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Redefine, Remove or Reveal? The Three R’s for a Successful Word 2010 Deployment NY Word Legal Users Group December 2, 2010 Hosted by: Davis Polk.

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Presentation on theme: "Redefine, Remove or Reveal? The Three R’s for a Successful Word 2010 Deployment NY Word Legal Users Group December 2, 2010 Hosted by: Davis Polk."— Presentation transcript:

1 Redefine, Remove or Reveal? The Three R’s for a Successful Word 2010 Deployment NY Word Legal Users Group December 2, 2010 Hosted by: Davis Polk

2 PresentersParticipants Presenters & Participants  Sherry Kappel Sr. VP, Chief Innovation Officer  Marsha Flowers Lucia Sciorsci Cravath, Swaine & Moore  Mary McClain Stroock & Stroock & Lavan  Jeff Casper Kirkland & Ellis  Maria Griffith ( ) Ropes & Gray LLP  Nixon Peabody LLP

3 Agenda Opportunities User Interface Templates & Styles Building Blocks Firm Examples Cravath Swaine & Moore LLP Kirkland & Ellis LLP Nixon Peabody LLP Ropes & Gray LLP Stroock & Stroock & Lavan LLP Summary Q&A Resources Next Steps

4 So Many Relationships Office ThemesWord Building Blocks TemplatesStyles Quick Access Toolbar Ribbons

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6 The User Interface Ribbons, Quick Access Toolbar & Shortcut Menus

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8 The User Interface Actions pane Custom task panes Custom Ribbon UI Backstage View Outlook Form Regions Controls on documents Smart Tags Shortcut Menus Menus and Toolbars From Office UI CustomizationOffice UI Customization

9 UI FeatureSupported project types2010 apps2007 apps Actions paneDocument-level customizationsExcel 2010 Word 2010 Excel 2007 Word 2007 Custom task panes Application-level add-insExcel 2010 InfoPath 2010 Outlook 2010 PowerPoint 2010 Word 2010 Excel 2007 InfoPath 2007 Outlook 2007 PowerPoint 2007 Word 2007 Custom Ribbon UI Document-level customizations Application-level add-ins Excel 2010 InfoPath 2010 Outlook 2010 PowerPoint 2010 Project 2010 Word 2010 Visio 2010 Excel 2007 Outlook 2007 PowerPoint 2007 Word 2007 Shortcut menusDocument-level customizations Application-level add-ins Excel 2010 InfoPath 2010 Outlook 2010 PowerPoint 2010 Project 2010 Word 2010 Visio 2010 Excel 2007 InfoPath 2007 Outlook 2007 PowerPoint 2007 Project 2007 Word 2007 Visio 2007

10 UI FeatureSupported project types2010 apps2007 apps Backstage View Document-level customizations Application-level add-ins Excel 2010 InfoPath 2010 Outlook 2010 PowerPoint 2010 Project 2010 Word 2010 Visio 2010 none Smart Tags Document-level customizations Application-level add-ins none Excel 2007 Word 2007 Menus and toolbars Application-level add-insnone InfoPath 2007 Outlook 2007 (Explorer windows) Project 2007 Visio 2007 Outlook form regions Application-level add-insOutlook 2010Outlook 2007 Controls on documents Document-level customizations Application-level add-ins Excel 2010 Word 2010 Excel 2007 Word 2007

11 Office 2010 Customize Ribbon Other Ribbon editors Ribbon Customization Tools  Create new tabs and groups  Remove or hide built-in tabs  Remove built-in groups  Import/Export customizations (not granular)  Rename or reorder tabs and groups  Everything in Office Customize Ribbon  Control size, grouping, layout  Customize screen tips or super tips  Customize images or labels for built-in controls in built-in group  Add custom buttons/menus for firm automation

12 Deploying a Customized Ribbon and Quick Access Toolbar in Office 2010  Ribbon + Quick Access Toolbar stored in the same file  In Office 2007, the Quick Access Toolbar stored in separate file  39.OfficeUI files in total  Word 2010: Word.officeUI  Excel 2010: Excel.officeUI  PowerPoint 2010: PowerPoint.officeUI  OneNote 2010: OneNote.officeUI  …and so on

13 Shortcut Menus  How to Add Commands to Shortcut Menus in Word  How to Add Commands to Shortcut Menus in Excel  Extending the User Interface in Outlook

14 Changes to Keyboard Shortcuts Word 2010 and Word 2007:

15 ShortcutOld behaviorNew behavior CTRL+SHIFT+FSelects the Font list on the Formatting toolbar. If the Formatting toolbar cannot be seen, CTRL+SHIFT+F displays the Font dialog box. Displays the Font dialog box. CTRL+SHIFT+GDisplays the Word Count dialog box. If the Word Count toolbar is displayed, the Word Count Statistics list is selected. Displays the Word Count dialog box. CTRL+SHIFT+PSelects the Font Size list on the Formatting toolbar. If the Formatting toolbar cannot be seen, CTRL+SHIFT+P displays the Font dialog box. Displays the Font dialog box. CTRL+SHIFT+SSelects the Style list on the Formatting toolbar. If the Formatting toolbar cannot be seen, CTRL+SHIFT+S displays the Style dialog box. Displays the Apply Styles task pane. ALT+NIf the AutoText toolbar is displayed and text is selected, ALT+N displays the Create AutoText dialog box. Also, an AutoText entry name is suggested in the Create AutoText dialog box. Triggers the KeyTip that starts with N on the active tab. ALT+RChanges the view to Reading Layout. If Reading Layout is active, ALT+R displays the Research task pane. Displays the Review tab. If the Review tab is active, ALT+R displays the Research task pane.

16 The Three R’s RedefineRemoveReveal

17 Bringing Word features out of hiding…

18 The Most Common “Reveals”  Word 2007/2010  Style Separator  “Classic” Styles Menu  Alignment Tab  Word 2010  “Old” Print | Preview  Custom Building Block Galleries  Other: Developer Tab

19 Example: Reveal Classic Style Drop-Down Reason: Word interface now filters styles by Visibility and Type; the Classic View does not. Kirkland & Ellis LLP & A Cast of Thousands… Default Quick Access Toolbar Word 2007 or Word 2010

20 Example: Style Home Style Separator placed next to Paragraph symbol on Home Tab | Paragraph Group Ropes & Gray LLP Home Ribbon Word 2007 or Word 2010

21 Example: Reveal Custom Galleries Nixon Peabody LLP Firm Ribbon Word 2010 or Word 2007

22

23 Example: Revealed Keep Para Next Stroock & Stroock & Lavan LLP Quick Access Toolbar Word 2007 or Word 2010

24 Remove Eliminate functionality inappropriate for your environment

25 The Most Common “Removes”  Word 2007/2010  Home tab | (Numbering)  Insert tab | Header/Footer Group  Mailings tab  Styles Sets  2007: Publish menu OR  2007/2010: Blog post  Quick Styles Gallery*  Add-in tab  Word 2010  Save to Web  Special: DMS client  Word 2007/2010  Convert  Word 2007: Office Button  Word 2010: File tab | Info * Style modifications required, regardless

26 Example: Publish Menu Removed In Office 2010: File | Save & Send Save to Web Save to SharePoint Publish As Blog Post Send As Internet FAX Cravath Swaine & Moore LLP Office Button Word 2007 shown

27 Example: Remove Insert Signature Kirkland & Ellis LLP Insert Ribbon Word 2007 or Word 2010

28 Example: Remove Numbering A Dramatization Using Customize Ribbon in Word 2010 only

29 Example: Did NOT Remove Numbering! Kirkland & Ellis LLP Home ribbon – Paragraph group Word 2007 or Word 2010

30 Redefine Enhance native Word functionality with custom automation, UI

31 The Most Common “Redefines”  Word 2007/2010  Home tab | (Numbering)  Quick Styles Gallery  Style Separator  Compare  Wish Listed: Unify Tables | Design & Tables | Layout  Other: Word 2007/2010  Built-in Building Blocks  Add a Firm Theme

32 Example: Redefine Quick Styles Nixon Peabody LLP Home Ribbon Word 2010 shown; Word 2007 also

33 Example: Redefined Numbering Bullet brings in Bulleted multilevel list, applies the 1 st level; Single list performs same, but adds a second list option for Letters. Native Galleries were retained. Ropes & Gray LLP Home Ribbon Word 2007 shown; also possible in Word 2010

34 Example: Redefine Signatures Stroock & Stroock & Lavan LLP Firm Macros Tab – Signatures; pulls from Custom Building Blocks Word 2007 shown; also possible in Word 2010

35 Example: Redefine Insert Section Break Kirkland & Ellis LLP Home Ribbon – KE Tools Group Word 2007 shown; also possible in Word 2010

36

37 Show Ribbon Design Tenants Highlights from a Ribbon design session conducted as a part of the Microsystems Office Planning Engagement

38 Templates & Styles Quick Styles/Sets, Visibility, Priority & Style Naming

39 Another R: Rebuild  Rebuild all templates with File | New  Word  PowerPoint  Excel  Related…  Create an Office Theme  Applies to all applications

40 Rebuild Templates Microsystems | Resources | Tips & Tricks | herehere

41 Step 1: Set Defaults Ties to (severs from?) Themes Sets defaults for Styles in the Template/Document

42 No Redesign: 16 Body StylesRedesigned: 7 Body Styles Design Benefit with Set Default

43 Transition without analysis Quick Styles Gallery Alias instead of Name Styles have to be added View travels with document Sequence appears ‘random’

44 Styles Management Priority & Visibility

45 Example: Styles Renamed, Reduced Style Consolidation Example Word 2007 or Word 2010

46 Quick Styles Promotes Style up into the Gallery Style Priority Assigns sort order to the Gallery, Pane Style Visibility Determines whether a style is ‘seen’ Document Defaults Establishes baseline formatting Content Controls Used in some Building Blocks for fill-in In Word 2010 & 2007…

47 Step 1: Save As .doc in Word 2KX Step 2: Open/Edit/Save in Word 2003  Assumption:.doc opens natively, DM integration saves normally into.doc  Preserves  Quick Styles  Style Priority  Style Visibility  Document Defaults  Loses  Content Controls  Become Static Text Step 1: Save As .docx with Word 2KX Step 2: Open/Edit/Save in Word 2003  Assumption:.docx opens w/the Compatibility Pack, then DM integration forces save to.doc  Loses  Quick Styles  Style Priority  Style Visibility  Document Defaults  Content Controls  Become Static Text File Format Impact

48 Example: Aliases Removed Styles renamed & reordered. Aliases are used at front of style name, thus preserving known keystrokes. Ropes & Gray LLP Styles Pane Word 2007 or Word 2010

49 Example: Reduced, Reordered Gallery Styles assigned new Priority, Quick Style Attribute removed on several native Word styles. Stroock & Stroock & Lavan LLP Quick Styles Gallery Word 2007 or Word 2010

50 Cravath Styles - LIDS + Styles Pane in Word 2007 or Word 2010

51 Styles’ Order of Operations MSDN Blogs Word Team Post by Jonathan Bailor herehere Applies to Word 2007 and Word 2010.

52 Building Blocks AutoText Gallery, Built-in Galleries, Custom Galleries

53 Example: Building Blocks – Financial Tables Kirkland & Ellis LLP Insert ribbon – Quick Table Gallery Word 2007 shown; also possible in Word 2010

54 Example: Building Blocks – Notices & Signature Blocks Kirkland & Ellis LLP Insert ribbon – Quick Parts Word 2007 shown; also possible in Word 2010 “Various “notices” blocks for agreements & both US and UK signature block variations” Jeff Casper

55 Show Building Blocks Document A Building Blocks design guide is available exclusively for Microsystems customers…

56 Bonus: Relocate, Resourceful Additional innovations to the Word 2KX user experience

57 Bonus R: Relocated  Word 2007/2010  Spelling  Breaks  Paragraph Spacing  View Side-by-Side  Alignment Tab  Unprotect  3 rd -party Add-ins  Note: Not always possible…  Other: Outlook  Reply All

58 Bonus R: Resourceful Get Gallery sets Quick Style Attribute on Recommended SSL styles; Save Building Blocks helps manage saving to a personal Building Blocks.dotx file. Stroock & Stroock & Lavan Firm Macros Miscellaneous Group Word 2007 shown; also possible in Word 2010

59 Bonus R: Resourceful Deployed the Office Labs Search Commands Ribbon which streamlined training and eased adoption. Stroock & Stroock & Lavan Deployed Search Commands Ribbons Word 2007 only

60 Example: Remove Add-In Ribbons Kirkland & Ellis LLP Home – Manage Ribbons Tool Word 2007; native to Word 2010

61 Making Word Work for Legal

62 Resources  Planning:  Migration and Upgrade Strategy for Office  Case Studies: microsystems.com/resources/case-studies.phpmicrosystems.com/resources/case-studies.php  Nixon Peabody Improves productivity & reduces third-party costs  White Papers: microsystems.com/resources/white-papers.phpmicrosystems.com/resources/white-papers.php  Evolution & Next Generation of Document Comparison  Filling the Metadata Gap  Microsystems: Microsoft Office Planning Engagement

63 Thank you

64 Making Word Work for Legal


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