MS Word 2007-16 Legal Training: Two Paths To Consider

We train from Basic through Advanced (word processing and secretarial), with the goal of taking you to expert status.  Our students do very well on agency tests which opens the door to top-tier law firms and everything in between.

Our methods and strategies substantially increase the awareness level of our students.  This leads to the capability to work on involved litigation and corporate documents.  

Classes are small (2 max), classes are thorough and homework follows every class.  You will learn a ton.

Take the path that will lead to your success.  Don't waste valuable time with any class that does not enable you to pass a hands-on MS Word legal test.  

1. Are you coming back to the industry after an absence?  

2. Are you a beginner?  

3. Are you currently working in a firm where your MS Word generic skills have eroded due to use of in-house third party software?   We can help!

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We offer weekly the following:

1.  Live Phone and/or In Person class is approximately 4.5 hours. Phone class may be split into two.  We teach 2007-16.  Half Class available after first full class.

2.   Most classes 1 on 1 or 2 students tops. 

3.   The ability to make your own schedule from class to class.

4.   Learn from those from the top-tier of the legal industry who function as coordinators, lead operators help desk and IT personnel.

5.   We help you with placement as well.

6.    Total test prep before you ever go to the agencies.

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Phone class is always $175.00.  

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It's Okay, Don't Touch

This particular article has to do with Multilevel Outlining.

Any of my students know that I look at each level (Heading Level) of a Multi-Level Outline in two ways.  I first deal with the Numbering Aspect of a particular level and then the Textual Aspect.

Level 1

Article 1. (Numbering Aspect)

Introduction  (Textual Aspect)

Level 2

Section 1.1 (NA) - Method of Operation (TA)

Anyway, when we position the Numbering to where we want it to line up, we make use of the "Aligned at" and "Indent Text At" part of the Multilevel Dialog Box.

The problem that students and operators alike encounter is the claim that nothing has taken effect.  Meaning that the settings they placed in the Multi-Level dialog box will not take effect.

Here are two common reasons why:

1.  The Levels in the Multi-Level Dialog Box are not Linked to the Heading Levels.

Or

2.  When the operator takes care of the Textual portion of the particular Heading Style, they go into (under Modify) Format Paragraph and take care of things such as Alignment, line spacing and Before and After spacing.

3.  What they should NOT be touching or removing is Left Indent and anything under Special namely, First Line Indent.  

The settings that one sees when dealing with a live Multi-Level outline when going into Format Paragraph in terms of Indent and under Special are settings that reflect the choices that "we just made" when setting the position of the Numbering Aspect when we were just in the Multi-Level Dialog box. 

4.  When people see settings in the Paragraph Dialog Box that they themselves did not put in, they tend to want to remove them NOT making the connection that those settings are an acknowledgement of what they just did in the Multi-Level Dialog box.

So, as I said, it's okay don't touch.

Training From An Inside Perspective

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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

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Saving A Document As A Web Filtered Document

This may not come up every day but for those of you that do any type of Self Publishing, this comes into play especially for Kindle Uploads.

When you have prepared your document and are ready to upload your book to a service such as Kindle, saving a file as a Web Filtered does the following:

1.  It saves a copy of your file as an HTML file and it extracts all pictures (JPG, GIF) and places them in a separate folder.  Within the HTML document, it marks the area so that it knows where each picture should go when the images folder is accessed.

2.  When making use of the Web Filtered HTML file and corresponding Images Folder, in order to properly package the two pieces you first save the HTML file as a Zip File.

3.  You can save the HTML file to a Zip File by right clicking on the file and selecting "Send To Zip Folder" .

4.  Then, when the Zip Folder is created, drag the Images Folder over the newly created Zip Folder and it will deposit a copy of the Images Folder into the Zip Folder.

5.  The Zip Folder, containing the HTML File along with the Images Folder is what gets uploaded to the Kindle Website when self publishing.

6.  Now that Self Publishing is as easy to do as it is, attorneys and other professionals are taking advantage of these great services like Kindle, Create Space, Nook Press, Kobo, LuLu and many others to get world wide exposure for their efforts.

Training From An Inside Perspective:

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MS Word Legal - Awareness Explosion Vol. 1

MS Word Legal - 

Awareness Explosion Vol. 1

Learn while you read.  If you wanted to know the procedures and MS Word situations that occur on a daily basis in a legal word processing center then this book is for you!  At the very least double your knowledge in numerous areas.

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Learn Legal: Adding The File Name Path To Your Doc:

A little thing that can cause a problem if you have not been exposed to it.

Scenario:

You go to an agency to take a test.  Within the test instructions, they ask you to place the "Path To Filename" within the Footer of the first page (Cover Page).

Since that would be one of the first things to be done within the test, you don't want to start out by being stumped.

Let's go through the simple routine:

1.  Go to Insert and look for Quick Parts on the right side of the ribbon.

2.   Look for Field and go into the "Field" dialog box.

3.   Look for Filename and select it.

4.   Upon doing so, under "Field Options" on the right side of the Dialog Box click on the "Add Path To Filename" button.

5.  This will bring in the entire Path of the current document in the same manner that Document Management Systems track a particular file.

Training From An Inside Perspective

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When the Buffer Column is Needed In Financial Tables

In this particular article, I will discuss two scenarios where Buffer Columns are used and why vs. when it is not necessary.

Column Headings:

1.  For Column Headings:  if you use Border "Applied To Paragraph" then this leaves a bit of space on the left and right of the Table Cell and therefore there is no need for a buffer column.  There will be a clear distinction between the two side by side headings.  

2.  A buffer column in this case, would "ONLY" be used if "Border Applied To Cell", were used since "Border Applied To Cell" leaves no space within the cell.  Two side by side cells using this method will appear as one solid line not two therefore a buffer column would be necessary to produce the visual separation.

Use of Table Borders  As Signature Lines

1.  In this scenario, let us suppose we are using the Borders of the table in order to produce the Signature Lines. If the Borders are used, they will stem from end to end and these signature line types placed side by side (two column table) will appear as one long uninterrupted line.  

2.  In order to get around this, you need to insert a Buffer Column which you can squeeze down to one character width placed between the two columns.  This empty column with no border lines, will serve to create the necessary visual separation so that two side by side signatures using the Table Border method will view as two distinct signature lines.

3.  Finally, if you make use of a right tab in the ruler with a "Solid Line Leader" attached to the Tab to create your signature lines then no buffer would be necessary. These signature line types do not go from end to end.

Try them all and view the difference.

Training From An Inside Perspective

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Two Separate Font Areas To Deal With

Many of us use 3rd Party Software for our Multilevel Outlines.  Some of us, on the other hand, use the generic MS Word Multilevel Outline feature.  It works well, but people do forget to take care of both Font areas.  They are the Font areas controlling the Numbering and Textual Aspect of each Heading Level.  

It is common to forget to take care of the Font that controls the Numbering Aspect.  This results in the Numbering text having a different look from the remainder of the particular Heading.

Another scenario that occurs because the Numbering Font was not checked, is the Invisible Level Number problem.  Below, I take you through that scenario.

The Invisible Article 1

Scenario:  Level Heading 1 Centered

Article 1 (soft return)

Introduction  (Hard Return) (12 Pts. After)

When Heading 1 was set up using the Multi-Level Outline Dialog Box using the configuration "Article 1" as the Numbering Aspect, the following occurred:

1. After implementing Heading 1, it came in in the following manner:

An Empty Soft Return

Introduction  (Hard Return)

There was an empty soft return followed by the textual aspect of Heading 1.  The numbering aspect DID NOT come in.

2.  Thinking we have overlooked  something in the Multi-Level Dialog Box we went back in.  Article 1 was in place and we checked that Level 1 was in fact "Linked" to Heading 1.

3.  Going back to the Heading 1 text in the actual document we stripped it back to Normal style (Control Shift N). We reapplied Heading 1 and again, it came in with an empty soft return and the textual aspect of Heading 1.

4.  Going back to the Multi-Level Dialog Box we went into the Font Button and the CULPRIT was staring at us.  Under Font Color, it read "No Color".  We switched it to "Automatic" and Article 1 was now visible.  Problem solved.

5.   Remember to deal with both the Numbering Aspect Font and the Textual Aspect Font of each individual level Heading you implement.

Top-Tier Style Training

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Multilevel Outline Problem With Combo Type Number

By Louis Ellman

I like these articles because they help add to people's awareness level and serves as 1 more thing that you have been exposed to.

Here is the scenario of the event:  

Operator calls and explains they are attempting to do what I call a "Combo" number in a Multi-Level Outline for Heading 2.  The number for Heading 2 style will be 1.01 with the word "Section" placed before the outline number.  It should also be noted that the first level of the multi-level outline (Heading 1) is Article I where the number is "ROMAN".

1.  So, the operator had already brought in the first instance of Heading 1 on the screen and it reads:

ARTICLE I (soft return)

Introduction (Hard Return)

2.  They are now ready for the level two which is the combo number 1.01.   It would have the word Section before it.  As you know, a combo number is produced by the selection in the Multi-Level Outline Dialog box "Include Level Number From" followed by a period and then the current number type (combined) to produce the 1.01.  The operator types in the period between the two levels (the 1 and the 01).

3.  Upon going to "Include Level Number From" there was nothing to be selected and it said none.  Without the ability to click "Include Level Number From" we cannot produce our combo number which is a "combo" of two levels.

4.  I asked the operator to please check if in fact level 1 in the multi level dialog box was connected to Heading 1 through the "Link Level To Style Option".  They confirmed that it was.  I had them bail out of the Multilevel Outline Dialog Box and do a save.  Upon going back in, still no access to Previous Level Number in Level 2.

5.  Upon going back to level 1, I noticed the lack of grey shading (indicating Field Code) for the Roman number I after the word ARTICLE.  This meant that it had to be "typed" in instead of produced by going to the selection Numbering type.  This now had to be fixed by going to Level 1 and selecting for the Current Numbering Type "Roman I" which when selected turns Grey.  The Grey shading tells you it is now set for auto numbering and "NOT" typed in manually.

Once the Level 1 was corrected, we are now able to use the 

 "Include Level Number From option" in conjunction with Current Level Number to Produce L01.

6.  Since the first level was a roman number, the combo number will initially come in as I.01 (Roman.01) but upon selecting "Legal Style Numbering selection" in the multilevel dialog box, it then switches over to 1.01.

7.  We did not realize the hard coded roman number error right away because the operator had only brought in the first instance of level 1 and it came in as Article I on the screen "as it should have" so there were no red flags.  

If they had brought in the next major level, Article II, it would have "not" kicked over to "II" since the number was initially "hard coded" (typed in) in the multi level dialog box and would therefore continue to produce the Roman l again and again.

8.  In sum, do not hard type numbers in the multi level dialog box.  You can hard type parentheses (a), periods 1. and words such as Article and Section but always make sure the numbers are auto.

===============

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Footnoting Basics Including The Related Styles

Footnoting Basics Including The Related Styles

By Louis Ellman

Footnote Ref/Footnote Text
This is considered a minor item in the scheme of things until you are in a position of having to change the numbering or text. It comes down to if you are asked to modify Footnotes in terms of their Reference Numbers vs. the actual Footnote text you can waste time figuring it out if you don't know it right off the bat.

You need to know how to modify the actual styles that represent the Footnote numbers vs. the Footnotes Text.

1. You might be in a situation whereby the attorney wanted for whatever reason an alteration to the size of the text. Typically, law firms use Times New Roman 12 for the bulk of the document and the Footnotes are done two point sizes down which gives you Times New Roman 10.

2. When you insert a Footnote, you end up with a footnote number or a footnote symbol depending on what you choose for the numbering system. You have a Footnote Reference Number within the body of the text which appears Superscripted as well as a corresponding Reference number at the bottom of the page associated with the new footnote.

3. If you sweep your cursor over the footnote reference number "within the text" and look up to your style window or your style task pane to the right, you will see that it reads "Footnote Reference". Keep in mind that this is a character style “a” and is not a paragraph style. Therefore, you can (and would only need to) modify its font characteristics and attributes if needed such as bolding, font and font size.. This is the name of the style that is associated with the footnote number or symbol.

4. Now, if you go into print layout and run your cursor over the footnote reference number next to the actual footnote text (at the bottom of your page) the style associated with the footnote number is again "Footnote Reference". If you are to highlight the text of the footnote itself and look at your task pane you will see that the style associated with the footnote text is called "Footnote Text".

5. This is important because if you should have the need to modify the footnote reference numbers or the footnote text in any way, you would know what styles control which parts of the footnote!

6. Remember, the footnote text tends to be two points below the font of the text of the document. So, if your document is in Times New Roman 12 (a very popular law firm font) then your footnotes should be in Times New Roman 10.

Basic-Advanced MS Word 2007-16 Legal Training 

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The Very Useful Watermark Feature

Whenever I bring up subject matter that involves procedures whereby the location of the feature has moved from one version of the software to another, it is very important to know where the item has been newly situated.  

The Watermark is a very important feature that should be used to protect against wholesale copying.

Let's take a quick look at the Watermark.

If we choose to implement a watermark in MS Word, we make a decision whether we use a generic watermark such as "Confidential" "Client Copy" etc. or we can use a picture or logo type picture and finally we can use a "Custom Watermark" whereby we type in our own text such as our company name, website etc.

If we print out the file, the watermark will be visible on your hard copy.  If we send the file in MS Word to someone and the file is not password protected, then someone can simply remove it.  Finally, if we save the file as a PDF, then the watermark will be present in the PDF on its own layer.  Again, it can be accessed and removed if you don't password protect the PDF file from editing.  In Adobe Professional, this can be done under Tools, Advanced Editing Functions and choose -Touch-Up Object Tool.  And one should remember the many programs that break the passwords set on both MS Word and Adobe PDF.

Keep in mind that the watermark can be implemented from the Adobe file since Adobe Professional and Nuance allow one to create a watermark in the newly created PDF. 

In MS Word 2010, we find the watermark under the Page Layout Tab.

In MS Word 2013, here is how to get to the watermark feature:

1. Click the Design tab.
2. In the Page Background group, click the Watermark button. A menu plops down with a host of predefined watermarks that you can safely duck behind the text on your document's pages.
3. Choose a watermark from the long, long list or customize your own.

Highly Recommended:

www.advanceto.com - Top-Tier Style Legal Training.

Learn MS Word Legal: Crowding Of The Page Numbering In Your TOC and TOA

This particular issue concerns both the TOC and the TOA.  It is a common scenario but easily correctable.

There are times when the text of your TOC and TOA is crowding the page numbers to the extreme right.  Most often, an attorney will notice it and ask the operator to please clean it up so that it does not look so cluttered.

1.  Some people manually go to the ruler and fix it by tugging the right margin toward the left for those entries that crowd the number.   Each time that the TOA is updated, the problem resurfaces since it was done with direct formatting.  So, what controls the text of the completed TOA or TOC in order to fix the problem for good.  

2.  For the TOA,  the style associated with the completed TOA entries is called “Table of Authorities”.   Do the following:

1.​  Either double click on the left hand side style tracking  “Table of Authorities” or right click on the right hand side style panel where it says the name of the style “Table of Authorities”.

2.​   Under Modify, go to Format Paragraph and under Indentation “Right” make that 0.5.  That will take all of the text of the Table of Authorities and will push it back towards the left an additional 0.5 thus making a "clear lane" between the Table of Authorities Text and the Page Numbering.  

3.   ​Look at the ruler when your cursor is in the TOA you will notice that there is a right tab in the ruler toward the extreme right.  You just leave that as is.  That right tab controls the positioning of the Page numbering.

4.​  Finally, it is very important to note that if your TOC (Table of Contents) has this same crowding problem, you will go about fixing it in the same manner by modifying the styles TOC 1 and TOC 2 in your completed Table of Contents and set the right indent to 0.5 just as you did for the TOA.

Knowing these tips will get you in the habit of looking at the spacing of the entries and the corresponding page numbers.

Training From An Inside Perspective

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Some Of My Table Of Contents Entries are Capitalized and Some Are Not

This article will help to remove some of the mystery as to inconsistency when it comes to the look of the TOC.

Some Rules:  If areas of the RAW text (the original document text) is in UPPERCASE, and you leave it in UPPERCASE,  then no matter what you do in your Heading Styles will still result in your TOC entries coming in as Uppercase.

So, the usual routine is to (1) take UPPER CASE RAW Text and make it Initial Cap (Initial Cap MS Word 2003, Capitalize Each Word 2007-16).  (2) Then, we build UPPERCASE into the Heading Styles that need it.  When we do so, we get UPPERCASE within the document but NOT in the Table of Contents.

Character Styles also will find their way into your TOC so if you use a Character Style on text that will be part of your TOC entries such as Bold, Underscore, ALL CAPS, SMALL CAPS, those attributes will be transferred to the TOC so think twice.

So the original question was:  How do I correct a Table of Contents that has a mixture of UPPER CASE and Initial Caps entries.

1.  Most TOC's are using Initial Caps. Go into the document and find the first Heading that was inadvertently carried over to the TOC in ALL CAPS.

2.  Strip off the Heading Style (Control Shift N).

3.  The RAW text will now be exposed.  Change it to "Capitalize Each Word". 

4.  Reapply the Heading Style.

5.  Re-Run your TOC after you have attended to all of the inadvertent UPPERCASE ENTRIES and the changes will take effect.

Training from an inside perspective...

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