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Redefine, Remove or Reveal?

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Presentation on theme: "Redefine, Remove or Reveal?"— 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 Presenters & Participants
Sherry Kappel Sr. VP, Chief Innovation Officer Microsystems Marsha Flowers Lucia Sciorsci Cravath, Swaine & Moore LLP Mary McClain Stroock & Stroock & Lavan LLP Jeff Casper Kirkland & Ellis LLP Maria Griffith Ropes & Gray LLP Nixon Peabody LLP

3 Agenda Opportunities Firm Examples Summary 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 Ribbons Themes Word Building Blocks
Templates Styles Quick Access Toolbar Ribbons

5 “So, what are other law firms doing?”

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

7 “There will be no training, there will be no customizations
“There will be no training, there will be no customizations. We want work to be just like home.”

8 The User Interface From Office UI Customization 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 Customization

9 Supported project types
UI Feature Supported project types 2010 apps 2007 apps Actions pane Document-level customizations Excel 2010 Word 2010 Excel 2007 Word 2007 Custom task panes Application-level add-ins InfoPath 2010 Outlook 2010 PowerPoint 2010 InfoPath 2007 Outlook 2007 PowerPoint 2007 Custom Ribbon UI Project 2010 Visio 2010 Shortcut menus Project 2007 Visio 2007

10 Supported project types
UI Feature Supported project types 2010 apps 2007 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 Excel 2007 Word 2007 Menus and toolbars InfoPath 2007 Outlook 2007 (Explorer windows) Project 2007 Visio 2007 Outlook form regions Outlook 2007 Controls on documents

11 Ribbon Customization Tools
Office 2010 Customize Ribbon Other Ribbon editors 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 2010

14 Changes to Keyboard Shortcuts
Word 2010 and Word 2007:

15 Shortcut Old behavior New behavior CTRL+SHIFT+F Selects 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+G Displays 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+P Selects the Font Size list on the Formatting toolbar. If the Formatting toolbar cannot be seen, CTRL+SHIFT+P displays the Font dialog box. CTRL+SHIFT+S Selects 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+N If 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+R Changes 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 Redefine Remove Reveal

17 Bringing Word features out of hiding…
Reveal

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 Separator @ 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 Eliminate functionality inappropriate for your environment
Remove

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
“Deactivated, really. Replaced with customized signature block options in Quick Parts Gallery.” Jeff Casper 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!
“TRIED to hijack the bullets and numbering buttons, but reverted to native: hijacking meant that entire Paragraph group had to be recreated. Once recreated, it always stacked in 3 rows, and would not adjust to different window widths Also, it would not auto adjust with necessary foreign (e.g, Asian) language commands when those languages were used (we have two offices in China).” Jeff Casper Kirkland & Ellis LLP Home ribbon – Paragraph group Word 2007 or Word 2010

30 Enhance native Word functionality with custom automation, UI
Redefine

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 1st 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 Word 2007 shown; also possible in Word 2010
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
“Shortcuts to: Insert Section Break: inserts nxt pg. section break with SAP turned off, and break styled with Normal Add Section Break: dialog to choose type of section, include title text, and adjust page numbering Delete Section: and choice to copy section formatting FORWARD to next section” Jeff Casper Kirkland & Ellis LLP Home Ribbon – KE Tools Group Word 2007 shown; also possible in Word 2010

36 “Do we have Ribbon design tenants?”

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

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

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

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

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

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

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 In Word 2010 & 2007… 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 File Format Impact Step 1: Save As  .doc in Word 2KX
Step 1: Save As  .docx with 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 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

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 here Applies to Word and Word 2010.

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

53 Example: Building Blocks – Financial Tables
“Basic financial table forms, preformatted with hanging indents, dot leaders, left tabs for $ and dec tabs for numbers.” Jeff Casper Kirkland & Ellis LLP Insert ribbon – Quick Table Gallery Word 2007 shown; also possible in Word 2010

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

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

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

57 Bonus R: Relocated Word 2007/2010 3rd-party Add-ins Other: Outlook
Spelling Breaks Paragraph Spacing View Side-by-Side Alignment Tab Unprotect 3rd-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 Stroock & Stroock & Lavan Deployed Search Commands Ribbons
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
Allows users to turn off add-in ribbons they do not habitually use. Kirkland & Ellis LLP Home – Manage Ribbons Tool Word 2007; native to Word 2010

61 Making Word Work for Legal

62 Hey – that’s another “R”!
Resources Planning: Migration and Upgrade Strategy for Office Case Studies: microsystems.com/resources/case-studies.php Nixon Peabody Improves productivity & reduces third-party costs White Papers: microsystems.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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