UNIT 6: SECURITY MEASURES IN WORD PROCESSORS

Reminders Office hours Friday, from 1pm – 3pm EST Complete the Unit 6 test Participate on the discussion board Read assigned parts of chapter 6

(Microsoft) Word What version(s) do you use on your work, home, library, etc. computer(s)?

Functions of Word Processing Software Preparing written forms of communications for clients, other lawyers, and courts Allow multiple parties to work on and revise documents Examples Corel WordPerfect or Microsoft Word Typing functions and built-in software tools, such as grammar check, spell check, and formatting Microsoft 2007 contains an user interface, called the Ribbon

Navigating in Word Processors Menus and toolbars are the way you use the features of a word processing program Menus show a list of commands and are located on tool bar Toolbars contain menus, buttons, or a combination of both Most word processing programs offer a “Help” button to assist you in using the various features offered

Ribbon for Word 2007

Ribbon for Word 2010

Ribbon for Word for Mac 2011

Word 2003 Menu Bar (partial)

Help Button Microsoft Word

Online and Program Resources Usually word processing programs have online resources for instruction and help using them Updates are available via the online websites Guides and instructions are built into the programs and are available online and through the vendors Examples of the tutorials for Word 2003 and 2007 appear in your textbook. Microsoft website has tutorials for Word 2010 Courses are available for in-depth instruction of these programs

Creating and Saving a Document When opening word processing program, you’ll be asked if you want to open existing document or create new one File menus to create and save a document in Word and WordPerfect are in your textbook WordPerfect offers compatibility with Word When saving, you can choose “Save” or “Save As” features “Save As” allows you to save in earlier version if you are using Word 2007

Creating a New Document

Templates A template is a preset or pre-designed page These can save you a lot of time and ensure that your document is organized and professional looking When working in a law office, you’ll use templates for pleadings and other legal documents that are filed in court

New Document from a Template

Fill in the Blanks

Give it a Try! Open a new document from a template Do you have any questions?

Identifying Document Format File extensions are tags of three to four letters (preceded by a period) that identify a data’s file format Word 2003 =.doc; Word 2007 and 2010 =.docx WordPerfect =.wpd Words =.wps Web documents =.htm Generic =.txt Adobe Acrobat Reader file =.pdf

Document Formats WordPerfect usually converts documents from other formats into the WordPerfect (.wpd) format You can save to an earlier version of Word If you are using the earlier version of Word you cannot save to the 2007 or 2010 version

Track Changes In order to make corrections to a document that you want others to see you need to use the track changes button In Word 2007, you click on “Review”, then “Track Changes” (highlight) You can strike out and make comments either in the body or in the margin In Word 2003, click on “Tools”, “Track Changes”, “Highlight Changes”

Track Changes

Example of Track Changes

You Try! Try opening your word processing software right now Open any saved Word document on your computer See if you can find and turn on the track changes button Were you able to get it going? Is this something you think you might use?

Security Features Why is it important for a law firm to protect or secure word processing documents?

Security Features Now that you created, converted, edited and/or saved your document, you can include protect your document Protecting your document will help to ensure that others will not have unrestricted access to what you have created. Find “Protect Document” by clicking on “Review”, and then “Protect Document” -Read only -Limited editing -Track changes Encryption

Protect Document Word 2010 Word 2007

Encryption

You Try! Open up a document and try engaging some of the protections afforded by your word processing program Did they work? What benefits do you think these provide?

Document Comparison Go to the “Review” tab and click the “Compare” command. Use “Browse” to select the two documents. Accept or reject changes.

Mail Merge Used for form letters, labels, and mass mailings In Word 2007, select Start > Mail Merge For Word 2003, see us/word/HA aspxhttp://office.microsoft.com/en- us/word/HA aspx

Table of Authorities New in Word 2007 Find an explanation here: Word allows you to make your own categories or save seven types of citations; cases, statutes, rules, treatises, regulations, constitutional provisions, and other authorities.

Ethical Issues Always remember to remove any track changes before sending out the final version to your opponent! If not, the reader can see your thought process – which can be very telling when it comes to what is not included in your final version! This is not the same as removing metadata. Refer to our previous discussion about metadata.

Ethical Considerations So what do you think? What ethical considerations must be made before some of the word processing features, particularly those related to protection, are used? Do you think it is better to use them or not use them?

QUESTIONS?

Reminders Office hours Friday, from 1pm – 3pm EST Complete the Unit 6 test Participate on the discussion board Read assigned parts of chapter 6

LOOKING AHEAD Unit 7: Excel Unit 8: PowerPoint and Specialty Software Unit 9: Final exam Unit 10: Wrap up

Have a Great Week!