OFF110-Microsoft Word OFF110-Microsoft Word for Advocates (2007)for Advocates (2007)July 15, 2009

PresentersPresentersRachel R. Medina

LSNTAP

Objectives for TodayObjectives for TodayUnderstand the “Tool of Your

Trade”

Explore Using New Functions & Use Old Functions in New Ways

Ultimate Goal is to Help You Be Competitive and Efficient Advocates

Today’s TopicsToday’s Topics Section 1: Introduction to Word 2007

◦ How the Ribbon Works Section 2: Formatting Tips:

◦ Paste Special, Format Painter◦ AutoCorrect, AutoText◦ Find and Replace◦ Keyboard Short-cuts

Section 3: Breaks and Pagination◦ Headers & Footers◦ Section & Page Breaks

Section 4: Track Changes Section 5: Introduction to Styles Section 6: Protecting Your Document

◦ Word Redaction◦ Remove Personal Information & Password Protection

Preface…Saving Documents Preface…Saving Documents in 2007in 2007Change your default file format

Section 1: How the Ribbon Works

From Drop-Down Menus to From Drop-Down Menus to RibbonsRibbons

2003

2007

The new “file” or “start” The new “file” or “start” menu:menu:

What happened to the “Edit What happened to the “Edit Menu?Menu?

View & Window Menu View & Window Menu Together!Together!

Other changes…Other changes…Old “Format” menu > Home

RibbonInsert Ribbon

◦Header/Footer menu ◦New “Cover Page” feature

Tools menu is now split up ◦Mail merge items > Mailings Ribbon◦Track changes and proofing tools

(spellcheck, word count, etc) > Review Ribbon

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

PastePaste Special: Why is it Special: Why is it Important?Important?

Paste Special allows you to copy-and-paste information without transferring unwanted formatting code.

Examples in UseExamples in Use

Cut-and-Paste from Email into Document

Cut-and-Paste from Website into Document

Cut-and-Paste between Documents

How to Paste Special?How to Paste Special?From the Menu Bar:

◦Copy Text and move cursor to new location

◦Home Ribbon> Select Paste Special from Paste drop-down button

◦Choose Unformatted text◦Click OK

Note: You can get the same effect by simply using

Ctrl + V to paste and selecting “Keep Text Only” from the little clipboard menu which appears at the end of the pasted text.

Paste Special – Dialog BoxPaste Special – Dialog Box

Applications of Paste Special: Applications of Paste Special: Web TextWeb Text

Website text comes in all colors, fonts and

sizes, even white text on a dark background.

Use Paste Special!

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

FormatFormat PainterPainterWhat? Look

for the paintbrush!

Why? Apply formatting from one area to another in just a couple clicks!

Format Painter - Format Painter - ApplicationApplicationCharacter Attributes:

◦ copy font style, font size, bold, italics etc. Paragraph Attributes:

◦ copy alignment, indentation, bullets etc.

Copy Attributes to …◦ A Single Location◦ Or Multiple Locations

(See Notes regarding Formatting Text in Multiple Locations)

How to Use Format How to Use Format PainterPainterSelect the text with the formatting

you want applied elsewhere in the document.◦Single Location:

Home ribbon>Format Painter icon Select the text you want “painted”

with the new format.

◦Multiple Locations: Home ribbon> double-click

Format Painter icon Select multiple words, phrases, or paragraphs

to apply the formatting. Press ESC when done!

Format Painter – ExampleFormat Painter – Example Add text from an email to your pleading.

Formatting is messed up. Correct with Format Painter.

Listen to the following example….

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

AutoCorrectAutoCorrectWhat? Corrects typos as they occur. It does

this by replacing text you type with something else.

Why? ◦ You need to know how to turn it off.◦ You can use it to replace characters with special

symbols you commonly use (such as the § symbol).

◦ Very Important: You can use it like a mini-macro.

AutoCorrect: How?AutoCorrect: How?From the Word/Office button/menu…◦> select Word Options◦> select Proofing◦> then select AutoCorrect Options to:Change RulesChange Formatting

AutoCorrect for AutoCorrect for MiniMacrosMiniMacrosWhat for?

◦ your contact information◦ a standardized clause for agreements or

pleadings

AutoCorrect Options Menu:

…In the With field, paste your text

…In the Replace field, type the code you want to use to have Word automatically generate that text.

AutoCorrect for Mini-AutoCorrect for Mini-MacrosMacrosSuggestion:

◦Use a naming convention!

Example: ◦For standard clauses, name them in

this fashion: CLAUSE-MED for a mediation clause, CLAUSE-INDEM for an indemnity clause, CLAUSE-WAIV for a waiver clause, CLAUSE-SEV for a severability clause, etc.

Let’s create one together!Let’s create one together!

AutoTextAutoText

What? AutoText allows you to insert a building block of text from a menu.

Examples:◦ Name of your program◦ Your name◦ Your court’s name◦ Opposing parties (common)◦ Some sentences or phrases

AutoTextAutoTextHow?

◦ FIRST: Add Building Blocks to Your Toolbar

◦ THEN: Highlight Text, Save (to Building Blocks as Auto Text), Select Properties, Select OK

◦To Use: Select building block from drop

down menu

Find and ReplaceFind and Replace

What? Change a certain word or phrase that is repeated throughout the document.

Save time by typing a code that will be replaced later.

How? ◦FIND:

Home Ribbon > Find or Ctrl + F◦FIND/REPLACE:

Home Ribbon > Replace or Ctrl + H

Find & Replace Test 1Find & Replace Test 1You’ve cut and paste a section of

your colleagues document into your own. Their section has two returns in between each sentence.

Your task: Find and Replace the ¶ ¶ in your section and replace with one.

Find & Replace Test 2Find & Replace Test 2You have finished a management

agreement of 70 pages. You need to go through it and make sure a trademark symbol is next to their name consistently throughout the document.

How could you use Find and Replace to do this?

Paste SpecialPaste SpecialFormat PainterFormat PainterAutoCorrect & AutoTextAutoCorrect & AutoTextFind & ReplaceFind & ReplaceKeyboard Short-cutsKeyboard Short-cuts

Section 2: Formatting

Keyboard Short-cuts: Keyboard Short-cuts: The Standard Short-cuts “You should The Standard Short-cuts “You should know by now”know by now”

Task Short-cuts

Open a new word doc; Open a previously saved doc Ctrl+N; Ctrl+O

Closes the active window, but does not Exit Word Ctrl+W

Closes Microsoft Word (or other open program) Alt+F4

Searches for specified text in the active document Ctrl+F

Selects all text and graphics in the active window Ctrl+A

Remove selection from active document (place on clipboard)

Ctrl+X

Copies the selection to the clipboard Ctrl+C

Inserts the contents of the clipboard at the insertion point (cursor) or whatever is selected

Ctrl+V

Saves active document with its current file name, location and format

Ctrl+S

Prints the active file Ctrl+P

Undo the last action. Reinstate the last action. Ctrl+Z; Ctrl+Y

Format / Unformat text (Bold, Italic, Underline) Ctrl+B, Ctrl+I, Ctrl+U

Keyboard Short-cuts: Keyboard Short-cuts: Diacritic MarksDiacritic Marks

Diacritic Mark Keyboard Short-cut

The acute accent – (café or fiancé)

Ctrl+ ' (quote) before typing the vowel.

The grave accent - (là or où)

Use Ctrl+ ` (tick) before typing the vowel.

The circumflex accent – (côte, fête)

Use Ctrl+Shift+ ^ before typing the vowel

The tilde - (piñata, jalapeño)

Use Ctrl+Shift+ ~ before typing the letter.

The umlaut- (Chloë, naïve)

Use Ctrl+Shift+ : (colon) before the vowel

The cedilla – (façade, soupçon)

Use Ctrl+ , (comma) before the letter

The ring – (the Angstorm symbol - Å)

Use Ctrl+Shift+@ before the letter

The compound AE - (hæmoglobin)

Use Ctrl+Shift+& before a

The German S - (straße) Use Ctrl + Shift+ & before s

Assigning Keyboard Short-Assigning Keyboard Short-cuts for Commands & cuts for Commands & SymbolsSymbolsFor commands:

◦ Word/Office Menu>Word Options> Customize>Keyboard Shortcuts Customize

◦ Select Category and Command◦ Enter “new short-cut key” (e.g., alt+letter,

ctrl+shift+letter) to determine if short-cut is already in use (pick another short-cut if necessary)

◦ Select AssignFor symbols:

◦ Insert Ribbon>Symbol>Shortcut Key◦ Enter “new short-cut key” (see above)◦ Select Assign

Headers & FootersHeaders & FootersPage & Section BreaksPage & Section Breaks

Section 3: Headers & Footers

Navigating Headers and Navigating Headers and FootersFooters

Go to the Insert ribbonSelect Header, Footer, or Page

Number from the menu.

Navigating Headers and Navigating Headers and FootersFooters

Built-in optionsCustom

Navigating Headers and Navigating Headers and FootersFooters

Moving between Headers and Footers:◦ “Go to Header” ◦ “Go to Footer”◦ “Previous Section” ◦ “Next Section”

Multiple Headers/Footers Multiple Headers/Footers What if you want different footers

or headers on pages in your document?

CREATE SECTION BREAKS!

Paragraph/Page and Section Paragraph/Page and Section BreaksBreaksWord has two main features for

controlling pagination:◦Paragraph style pagination options: Home Ribbon>Paragraph Menu>Line and Page Breaks…

◦Manual page and Section breaks: Page Layout Ribbon>Breaks…

Paragraph PaginationParagraph Pagination

Page and Section BreaksPage and Section Breaks

Use Show/Hide to show Use Show/Hide to show where section breaks occurwhere section breaks occur

Paragraph Style BreaksParagraph Style BreaksHome Ribbon>Paragraph

Menu>Line and Page Breaks…

◦“Keep with next” - keeps a paragraph with the paragraph following it

◦Example: You have a pleading with a heading at the bottom of a page and the text on the next page. This can keep it together.

Section BreaksSection BreaksSectioning your document allows you to

apply different attributes -- Header, Footer, Columns, or Page Numbers -- within the same document.

Example: You have a grant or a pleading with Exhibits. You want the main document to be paginated 1 – 10. You want the Exhibits to be paginated Exhibit A – C. You can change this in the footer if you create sections first.

Section BreaksSection BreaksExample 2: You have a

document that has two columns but then has one column thereafter on the same page. Create a section to change these attributes.

Headers and Footers Headers and Footers RevisitedRevisited

Once you have your section breaks, go back in and fix the Headers and Footers for each Section.

In order to keep a Header and Footer in one Section distinct from the next, you turn off Same as Previous by selecting the Link Previous button.

Headers and Footers Headers and Footers RevisitedRevisited

Headers and Footers Headers and Footers RevisitedRevisited EXAMPLE:

Footer-Section 2- is for the Table of Contents. Roman numeral numbering is needed.

Collaborative EditingCollaborative Editing

Section 4: Track Changes

Track ChangesTrack ChangesYou can access this several ways

on Word:◦Review>TrackChanges◦Track Changes: On/Off (Located

on the status bar across the bottom of your screen Click on it to activate.) To add Track Changes to your status

bar, right click on the status bar and select Track Changes from the menu.

Remember!Remember!Make sure when you are sending

the final: ◦Select the Final Showing Markup

option to make sure the author has the opportunity to accept or reject each of the changes.

◦Otherwise, your recipient will not see where all of the edits and iterations occur.

Section 5: Introduction to Styles

Preface to StylesPreface to StylesDo yourself a favor and get rid of

automatic numbering, bullets, etc…Word/Office Menu>Word

Options>Proofing >AutoCorrect Options>

StylesStyles

Specially crafted packages of formatting that apply many attributes at once. Instead of applying each thing individually, you apply the style once and you're done.

A precursor to Table of Contents

Styles in ActionStyles in ActionYou can assign a style for

◦Headings and Subheadings(useful for brochures or reports)

Styles How ToStyles How ToHome Ribbon>Styles MenuRight click on any style to

“Modify”

Modify a StyleModify a StyleAttributes

you have control over:◦Font◦Paragraph◦Tabs◦Border◦Numbering◦….

Styles: What You Need to Styles: What You Need to KnowKnowThey existIf you take the time to create

them, you can easily assign headers and complex formatting to your document with one click

You can check existing documents to see what Styles you are importing

Clear Formatting to start over

A Strong Document..A Strong Document..

Appropriate use of StylesAppropriate use of numberingConsistent headings and fontsPagination relevant to each sectionNo hanging headers at bottom of

pages

Word RedactionWord RedactionRemove Personal InformationRemove Personal Information

Section 6: Protecting Your Document

WordWord RedactionRedaction

Why? Helps you black out words easily from your document, but still have them edit-able by the recipient. You can protect confidential information.

How? Download: ◦www.codeplex.com/redaction

Remove Hidden TextRemove Hidden TextWhy? There is information

associated with each document that lists authors who contributed, dates edited, and potentially other information registered to the computer user.

When you are ready for your final version, remove hidden data.

Password Protect Your Password Protect Your DocDocRequires a password to open

and/or read only.

>Word/Office Menu>Prepare>Encrypt Document>Provide a password

ResourcesResourceshttp://wordprocessing.about.com/

od/microsoftword2007/tp/wordtimesaverlist.htm

THANK YOUTHANK YOUDon’t forget to complete our survey

Rachel R. Medinarachel@lsntap.org Training CoordinatorLSNTAP