Top-Tier Style Legal Training-Strategically Using Character Styles

Character styles allow you to "Style" specific words with specific attributes such as Bolding, Underscore, Italic etc.  Anything we find under the Font Menu can be applied to the Character Style.    
  
A good example would be a scenario where we are requested to Bold and/ or underscore all the defined terms in the document.  Defined Terms are the abbreviated or nickname like terms assigned to names, companies and institutions rather than referring to the name in its full form over and over again throughout the entire document.  So you might see this in a typical legal document.  The Securities and Exchange Commission ("Sec") ...

Other uses of Character styles take the form of changing the Font of certain company names that appear within the document.  Maybe each mention of the company name is in a particular font, a particular attribute such as Bold and Italic etc.

Other documents that have Preamble like Introductions that use "Whereas" to start off each paragraph may be Bolding or Capitalizing the word. 

This is the main point.  People will sometimes use a particular character style to take care of a number of different scenarios which means that they then LOSE the ability to take care of each individual scenario without affecting the other instances  that are also sharing that same character style.

1.  Each individual scenario should have its own individual character style.

2.  If you need to remove the attribute then modifying the style and removing it takes care of it instantly.

3.  Although you remove a Character Style through modification, it is still silently marked and turning it back on through modifying takes one second.

4.   Finally, if you wish remove the character style from ONE particular instance, then highlight the instance and use "Control Shift N" to strip off the character style but doing so will NOT strip off the underlying Paragraph Style.

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Hyperlinks: Table of Contents vs. Cross References

Hyperlinks:  Table of Contents vs. Cross References

This article has to do with the functionality of the Hyperlink aspect when running a TOC vs. the Hyperlink aspect of inserting a Cross Reference.  We want to examine how  the Hyperlink function operates between the two separate functions.

1.  When we run a Table of Contents and we make the choice of "Use Hyperlink Instead of Page Numbers" this covers us for those scenarios where "Web Preview" is going to be utilized.  Instead of Page Numbers, the TOC entries themselves become the Hyperlinks.  So, if this is published to the Web, the TOC entries will be links.

2.  When not in "Web Preview", you can make use of the Hyperlink function by taking your cursor over to the Page Number and do Control + Click.  It should be noted that whether you choose the Hyperlink function or not, you will always have the option to Control + Click on the page numbers of the completed TOC to be taken to any particular Heading of the document.

3.  As to cross references, when you choose Hyperlink before you choose the section to Cross Reference in the Cross Section Dialog box, this will ensure that when the Cross Reference comes in within the document, you can make use of Control + Click to jump to the Cross Referenced item.

4.  If you DO NOT select the Hyperlink box before selecting the cross referenced item, when the Cross Reference comes in within the document, you will NOT have the ability  to Control + Click on the Cross Reference in order to be hopped to the referenced paragraph.

5.  The Cross Reference will update as it should but many people like the ability to hop to a referenced paragraph as needed.  So, in the TOC of a law firm setting Hyperlinks are not that crucial but in terms of the Cross Reference it is a vital and expected aspect of this particular function.  It should also be noted that under File, Options, Display, there is a setting that you should place a check next to called Update Fields before printing.  This will ensure that anything automated is up to date before you go to the printer.

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MS Word Basic-Advanced Legal Training 

One of the very few that teach top-tier style.  Learn this method, work anywhere.

Blocking Blue Light Spectrum Stemming From TV, Computers and Smart Phones.

As you may melatonin lowers in the daytime and increases in the evening which helps you to feel sleepy.

Artificial light that stems from TV, Cell Phones and Computers suppress Melatonin and in sensitive people it can cause problems in going to sleep.

Here are a few ideas to suppress artificial light (Blue Light Spectrum)

1.  Download https://justgetflux.com. Free download for your computer or iPhone

2.  For Computer Screens and TV Screens.  https://www.lowbluelights.com/products.asp

3.   Blue Blocker Sun Glasses

https://www.amazon.com/zeroUV-Vintage-Blocking-Plastic-Sunglasses/dp/B00741IH44/ref=as_sl_pc_ss_til?tag=ariwhitcom-20&linkCode=w00&linkId=&creativeASIN=B00741IH44

MS Word 2007-16 Legal Training

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MS Word 2007-16 Legal Training-Saving Your Eyes When Working On The Computer..

Save Your Eyes When Doing Your Work On Screen and Off

What I am writing in this article, I have to remind myself to do on a continuous basis.

1.  Hard Copy: (Paper).  Example: You receive a heavy markup with a very thick set of edits.  The handwriting is both small and poor.  How many people including myself have I seen struggling just to make out the words let alone there are 80 pages of this mess.  Before you struggle, make your life easier by going to your copier and copy the markup to 110% which will make it much easier to see what is going on.

2.  You are doing a mark-up and you find yourself squinting while looking at the screen.  The zoom on the bottom right is right there for you to access.  If you have a heavy markup whereby you need to carefully look at the markup and then relocate your eyes to where a "specific edit" is to be made, then zoom it up to around 115-120% and that will make a major difference in your day.  No need for you to strain your eyes trying to zone in on where you have to make an edit.  I know it seems obvious but I have seen enough people struggle unnecessarily.  

3.  Do remember that if you bump up your view to assist your editing, then before you send your document to a client or back to the attorney, remember to take it back to 100% and save it so that the recipient sees the usual look when they open the file.

For those of you that are doing 8 and 12 hour shifts, just doing what I have discussed will help to prevent eye fatigue and your editing will be more accurate.

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Learn MS Word Legal: Omitting The Dotted Leader and Page Number from Heading 1 of your TOC.

This scenario is for a Centered Level TOC 1 without the dotted leader and page number.  This makes use of what is called Switches within the TOC Field Code.

1.  The first thing to do in order to change the TOC so Level 1 comes in without the Dotted Leader and Page Number is to Modify TOC 1 and make it centered.

2.  Collapse the TOC into a Field Code by doing Shift F9.  Shift F9 also toggles the TOC back to its full form.

3.  When you collapse down the TOC into a Field Code, replace the current Field Code Contents with what you see below.  Type in exactly what you see below into your current Field Code.

{ TOC \o “1-2” \n 1-1 }

4.  Rerun your TOC and the Dotted Leader and Page Number will be gone.

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MS Word 2007-16 Legal Secretarial and WP Training

Basic through Advanced Legal 

MS Word 2007-16 training

Phone and/or our location.  Learn a valuable skill that will lead to a job in the legal industry.

Our students our working...

We are one of a very few that offer training and help with placement for the top tier of the legal industry.  If you can work on this level you can work anywhere in legal.  This is high level training.  If you go through our program you will be in position to comfortably pass Job Agency and Legal Firm Hands-On tests.

Learn from those who work in the industry.

Classes on office automation, styles, multi-level outlines, Litigation and Corporate.

All classes average 4.5-5 hours.  1/2 class also available after first full class. Homework assignments follow every class.

-Legal Test Prep job agency class for MS Word also available.  Know what awaits you.

-Specialty Classes on the merge function and fillable forms for law firms or small business.

-MS Word legal test development for employment agencies and law firms as well.

-Candidate assessment for agencies and law firms.

-Books on using a DMS in law firms

-Books on using black lining software in law firms.

-Most classes can be done by phone or Internet.

Thorough and affordable.  If you go class by class: In person class $250.00.  Phone class is 175.00. Visit our site for course packages.

http://www.advanceto.com (Book Classes)

AdvanceTo Legal Training

888-422-0692

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"AdvanceTo Legal and Corporate Word Processing Forum" - This group works as an amazing supplement to our courses and it is maintained by us to ensure that the material increases the awareness of our students beyond our classes.

Top-Tier Style MS Word Training: Problem In Document Hiding In Plain Sight

As in many articles that I have authored, here is another scenario you would like to have been exposed to before it happens in a live situation.

Scenario:  My student has a test at an employment agency for a Word Processing Operator position.  She works on an older MAC using MS Word 2010 at home which doesn't allow her to do the Style Separator feature.  So, she resorts to using the old "Hidden Paragraph" method in order to be able to run a TOC without the entire Body Text Portion of the Heading 2 paragraph ending up in the TOC.

1.  In this same document, she needs to mark the document for Index of Terms, Table of Authorities and Cross References.

2.  Upon highlighting her 1st "Defined Term" the area in the Dialog box that allows one to complete the marking process was Grayed Out.  The same situation occurred when attempting to mark a Table of Authority Entry and a Cross Reference Entry.

3.  Looking at the Body Text Portion of her Heading 2 Paragraph, she had properly named it "Remainder of Para" which served to disassociate the Body Text Portion of the Heading 2 paragraph ensuring her TOC would run properly.

4.  What I did notice was on that Body Text Paragraph, it had the Tell Tale Dotted Line under the entire length of the paragraph.  This means that the paragraph has the "Hidden" attribute within the makeup of the style itself.  I know it is in the style simply because ALL of the Heading 2 body text portions have the dotted lines and not just ONE occurrence.

5.  Modifying the style and removing "Hidden" under Font,  solves the problem of not allowing one the ability to mark the Index of Terms, TOA and Cross References.

6.  Using the old Hidden Method in place of the Style Separator requires that you only mark the paragraph symbol that follows the Heading 2 "heading text" as "Hidden" .  Yes, you place a Hard Return after your Heading 2 Heading Text and apply the Hidden Attribute to it.

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Learn Legal MS Word: Having A Number Of Options When Using The Zoom Feature...

As you know, if you are working in a big firm, most probably all of your work station settings are tied into your log-on.  No one else but you changes anything.

But, for some of you, this is not the case.  You sit down at a work station possibly as a temporary employee or you share a work station and you are the recipient of whatever is going on at that particular work station.

If you are a secretary or word processing operator, there are times when an attorney will stand right over you to direct last minute editing changes.  You don't want to be in a position where you don't have access to your zoom feature.  It is very common for the attorney or other individual to ask that you enlarge the text so they can read it without straining.  Below are some options:

1.  If you find that the Zoom and Zoom Slider which are vital are not present on the bottom right of your screen above your status bar, you simply right click on your status bar and place a check next to "Zoom" (which shows your viewing percentage) and "Zoom Slider" that allows you to enlarge and shrink the screen size.  You find these at the bottom of the list.  Those two are most commonly used.

2.  Under the View Tab, you can get to the Zoom feature, but certainly not as convenient as having it active on the screen.

3.  If you have a roller on the top of your mouse, you can use Control + Roll Forward or Backward to shrink or enlarge the text.  This is easy and requires no turning on/off specific features on the Status Bar Menu.

Now you have some options when it comes to your Zoom feature.

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MS Word Merge and Fillable Forms For Small Business and Legal Firms

I teach both of these classes on a regular basis.  I charge between $250-$400 for each 5 hour class depending on the number of students.  The class is thorough and well worth it.

Funny thing, I wrote the two books below.  Because of my narrative/seminar style, many people opt to get the books and not do the class and the difference in using the books alone is negligible, meaning they find that there is not much of an appreciable difference in the overall result.

Merge and Fillable Forms are are two skills that you should add to your skill set if you do not have them at the moment.  If you are a Secretary or Paralegal, then it is to your advantage to have these additional skills that you can place on your resume. If you are a Word Processing Operator, then it truly is only a matter of time until you are asked to do a Merge Letter or to create or edit a Fillable Form.

Trust me, they are easy to learn but not easy to figure out from scratch under pressure.

 I have taught legal word processing for many years and I have logged thousands of hours on all shifts as a Coordinator and bring that experience to you starting off with a thorough look at the Merge function in MS Word.  This is a valuable book for those business owners and legal staff who wear many hats and want to be able to create target letters, labels and  envelopes. 

Create Space/Kindle

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As to Fillable Forms, this book is meant for the everyday MS Word User that wishes to learn the SOLID basics as to creating Fillable Forms in MS Word. 

We thoroughly go over both the original Legacy package and the new Content Control package. 

Whether you work in legal, medical, insurance or financial, your clients are filling out forms.  Save time and money by learning how to create your own fillable forms as needed.  This book is a great value!

Create Space/Kindle

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Two Books that unfold like a seminar...

Basic-Advanced MS Word Legal Teaining 2007-16

Learn Legal: Using The Internal Laser Pointer During A Power Point Slide Show

This is a fun little Tid-Bit

This is very easy to Use:

Scenario:

You are running a Power Point Slide Show and while you are running the Slide Show for your audience, you want to make use of Power Point's internal Laser Pointer.

1.  Under the "Slide Show" tab, go to the "Set Up Slide Show Button".

2.   When you are in the "Set Up Slide Show Button" dialog box, set your "Laser Pointer Color".  Most people from my experience choose red.

3.   When you run the slide show, use your Control and Left Mouse Button to point things out to your audience using the internal laser.

4.  That is all you need to do.....

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