Category Archives for "Word 2016"

7 Building reuseable Microsoft Word footers

One of my coworkers called me -- for, like, the umpteenth time  -- asking me to pull up document 389729 (not its real name) and "do that footer thing" (a.k.a. my famous footer trick, wherein I insert a three-column table into a document footer so the document number is on the left, the page number is in the middle, and maybe the date/time stamp for the latest draft is on the right).

My "footer thing" is getting to be really popular around the office, and I'll have to show it to you sometime. But there's a way around having to build new footers in documents repeatedly.

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4 Want that “15th day of August, 2012” to self-update? Here’s how

If your documents are anything like the ones I’ve worked on over the years, there’s at least one section (the “Respectfully submitted” or the Certificate of Service in pleadings or the notary acknowledgement, for example) that has this in it:

 

Dated this the 15th day of August, 2012

 

If you start drafting the document on the 15th but don’t actually file (or sign or whatever) until, say, the 21st or the 30th or, heaven forbid, sometime next month or year, you’re either going to have to leave blanks for the day, month and/or year while you’re drafting or remember to update all those dates when you finalize the document.

But what if you didn’t have to do either one? What if your document was smart enough to do its own updating, based on the date you saved it last?

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7 Bulletproof Paragraph Numbering, Part 5

Early on in our Bulletproof Paragraph Numbering journey, Heather chimed in with this dilemma:

Our office typically uses headings when setting up multi-level lists and links them to styles. Unfortunately, as you know, doing that causes the style type to be linked when you go to modify styles.

Unfortunately, I have some very picky attorneys I work with who have exact specifications to their headings that don’t always work with Words functionality. For instance: ARTICLE 1. They want the text that follows ARTICLE 1. to be on the same line as the heading. They also want ARTICLE 1. to be bolded and underlined, HOWEVER, they don’t want the period bolded and underlined following ARTICLE 1. –> They also don’t want the text underlined and bolded.

As you can imagine, this proves very difficult since the paragraphs and characters are linked due to the fact that it is associated with a heading. With your vast storage of knowledge, can you think of a simpler way for me to set this up? They want headings to show up in and outline, or if necessary a TOC.
Also, I have one attorney who would prefer:

ARTICLE 1. (ARTICLE Bolded, Underlined but no period underlined and bolded)
ARTICLE 1. DEFINITIONS. (DEFINITIONS BOLDED, not underlined)
ARTICLE 1. DEFINITIONS. Text (Text not underlined)

Another example:
4. (4 is Bolded)
4. Definitions (Definitions is Bolded and Underlined)
4. Definitions. (The Period is Bolded but not underlined)
4. Definitions. Text (The Text is plain no bold or underline)

It makes me want to pull my hair out!

I can completely sympathize! Those are both some pretty exacting specifications. Using Heather's attorneys' examples as inspiration, here's one example of what's possible:

Notice that:

  • The "Section" headings are on the same line as the remainder of its related paragraph.
  • The "Article" and "Section" headings are in all caps, bold and (at least the Sections) underlined within the text, but not within the Table of Contents.
  • While you can't really see this above, both "Article" and "Section" can be cross-referenced (as initial caps and with context-appropriate formatting) within another paragraph in the document.

Pulling off distinct formatting of numbering, the lead-in headings, and the rest of the paragraph requires mastery of two techniques: Style Separators and Numbering versus Heading formatting.

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3 Bulletproof Paragraph Numbering, Part 4

Some of you have asked, in the comments to previous installments of this series, how to save your favorite numbering scheme for future use and how to embed paragraph formatting (line spacing, spaces between paragraphs, etc.) into your numbering scheme. Doing either of these things requires that we back up a bit.

While you can save a list numbering scheme like the ones we’ve covered so far in the List Gallery by right-clicking it in the Lists in Current Documents section and choosing Save in List Library:

word-2016-paranum-save-in-list-library

… that doesn’t allow you to name your list something that you’ll remember, nor does the Define New Multilevel List dialog allow you to directly change paragraph formatting or other settings you may want to embed in a custom numbering scheme.

To do those things, we’ll need to deal with Styles and Define a New List Style.

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12 Bulletproof Paragraph Numbering, Part 3

This time, we're going to deal with multilevel numbering with text that may (or may not) need to eventually be included in a Table of Contents. When I say some of the text "may or may not be included in a Table of Contents", that's because (unlike the numbering to covered in the previous tutorials) each level of this numbering will be linked to Heading Styles. This adds a new level of complexity to the proceedings, but it also switches on some pretty cool features and capabilities, such as:

  • Including headings in an automated Table of Contents (mentioned that already)
  • Reviewing the document's structure within the Navigation View
  • Moving entire sections of a document around without cut-and-paste (again, via the Navigation View)
  • Automatically updating cross-references between paragraphs/sections (for instance, if you renumber Article II to Article III, any related references to Article II get updated including, if you like, noting whether the new Article III is "above" or "below" the reference)
  • Being able to repeat the entire text of a particular numbered heading elsewhere in the document (example: "see Section 3.01 Calculating Allocations") without having to manually adjust those references when titles change
  • Revising the font/paragraph styling of a particular level heading in one series of steps (rather than going through the entire document and revising each heading manually)

Have I missed any benefits? Probably. Once you start embedding automated fields like paragraph numbering into your documents, you can find all sorts of ways to automatically update and cross-reference. If you're producing long, complex documents, this comes in really handy.

How is this different from the type of automatic paragraph numbering I covered in the last lesson? Look at the difference between this:

... and this:

Some of the differences will be obvious; some, not. In the first example, every paragraph is numbered. In the second example, only the headings are numbered, while the related paragraphs underneath are not.

What's not apparent from casual observation is that the second example actually uses the Heading Styles to create the numbered text. If you've been following along with this series, you'll remember that I've very carefully avoided linking any of those numbering levels with a particular Style. In this example, the numbering will be explicitly linked to Heading Styles to create an outline. That's what's going to enable a lot of the benefits noted above.

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23 Bulletproof Paragraph Numbering, Part 2

In the ​previous lesson in this series, we went through the basics of setting up a multilevel paragraph numbering scheme for inline numbering ("inline" meaning that the number appears at the beginning of the paragraph and that each paragraph has a separate number). This is the kind of numbering that Word automatically applies (once you start the numbering scheme) whenever you press the Enter key to start a new paragraph.

So, to refresh your memory from last time, here's what kind of numbering we're covering in this lesson:

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19 Bulletproof Paragraph Numbering, Part 1

Nearly every week, I get an email like this:

When using several different Styles in a document, I sometimes (TOO often) find that the formatting of a paragraph has reverted to an odd-size line or paragraph indent or the numbering doesn’t change back to 1, notwithstanding that I’ve selected “Restart list after …” in the Define new Multilevel list box. It seems that something is corrupted. Can you explain?

Or like this:

Hi! My biggest headache is paragraph numbering, I never know how to set it up to do it automatically and end up putting the paragraph numbers in manually. Also, how to get back to the main heading (e.g. no. 2, Communication & Procedures) then back to the sub-headings e.g. 2.1.

Which boils down to this:

Multilevel list numbering is my biggest frustration!

Even though I’ve included some paragraph numbering training in my basic Word course and have published articles elsewhere dealing with paragraph numbering specifically and various types of automatic numbering generally, it seems multi-level numbering is enough of an irritation to a sufficient number of people that I need to deal with this subject head-on.

Part of the problem with Microsoft Word’s paragraph numbering feature (single- or multi-level) is that it’s a twisted combination of Styles and Fields, so twisted it’s nearly impossible to separate them. Word has a lot of paragraph numbering Styles already built in, but following the advice of some genuine Microsoft Word experts (Ben SchorrJan Berinstein and the late Shauna Kelly), I’m going to show you how to create your own multi-level paragraph numbering List Styles you can save into your Normal (or other) template and use forever after.

The questions I’ve gotten are usually asking about one of three different types of multi-level numbering:

Inline multi-level numbering. This is paragraph numbering that looks like this:

word-2016-paranum-ex-1

Inline multi-level numbering with text. This paragraph numbering differs slightly from the above in that there is some text before and/or after the number which may or may not need to be included in a Table of Contents, like this:

word-2016-paranum-ex-2

Numbered headings. This numbering is embedded in headings that float above its related text, like so:

word-2016-paranum-ex-3

Given that we’re talking about three different types of multi-level paragraph numbering, I’ll deal with each type in a separate post. This post deals with the first type listed above, inline multi-level numbering.

(If you’ve never used Word’s built-in multi-level paragraph numbering and want a primer on how to use it, click here.)

But first, let’s talk about the basic methodology I’m going to use on all three types: creating your own list definitions to control the numbering. Because, let’s face it, the built-in ones are too hard for most people to control.

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11 5 Options You’ll Want to Re-Set in Word

A big part of making Word work better for you is molding the way it works to the way you work. Most users don’t know they’ve got options for how certain features perform. Some things you’ll want to get out of your way, some things you’ll want to make easier to access. Here are my suggestions for changing Word’s defaults to work better in a legal environment:

First Step: Going into Options

Most of the default behaviors in Word are set within the Options dialog box. To get there (a necessary prerequisite for all of the exercises below), go to the File tab (if you’re still using Word 2007, click the Office Button) and click Options.

Once you’re in Options, you’re ready to rock.

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6 How To Add a Style to Quick Styles

Even those who have used Quick Styles frequently don’t know that there are lots more Styles available in Word. Getting one-click access to a Style, though, really requires that it be listed in the Quick Styles gallery (that list on the right-hand side of the Home tab).

If there’s a particular Style that you always want to be available within the Quick Styles gallery (especially one you just created for a particular purpose), here’s how to designate a Style as a Quick Style. Keep reading →

6 Creating new Styles in Microsoft Word

Microsoft Word Styles are the most basic building blocks in Word. One of the first things you’ll need to learn after you master the interface and basic formatting is using the Quick Styles listed on the Home tab. Often, though, the Quick Styles don’t contain a particular Style your document needs.

If the default Microsoft Word Styles don’t fully meet your needs (for example, you need one for block quotes), you can create a new one. There are a couple of different ways to do this. I’ll start with what I think is the easiest one first. Keep reading →

1 Using the Clipboard to Multi-Paste

When you’re drafting a pleading (particularly an answer to a complaint or discovery) you probably find yourself using a few of the same phrases over and over. Rather than going back and recopying those snippets repeatedly (or worse, retyping them), use the Microsoft Word Clipboard to quickly access and paste them again and again. Keep reading →

10 Cutting and pasting from WordPerfect (or elsewhere)

We’ve all done it — there’s already a WordPerfect (or even Word) document that you need some text out of (a letter addressee, a section out of a brief, whatever), so you decide to cut-and-paste from WordPerfect into your current Word document.

And the formatting in your Word document goes totally … WAAAAAAHHHH!

Here’s how to avoid that:

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16 In praise of text expansion (or, how to keep from typing the same thing 100 times)

Here in the last several weeks, I've been busy. And when I say "busy", I'm not talking your run-of-the-mill "I have a nice steady flow of work" level of busy. I'm talking "so overloaded I'm farming out scut work to other people", "oh my gosh, I just had that piece of paper in my hand a moment ago", "I wonder if I can still get that Xanax prescription filled" level of busy. It was insane.

So naturally, I was looking for every time saver I could get my hands on. If something could save me even a few seconds (especially on a repetitive task), it was worth it.

One of the things I found myself doing was typing the same long complicated phrases over and over and over again. I don't know about you, but I don't exactly love typing. (As proof of that, I'm using Dragon NaturallySpeaking to write this article. I'm all for letting the computer do the work.) And when my brain gets a little overloaded and the pace starts getting on my nerves, my already sketchy typing skills go to pot. So I have no patience whatsoever for typing the same long complicated phrase 100 times.

So if you find yourself stuck typing "Brief in Support of American Amalgamated Consolidated Widget Corporation's Second Amended Motion for Leave of Court to Conduct On-site Inspection" for the umpteenth time, I'm going to show you how to get out of all that repetitive typing. It's a concept called "text expansion", and you don't even need extra software to do it (although there is software that will do that).

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Reader Question: Copying WordPerfect footnotes to Microsoft Word

You know how I’m always telling you that the best way to get your old WordPerfect text into a new Microsoft Word document is to just copy it over? Well, that’s not always the case. Sometimes Microsoft Word doesn’t “translate” WordPerfect text into just the right Microsoft Word equivalent.

Take, for example, the problem posed by this reader:

When using footnotes in a document, if I copy footnotes from WordPerfect and insert them into a Word document, the numbers do not change. Is there any way to make the numbers follow the number sequence in the document. Sometimes there are as many a 100 footnotes with dozens of different numbers — which need to be dealt with individually. Is there any way to make the numbers change and follow sequence at one time? I’ve tried everything including Ctrl-A (in the footnote draft, in the body of the document), but nothing works.

It took me a few minutes of experimenting, but I came up (I think) with the perfect solution. It’s one you’ll need in your toolbox if you ever have to copy footnoted content from old briefs, etc.

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20 Reader Question: Type Once, Repeat Many?

Ever had one of those forms that repeats someone’s name or some other piece of information, um, repeatedly? Say, a will or a power of attorney or something similar?

If you’ve tried to make yourself a homegrown forms database, knowing that you’ll have to go in each time and fill in the variable information (name, he/she, his/her, son/daughter/children, etc.) in all (and I do mean all) the right places, then you can appreciate this reader’s dilemma:

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Taming naughty footnotes, pt. 2 – separators

A reader recently asked me if I had any "solutions or helpful hints for footnotes that simply do not fit on the page due to placement or length of the footnote itself." Well, the placement question (if I understand her correctly) got answered in the post about fixing footnotes that drop down to another page. But I'd never gotten around to addressing the problem of lengthy footnotes.

A footnote of a certain length will split to appear on two different pages, each with its own separator (the line that appears between the end of the main text and the beginning of the footnote). The continued footnote on the following page has its own distinct separator to give you a visual cue that it's a continuation. You can edit both of those separators and the continuation message as follows:

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

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15 Customizing the Status Bar

There's a whole host of ways you can make the various Microsoft Office applications easier to use. In fact, most users don't take full advantage of the options for customizing these applications to make the Office suite work better for them.

Today, we're going to talk about one of the easiest customizations: the Status Bar. Look at the bottom of any Office application and you'll see a bar just above the Windows Taskbar at the bottom (like this example from Word 2007):

Status Bar from Microsoft Word

Click the image above for a full-size version

Most users don't know they can change the information listed on the task bar in any Office application (except Outlook, unfortunately). And it's really easy:

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2 Go from UPPER to lower without retyping

If you've ever decided (or been told) after you've already typed something that what's in lowercase letters now needs to be UPPERCASE, or vice versa, you don't have to retype a single letter.  No, no, no.  You just need to use Microsoft Word's Change Case feature.

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2 Converting from WordPerfect to Word: Getting rid of WP watermarks

A friend of mine was about to tear her (expensively and enviably coiffed) hair out the other day. She'd copied over some text from an old Wordperfect document into Word to start a new document. But she couldn't get rid of the DRAFT watermark.

It's not like she didn't know how to delete watermarks in Word. All you have to do (in Word 2007, which is what she had) is go to the Page Layout tab, click on the Watermark button, and choose Remove Watermark at the bottom of the menu.

But she did that ... and there was STILL this big ol' word DRAFT stuck behind the text! Like so:

If you've either retrieved or copied your old WordPerfect documents into Word as a conversion method (something I suggested in an earlier post), you may have run across a similar situation. Here's why it's so messed up.

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5 “Where did that line come from (and how do I get rid of it)?”

Have you ever typed a few dashes in between paragraphs (as a placeholder or whatever), hit enter, and somehow wound up with a line all the way across the page that you can't get rid of, no matter how many times you hit the Delete key?

Infuriating, isn't it?  But I'm here to tell you: It's both fixable and preventable. (Yay!)

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