Category Archives for "Word 2010"

1 Stop repeating yourself – build a Microsoft Word template

Ever get tired of creating the same document type, over and over, from scratch?  Then don’t.  Build a template instead.  A template will have all the basic elements of your document in it (a signature block, a custom header/footer, whatever you need), saving you repetitive effort every time you create a new document.

What’s that?  You don’t know how to create a template?  You’re in luck.  I’m about to build one for myself.  And I’ll even let you watch over my shoulder while I do it.

Keep reading →

Reviewing, accepting and rejecting others’ changes in Track Changes

After you've redlined a document using Track Changes (and maybe even inserted some comments and printed some review copies) you'll need to accept or reject the various marked changes in order to finalize the document.  Here's how.

First, get all the changes visible by choosing Final Showing Markup on the Review tab (versions 2007 and 2010) or All Markup in versions 2013 & 2016:

Word 2010

Word 2013

Word 2016

(Wait - you don't see that on your screen? Go to the Review tab and click the drop-down shown above.)

Now, turn Track Changes off.  In Word 2007 and up, you can either go back to the Review tab and click Track Changes to turn it off:

... or you can toggle it off at the Status Bar (you did fix your Status Bar, right?):

Accepting & rejecting changes

If you're just going to accept all changes in the document, then this is easy-peasy.  Just click the drop-down next to the Accept button with the check-mark and choose Accept All Changes in Document:

Word 2010 - Accept All Changes

Word 2013 - Accept All Changes

Word 2016 - Accept All Changes

Similarly, if you're going to reject all the changes, use the button with the red "X" mark and do the same thing:

Word 2010

Word 2013

Word 2016

If you're going to accept some changes but reject others, it's a little (but not much more) complicated.

  • 1
    Put your cursor at the beginning of your document
  • 2
    Click the "Next" button to go to the first change to be accepted or rejected
  • 3
    Click the Accept button if you want to save the change or the Reject button if you want to discard it
  • 4
    Return to step 2 and repeat steps 2 and 3 until you reach the end of the document (note: the more recent versions of Word do not require you to use the "Next" button -- the cursor will automatically move to the next change when you Accept/Reject the current change)
  • 5
    If your document has comments, be sure to remove those as well by using the "Delete All Comments in Document" option (under the Reject button in Word 2002-2003 and under Delete in Word 2007 and above)

Word 2010

Word 2013

Word 2016

Inserting comments with Track Changes

What if you (or your attorney) don't want to actually change a particular section of a document, but just want to ask a question, point out a problem, just plain make a comment?  Word's Track Changes feature can help you do that.

You'll remember the trust Track Changes toolbar (Word 2002-2003) and Review tab (Word 2007 and above) from our previous lesson:

Track Changes Toolbar in Word 2002

Word 2002-2003 Track Changes toolbar

Word 2010 - Track Changes section of the Review tab

Word 2013 Review tab

Word 2016

See that button that looks like a sticky note or a speech bubble?  That's the Insert Comment button.

Comment button from Track Changes toolbar

Word 2002-2003

Word 2010

Word 2013

Word 2016

Just place your cursor where you want to insert the comment and click New Comment.  You'll get a balloon out to the side - just start typing your comment there, and click outside of it when you're finished.

What you'll end up with looks like this:

Comment in a Word document

Notice, too, that this same button allows you to edit previous comments and delete them. In the later Ribbon-based versions of Word, there's also a way to respond to comments left by others and to mark them "resolved".

As with everything to do with Track Changes, be sure you've removed all comments before sending a document via email (unless you're distributing it for someone to review the comments).  One of the best ways to do that is to use Document Inspector to clean out all metadata (which will accept all Track Changes revisions and remove all comments in the process).

Delete all comments in document

Word 2002-2003

Word 2010

Word 2013

Word 2016

If you have any questions about ensuring that no tracked changes or comments are saved in documents being distributed outside your firm, please contact your firm's systems administrator or IT person.

Automatically marking document edits with Track Changes

If you want to be able to track what changes have been made to a document, then you want to use the Word feature called (big surprise here) Track Changes.

Here's a little tutorial on how to turn on Track Changes in Word (both the menu-based versions 2002 and 2003 and the Ribbon versions 2007 and up), plus some notes about the feature's little quirks you'll want to watch out for.

Track Changes makes it easy to figure out what's changed in a document since the last draft, since turning it on automatically redlines the document as you type.

Word 2002-2003

To turn Track Changes on, go to the Tools menu and click on Track Changes:

Tools menu, Track Changes

This will bring up the Track Changes toolbar:

Track Changes Toolbar in Word 2002

Notice that the icon second from the right looks like it's been pressed and has distinct lines around it.  That indicates that Track Changes is on.   Here's how it looks when Track Changes is turned off:

Track Changes Toolbar in Word 2002 - Track Changes turned off

See the difference?

Word 2007-2016

To turn on Track Changes in the Ribbon-based versions of Word, go to the Review tab, click on Track Changes, then click Track Changes:

Word 2010 shown - same in all Ribbon-based versions.

But here's the easiest way to turn on Track Changes (assuming you have your Status Bar all pimped out): just toggle it on with one click here:

You'll really see the difference once you start typing:

And there's also the tip-off at the bottom of the screen, in the Status Bar (you'll see "TRK" lit up in versions 2002-2003 and "Track Changes: On" in the Ribbon-based versions).

There are a few things to keep in mind with Track Changes:

  • 1
    By default, each "author" or typist who touches the document gets his/her own "color" -- that is, Bill's changes will be in red, Laura's in blue, etc.  It is possible to make them all the same if it really doesn't matter who made the changes.
  • 2
    One thing people trip over a lot: If you make one set of changes and then undo them in a subsequent draft, there will be nothing in Track Changes to tell you that. In other words, if Bill inserts some text and Laura deletes all of it, the text simply returns to its original state -- there's no redlined insertion and a deletion to show the history.
  • 3
    Word 2002 didn't use strikeout text (like this) to show deletions -- it used balloons in the margins.  Word 2003 and 2007-2010 give you the option to do either strikeout or balloons.
  • 4
    You will want to be very careful to accept/reject  all tracked changes before sending a document to a recipient outside the firm.  In fact, your firm should have a piece of software called a "metadata cleaner" to clear out all tracked changes, comments, etc., before anything goes out via email.  Ask your firm's system administrator or IT person about this.
  • 5
    If your boss wants you to print a "clean" copy of the document with or without the changes, don't tear your hair out, and don't think you have to do something drastic (like copy the document to another file, accept/reject all changes, etc.) to give him/her what's needed.  There's a little trick to this that I'll show you in another lesson.

5 Inserting a table of contents using styles

One of the things I'm on a rant about these days is loooooong documents.  Complicated documents, like 20+ page contracts and appellate briefs and stuff like that.

Why?  Because they always seem to need special stuff inserted in them.  Like custom headers and footers.  And level-1 and level-2 and level-out-the-wazoo headings.  It's enough to make your head spin.

But if you've got mad skills and you plan your document right, a lot of this stuff becomes easier.  Like putting in a simple table of contents, for example.

Keep reading →

Using and configuring AutoFormat As You Type

Have you ever been typing along, looked back at what you typed and discovered that something weird happened? Like, you typed a few dashes, hit return, and now there's a solid line all the way across the page?

There's more than one possible explanation for these kinds of oopsies (none of them your fault), so there's more than one fix.  Today, we're going to talk about setting your AutoFormat options.

Keep reading →

3 How to reconfigure AutoCorrect to NOT drive you crazy

How many times has this happened to you?

You're typing merrily along (or maybe not so merrily, but, hey, you're typing), and whatever you're drafting/transcribing has a list that starts with (a), then goes to (b), then to (c), etc.

And you type the open paragraph symbol, the letter "c", and the close paragraph symbol, and as soon as you hit the space bar ...

Where did that *#*@&#^! copyright symbol © come from?

Yes, AutoCorrect strikes again.  And when it's not correct, it's wrong.  Seriously  wrong.

Fortunately, there's a way to fix that.  I promise.

Keep reading →

1 Copying formats using Format Painter

If you've ever been working in a document (particularly one that's been constructed with a lot of "cut and paste" from other documents) and wanted to make this paragraph (or this line or this heading) look just like that other one, here's a simple trick.

Keep reading →

25 Using and formatting columns in Microsoft Word

I'll admit it — I'm not a big fan of adding columns in Microsoft Word.  Not that there's anything wrong with columns, per se.  Columns work fine (until they don't).  But in a legal office environment, I usually format blocks of information with tables because they're a bit easier to control.

That said, I have seen lots of legal professionals insert multiple columns in Microsoft Word to format things like service lists in Certificates of Service.  Hey, to each her [his] own.

So if you want to format text with columns in Microsoft Word documents, here's what you need to know:

Keep reading →

5 Using Styles & Formatting

Got a long brief or other document that has lots of headings, subheadings, etc.?  You need Styles, baby.

No, not style -- Styles.

The Styles function in Word is a handy tool for, among other things, setting up headings for different sections of a document.  These styles serve a dual purpose: not only do they help keep document formatting consistent (i.e., all paragraph and subparagraph headings at a particular level, for example, will be consistent through the document), they can help later when you create a Table of Contents, since Word can use these styles to create the levels of your Table of Contents.

There are a couple of different ways to use Styles & Formatting (as the feature is formally known) in your document.

Keep reading →

Basic headers and footers

Lots of documents need headers and/or footers. You put the recipient's name, the date and the page number on the top of page 2 of your outgoing letters. You put the page number and maybe the document name and a place for initials on the bottom of every page of your agreements. Learning how to insert, format and control headers and footers is essential to creating documents that both look good and work well.

Let's get started.

Keep reading →

12 So, you miss Reveal Codes in WordPerfect?

The most common complaint I hear from legal professionals who've started using Word is, "I miss Reveal Codes!"

Yes, that ALT-F3 command was genius. No doubt about it.

But what most users don't know is there's something similar in Word. In some ways, it's better. (Intrigued?)

Keep reading →

3 Indenting paragraphs

Sooner or later, you'll need to start a paragraph somewhere other than the left-hand margin. Or have it not extend all the way to the right margin, or wrap somewhere short of the left margin. That's where paragraph formatting with indentation and tabs comes in.

Indentation

While Word does some default paragraph formatting for you, you may want to change the formatting to suit a particular need. For example, you may need to double-indent a section of text to quote case law for a brief.

First, let's talk about basic indentation (which can be done from the Formatting toolbar), then we'll go over more advanced indentation (like double-indents for quotes).

Keep reading →

1 Block protect – why two types & what’s the diff?

Unless otherwise noted, all instructions and screenshots are from Microsoft Office for Windows version 2016.

In WordPerfect, block protect is block protect -- you highlight a block of text and protect so it all shows up on the same page.

Is Word that simple?  Oh, no.  Microsoft had to come up with TWO different versions of block protect: Keep Lines Together and Keep With Next (accessible from the Paragraph dialog box):

Click this launcher arrow to get to the Paragraph dialog box ...

... then choose one or both of these options.

So, what's the diff?  And how do you know when to use one or the other?

Keep reading →

Creating watermarks

Watermarks (that light-colored text that appears behind the main text of your document) can be really handy. For instance, would anyone mistake this for a final document?

I think not. I mean, that's pretty clear, right?

Now that you're convinced of the Watermark's usefulness, here's how to insert and format one.

Keep reading →

5 Automatic numbering makes exhibit dividers easy

While I've covered how to use the Bullets and Numbers feature in Word extensively elsewhere (that required multiple video tutorials to be really effective), you may find you need to create a series of numbers not related to paragraphs or headings.  Here is a quick and easy way to embed automatic numbering you may not have thought of:

Keep reading →

3 Inserting symbols and special characters

If you work in the legal field, you may often find it necessary to type special symbols and characters that aren't anywhere on your keyboard. There are two ways to do this, and the second one is particularly handy if you use certain symbols frequently (like ¶ or § or °) and don't want to stop to use the mouse.

Keep reading →

17 Why your pages break in weird places

Unless otherwise noted, all instructions and screenshots are from Microsoft Office for Windows version 2016.

We have this recurring problem where I work.  I bet you have it, too.

Sometimes, our Word documents (particularly when they've been generated by our time & billing software) leave huge gaps of white space between a heading and the text that's supposed to go right under it by mysteriously breaking the page right after the heading.

Except, there's no page break!  No one's inserted a hard page break anywhere -- the document's just stubbornly refusing to put text that will clearly fit on page 1 on page 2.

What's going on?

Keep reading →

Beyond Bold, Italic & Underline: Special Formatting in Microsoft Word

While boldface, italic and underline will get you through most character formatting challenges, Microsoft Word has more in its arsenal for formatting text (as opposed to inserting special characters or formatting with styles) via the Format Font dialog box (accessible via the Home tab on the Ribbon by clicking on the small launcher arrow in the lower right-hand corner of the Font command group OR using CTRL-D):

Keep reading →
1 3 4 5