begin.
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Page and Section Breaks
Word has two main features for controlling
pagination:
– Paragraph style pagination options: Format>Paragraph
– Manual page and Section breaks: Insert>Break…
Show Paragraph symbols to view the double dotted line Word
inserts to show where section breaks occur.
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Paragraph Style Breaks
Format>Paragraph…
– “Keep with next” - keeps a paragraph
with the paragraph following it
– Example: You have a pleading with a
heading at the bottom of a page and the
text on the next page. This can keep it
together.
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Section Breaks


Sectioning your document allows you to apply
different attributes -- Header, Footer, Columns, or
Page Numbers -- within the same document.
Example: You have a grant or a pleading with
Exhibits. You want the main document to be
paginated 1 – 10. You want the Exhibits to be
paginated Exhibit A – C. You can change this in
the footer if you create sections first.
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Section Breaks
 Example 2:
You have a document that
has two columns but then has one
column thereafter on the same page.
Create a section to change these
attributes.
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Office 2007: Para Format on
Home Ribbon
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Office 2007: Page Break
Insert Ribbon
(and Page Layout)
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Section 3: Track Changes
Collaborative Editing
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Track Changes
 You can access this several ways on
Word:
– Tools>Track Changes
– View>Toolbars>Reviewing
– TRK (Located bottom of your screen next
to OVR and REC. Click on it to activate)
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Remember!
 Make sure when you are sending the
final: Select Show Final Showing
Markup to make sure all changes have
been accepted or rejected.
 Otherwise, your recipient will see all the
edits and iterations.
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Office 2007: Track Changes
on Review Ribbon
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Section 4: Reference
Table of Contents
(Styles, Outlining, Manual Fields)
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Table of Contents
 The act of inserting a TOC is easy if…
you’ve properly formatted your document.
 How?
Insert > Reference > Index and
Tables
 When you want to update, Right Click
and Update
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Insert | Reference | Index & Tables
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Prepping for TOC
 Three Options:
– Styles
– Outlining Format
– Manual Entry of Fields
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Styles
 Specially crafted packages of formatting
that apply many attributes at once.
Instead of applying each thing
individually, you apply the style once
and you're done.
 A precursor to Table of Contents
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Styles How To
 Format>Styles & Formatting OR
 On your Formatting Toolbar (usually
displayed)
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Styles…
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Styles in Action
 You can assign a style for
– Headings and Subheadings
 (useful for brochures or reports)
 For you: TOC – A Table of Contents is
created by automatically taking
everything named as Heading 1, 2, and
3 and putting it in order.
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Styles: What You Need to
Know
 They exist
 If you take the time to create them, you
can easily assign headers and complex
formatting to your document with one
click
 You can check existing documents to
see what Styles you are importing
 Clear Formatting to start over
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Outlining Level
 Start every document with Outline Level
to easily organize your thoughts and
layout.
 View > Toolbars > Outlining
 Automatically allows you to assign
Levels of text…relates each Level to a
Style…
 You can make a TOC with Outlining
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Manual Field Assignment
 ALT SHIFT O on highlighted text allows
you to see a dialogue box to attribute a
TOC field (Level corresponds to
outlining view)
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A Strong Document..
 Appropriate use of Styles
 Appropriate use of numbering
 Consistent headings and fonts
 Pagination relevant to each section
 No hanging headers at bottom of pages
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Section 5: Protecting Your
Document
Word Redaction
Remove Personal Information
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Word Redaction
 Why?
Helps you black out words easily
from your document, but still have them
edit-able by the recipient. You can
protect confidential information.
 How? Download:
– www.microsoft.com/downloads (Search
Word Redaction. Free.)
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Remove Hidden Text
 www.microsoft.com/download
 Why? There is information associated
with each document that lists authors
who contributed, dates edited, and
potentially other information registered
to the computer user.
 When you are ready for your final
version, remove hidden data.
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Password Protect Your Doc
 Requires a password to open and/or
read only.
 Tools>Options>Security
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Section 6: Toolbars
Create and Edit
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Edit Your Tools
 Right click on your tool bar to
Customize.
 Or, View>Toolbars>Customize
 In this mode (Customize), you can click
and drag icons, add tools, and drag stuff
off that you don’t use.
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A Look at Office 2007
87
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Office 2007 Uses Ribbons…
All features viewed on command
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The Office Button Drop
Down
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Word 2007 Resources
 Virtual Training Online (www.vtc.com)
 Materials at www.LSNTAP.org/off101
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Questions?