UNIT 6: SECURITY MEASURES IN WORD PROCESSORS

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 also contains a new user interface, called the Ribbon

Track Changes In order to make corrections to a document that you want others to see you need to know how 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 to 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?

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 the 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 in that program

Toolbar for Word 2007

Help Button Microsoft Word

Online and Program Resources Usually word processing programs have online resources for instruction and help using them. Updates are also 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. Courses are also available for in-depth instruction on the features of these programs.

Creating and Saving a Document When you open your word processing program, you will be asked (usually) whether you want to open an existing document or whether you want to create a new one. The file menus to create and save a document in Word and Wordperfect are in your text. Wordperfect offers compatibility with Word. When saving, you can choose “save” or “save as” features…The “save as” allows you to save in an earlier version if you are using Word 2007.

Give it a Try! If you would like, try opening an already saved document through your word processing program. Now try creating a new one. Do you have any questions?

Templates A template is a preset or predesigned page. These can save you a lot of time and ensure that your document is organized and professional looking. When you are working in a law office, you will undoubtedly use templates for pleadings and other type of legal documents that are filed in court.

Identifying Document Format File extensions are tags of three to four letters (preceded by a period) that identify a data’s file format – the application used to create the file. Word 2003 =.doc; Word 2007 =.docx Wordperfect =.wpd Words =.wps Web documents =.htmGeneric =.txt

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

Security Features Now that you have created, converted, edited and/or saved your document, you can also include some protections for your document Protecting your document will help to ensure that others will not have unrestricted access to what you have created. Using “Protect Document” helps you do that – you find it by clicking on Review, and then Protect Document

Protect Document

Document Properties Document properties are part of the metadata for a word processing document. The date the document was created and its author would be part of its metadata. If an opponent claims that a document was prepared and sent on a certain date, you can check to see if the copy you then receive was created after that date. In Word 2007, click on File, Prepare, Properties – under Prepare there are other restrictions that you can use, such as encrypting, restricting permission, or adding a digital signature. (See p. 117)

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?

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!

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?

This (and next) Week’s Assignment Next week, you will submit a three-part assignment. You will learn more about Microsoft Excel in Unit 7, but in the meantime you can read through this assignment and begin working on the Microsoft Word part of the assignment. Part 1: Create a “how-to” flyer for your law firm on recommended protocols for creating secure Excel workbooks and Microsoft Word documents. Enable the security features you learned about in Units 6 and 7 to ensure your electronic flyer is secure.

This (and next) Week’s Assignment Part 2: Your attorney has quickly drafted the following motion while out of the office, using the Windows Mobile function of his cell phone. He has ed you the document and needs you to place it in pleading format, have another attorney in the firm review and sign it, and then file it with the court clerk today. Using the pleading template from Microsoft Word [search the MS Word templates], create this motion.

This (and next) Week’s Assignment Part 3: Using the workbook (see Assignment) [also posted in DocSharing], keep track of the time you spend on each part of this assignment. You will need to bill Part 1 to “administrative” and Part 2 to “Justin King.” Submit your flyer, pleading, and workbook to the Dropbox by the end of Unit 7.

Unit 7 Assignment Grading Rubric Click on Doc Sharing Scroll down past the chapters of the ebook Locate the Unit 7 Assignment Grading Rubric Click it open and let’s discuss expectations

Practice Questions

Practice Question # 1 What are the advantages and disadvantages of using passwords with word processor documents?

Practice Question # 2 What are the security features that are available in Word or WordPerfect?

Practice Question # 3 Explain the functions of the word processing software as used by the legal team.

Practice Question # 4 How can you identify the document format by reference to the file extension?

Practice Question # 5 What are the ethical issues in saving word processing documents?