Having Total Control Over Your Search and Replace Function

Having Total Control Over Your Search and Replace Function

https://www.tumblr.com/blog/view/advancetoclassesandmaterials/709983043987832832

 #msoffice #msword #litigationandcorporatedocuments #formatting #documentstyling #analysis #outlines #legal #corporate #financial #allsupportstaff #outsourcesupportstaff #individualswelcome #documentautomation 

MS Work Legal Training - Let Us Train You - Classified Ad

MS Work Legal Training - Let Us Train You - Classified Ad

MS Word 2007-16 Learn Legal - The 3 Essentials When Doing Cleanu

The 3 Essentials When Doing Cleanup On MS Word Documents

MS Word 2007-16 Learn Legal  - The 3 Essentials When Doing Cleanup

By Louis Ellman

When I do a document cleanup, my routine involves 

1. Changing the font for the document as a whole. (Modify Normal)

2.  Making sure the quote style matches all the way through. 

3. Making sure the margins are 1 inch all around.  

4.  Making sure section breaks are set for New Page and Different First Page applied to the entire document.

5.  Making sure that the document is set for top alignment with the exception of the Cover Page which I set for Vertical Alignment Center.

Because some of the text attributes are applied directly, this is why you will still see mixtures of fonts within the text after you have changed the document font by modifying the Normal style.

As part of the cleanup routine, I select all the text (Control A) and then use Control Spacebar which strips off any fonts that were directly applied so that only the font selected for the document as a whole remains.  Yes, I also make use of Paste Special - Unformatted Text when I want to strip the document down to raw text.

Below is a summary of what I call the 3 essentials.  Keep in mind that with the exception of Control Shift N, we are talking about removing surface formatting and not disturbing the style attributes.

CTRL+SPACE BAR – This removes all character-level formatting—strange fonts, underlining, boldface, italics, etc. 

CTRL+Q – This removes all paragraph-level formatting—out of place indents, line spacing, extra spacing before and after the paragraphs, etc. 

CTRL+SHIFT+N – This returns the selected text to Normal formatting.  

Note:  Before I alter a document in a major way, I always make sure that I have a hard copy printout so that I know where all of the bold, italic and underscore occurred within the document.  I then have the ability to build those attributes into styles and/or create character styles to handle some of the surface formatting that will be more controllable with the use of a character style.

Training from an inside perspective

www.advanceto.com

Learn MS Word Legal - Using Global Replace For Hard Space...

Using Global Replace For Hard Space

A Hard Space (Control + Shift + Spacebar) aka Required Space,  Non-breaking Space, simply serves to keep two items together such as "John Q" Smith. A Hard Space would be placed between the John and Q so that the Q doesn't separate from John and wrap to the next line.   Next example is January 1, 2017.  We place the Hard Space between the January and the 1.

Another use of the Hard Space is numbering throughout a paragraph whether it is (1), (i), (a), (I) etc. and you don't want the numbering to separate from the word that directly follows.

Numbering within paragraphs is the MOST common use of the Hard Space and to apply this protection throughout the document smoothly, we "usually" make use of the Global Replace Function over a 1 by 1 approach.

Inserting Hard Spaces as Needed 1 By 1.

Rule 1:  Make sure there are no regular spaces between the two items that need the Hard Space.  I usually highlight the empty space and replace it with a Hard Space.

1.​  Place the cursor between the two items and use Control + Shift and tap the Space Bar 1X.

2.​  There should only be the Hard Space between the two items. If there is a "hard space" and a "regular space" it will not work.!   A Hard Space produces a degree like symbol °.

Using Global Replace:

1.  Highlight the piece of text that contains the text needing the Hard Space. This provides more control over the Global process.

A. Use Control H. To reveal your Find and Replace Dialog Box

B.​  In the "Find What" area type in a Closed Parenthesis ")"and a regular space.

C.​  In the "Replace With" area use a Closed Parenthesis ")" and Click the "More" Button followed by the "Special" Button and select "Non-Breaking Space".

D. Select "Replace All" and all items needing the Hard Space will now be done.  Note:  Because you first highlighted the text, it will prompt you to keep going or end the process.

PS:  A Hard Hyphen (keep-together) is Control Shift Hyphen.

Training From An Inside Perspective
www.advanceto.com

U

Learn Legal MS Word The Right Way - Styles and the Clipboard

When Applying Styles - Place The Style You Are Applying Most On The Clipboard....

Scenario: Styles are applied to a large file. You have Heading Styles for the Multilevel Outline, Body Text Styles for the non-numbered paragraphs, and a Style Separator scenario whereby the text to the right of the Style Separator uses a Body Text type style to disassociate the remaining Body Text from the Heading 2 text that sits before the Style Separator.

When putting together an involved document, you don't want to have to go up and down the right side style pallet looking for each needed style. That eats up a lot of time and results in a lot of unnecessary movement.

Instead, we use a combination of things in order to smooth out the process of applying styles.

Back to your Style Separator Example:

1. You have the right side palette open where you are staring at Heading 2.
2. After we bring in the first instance of the Body Text style that is applied after the Style Separator, we can place the formatting of that style we will use again and again on your "clip board" by the use of Control Shift C. This style will now be available all day as needed on your clipboard until of course you establish a new Control Shift C. 
3. The sequence then becomes apply the Heading 2 Style to the text that shares the paragraph. Heading 2 and its attributes come in.
4. Apply the Style Separator (Control Alt Enter) and your cursor will be sitting to the right of the Style Separator.
5. Use Control Shift V to paste the formatting of the body text style you placed on the clipboard that disassociates the Body Text from the Heading 2 text.
6. This method will help to cut down on much of the movement associated with applying styles. The use of the Control Shift V is more efficient than using the Paint Brush. FYI: Control Shift C and Control Shift V is the key combination for the Paint Brush. 
7. Placing your most used style on the clipboard for your editing session will make the process of applying styles a lot easier.

Training From An Inside Perspective We routinely and thoroughly go over Style Separator scenarios, Multilevel Outlines, Cross References, TOC, TOA, Index Of Terms, Strategy and so much more!

One Of The Very Few That Teach Top Tier Legal!www.advanceto.com

What to Expect on an Agency or Law Firm MS Word Hands On Test. Get The Inside Track Before You Test www.legaltestreasy.com

Kindle Version:

https://www.amazon.com/gp/aw/d/B07GQKT5D3?ref=aw_sitb_end_act_to_dtl

Create Space Paperback Version:https://www.amazon.com/gp/aw/d/1726038084/ref=tmm_pap_title_0?ie=UTF8&qid=&sr= The For 198 MS Word Scenarios and Solutions and Strategy Session Teacher Connected Books go to www.awarenessexplosion.com

MS Word Legal - Don't Forget To Link Level To Style..,

Always Check Your Link Level To Style...

This is a simple concept but if not checked, it can cause a lot of problems.

We are talking about "Link Level To Style" in the Multilevel Dialog Box.  If this is not checked from the outset, then a number of issues relating to Multilevel outlines will be affected.

When we do Multilevel outlines, you have a Numbering Aspect and Textual Aspect that come together to make one complete level Heading.

Yes, we make use of the Heading styles for each individual Heading Level.  The Numbering Aspect of the Heading Level is taken care of in the Multilevel Dialog Box while the textual portion of the Heading Level is taken care of within the Heading style itself through modification.

When you start a document that will use Multilevel numbering, you must first connect each Level number in the Multilevel Dialog Box to the corresponding Heading Level Number.  Level 1 to Heading 1, Level 2 to Heading 2 etc.  If we do not do this, then it can have the following effect.

1.  Heading levels will not work since they don't know who they are working along with.
2.   Combo numbers such as 1.01 will  not work properly since to produce the number, they are a result of two levels coming together and working in conjunction with corresponding Heading levels.
3.  Even if "one level" is not connected or better yet, one level connected to the wrong Heading Level or other Style this will throw the whole thing off.

In sum, when first starting a Multilevel related document, connect at least the first 4 Heading Levels before doing anything else.  For the most part, this will handle most of the document and cut down on errors.

Training From An Inside Perspective
www.advanceto.com
Books That Read Like I Am Sitting Right Next To You
www.legaltestready.com
www.awarenessexplosion.com
www.lowcostempire.com

Learn MS Word Legal -Paste Special Unformatted Text vs. Strip To Normal - There Is A Difference.

 Paste Special Unformatted Text vs. Strip To Normal - There Is A Difference.

When teaching, I am often asked to distinguish between Paste Special Unformatted vs. Strip To Normal.  

Although at first glance, one would think you are essentially dealing with the same scenario, it is actually not that at all.

Strip To Normal:  (Control Shift N).  When we strip a piece of text to "Normal Style", we are removing from that piece of text all Direct Formatting (On the surface) as well as any attributes (Fonts, Bold, Und), Paragraph Formatting (line spacing, alignment, before/after,) contained within a Style that was attached to that piece of text.  

1.   We do so to ensure that when we reapply a particular style or apply a different style to a particular piece of text that the text is a clean slate and only the attributes and paragraph formatting instructions of the style we are about to use will be the only items that are attached to that piece of text.  

2.   Stripping to "Normal" is basically stripping the selected piece down to plain text so we can manipulate it by a package of instructions known as a "style".

Let us examine Paste Special, Unformatted Text.

In this scenario, we are cutting or copying text from another MS Word document, webpage, text within another software etc. such as a PDF file, and bringing that text over to a targeted area within a target document.

1.  Without the use of Paste Special, Unformatted, whatever attributes such as outline numbering, fonts etc. are presently contained within the cut or copied text will enter the target area and may disrupt the structure or look of the targeted document.

2.   When Paste Special Unformatted is used, the text that is meant for the targeted area of the target document will be simultaneously stripped to plain text while the style waiting in the targeted area will cause the newly stripped text to pour into the awaiting style in the target document thus becoming part of the document without causing ANY disruption to the targeted file.

Top-Tier Style Training

www.advanceto.com

Books That Expand Your Awareness Level

http://awarenessexplosion.weebly.com

I would not take an MS Word Hands On Legal Secretarial or Word Processing Test until you go to 

www.legaltestready.com