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OFF110-Microsoft Word for Advocates (2007) July 15, 2009.

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Presentation on theme: "OFF110-Microsoft Word for Advocates (2007) July 15, 2009."— Presentation transcript:

1 OFF110-Microsoft Word for Advocates (2007) July 15, 2009

2 Presenters Rachel R. Medina LSNTAP

3 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

4 Todays Topics Section 1: Introduction to Word 2007 How the Ribbon Works Section 2: Formatting Tips: Paste Special, Format Painter AutoCorrect, AutoText Find and Replace Keyboard Short-cuts Section 3: Breaks and Pagination Headers & Footers Section & Page Breaks Section 4: Track Changes Section 5: Introduction to Styles Section 6: Protecting Your Document Word Redaction Remove Personal Information & Password Protection

5 Preface…Saving Documents in 2007 Change your default file format

6 Section 1: How the Ribbon Works

7 From Drop-Down Menus to Ribbons

8 The new file or start menu:

9 What happened to the Edit Menu?

10 View & Window Menu Together!

11 Other changes… Old Format menu > Home Ribbon Insert Ribbon Header/Footer menu New Cover Page feature Tools menu is now split up Mail merge items > Mailings Ribbon Track changes and proofing tools (spellcheck, word count, etc) > Review Ribbon

12 Paste Special Format Painter AutoCorrect & AutoText Find & Replace Keyboard Short-cuts Section 2: Formatting

13 Paste Special: Why is it Important? Paste Special allows you to copy-and- paste information without transferring unwanted formatting code.

14 Examples in Use Cut-and-Paste from into Document Cut-and-Paste from Website into Document Cut-and-Paste between Documents

15 How to Paste Special? From the Menu Bar: Copy Text and move cursor to new location Home Ribbon> Select Paste Special from Paste drop-down button Choose Unformatted text Click OK Note: You can get the same effect by simply using Ctrl + V to paste and selecting Keep Text Only from the little clipboard menu which appears at the end of the pasted text.


17 Paste Special – Dialog Box

18 Applications of Paste Special: Web Text Website text comes in all colors, fonts and sizes, even white text on a dark background. Use Paste Special!





23 Paste Special Format Painter AutoCorrect & AutoText Find & Replace Keyboard Short-cuts Section 2: Formatting

24 Format Painter What? Look for the paintbrush! Why? Apply formatting from one area to another in just a couple clicks!

25 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 (See Notes regarding Formatting Text in Multiple Locations)

26 How to Use Format Painter Select the text with the formatting you want applied elsewhere in the document. Single Location: Home ribbon>Format Painter icon Select the text you want painted with the new format. Multiple Locations: Home ribbon> double-click Format Painter icon Select multiple words, phrases, or paragraphs to apply the formatting. Press ESC when done!

27 Format Painter – Example Add text from an to your pleading. Formatting is messed up. Correct with Format Painter. Listen to the following example….




31 Paste Special Format Painter AutoCorrect & AutoText Find & Replace Keyboard Short-cuts Section 2: Formatting

32 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 replace characters with special symbols you commonly use (such as the § symbol). Very Important: You can use it like a mini-macro.

33 AutoCorrect: How? From the Word/Office button/menu… > select Word Options > select Proofing > then select AutoCorrect Options to: Change Rules Change Formatting

34 AutoCorrect for MiniMacros What for? your contact information a standardized clause for agreements or pleadings AutoCorrect Options Menu: …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.

35 AutoCorrect for Mini-Macros Suggestion: Use a naming convention! 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.


37 Lets create one together!

38 AutoText What? AutoText allows you to insert a building block of text from a menu. Examples: Name of your program Your name Your courts name Opposing parties (common) Some sentences or phrases

39 AutoText How? FIRST: Add Building Blocks to Your Toolbar THEN: Highlight Text, Save (to Building Blocks as Auto Text), Select Properties, Select OK To Use: Select building block from drop down menu



42 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? FIND: Home Ribbon > Find or Ctrl + F FIND/REPLACE: Home Ribbon > Replace or Ctrl + H

43 Find & Replace Test 1 Youve 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.

44 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?

45 Paste Special Format Painter AutoCorrect & AutoText Find & Replace Keyboard Short-cuts Section 2: Formatting

46 Keyboard Short-cuts: The Standard Short-cuts You should know by now TaskShort-cuts Open a new word doc; Open a previously saved docCtrl+N; Ctrl+O Closes the active window, but does not Exit WordCtrl+W Closes Microsoft Word (or other open program)Alt+F4 Searches for specified text in the active documentCtrl+F Selects all text and graphics in the active windowCtrl+A Remove selection from active document (place on clipboard)Ctrl+X Copies the selection to the clipboardCtrl+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 fileCtrl+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

47 Keyboard Short-cuts: Diacritic Marks Diacritic MarkKeyboard 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 before the letter The compound AE - (hæmoglobin) Use Ctrl+Shift+& before a The German S - (straße)Use Ctrl + Shift+ & before s

48 Assigning Keyboard Short-cuts for Commands & Symbols For commands: Word/Office Menu>Word Options> Customize>Keyboard Shortcuts Customize 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 Ribbon>Symbol>Shortcut Key Enter new short-cut key (see above) Select Assign



51 Headers & Footers Page & Section Breaks Section 3: Headers & Footers

52 Navigating Headers and Footers Go to the Insert ribbon Select Header, Footer, or Page Number from the menu.

53 Navigating Headers and Footers Built-in options Custom

54 Navigating Headers and Footers Moving between Headers and Footers: Go to Header Go to Footer Previous Section Next Section

55 Multiple Headers/Footers What if you want different footers or headers on pages in your document? CREATE SECTION BREAKS!

56 Paragraph/Page and Section Breaks Word has two main features for controlling pagination: Paragraph style pagination options: Home Ribbon>Paragraph Menu>Line and Page Breaks… Manual page and Section breaks: Page Layout Ribbon>Breaks…

57 Paragraph Pagination

58 Page and Section Breaks

59 Use Show/Hide to show where section breaks occur

60 Paragraph Style Breaks Home Ribbon>Paragraph Menu>Line and Page Breaks… 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.


62 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.

63 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.


65 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.

66 Headers and Footers Revisited

67 EXAMPLE: Footer-Section 2- is for the Table of Contents. Roman numeral numbering is needed.

68 Collaborative Editing Section 4: Track Changes

69 Track Changes You can access this several ways on Word: Review>TrackChanges Track Changes: On/Off (Located on the status bar across the bottom of your screen Click on it to activate.) To add Track Changes to your status bar, right click on the status bar and select Track Changes from the menu.




73 Remember! Make sure when you are sending the final: Select the Final Showing Markup option to make sure the author has the opportunity to accept or reject each of the changes. Otherwise, your recipient will not see where all of the edits and iterations occur.

74 Section 5: Introduction to Styles

75 Preface to Styles Do yourself a favor and get rid of automatic numbering, bullets, etc… Word/Office Menu>Word Options>Proofing >AutoCorrect Options>

76 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

77 Styles in Action You can assign a style for Headings and Subheadings (useful for brochures or reports)

78 Styles How To Home Ribbon>Styles Menu Right click on any style to Modify

79 Modify a Style Attributes you have control over: Font Paragraph Tabs Border Numbering ….

80 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

81 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

82 Word Redaction Remove Personal Information Section 6: Protecting Your Document

83 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:



86 Remove Hidden Text 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.


88 Password Protect Your Doc Requires a password to open and/or read only. >Word/Office Menu >Prepare >Encrypt Document >Provide a password


90 Resources microsoftword2007/tp/wordtimesav erlist.htm microsoftword2007/tp/wordtimesav erlist.htm

91 THANK YOU Dont forget to complete our survey Rachel R. Training Coordinator

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