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Microsoft Word Quick Tip: Using Tables to Create a Certificate of Service

Posted By Danielle M. Hall, Tuesday, June 2, 2020
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Hope you will enjoy our first video Microsoft Quick Tip. Be sure to use the comments section to let us know what you think!

 

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Tags:  Author: Danielle M. Hall  create certificate of service  Microsoft Word  tables  video tip 

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Microsoft Word Quick Tip—Keyboard Shortcut to Reveal Formatting

Posted By Danielle M. Hall, Tuesday, March 3, 2020
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If you have ever had formatting issues within a Microsoft Word document, you know that these issues can sometimes be a pain to fix. If you find yourself in this situation, using the keyboard shortcut SHIFT + F1 can be helpful. When used, this keyboard shortcut will reveal the formatting within a chosen area of a document. The formatting will be displayed on the right hand of your screen, allowing for easy identification of any formatting errors that may need to be corrected, and hopefully, saving you some time.

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Tags:  Author: Danielle M. Hall  formatting errors  keyboard shortcut  Microsoft Word  reveal formatting 

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Microsoft Word Quick Tip: Default Settings—Ignore Uppercase

Posted By Danielle M. Hall, Tuesday, November 19, 2019

Did you know that one of the default proof reading settings in Microsoft Word is to ignore words in uppercase? Leaving this checked in your settings will cause Word to ignore anything in uppercase such as headings and titles when running a spelling and grammar check.

To change this default setting, while you have a Word document open:

  1. Go to File>Options>Proofing.
  2. From there, uncheck this option
  3. Click OK to save the new setting.

 

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Tags:  Author: Danielle M. Hall  default settings  grammar check  ignore uppercase  Microsoft Word  spell check 

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Use Quick Parts to Increase Your Microsoft Word and Outlook Efficiency

Posted By Tammy King, Tuesday, October 22, 2019

Do you use Microsoft Outlook and Word and find yourself repeatedly copying and pasting the same boilerplate language from email to email or brief to brief? If you have sentences or whole paragraphs that you regularly use, consider adding them to your Quick Parts gallery. Quick Parts allows you to quickly and easily insert saved language into Outlook messages or Word documents.

 

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Step One – Save Boilerplate Text to the Quick Parts Gallery

  • The next time you have a draft email or document on your screen and you see text that you use regularly, click on the “Insert” tab on the toolbar. Note: if you are using an Outlook reading pane, you will have to expand the message by clicking on “Pop Out”.
  • Highlight the block of text with your mouse and click on “Quick Parts” on the toolbar.  Depending on your version of Word, Quick Parts may be identified only by an icon in the “Text” portion of the toolbar.
  • Click “Save Selection to Quick Parts Gallery” to create your new building block of text.  Select a Name for the text building block (e.g., Summary Judgment Standard of Review).  In addition to naming the text building block, you can also assign it to a particular category for easy organization of your building blocks.

Step Two – Insert Previously Saved Language Into Your Next Email or Document

  • When you are ready to reuse previously saved language, click on the “Insert” tab on the toolbar.  Note: if you are using an Outlook reading pane, you will have to expand the message by clicking on “Pop Out”.
  • Click on “Quick Parts” on the toolbar.
  • Click on the building block you want to add, and the text will be automatically inserted into your email or document.

It’s as easy as that! In no time, you’ll have a gallery of text building blocks created that you can reuse in future documents or messages. 

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Tags:  Author: Tammy King  Insert Saved Text  Microsoft Word  Outlook  Quick Parts  Save Text to Quick Parts Gallery 

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Microsoft Word Quick Tip—Use AutoCorrect to Insert Text

Posted By Danielle M. Hall, Tuesday, May 21, 2019

You might have noticed that Microsoft Word has an AutoCorrect function. If turned on, you might even get slightly annoyed with some of the built-in auto corrections. For instance, if you have ever intentionally typed “(c)” and Word changed it to the copyright symbol, chances are you have questioned why you should keep the AutoCorrect function on—I know I have. Lately, however, I have started using the AutoCorrect function within Word in a completely different way.  Since making this change, AutoCorrect has become a pretty amazing tool to use while I am drafting documents in Word.

What have I been doing? I have been using AutoCorrect to replace shorthand words, characters, and/or acronyms as I type with complete words or short phrases that I commonly use. For example, when I type “/dmh" this gets replaced automatically with my full name.  Another example I have set up is this: if I type “/KRPC” it autocorrects to Kansas Rules of Professional Responsibility. You may have noticed that I strategically placed a forward slash in the acronym that I am using to replace text with.  I did that, because there are times where I may want to keep the use of the acronym available to me within my documents.  You need to keep this in mind when creating your shortcuts. Also, once you have added a shortcut to your AutoCorrect library, it will work within PowerPoint, Outlook, Excel and OneNote, since the library is shared across Microsoft Office.

If you want to try using the AutoCorrect feature more actively in your drafting, here is how you set up your shortcut entries:

PC Instructions

  • Click the File tab.
  • Click Options.
  • Click Proofing.
  • Click AutoCorrect Options, and then Click the AutoCorrect tab.
  • Select Replace text as you type check box, if it is not already selected.
  • Under Replace, type your shortcut character, word, or acronym.
  • Under With, type the word you want the shortcut replaced with.
  • Click OK.
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Mac Instructions

  • Click Word at top left of the menu bar.
  • Click Preferences
  • Click AutoCorrect under "Authoring and Proofing Tools"
  • Select Replace text as you type check box, if it is not already selected.
  • Under Replace, type your shortcut character, word, or acronym.
  • Under With, type the word you want the shortcut replaced with.
  • Press Return.
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Tags:  acronyms  Author: Danielle M. Hall  autocorrect  insert text  LPM  Microsoft  microsoft word  MS Word  tech tip 

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Microsoft Word Quick Tip – Uncheck Ignore Words in UPPERCASE

Posted By Danielle M. Hall, Tuesday, March 5, 2019
Updated: Tuesday, March 5, 2019
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Have you ever noticed that the default setting in Microsoft Word is to ignore words in uppercase? As a result, the correct spelling functionality will ignore anything in uppercase such as headings and titles. There is a way, however, to change this setting. Here is how you do it:

  • Under the File tab, click Options.
  • Click Proofing.
  • Under “When correcting spelling in Microsoft Office programs,” uncheck Ignore words in UPPERCASE.
  • Click OK to save.

Once you have saved this change in your settings, anything you type in all uppercase will now get spell checked!

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Tags:  Author: Danielle M. Hall  Microsoft  Microsoft Word  spell check 

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To Scan or Not to Scan a Document

Posted By Danielle M. Hall, Tuesday, September 11, 2018
Updated: Tuesday, October 16, 2018
By Danielle M. Hall, Deputy Disciplinary Administrator, Office of the Disciplinary Administrator's Office

On multiple occasions I have seen lawyers print a document, walk over to the scanner and scan the document to create a PDF. Sure, this is relatively easy to do; however, when you scan the document in this manner, what you are actually doing is creating an image of that document rather than creating a true digital document.

There are clear downsides to an image-only PDF. For instance, you lose search capabilities, because the image-only PDF contains just the photographed images of pages without the underlying text layer. Additionally, their text usually cannot be modified or marked up for the purposes of editing. The only way to correct these issues is through using an OCR (Optical Character Recognition) application. Unfortunately, if you only have Adobe Reader, you won’t be able to perform this function. You must have Adobe Acrobat or some other tool to OCR text from a scanned document. The other issue with OCR is that, depending on the quality of the image, or the recognizability of the writing, it may not be 100% accurate.

Instead of scanning a document into an image-only PDF, I highly recommend creating “true” or digitally created PDFs by using software such as Microsoft Word or Excel. For instance, if you have created a document in Word, converting it to a true PDF is just as easy as creating an image-only PDF, without even having to walk to the scanner.

Here are the steps for converting a Word document:

  • Click File, then click Save As.
  • In the File Name box, enter a name for the file, if you haven’t already.
  • In the Save as type dropdown list, click PDF.
  • Click Save.

You can also create a PDF in Word by using the print to pdf option, following these steps:

  • Click File, then click Print.
  • Under the Printer option, select Microsoft Print to PDF.
  • Click Print.

Stayed tuned to next week’s Tech Tip for instructions on how to convert other documents, including Excel Files.

Tags:  Microsoft  Microsoft Word  PDF  save to PDF  Tech Tip 

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How to Combine Track Changes from Multiple Authors

Posted By Danielle M. Hall, Tuesday, August 21, 2018

By Danielle M. Hall, KBA LPM Committee Member,
Office of the Disciplinary Administrator, Deputy Disciplinary Administrator 

Have you ever sent a Microsoft Word document to multiple colleagues in your office to edit, only to find it a cumbersome process to then go through and make the suggested changes from each person in the original document? Instead of going through each document one by one and making the suggested changes in the original document, try merging the tracked changes into one document to save time.  Here’s how you do it:

  1. Click Review > Compare > Combine.
  2. A pop-up window will appear letting you choose the Original Document and the Revised Document.
  3. Under Original Document, click the down arrow and choose the document you sent for review.
  4. Under Revised Document, choose the document you want to merge.
  5. In the Label unmarked changes with box, type the name of the person who made the suggested changes.
  6. Click the More
  7. Under Show changes in, select New document.
  8. Click OK.

Word will then open a new document that combines the original document and the copy you merged.  The screen will be divided into three sections:

  • the combined document,
  • the original document, and
  • the revised document.

You can hide the original and revised document screens by clicking Compare Show Source Documents > Hide Source Documents, or by clicking the x’s in the upper right-hand corner of each section.

You can merge more revised copies by saving the document that contains the combined changes and merging an additional copy into that document just like you did before. You would repeat this process until all revised copies have been merged.

Tags:  merging documents  Microsoft Word  Tech Tip 

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Microsoft Word Quick Tip: Keyboard Shortcuts for § and ¶

Posted By Danielle M. Hall, Tuesday, July 31, 2018

By Danielle M. Hall, Kansas Bar Association 

Most of us use Microsoft Word frequently in our day-to-day work, however, if I had to bet, I would say that most of us are probably not taking advantage of keyboard shortcuts to work more efficiently when creating documents.

If you have ever created a document which included the § and ¶ symbols, you know that it can be cumbersome to insert these special characters in Word. Typically, you would need to:

  1. Click the Insert tab
  2. Click Symbol
  3. Click More Symbols
  4. Select the Special Characters tab
  5. Choose the special character you want to insert, and finally select Insert

Constantly taking your hands off the keyboard in this manner to point and click with your mouse can add up to a lot of wasted time. So, what if I told you that there are shortcuts to all this clicking with a mouse?

First, if you are using a PC you will want to make sure you have the number lock enabled on your keyboard, and that you are using the numeric keyboard on the right. The shortcut on a PC for § is Alt+21, and for ¶ is Alt+20. For Mac users, your shortcut for § is Option+6, and for ¶ is Option+7. It is that simple!

PC Mac
§ Alt+21 Option+6
Alt+20 Option+7

Tags:  Keyboard shortcuts  Microsoft  Microsoft Word  symbols 

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Start Every New Doc With the Fonts You Prefer

Posted By Sara E. Rust-Martin, Friday, March 2, 2018

MICROSOFT WORD QUICK TIPS

Resetting Default Heading and Body Fonts in Word

By  | Mar.02.18 | Daily DispatchProductivityTech TipsVideos

If you’re sick of Calibri and Cambria, change your default heading and body styles so you can start every new Word document with the fonts you prefer.

Put Font Frustration Behind You!

One of the most persistent frustrations legal users have with Microsoft Word is the default font settings. Fortunately, you can permanently change just two Styles (+Body and +Headings) to give your documents a more businesslike typeface.

These settings are found in the Design tab (introduced into Microsoft Word with version 2013).

Over on the far right is a drop-down called Fonts. Clicking on Fonts will give you a list of preconfigured font sets. From here, you want to choose Customize Fonts.

That’s going to take you into the Create New Theme Fonts dialog box. On the left, you’ll see Heading font and Body font. This is where you set the two Styles I told you about earlier, +Body and +Headings, which in turn control basic settings for many of the other Styles in a Word document. Just use the drop-down for each to find a font more to your liking. Then you can name your preferred font set before clicking save.

Once you reset the font style, the default text size is an easy fix, too.

Go to the Home tab and click on the small launcher arrow in the lower right-hand corner of the font section to go to the Font dialog box. Select +Body and the size text you want, then click Set as Default in the lower left-hand corner.

Word will ask whether you want to make this the default for this document only or for all future documents based on the Normal template. Choose the latter and click OK.

Save everything you’ve done by clicking Set as Default on the Design tab (next to the Colors and Fonts buttons).

Now Every New Document You Start in Word Will Use the Fonts You Prefer

This doesn’t affect documents you receive from others or any existing documents you created. However, once you reset your default fonts, at least your days of adjusting the fonts every time you start a document are behind you.

Tags:  Law Practice Management  Microsoft Word 

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