NTAPs Microsoft Word Training An Intermediate Training for Poverty Law Advocates.

NTAP’sMicrosoft Word Training

An Intermediate Training forPoverty Law Advocates

About NTAP

Legal Services National Technology Assistance Project

NTAP fights injustice to low income persons by helping poverty law programs improve client services through efficient and innovative technology solutions.www.lsntap.org (Oct 1, 2006)(fka www.lstech.org)

About Trainers

Gabrielle Hammond, Exec. [email protected]

Madhu Lakshmanan, Content and Usability Coordinator

[email protected]

NTAP’s Services

Training and Assistance

Information Online

Promote Successful Technology Initiatives for Poverty Law Use

Objectives for Today

Understand the “Tool of Your Trade”

Explore Using New Functions & Use Old Functions in New Ways

Ultimate Goal is to Help You Be Competitive and Efficient Advocates

Topics to Cover Today

Section 1: Formatting Tips: Paste Special Format Painter AutoCorrect, AutoText, AutoFormat Find and Replace Headers & Footers

Section 2: Headers & Footers Section & Page Breaks

Section 3: Track Changes Section 4: Protecting Your Document

Word Redaction Remove Personal Information & Password Protection

Section 5: Toolbar Edits

Paste SpecialFormat PainterAutoCorrect & AutoTextFind & Replace

Section 1: Formatting

Paste Special: Why is it Important?

When you copy content from a website, other documents or emails to a document, it usually gets messy.

Paste Special allows you to copy-and-

paste information without transferring unwanted formatting code.

Examples in Use

Cut-and-Paste from Email

into Document

Cut-and-Paste from Website into Document

Cut-and-Paste between Documents

How to Paste Special?From the Menu Bar:

Edit > Paste Special.Choose Unformatted text. Click OK.

Note for Word 2002 and 2003 Users: In Word

2002 and 2003, you get yet another option. In Tools > Options > Edit you can tick Show Paste Options buttons to give you even more control. If you click that option, when you paste (using ctrl-v or Edit > Paste), you see a little clipboard thingy, which contains a drop down menu.

Paste Special – Dialog Box

Applications of Paste Special: Web Text

Website text comes in all colors and fonts sizes, even white text on a dark background. If you copy white text and paste it into Word, it is invisible.

Use Paste Special: Default option is HTML – that’ll create

invisible text, so try unformatted text.

Advanced Paste SpecialTo copy a picture from a web page or

to/from an e-mail or convert picture to smaller size: (use .gif or .jpeg)

Paste SpecialFormat PainterAutoCorrect & AutoTextFind & Replace

Section 1: Formatting

Format Painter

What? Looks like a paintbrush in Toolbar.

Why? Can apply formatting you have in one part of a document to any other part of the document with one click.

Format Painter - Application

Format Painter can copy character attributes if you choose the (font style, font size, bold, italics etc). It can also copy paragraph attributes (alignment, indentation, bullets etc.) It can apply the original formatting to your next click.

Multiple Locations: If you want to apply the same formatting to more than one item, select the formatting you want, double-click Format Painter, and then select each word, phrase, or paragraph you want to apply formatting to. When you're finished, press ESC.

Note: You can also use a feature called Styles to apply

formatting to multiple locations in a file. Advantage of this is that you can select all instances of that formatting and change all of them at once if you want. Format->Styles and Formatting.

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

messed up. Correct with Format Painter.

Say you've written a quarterly report for one of your funders, in Word. You like the look, especially your headings, which are 14 pt. Bookman Old Style, centered, green, and bold, with a nice subtle shadow. Thirty minutes before you're supposed to present the report, you need to add four new sections to the report. You spend twenty minutes adding the information and manually reformatting all of the text to match the existing headers. You spend the next two wishing that you hadn't chosen such complicated formatting for your headings.

Format Painter

How to use Format Painter Select the text with the formatting you

want applied elsewhere in the document.

On the Standard toolbar, click Format Painter icon.

Select the text you want to apply the formatting to. The text takes on the new formatting.

Paste SpecialFormat PainterAutoCorrect & AutoTextFind & Replace

Section 1: Formatting

AutoCorrect

What? Corrects typos as they occur. It does this by replacing text you type with something else.

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

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

Very Important: You can use it like a mini-macro. You can save A LOT of time if you use it to replace text you type as a shortcut, with longer, standardized text that you tire of retyping again and again. You can assign abbreviations to frequently used names, phrases, and terminology, for example such as the copyright symbol.

AutoCorrect: How?

From the Tools menu, select AutoCorrect Options…to: Change Rules: (i.e., correct two CAPITAL

letters together.) Change Formatting: You will see a grid

that shows character(s) and the symbol Word will convert it to. If you are done with the © symbol transformation, simply highlight it and Delete or modify. Scroll through to see what else Microsoft wants to correct for you.

AutoCorrect for MiniMacros

How Do I Use Replace Text? Say you type in your name and your program’s address,

contact, etc. Select the text and copy it. From the Tools menu, select AutoCorrect Options…In

the With field, paste your text. Replace Text: This feature, can revolutionize your work

and make up for all the frustration you’ve accumulated from the tool. You’ll see a line that says Replace and With. (Note: You can also access this feature Insert>AutoText.)

In the Replace field, type the code you want to use to have Word automatically generate that text. Remember: if you use commonly used words, like “address,” then every time you type the word “address,” your program’s name and contact will show up. Choose a code that is not a series of characters you normally type.

Notice you can select Plain Text or Formatted Text. This will simply allow you to carry over specific formatting, if desired.

Applications for AutoText & AutoCorrect

Commonly used words: Your program’s name The name of courts you file in Your signature Small sentences you type often

(confidentiality clauses, closings, etc.) Opposing Counsel names

AutoText What? AutoText finishes words you are typing.

You can use AutoText for words you will still type out (versus use a code as in AutoCorrect), but you want Word to finish your typing for you to save time. Any text entered as AutoText will be utilized for word prediction.

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

AutoText

How? 2 Ways: Tools>AutoCorrect Options…

Select AutoText Insert>AutoText

Example: Legal Services National Technology

Assistance Project

Find and Replace

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

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

How? Edit > Find Note: Word also lets you conduct expanded searches for such things as matching case, whole words, wildcards, sounds like, all word forms, character formats, and special punctuation. To access these features, click the More button in the Find and Replace window.

Section 2

Headers & FootersPage and Section Breaks

Headers and Footers

Go to the View menu, and choose Header and Footer from the list. You will be placed in the header area first and provided with a floating toolbar.

To move to the footer area, click the “Switch Between Header and Footer button” on the Header and Footer Toolbar.

Multiple Headers/Footers

What if you want different footers or headers on pages in your document?

Word will only break the connection of headers and footers by sections — that is sections, not pages.

If your document isn't already sectioned then you'll need to create section breaks at any point where the header or footer will be different from the previous pages. Once the section breaks are in then you're ready to begin.

Page and Section Breaks

Word has two main features for controlling pagination:

Paragraph style pagination options: Format>Paragraph

Manual page and Section breaks: Insert>Break…

Show Paragraph symbols to view the double dotted

line Word inserts to show where section breaks occur.

Paragraph Style Breaks

Format>Paragraph…

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

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

Section Breaks

Sectioning your document allows you to apply different attributes -- Header, Footer, Columns, or Page Numbers -- within the same document.

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

Section Breaks

Example 2: You have a document that has two columns but then has one column thereafter on the same page. Create a section to change these attributes.

Section 3: Track Changes

Collaborative Editing

Track Changes

You can access this several ways on Word: Tools>Track Changes View>Toolbars>Reviewing TRK (Located bottom of your screen

next to OVR and REC. Click on it to activate)

Remember!

Make sure when you are sending the final: Select Show Final Showing Markup to make sure all changes have been accepted or rejected.

Otherwise, your recipient will see all the edits and iterations.

Section 4: Protecting Your Document

Word RedactionRemove Personal Information

Word Redaction

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

How? Download: www.microsoft.com/downloads (Search

Word Redaction. Free.)

Remove Hidden Text

www.microsoft.com/download Why? There is information

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

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

Password Protect Your Doc

Requires a password to open and/or read only.

Tools>Options>Security

Section 5: Toolbars

Create and Edit

Edit Your Tools

Right click on your tool bar to Customize.

Or, View>Toolbars>Customize

In this mode (Customize), you can click and drag icons, add tools, and drag stuff off that you don’t use.