Formatting Legal Documents With Microsoft Word 2016

[Pages:13]Formatting Legal Documents With

Microsoft Word 2016

Tips and Tricks for Working With Pleadings, Contracts, Mailings, and Other Complex Documents

Jan Berinstein, Ph.D.

Formatting Legal Documents With Microsoft Word 2016

Tips and Tricks for Working With Pleadings, Contracts, Mailings, and Other Complex Documents

Copyright ? 2016 by Jan Berinstein, Ph.D. All rights reserved. No part of the contents of this book may be reproduced, stored in a retrieval system, or transmitted in any form or by any means--electronic, mechanical, photocopying, photostating, recording, or otherwise--without written permission of the author. No patent liability is assumed with respect to the use of the information contained herein.

Warnings and Disclaimers The views and opinions expressed in this book are solely those of the author. Mention herein of a particular product or service does not constitute an endorsement of that product or service. Although every precaution has been taken in the preparation of this book, the author / publisher assumes no responsibility for errors or omissions. Nor is any liability assumed for damages resulting from the information contained herein, which is provided without any express, statutory, or implied warranties. All names used in the tutorials herein are fictitious. Any resemblance to real persons, living or dead, is unintended and entirely coincidental.

Trademarks Microsoft and Windows are registered trademarks of Microsoft Corporation. WordPerfect is a registered trademark of Corel Corporation.

Screenshots Microsoft product screenshots reprinted with permission from Microsoft Corporation.

Printed and bound in the United States of America. First printing: February, 2016.

CONTENTS

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INTRODUCTION

PART I: LAUNCHING WORD

Getting Started With Word ..............................................................................................1 The Start Screen................................................................................................................ 1 Using a "Featured" Template .......................................................................................... 1 Starting a Blank Document.............................................................................................. 2 Opening an Existing Document ....................................................................................... 2 Working Offline Versus Signing into OneDrive ............................................................ 3 Opening Documents From OneDrive.............................................................................. 3 Signing Out of OneDrive .................................................................................................. 4 Opening Documents From Your Computer ................................................................... 5 Opening Recent Documents ............................................................................................. 6 "This PC"........................................................................................................................... 6 Browse ................................................................................................................................ 7 Bypassing the Start Screen / Going Directly to the "Open" Dialog ............................. 8 A Temporary Fix......................................................................................................... 8 A Permanent Fix ......................................................................................................... 8

What's New and Different in Word 2016 ......................................................................10

PART II: THE WORD INTERFACE

The Word Interface (Screen) ..........................................................................................13 Overview ...........................................................................................................................13

Choosing a Screen Color / Office Theme ...................................................................... 13 The Ribbon, Tabs, and Groups ......................................................................................15

The Permanent (Main) Tabs.......................................................................................... 15 The Groups ...................................................................................................................... 15 Dialog Launchers ............................................................................................................ 16 The Logic of the Tabs ......................................................................................................17

SIDEBAR: Document Views................................................................................... 21 SIDEBAR: The Tabs at a Glance ........................................................................... 23 The Contextual Tabs....................................................................................................... 26 The Optional Tabs .......................................................................................................... 27 SIDEBAR: Working With the Contextual Tabs................................................... 28 SIDEBAR: Minimizing (Collapsing) and Restoring the Ribbon......................... 31 The Backstage View / File Tab .......................................................................................35 Navigating the Backstage View...................................................................................... 36 The "Open" Screen ................................................................................................... 38 The "Recent" Screen................................................................................................. 38

"Pinning" Documents ......................................................................................... 40 Quick Access to Recent Documents................................................................... 41 "This PC" (Revisited) ............................................................................................... 42 Recover Unsaved Documents............................................................................. 42

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Tips About the "Open " Dialog.......................................................................... 42 The "Save" Command .............................................................................................. 45

The Save Options ................................................................................................ 45 The "Save As" Screen ............................................................................................... 47

"This PC"............................................................................................................. 48 OneDrive / SharePoint........................................................................................ 48 Add a Place .......................................................................................................... 48 Browse .................................................................................................................. 49 "Close" ....................................................................................................................... 49 The "Unsaved Documents" ................................................................................ 51 The AutoRecover Files (Versions) ..................................................................... 53

Configuring Automatic Saves (AutoRecover) .................................................. 54 SIDEBAR: Closing a Document Without Closing Word ..................................... 56 The "Info" Screen ..................................................................................................... 57

Properties............................................................................................................. 58 Advanced Properties........................................................................................... 58 Changing Certain Attributes of a Document ................................................... 59 SIDEBAR: The Word File Formats ....................................................................... 60 Converting Documents From Compatibility Mode ......................................... 62 Should You Convert (Upgrade)? ....................................................................... 63 Protect Document................................................................................................ 63 Mark as Final ...................................................................................................... 64 Apply a Password................................................................................................ 64 Remove a Password ............................................................................................ 65 Restrict Editing ................................................................................................... 66 Add a Digital Signature ...................................................................................... 66 Inspect Document / Check for Issues ................................................................ 66 The Document Inspector .................................................................................... 67 The Accessibility Checker .................................................................................. 68 The Compatibility Checker................................................................................ 68 Manage Document .............................................................................................. 69 The "New" Screen..................................................................................................... 70 Blank Document.................................................................................................. 71 Featured Templates ............................................................................................ 71 Custom / Personal Templates ............................................................................ 72 Print ("Print Place") ................................................................................................. 73 The Print Preview ............................................................................................... 73 Add a Print Preview Edit Mode Icon to the QAT............................................ 74 Print Settings ....................................................................................................... 75 The "Print All Pages" Menu .............................................................................. 76

Print Selection ..................................................................................................... 77 Print Current Page ............................................................................................. 77

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Custom Print ....................................................................................................... 77 Only Print Odd Pages.........................................................................................78 Only Print Even Pages........................................................................................78 The Printing Specs .............................................................................................. 78 Page Setup............................................................................................................ 80 Print What / Document Info .............................................................................. 80 Configuring the Print Options ........................................................................... 82 The "Share " Screen ................................................................................................. 84 Share With People............................................................................................... 84 WHERE IS IT? Dictionary ..................................................................................... 86 SIDEBAR: Real-Time Co-Authoring .................................................................... 87 The Email Option................................................................................................ 89 Present Online ..................................................................................................... 91 Post to Blog .......................................................................................................... 91 The "Export " Screen ............................................................................................... 91 Create PDF/XPS Document ............................................................................... 92 Change File Type ................................................................................................ 95 The "Account" Screen .............................................................................................. 96 The Word Options .................................................................................................... 97 A Few Important Options Worth Tweaking .................................................... 98 The Word Options at a Glance ........................................................................ 102 Exit (Close Word) ................................................................................................... 104 Bypassing the Backstage View ............................................................................... 105 Closing the Backstage View ................................................................................... 105 Other Important Screen Elements ...............................................................................106 The Quick Access Toolbar ("QAT") ........................................................................... 106 The Status Bar............................................................................................................... 106 The Scrollbars ............................................................................................................... 108 The Ruler ....................................................................................................................... 108 The Mini Toolbar .......................................................................................................... 109 Live Preview .................................................................................................................. 110 Galleries ......................................................................................................................... 111 The Style Gallery (Quick Style Gallery) ..................................................................... 113 Show / Hide the Non-Printing Characters (Formatting Marks) .............................. 114 Help! Where Did "Help" Go?? ................................................................................... 116 SIDEBAR: Protected View ................................................................................... 118

PART III: WORD "UNDER THE HOOD": UNDERSTANDING WORD'S LOGIC

The Key to How Word Works: Paragraph Formatting............................................123 Paragraph Formatting vs. Section Formatting ...........................................................133 WordPerfect vs. Word--Some Fundamental Differences in "Logic" ......................135

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Not Just for WordPerfect Users: Troubleshooting Without Reveal Codes ............137 The Paragraph Dialog .................................................................................................. 137 The Page Setup Dialog.................................................................................................. 138 Show / Hide (Show the Non-Printing Characters)..................................................... 139 Reveal Formatting ........................................................................................................ 139 Switching to Draft View ............................................................................................... 141 Select, Then Do.............................................................................................................. 141 When All Else Fails...Try "Undo" .............................................................................. 141

More About the Non-Printing Characters ..................................................................142 The Format Painter .......................................................................................................143

SIDEBAR: Select All Text With Similar Formatting......................................... 144 SIDEBAR: How to Clear Paragraph and Font Formatting .............................. 145

PART IV: GETTING WORD TO WORK THE WAY YOU WANT

Disabling or Enabling Certain Features in Word.......................................................149 Customizing the Word 2016 Interface to Make It More User-Friendly...................151

Customizing the Ribbon ............................................................................................... 151 Adding a Custom Tab and a Custom Group ....................................................... 152 Adding Commands / Icons to a Custom Group ................................................... 155 Adding Another Tab, Group, or Command......................................................... 157 Renaming a Custom Group or Tab....................................................................... 159 Moving a Tab or Group ......................................................................................... 159 Hiding a Tab ............................................................................................................ 160 Removing Groups ................................................................................................... 161 Restoring a Removed Group.................................................................................. 162 Removing Commands............................................................................................. 163 Restoring a Removed Command ........................................................................... 164 Renaming Commands or Changing an Icon ........................................................ 164 Hiding Command Labels in a Custom Group ..................................................... 165 Resetting Customizations to the Factory Defaults ............................................... 167 Importing / Exporting Your Customizations ....................................................... 168 TIP: Reassigning Ctrl O to "File Open"............................................................... 174

Customizing the Quick Access Toolbar ...................................................................... 175 Adding a "Close" ("Close File") Command to the Quick Access Toolbar ........ 180

Customizing the Status Bar.......................................................................................... 182 Making Word 2016 Work Like Older Versions of Word ..........................................185

The Role of Style Sets and Themes in Determining Default Settings....................... 186 Changing the Default Font ........................................................................................... 187 Changing the Default Font for Headings (and Other Styles) ................................... 188 Modifying the "Normal" Paragraph Style ................................................................. 189 Applying a Different Style Set ? or Creating Your Own .......................................... 190 Themes ........................................................................................................................... 192

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Creating Custom Theme Fonts.................................................................................... 193 Modifying the Normal Template ................................................................................. 195 A Last Resort: The Manage Styles Dialog ................................................................. 197

QUICK TIP: Enable "Use the Insert Key to Control Overtype Mode" ........... 198

PART V: EVERYDAY FEATURES DEMYSTIFIED

General Formatting Tips...............................................................................................201 PARAGRAPH FORMATTING General Rules About Paragraph Formatting..............................................................207

Justification (Alignment).............................................................................................. 208 Using Left, Center, and Right Alignment on One Line............................................. 209 Different Ways to Apply Line Spacing ....................................................................... 211 Adjusting Line Spacing ? Simplified Steps................................................................. 214

SIDEBAR: What Are Points, Anyway?............................................................... 215 QUICK TIP: Setting Line Height......................................................................... 217 TROUBLESHOOTING TIP: Where'd That Line Come From?...................... 218 Indenting Paragraphs ................................................................................................... 220 SIDEBAR: Why Do Those Thunderbolts Keep Popping Up?........................... 223 Setting (and Deleting / Clearing) Tabs........................................................................ 224 SIDEBAR: Alignment Tabs .................................................................................. 228 Creating Bulleted Lists ................................................................................................. 229 PAGE FORMATTING Understanding Page (Section) Formatting ................................................................. 235 Changing Page Margins ............................................................................................... 237 Working With Headers and Footers ........................................................................... 239 Using Section Breaks to Create Multiple Headers / Footers............................... 241 SIDEBAR: A Few Tips About Section Breaks.................................................... 243 Using the "Different First Page" Option .............................................................. 244 Creating and Editing a Letter Template .............................................................. 245 Inserting the File Name and Path into a Footer................................................... 248 TROUBLESHOOTING TIP: Restoring the Pleading Paper if It

Disappears ................................................................................................... 250 Page Numbering............................................................................................................ 251

Inserting a Page Number Code.............................................................................. 251 Don't Use "Bottom of Page" (It's Broken) ........................................................... 251 "Suppressing" a Page Number .............................................................................. 252 Changing the Number Format .............................................................................. 253 Changing the Number Value (Restarting or Continuing) .................................. 254 Footnotes ........................................................................................................................ 256 Changing the Footnote Separator ......................................................................... 260 Watermarks................................................................................................................... 261 SIDEBAR: The Curious Case of the Mutating Section Breaks......................... 263

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CHARACTER (FONT) FORMATTING A Few Tips About Fonts............................................................................................... 267 Applying Fonts to an Entire Document ...................................................................... 267 Applying Fonts to Certain Portions of a Document .................................................. 268 Font Attributes .............................................................................................................. 268 Changing Case............................................................................................................... 270 Inserting Symbols.......................................................................................................... 270 SIDEBAR: Keyboard Shortcuts Related to Fonts .............................................. 272

MISCELLANEOUS FEATURES The Navigation Pane..................................................................................................... 275 Searching ................................................................................................................. 276 Clearing the Search Box ......................................................................................... 278 Pausing and Resuming a Search............................................................................ 278 The Pages Tab (Thumbnail View)......................................................................... 278 The Headings Tab ................................................................................................... 280 Moving the Navigation Pane .................................................................................. 283 Closing the Navigation Pane .................................................................................. 283 A "Sticky" Setting ................................................................................................... 283 Additional Search Commands ............................................................................... 284 The Find Options .................................................................................................... 285 Two Other Organizational Tools................................................................................. 289 Collapsible Headings .............................................................................................. 289 Outline View ............................................................................................................ 291 Using the Traditional "Find" Dialog........................................................................... 292 Finding Text ............................................................................................................ 292 Replacing Text......................................................................................................... 293 Searching for Formatted Text ............................................................................... 294 Replacing Formatted Text ..................................................................................... 295 Replacing Tabs, Section Breaks, Styles, etc.......................................................... 295 Replacing Other Formatting.................................................................................. 296 Clearing Your Search Criteria .............................................................................. 298 "Reading Highlight" and "Find In" ...................................................................... 298 The "Go To" Dialog ................................................................................................ 299 TROUBLESHOOTING TIP: "Find" Disables Page Up and Page Down ....... 301 Copying and Pasting: The Paste Options .................................................................. 304 Paste Preview........................................................................................................... 304 The Paste Drop-Down in the Home Tab............................................................... 304 Paste Special ............................................................................................................ 305 The Right-Click Menu ............................................................................................ 306 The Paste Options Button ...................................................................................... 307 Pasting an Object .................................................................................................... 311 Pasting a Numbered List ........................................................................................ 312

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