Transcript Welcome! [lsntap.org]

OFF110-Microsoft Word for
Advocates (2003)
March 18, 2009
Presenters

Rachel R. Medina
LSNTAP
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
Today’s Topics

Section 1: Manage Your Word Environment
◦ Work Menu
◦ Toolbars

Section 2: Formatting Tips:
◦
◦
◦
◦

Paste Special, Format Painter
AutoCorrect, AutoText, AutoFormat
Find and Replace
Keyboard Short-cuts
Section 3: Breaks and Pagination
◦ Headers & Footers
◦ Section & Page Breaks

Section 4: Reference
◦ Table of Contents & Styles
◦ Table of Authorities

Section 5: Protecting Your Document
◦ Word Redaction
◦ Remove Personal Information & Password Protection
Section 1: Managing Your Word
Environment
Work Menu
Tool Bar
Keep Project or Current Case
Documents at Your “Mousetips”

Why Use the Work Menu?
◦ Have you ever gone to your
list of recently used files
(under your “File” menu) to
look for a document, only to
realize it has recently
dropped off the list?
◦ Do you wish you could keep
certain documents at your
fingertips?
Keep Project or Current Case
Documents at Your “Mousetips”

ADD “WORK” to your Menu Bar
◦
◦
◦
◦

Select Tools>Customize >Commands tab
From Categories Select Built-in Menus
From Command Select & Drag Work to Menu Bar
Close the Custom Dialog Box
ADD option to delete files from Work Menu
◦ Select Tools>Customize>Commands Tab
◦ From Categories Select All Commands
◦ From Commands Select & Drag “ToolsCustomize
RemoveMenuShortcut” to Work Menu (wait for
menu to drop down, then release your mouse)

You can add the Work menu in more than
one location.You may find it convenient to
add it just bellow your List of Recently
Used Files under the File menu.
Add the Remove Menu ShortCut
You must add the Remove Menu ShortCut if you
want to be able to remove a file from the Work
menu.
 The Remove Menu Shortcut switches your
cursor to a minus sign “-”

◦ Warning: While in “RemoveMenu” mode you can
delete any menu item – so be very cautious and only
place the cursor over the document name you want
removed from the Work menu.
-
Add or Remove Files to Work Menu

To add: Select Add to Work Menu to
add the active document to the list.

To remove: Select Remove Menu
Shortcut, then select the file name in the
Work Menu list that you want removed.
-
Section 1: Managing Your Word
Environment
Work Menu
Tool Bar
Edit Your Tools
Right click anywhere on your tool bar &
Select Customize.
 Or, Select View>Toolbars>Customize
....then…

◦ To Create a New Custom Toolbar:
 Select New from Toolbars
 Name your toolbar, then drag & drop commands
from the Command menu to the new toolbar
◦ Or, To Modify an Existing Toolbar:
 Drag & drop commands from the Command menu
to an existing toolbar
Section 2: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
Keyboard Short-cuts
Paste Special: Why is it Important?

Paste Special allows you to copy-andpaste information without transferring
unwanted formatting code.
Examples in Use
 Cut-and-Paste
from Email into
Document
 Cut-and-Paste
from Website into
Document
 Cut-and-Paste
between Documents
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.
Paste Special – Dialog Box
Applications of Paste Special: Web Text


Website text comes in all colors, fonts and
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.
Advanced Paste Special

To copy a picture from a web page,
another document, or to/from an e-mail
or convert picture to smaller size: (use .gif
or .jpeg)
Section 2: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
Keyboard Short-cuts
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.
Format Painter - Application

Character Attributes:
◦ copy font style, font size, bold, italics etc.

Paragraph Attributes:
◦ copy alignment, indentation, bullets etc.

Copy Attributes to …
◦ A Single Location
◦ Or Multiple Locations
Note on Formatting Text in Multiple Locations: You can also use a feature
called Styles to apply formatting to multiple locations in a file. The
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.
How to Use Format Painter

Select the text with the formatting you
want applied elsewhere in the document.
◦ Single Location:
 On the Standard toolbar, click
Format Painter icon
 Select the text you want “painted” with the new
format. The text takes on the new formatting.
◦ Multiple Locations:
 On the Standard toolbar double-click
the Format Painter icon
 Select multiple words, phrases, or paragraphs to
apply the formatting.
 Press ESC when done!
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.
Section 2: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
Keyboard Short-cuts
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.
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.
AutoCorrect for MiniMacros
Type in the desired text–e.g., your contact
information; or, a standardized clause for
agreements or pleadings
 Tools > AutoCorrect Options
…In the With field, paste your text
…In the Replace field, type the code you want
to use to have Word automatically generate that
text.
 Notice you can select Plain Text or
Formatted Text. This will simply allow you to
carry over specific formatting, if desired.

AutoCorrect for Mini-Macros

Note: if you use a commonly used word, like
“address,” then every time you type the word
“address,” your program’s name and contact
will show up. So, choose a logical, but unique
code.
◦ Suggestion: Use a naming convention to name your
autocorrect macros and create a cheat-sheet for
reference.
◦ Example: For standard clauses, name them in this
fashion:




CLAUSE-MED for a mediation clause,
CLAUSE-INDEM for an indemnity clause,
CLAUSE-WAIV for a waiver clause,
CLAUSE-SEV for a severability clause, etc.
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
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
AutoText

How? 2 Ways:
◦ Tools>AutoCorrect Options… Select AutoText
◦ Insert>AutoText

Example:
◦ Legal Services National Technology Assistance Project
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.
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.

Find & 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?

Section 2: Formatting
Paste Special
Format Painter
AutoCorrect & AutoText
Find & Replace
Keyboard Short-cuts
Keyboard Short-cuts:
The Standard Short-cuts “You should know by now”
Task
Short-cuts
Open a new word doc; Open a previously saved doc
Ctrl+N; Ctrl+O
Closes the active window, but does not Exit Word
Ctrl+W
Closes Microsoft Word (or other open program)
Alt+F4
Searches for specified text in the active document
Ctrl+F
Selects all text and graphics in the active window
Ctrl+A
Remove selection from active document (place on clipboard)
Ctrl+X
Copies the selection to the clipboard
Ctrl+C
Inserts the contents of the clipboard at the insertion point
(cursor) or whatever is selected
Ctrl+V
Saves active document with its current file name, location and
format
Ctrl+S
Prints the active file
Ctrl+P
Undo the last action. Reinstate the last action.
Ctrl+Z; Ctrl+Y
Format / Unformat text (Bold, Italic, Underline)
Ctrl+B, Ctrl+I, Ctrl+U
Keyboard Short-cuts:
Diacritic Marks
Diacritic Mark
Keyboard Short-cut
The acute accent –
(café or fiancé)
Ctrl+ ' (quote) before typing the vowel.
The grave accent - (là or où)
Use Ctrl+ ` (tick) before typing the vowel.
The circumflex accent –
(côte, fête)
Use Ctrl+Shift+ ^ before typing the vowel
The tilde - (piñata, jalapeño)
Use Ctrl+Shift+ ~ before typing the letter.
The umlaut- (Chloë, naïve)
Use Ctrl+Shift+ : (colon) before the vowel
The cedilla – (façade, soupçon)
Use Ctrl+ , (comma) before the letter
The ring –
(the Angstorm symbol - Å)
Use Ctrl+Shift+@ before the letter
The compound AE (hæmoglobin)
Use Ctrl+ & before a
The German S - (straße)
Use Ctrl + & + s
Assigning Keyboard Short-cuts for
Commands & Symbols

For commands:
◦ Tools>Customize>Keyboard
◦ Select Category and Command
◦ Enter “new short-cut key” (e.g., alt+letter,
ctrl+shift+letter) to determine if short-cut is already
in use (pick another short-cut if necessary)
◦ Select Assign

For symbols:
◦ Insert>Symbol>Shortcut Key
◦ Enter “new short-cut key” (see above)
◦ Select Assign
Section 3: Headers & Footers
Headers & Footers
Page & Section Breaks
Navigating 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.
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.
Paragraph/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…
Use Show/Hide to show where section
breaks occur
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.
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.
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.
Headers and Footers Revisited


Once you have your section breaks, go back in and fix
the Headers and Footers for each Section.
In order to keep a Header and Footer in one Section
distinct from the next, you turn off Same as Previous
by selecting the Link Previous button.
Headers and Footers Revisited

EXAMPLE:
◦ Footer-Section 2- is for the Table of Contents.
Roman numeral numbering is needed.
Headers and Footers Revisited

Same As
Previous
Removed
by Selecting
Link
Previous
Button
Here
Page
Numbering
Style Changed
Here
Footer-Section 3 – is for the body of the document.
Same as Previous must be removed FIRST, because
Arabic page numbering is needed in this section.
Section 4: Track Changes
Collaborative Editing
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)
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.
Section 5: Reference
Table of Contents
Table of Authorities
Preface to TOC & TOA
Do yourself a favor and get rid of
automatic numbering, bullets, etc…
 Tools>AutoCorrect Options>

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
Insert | Reference | Index & Tables
Prepping for TOC

Three Options:
◦ Styles
◦ Outlining Format
◦ Manual Entry of Fields
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

Styles How To
Format>Styles & Formatting OR
 On your Formatting Toolbar (usually
displayed)

Styles…
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.

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

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

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)
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
Section 5: Reference
Table of Contents
Table of Authorities
Table of Authorities

The act of inserting a TOA is easy if…
you’ve properly categorized and marked
your citations throughout your pleading.

How? Insert > Reference > Index and
Tables

When you want to update, Right Click
and Update
Insert | Reference | Index & Tables
Table of Authorities

HOW? A TOA draws from all of the “marked”
citations in a document. A “marked” citation will be
tagged with special information (which can be modified).

A tag for a citation may look something like this:
U.S. v. DiPrima, 472 F.2d 550, 551 (1st Cir. 1973) { TA \l “U.S. v.
DiPrima, 472 F.2d 550” \s “472 F2d. at” \c9 }
◦ The full or long citation follows the code “ \l ”
 Purpose: Identifies how the citation should look in the TOA
◦ The short citation follows the code “ \s ”
 Purpose: Helps Word Mark All remaining citations for the case.
◦ The last code – “ \c ” is the category number.
 Purpose: Organizes your Table of Authorities into Categories.
Setting Up Categories

Most trial and appellate briefs are likely to
have at least two different categories of
authorities
◦ Here are some sample categories you could
set up before you begin to mark your
citations:





Supreme Court of the United States
Other Federal Authority
State Court Decisions
Statutory Provisions
United States Constitution
Setting Up Categories


Insert>Reference>
Index and Tables>
Mark Citation>
Category,
OR
Alt+Shift+I>Category
The first seven categories
are pre-defined. Scroll down
until you find an unused
option (8, 9, 10, etc.)
Replace the # with your
own custom category.
Marking Citations

For Most Citations
◦ Highlight the first
citation
◦ Insert>Reference>In
dex and Tables>Mark
Citation OR
Alt+Shift+I
◦ Correct your long cite
to remove pinpoint cite
◦ Correct short citations,
so that you can "mark
all“ – e.g., “994 F.2d at”
◦ Select Mark All
Finding the Next Citation

Select “Next Citation”
and Repeat the
Process:
◦
◦
◦
◦
Select Next Citation
Highlight the entry
Alt+Shift+I
Correct your long cite
to remove pinpoint cite
◦ Correct short citations,
so that you can "mark
all“ – e.g., “994 F.2d at”
◦ Select Mark All
Marking Citations

Second Occurrence of same long citation:
◦ Best practice for briefs is to repeat a long
citation if a short citation would be confusing to
the reader – e.g., new page, new subheading, etc.
◦ Treat as a new citation (with a couple twists)
Select Next Citation
Highlight the entry
Alt+Shift+I
BUT – instead of correcting the long and short citation,
simply pick the case from the Short Citation List.
 AND – Select Mark (NOT Mark All)




Marking Citations

Second Occurrence of same long citation example
Marking Citations

Deadling with "Id.___”
◦ Obviously Id. can refer to any case AND you won't find it using
"next citation"
◦ Select Edit>
Find OR Ctrl-F
to search for
cases of "Id."
◦ Simply select
from the
short citation
drop down box
to find the
related case.
◦ Select Mark
Section 6: Protecting Your
Documentation
Word Redaction
Remove Personal Information
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.)
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.

Password Protect Your Doc

Requires a password to open and/or read
only.

Tools>Options>Security
Don’t forget to complete our survey 
THANK YOU
Rachel R. Medina
Training Coordinator
LSNTAP
[email protected]