Category Archives for "Word XP/2003"

19 Copying vertical columns of text in Word

If you've ever had information typed up like this:

Information typed in tabbed columns

... and only needed to copy the stuff out of one or two columns:

... then you'll love this tip.

Say, for example, you needed to just get the dollar amounts and the names and copy them someplace else.  If you've got a whole list of these, you might think you'll either have to type this up again, or copy-and-paste each piece of text separately.

Au contraire. Trust me, you'll love this trick!

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15 Printing Envelopes and Labels, Part 2: Labels

As I mentioned in the previous post on Envelopes, even though formatting and printing envelopes and labels is a really basic word processing function, Microsoft Word inexplicably hides it from users on the Mailings tab.

Fortunately, if you're using labels from a major label vendor like Avery, you don't have to bust out the ruler and define the label format from scratch. But knowing how to choose which label format to use can be a bit tricky.

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13 How to keep two words together on a single line

Remember typewriters? (Those of you too young to remember those, just skip this part. Please.) Every time you heard that little ding when you approached the right-hand margin, you knew you needed to reach up, hit that bar over on the left side, and return the platen to the left margin to start a new line.

Yes, it was a pain in the neck compared to typing on a word processor. But at least then you had total control over where the line break was. These days? Not so much.

But you can still stop awkward breaks — hyphenated words or other groups of words that need to appear together on a single line — with a quick three-key combination.

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How to create your own Pleading Paper template, Part 1

I've gotten a fair number of questions from readers about how to format pleadings with line numbers down the left, commonly known as Pleading Paper. Typically, they sound something like this:

My text never quite lines up exactly with the numbers on the pleading paper. What's the trick??
PLEASE work on the pleadings template!  I’m sure I and many others would pay bonuses for your guidance.
Pleading paper instructions would be fantastic! I mostly work in California state and federal courts, and our office just reuses old documents to keep the pleading paper formatting.  Unfortunately this brings along a host of other formatting issues, and while I'd love to be able to start from scratch I don't know how. Any help you could give would be terrific, thank you!!
I am not sure of the technical name for it, but years ago law firms had stationery with double lines on left side of a page and one line on the right. I know Word can duplicate it, but I don't how to add them or what it is called.  I will try the [pleading paper] template, but is there a way to remove the page numbering on the side?
I wish WORD was like WordPerfect in that we could just add the pleading format into the document after the document is completed. Anyway, if you could help me figure this out it would be great.  I recently added [a plug-in] to Word/Office which provides a host of automated functions, like cite checking, quote check, and table of authorities, which would make finalizing a brief a breeze.  However, if I can't get out of the WordPerfect format for my brief writing, I don’t see where all these extra functions will benefit me.

Okay, okay, I get it, I get it! Clearly, my standard reply (which I used so often that I actually created an entry in Quick Parts in Outlook for it) isn't getting the job done. So, while I would love to create a custom template (like I did for that last person above) for each and every one of you, there just aren't enough hours in the day!

So, in lieu of becoming a template factory, I'm going to show you how to make some common adjustments to those musty old the latest Microsoft templates (the 24-line template, the 25-line template, the 26-line template, the old 28-line template, the 2013 28-line template, or the 32-line template) all by yourself. And if you don't see your particular question addressed in this series, by all means leave it in the comments at the end, and I'll add the answer.

Update: Apparently, not so "musty and old" anymore! It looks like Microsoft has updated the pleading templates for versions 2007 and 2013. They also have 26-line and 32-line versions. I've updated the links above so they point to the new versions (the old ones no longer exist).

And Another Update: What Microsoft giveth, Microsoft also taketh away. It seems they don't supply these templates anymore. Fortunately, I had downloaded some of them the last time I encountered them, so the links should work now. Thanks to an eagle-eyed reader for alerting me to the change.

Pleading Paper Templates - An Introduction

Since I don't work in California or any other jurisdiction that requires Pleading Paper formats, I'm not exactly an expert on all the ins and outs of the formatting requirements. However, some common themes are evident:

  • Most have line numbering down the left margin​
  • Some have one (and occasionally two) vertical lines down the left margin just to the right of any line numbers​
  • Some also have a vertical line down the right margin as well​
  • Some of these vertical lines extend the full height of the page; some only to the height of the main text (excluding headers and footers)​
  • The number of lines that are numbered varies​
  • Some formats have line numbers that extend into the footer; most do not​
  • The line spacing is almost invariably funky (like, it can't just be double-spaced, it has to be 22.75 points or something)

In short, every time I look at Pleading Paper, I have a bad flashback of my one experience back in the late 1980s of formatting a U.S. Supreme Court brief. (And, for those of you who may be asking: yes, I did it in WordPerfect.)

How pleading paper templates work

The Microsoft Word pleading paper templates</a> that seem to be available mostly date back to the 2003 version of Word. (There's one 2007 version with 24 lines.) Clearly, nobody at Microsoft thinks these are worth updating, and Even though Microsoft has updated the pleading paper templates to 2007 and 2013 versions, they've apparently ditched the previous pleading creation wizard. So we are going to learn how to update these ourselves. (And by "we," I mean you. Because I already have.)

Of course, the 28- and 25-line/26-line/32-line templates work in different ways. (We wouldn't want to be consistent, now, would we?) The line numbers in the 25-line version (as well as the 26- and 32-line templates) are actually embedded in a Text Box placed in the Header. The vertical lines are also placed in the Header. The line spacing in the template is designed to match the line spacing in the Text Box so that the lines of text will align with the line numbers. (Try saying that last part three times fast.)

The old 2003 28-line version (assuming you saved it when it was available) uses Word's Line Numbering feature to place the numbers. And those vertical lines? They're Bar Tabs. (Insert your favorite alcohol-related joke here.)

If you use the template in the way that Microsoft seems to think you should (by simply opening a new document based on the template and then typing into it) the text will align with the numbers just fine. But, as we all know, lawyers love to cut-and-paste from old pleadings, and this is quite often where the formatting fun begins, particularly if the old text is coming from WordPerfect.

And if the court you're practicing in requires something other than those formats, then heaven help you.

First, let's take a look at the typical formatting of the standard templates:

So, to summarize:

  • If your entire document including the case style and your signature block will be spaced identically (no switching to single space for any section of your document), then you can start with the old 28-line template and modify according to your needs.
  • However, if in your jurisdiction the case style and/or signature block (or anything else) require single spacing, start with the 25-line template, since the numbering on the left side is embedded in a Text Box and therefore independent of the line spacing of the actual document text.

(And for those of you who are interested in using the Bookmarks feature of the 25 line template, click here for a tutorial.)

It's also worthwhile to note that, in some states, law schools and law libraries make templates available online. (See https://saclaw.org/wp-content/uploads/form-pleading-paper.rtf as an example.) Those might give you a better start than the standard Microsoft templates.

Where to go from here?

Now that you've:

  • Learned the two different ways these templates are constructed, and what implications those design decisions have on line spacing; and​
  • Decided which of the two templates would give you the best starting place​

... you're ready to learn how to alter the existing templates to your court's specifications.

In the next lesson in this course, we'll cover:

  • Adding/moving/removing vertical lines​
  • Changing the number of numbered lines (in case your court requires something other than 25 or 28 lines)​
  • Inserting a case style (here's where choosing the correct template to start with becomes really important!)​
  • Preventing and/or fixing numbering/text alignment problems​
  • Extending line numbering into the footer​
  • Removing line numbering altogether

If you've been just getting by with your current template (or, as one reader noted above, "just reus[ing] old documents to keep the pleading paper formatting"), then click the Next Unit button below to go to the next lesson!

9 How to set tabs (without tearing your hair out)

It ought to be pretty simple, really. Even though Microsoft Word, by default, sets left tabs every half inch (at least in the U.S. version – elsewhere may vary), sometimes you need something different. Even if only for a particular part of your document. So, how on earth do you set tabs in Microsoft Word?

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4 Save those trees! Printing compressed copies of large documents

If your law office is like most of the ones I’ve seen, you’ve got a lot of paper. A ton of paper. Probably more paper than you know what to do with.

Even with all that document digitizing we’ve all been doing in recent years – scanning, e-filing, case management databases, etc. – law firms still do an awful lot of printing. Even so, all those calls for firms to “go paperless” are starting to gain traction.

That said, it’s still true: we do so love our paper. And even the most digital-savvy among us has to admit that hard copies have their advantages. It’s tough to choose.

But what if I said you could have your cake and eat it too? Print as many pages as you want and still use less paper? Keep reading →

4 Reader Question: Incrementing numbers in headers

I received an interesting email from a reader last week, and it was a variation on a theme I'd covered on this blog quite a while back: how to use autonumbering for court exhibits.

I say "variation" because, unlike my original post, this reader wanted to embed the automatic exhibit number in a footer rather than in the main document:

I am able to enter sequential exhibit numbers on the main parts of each page of my document by inserting the AutoNum category in Field codes. Is there a way to do the same in a footer/header?

If you've never actually tried to use certain field codes like AutoNum in a header or footer, you've probably never found out (the hard way) that not all of field codes work in the header/footer. Certain field codes will throw an error if you try to use them in headers and footers:

So, if you can't use the automatically incrementing AutoNum field, what can you use?

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63 Printing Envelopes and Labels, Part 1: Envelopes

One of the most basic functions in Microsoft Word is printing envelopes and labels. You'd think that such a basic function would be pretty intuitive. It's not. One of the most frequent questions I get from longtime WordPerfect users is, "Where on earth are the envelopes (or labels) in Word?"

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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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2 Quick-and-dirty text sorting in Microsoft Word

A reader wrote me this past week with a little problem, one that they were taking a few too many steps to solve:

We often have to decide whether to capture data in Excel or in a Word document using a "table" format. We usually like the look and editing function better in Word because we are mostly tracking text entries with some date columns, not large amounts of numerical data. Am I correct that if we use Word, the data in the cells can't be re-sorted within the document, say by date and then by last name? Assuming that's correct, we often need to use Excel. Is there a simple way to take the data from an Excel spreadsheet and plunk it into a Word document where it will look better?

Good news: it's really very easy to sort tabular data in Microsoft Word, so there's (usually) no need to use Excel as an intermediary step.

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2 Pick up where you left off in Microsoft Word with “Go Back”

Here’s a quick tip: Ever open up your Microsoft Word document first thing in the morning, after having worked on it all day yesterday, and have trouble finding where you left off last time?

Don’t worry — you won’t have to wait for your morning caffeine to kick in.  As soon as you open up your document, press SHIFT-F5.  Word’s “Go Back” feature will take you back to your last edit.  (In fact, if you press Shift-F5 repeatedly, it’ll take you through your last four edits.)

That’s it!  (Don’t you love it when something’s that simple?)

(Photo credit: Aprilzosia at Flickr)

Edit: Well, this is embarrassing. Apparently, this feature disappeared briefly in version 2007, but it’s back in version 2010.  Thanks to an alert reader for the heads-up (and shame on me for not keeping better notes on my testing!)

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.

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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.

Showing, hiding and printing tracked changes

Once you know how to turn on Word's Track Changes feature, you may want to be able to see the document in its original state and with all the changes without having to accept or reject changes (or what I often hear referred to as a "clean" copy).  Here's an easy way to do that (with some caveats):

After all, it would be convenient, wouldn't it, to be able to print the document in its "final form" without losing your redline?

Briefly, if you want to show (and print) the document in what would be its final version (without having to accept all the changes and lose your revision history), this is the choice you'd make in the Markup dropdown in the Track Changes area of the Review tab:

Word 2010

Word 2013

Word 2016

Track Changes text display options

So what do all these options mean?

Word 2010

  • Original - Just like it sounds: it's the document before anything was inserted, deleted, moved, reformatted, etc.
  • Original: Show Markup - Shows the original document with changes marked.
  • Final: Show Markup - So how is this different? It's only going to be different if you chose to display any changes in balloons (within Track Changes Options) rather than inline. In that case, Original: Show Markup will show deletions inline and insertions in balloons, while Final: Show Markup will show insertions inline with deletions in balloons. (Confusing, right?)
  • Final - Again, just like it sounds: it's the document shown as if all changes were accepted.

Word 2013 & up

  • Original - The document before any changes were made.
  • Simple Markup - Shows the document text as if all changes have been accepted, but displays a vertical line in the left margin indicating where changes have been made. To display the actual insertion/deletion/reformatting, click on the red vertical line in the left margin.
  • All Markup - Shows all revisions marked; whether they're shown inline or in balloons in the right margin depends on the options you choose.
  • No Markup - Analogous to "Final" in Word 2010 (i.e., the document as if all changes have been accepted)

Video demos

Here are video demonstrations for each version:

Word 2010

(To view either video full screen, click the bottom button second from the right.)

Word 2013-2016

This does NOT accept/reject changes!

Caveat: Don't confuse hiding the redlining with accepting/rejecting the changes. Those are not the same thing.  If you plan to email the document, please be sure that all changes have been accepted or rejected and all comments deleted. You can use Word's Document Inspector or check with your systems administrator or IT person and ask if your firm has what's called a "metadata cleaner."  This will keep the document from saving any hidden changes that might prove embarrassing to you or your firm.

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 →

50 Using sections to control page numbers, headers and footers

Ever needed to be able to change the page numbers in the middle of a Microsoft Word document (an appellate brief, for example)?  Like, switching from Roman numerals to Arabic numerals or just not having page numbers at all?

Don't tear your hair out, my pretty.  Help is here!

The secret to doing this is found in the Word feature called Sections.  Sections will (among other things) allow you to have distinct headers and footers on different pages of the document.  So, using that appellate brief as an example, you can have no page numbers showing up on your cover page, those little lower-case Roman numerals (you know, i, iv, ix, etc.) on the pages with the table of authorities, etc., and start yet again with regular Arabic numbers (1, 2, 3, etc.) when the main part of the brief starts.

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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.

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