Word Excellence Day Vendor Presentation · 2018-02-16 · Word Web App opens by default Lightweight editing capabilities supported on the browser When you click Edit in Word, if Word

Welcome to

Word Excellence Day Vendor Presentation

17th January 2013

Drafting Assistant - Deal Proof

Sam Steer, Head UK Top 100 and US global law firms

Thomson Reuters

•Deal Proof sits in Drafting Assistant – Transactional and is a Microsoft Word add-in that provides document analysis and insight capabilities. •To begin the process open your document and click ‘Analyze.’

•During analysis, Deal Proof identifies references to related documents that could contain definitions for terms in the master agreement. •Users can link files to run the analysis for terms defined in those referenced documents.

•Once analysis is complete, the Deal Proof findings display in the left pane

•The Outline feature shows a navigable table of contents for the document. •This feature allows for quick review of key sections, even in lengthy agreements.

•The References feature shows key elements in the agreement, such as a list of all Defined Terms. •Definitions and Interpretations may be presented in text or table format; DA-T can recognize either format.

•The Flags feature identifies potential risks and issues in the document, such as

•Defined Term Discrepancies •Open Issues •Numeration Discrepancies •Unpaired Punctuation

•Using the Insert Tags check box, you can insert Comments in Word for the Deal Proof findings, for example a Comment for all Open Issues found in the agreement.

•The Reports feature allows you to choose Deal Proof findings to display in a separate document.

V •This Flags report shows all references to terms Defined but not Used and Undefined Terms.

•The Tools feature allows a user to customize their Deal Proof experience and findings, such as the ability to choose flags to suppress entirely from the results list.

Drafting Assistant Deal Proof

• Any questions?

• Any queries, please contact [email protected]

mailto:[email protected]

Enterprise productivity and collaboration

1 billion smartphones by 2016,

350M of those being

used at work

82% of the world's online

population engages in

social networking

50% of enterprise customers

are “on the road” to

cloud

Online On Premises

Hybrid

Cloud on your terms

Messaging Voice

& Video

Content

Management

Enterprise

Social

Reporting

& Analytics

Best experience across devices

Integrated best-of-breed solutions

Log in to Office 365 from a browser to

update your user profile and install

the latest version of the Office apps

Select your language to start

installing the new Office apps

The new Office apps are instantly

streamed to your PC

Sync you documents in SkyDrive

Pro with your Windows devices

Create a new document

using Office Web Apps

Click a document to open using the

Office Web Apps

Get rich consistent

document rendering

with Office Web Apps

Word Web App

opens by default

Lightweight

editing capabilities

supported on the

browser When you click Edit in Word, if

Word is not installed or is an older

version, Word is streamed to your

PC on demand from the cloud

Log to Office 365 from any browser

and get access to your email, calendar,

people, newsfeeds, sites & documents

Recently used document list roams

with you

Get back to where

you left

Save to cloud with SkyDrive &

SkyDrive Pro

Office is always “Logged-In”

Remembers your settings and where you left off

Ability to save to cloud by default with SkyDrive & SkyDrive Pro

Sign-in to Office

Start-up options using the Word

Start-up Options Checkbox

Provides Users with new ways to search for templates

There are two ways of disabling the new Start experience, if the user would rather have the legacy behavior. Either;

• HKEY_CURRENT_USER\Software\Microsoft\Office\15.0\Common\General\DisableBootToOfficeStart

• Or the Word Options checkbox

Choose Mode

Greater Spacing

Mini-toolbar updated to

provide better in-place

formatting

Context menu available via two

touch taps

More space in the menus to

make selection easier

Home Tab

Page Layout

Style Set Gallery

Word now uses a ribbon gallery

instead of the previous menu

dropdown for applying Style Sets

Style Set Library

Art Handles

Format Taskpane

Selection Pane updates align with the

other visual improvements in Office

Chart object visual improvements

New launch buttons for the OOUI

(On-Object User Interface)

Entrance animation

Charts

Office Art

Web Video

Runtime Behavior

After inserting a video a thumbnail of

the video is inserted

A play button is displayed when the

mouse hovers on the object

Context Menu has added features

relative to the video feature Video Thumbnail

Drag Control

Alignment

Control

Dynamic Options

Clean UI

Source PDF

document

PDF file converted

to Word

Open PDF file

directly from Word

The Bing Maps app in Excel, maps the

addresses highlighted

The Bing Maps app detects and address in

the email and maps the location

Work across Office apps

and Office Web Apps

Presence and contact card

everywhere to accelerate

collaboration

Improved threaded comments for

better document review experience

The Contact Card provides a single view of a person, including rich

presence information, aggregated internal and external feeds, plus

click-to-communicate via email, IM, voice & video

Office apps are streamed from Office 365

Run almost instantly with app virtualization & dynamic feature prioritization

Compatibility issues are mitigated with support for local application integration, Office add-ins & side-by-side old version support

Unobtrusive background updates with IT control

Support for IT push deployment

Office apps are streamed from

Office 365 with features prioritized

Office side-by-side means that you will

not need to uninstall previous versions

of Office in order to use the new Office

Office 2010 the

most popular

Office version ever

Available in 88

markets & 32

languages

1 billion Office users

One of fastest

growing offers in

our history

www.pdfa.org

A PDF Association Presentation · © 2013 Gary Hodkinson, Chair, UK Chapter

PDF/A: Understanding its

Development and Use

Gary Hodkinson

[email protected]

www.pdfa.org


PDF/A: The Basics

• What is a PDF file?

• A file format created by Adobe • It is a wrapper

• NOT just “electronic paper”

• It can store many different objects

Raster Images (Pictures and Scans)

JPEG

TIF

FaxGroup 4

JBIG2

Color Profiles

Text and Fonts

Vector Graphics

Metadata

URL Links

Descriptive Information

Hidden Text

3D Objects

Transparencies

Field Objects

Attachments

MS Office Files

Videos

Java Script

Digital Signatures

Encryption Mechanisms

www.pdfa.org


PDF/A: The Basics

• What is a PDF/A file?

• The ISO 32000-1 standard for Document Management

• A document file format for long-term preservation (see later)

• Secures future ability to read the file

• Preserves original formatting

• Why do we need PDF/A?

• Valuable information is being created in PDF form

• There are issues with non-standardised PDF files

• Adherence to the PDF syntax varies

• The Adobe Reader is NOT a PDF Validator

• Dynamic, interactive PDFs can be created

www.pdfa.org


PDF/A: The Basics

• PDF/A is:

• Device/ Software/ Versions-independent, i.e. the content is displayed consistently

• Self Contained: A PDF/A-compatible file contains all the components needed to display it

• An evolving standard: additional PDF features are continually being added to the PDF/A standard definition

• PDF/A is NOT:

• “Read Only”: this is a common misunderstanding

• A static definition: as new PDF options evolve, they are incorporated into the standard

www.pdfa.org


PDF/A: The Basics

The ISO 19005 Standard family:

• “PDF/A-1” – ISO 19005-1, released in 2005

• “PDF/A-2“ – released in 2011, allows MRC compression

• “PDF/A-3“ – released 2013 & allows embedded files

www.pdfa.org


PDF/A: The Basics

PDF/A is currently the best option for long-term archiving.

Goals of PDF/A

• To maintain a static visual representation of documents

• To provide consistent handing of Metadata

• To guarantee future access by remaining transparent

• To limit number of restrictions imposed in return

Definition of “long term”: “The period of time long enough for there to be concern about the impacts of changing technologies, including support for new media and data formats, and of a changing user community, on the information being held in a repository, which may extend into the indefinite future.”

www.pdfa.org


PDF/A: The Basics

• PDF/A was originally based on Adobe’s PDF Version1.4

• PDF/A specifies how to use a subset of PDF components

www.pdfa.org


PDF/A: The Basics

Prohibited content for a PDF/A file:

• Active/Variable content (e.g. JavaScript)

• External content and embedded files

• Encryption

In Summary:

• No component of a PDF/A file may jeopardise the consistent format of the document

• The presentation of the document must not rely on external dependencies

www.pdfa.org


PDF/A: The Basics

Why create an ISO standard...

• When PDF is universal and has an open specification?

• It is still proprietary.

• When PDF is powerful and feature rich?

• There are a broad range of generation tools

• There are many ways to implement the standard

• There are a vast number variations of PDF file types that can be created.

• What about alternative file formats?:

• These do not fill the requirements of long-term archives....

www.pdfa.org


Limitations of Alternative File Formats

• TIFF, TIFF G4, JPEG (typically scanned images)

• Cannot include hidden text and standardised metadata

• May be of bad image quality (e.g. highly compressed JPEG)

• Sub-optimal compression algorithms

• No unified file format possible

• Digital Documents (MS Office, CAD, XML, PDF)

• No unified file format, and multiple versions (Office 95, 97, 2003, 2007, 2010)

• “Ordinary” PDFs carry risks of inconsistency

• Formats can easy change (e.g. switch to OpenOffice)

• Proprietary software vendors may make irreversible changes

www.pdfa.org


Who is behind PDF/A?

• NPES (National Printing Equipment Association)

• AIIM (Association for Information and Image Management)

• The Administrative Office of the U.S. Courts

• The European Court of Human Rights

• FeRD (e-Invoicing using PDF/A-3)

• Several Software Vendors and organisations

• Xerox, Adobe, US Library of Congress, Schering, EDS, EMC, Novartis, LuraTech…

• Over 280 organisations have registered to participate in the standardisation process.

www.pdfa.org


Paper Documents

Converting Your Existing Archives to PDF/A

www.pdfa.org


Converting Scanned Documents to PDF/A

Three options for scanning documents:

bitonal greyscale colour

(small file size) (larger file size) (very large file size)

www.pdfa.org


Benefits of Colour Scanning

• Employees work smarter with colour documents

• 14% better recognition of documents

• 70% faster decisions

• 80% improvement in reading accuracy

• Saves 75% of scanning costs

• No need for manual sorting prior to scanning

• No different software or procedures required

• No different scanner settings

• Less Rescans

• Only one scan per page

(Based on a study carried out by Kodak in

Germany)

www.pdfa.org


PDF/A – Enhanced Compression

For scanned documents:

• MRC-compression (Multi-Raster Content)

• Segments documents into three PDF “layers”, to be compressed independently and stored in PDF/A

www.pdfa.org


PDF/A – Image Quality v File Size

MRC Compression for colour documents

• Creates a text-searchable PDF/A file (OCR)

• Preserves the colour & visual quality

60 kB

TIFF G4

55 kB

PDF/A

180 kB

JPEG TIFF

23,8 MB

www.pdfa.org


“Born Digital” Documents

Converting Your Existing Archives to PDF/A

www.pdfa.org


Converting Digital Documents to PDF/A

“Born Digital” documents are original files created from authoring packages, e.g.

• MS Word

• MS Excel

• MS Powerpoint

• MS Outlook email with attachments

• Existing PDFs

Note that PDF/A-3 allows the original file to be embedded in the newly created PDF/A file

www.pdfa.org


Unattended Mass Archive Conversion

Several software solutions available from Association members (in alphabetical order!):

• Blue Car Technologies

• DocsCorp

• InovoOlution

• LuraTech

Document

conversion &

compression engine

www.pdfa.org


Thank You!

Any Questions?

Gary Hodkinson

[email protected]

Travis Leon

Word Excellence Day 17th January 2013

Who are we and what do we do? XRef is a dynamic, new company created by lawyers from top UK (including “Magic

Circle”) and US firms Design team of lawyers work closely with the development team with the aim of

providing software solutions to problems faced by practising lawyers everyday

XRef – The Defined Term Checker is a sophisticated, legal drafting tool that has been designed with the practising lawyer in mind

Reviews documentation and presents errors related to defined terms in an intuitive, user-friendly manner.

Example (main three error types):

Bank X (the “Lender”) hereby confirms that it is authorised to lend money to Company X (the “Borrower”). The lender agrees to pay the Indemnified Amount upon the occurrence of the Trigger Event.

1. Undefined Terms - words that are capitalised but which have not been set up as defined terms: ‘Indemnified Amount’ and ‘Trigger Event’;

2. Incorrect Uses of Defined Terms - words set up as defined terms but which are then used in lower case: ‘lender’; and

3. Unused Definitions - defined terms which are set up but which are never used: ‘Borrower’.

Why focus on defined term errors?

Defined term errors are growing problem as documents become more complicated and increasingly with multiple parties working on them

Defined term errors are vitally important and need particular attention as lead to ambiguity in a contract

Can result in unclear legal position which is dangerous for clients (and their lawyers)

Recent £25mil High Court case was decided solely on the meaning attributed to a defined term used improperly

Two main risks to law firms

1. Reputation/Brand - Precise legal drafting fundamental to a lawyer’s role - Clients pay for clear, unambiguous legal documents

2. Litigation

- Premiums paid for legal insurance increasing year on year - Reflects rapidly increasing number and value of lawsuits brought against

solicitors

Xref can help to enhance risk management procedures to improve quality control and protect valuable reputation

Lawyers and technology - XRef Increasing pressure on lawyers to produce higher quality documents for less money –

technology is the solution

Lawyers themselves are more technologically-minded and demanding than they used to be

Technology must be simple, easy-to-use and focus on an actual, significant problem

that a lawyer faces in practice. It must make their lives easier

We have designed XRef with practising lawyers in mind – we were determined not to be one of the countless desktop icons that lawyers never use!

Demonstration… http://xrefonline.com/demonstration-video.cfm

http://xrefonline.com/demonstration-video.cfm




Why is this technology not mainstream?

Basic technology is fairly simple. Some larger firms have even attempted in-house

software to combat defined term errors

Lawyers can be reluctant to change. They will not accept new technology unless it is easy-to-use and genuinely makes their jobs easier

Single biggest problem with this type of software is ‘false positives’ – items flagged as errors in a document that are not in fact errors

False positives can render this type of software unusable – actually creates more work than it saves

How is XRef different?

Our design team of lawyers have focused on eradicating false positives with hundreds of logic rules and intelligent filters (18 months of development in this regard alone)

On-going process and we regularly deliver updates with new filters

XRef ‘learns’ so false positives diminish naturally with time

We work with each client and tailor software to house style to further improve

user experience

Benefits of XRef

Efficiency – XRef saves your lawyers time and therefore your clients money

Risk Management – errors relating to defined terms in legal documents are, at best, embarrassing for your firm and, at worst, increase your firm’s risk exposure Quality and Reputation – XRef helps to ensure that only the highest quality legal documents are sent out to your clients

Questions?

There are a number of other exciting features that differentiate XRef and make it an

essential drafting aid for lawyers

Please feel free to contact us with any questions or for further information

[email protected]

Fresh Look at Document Creation

Word Excellence Day Nathan Lusher – Product Development Manager Clare Waller – Word – Principal Consultant 17th January 2013

84

Background

• Feedback from clients and user groups led us to exploring alternatives

• Continuing to look at ways to

– Simplify template creation

– Improve user input experience

• Further reducing need for custom code

• Demo is the prototype of some of our ideas

85

Using Native Word

• Still waving the banner for using native Word

• And Microsoft applications generally

• Making more use of

– Content Controls

– Task Pane

Feedback

• Out of the Box Content Controls

– Difficult to link together

– Can’t be seen all in one place

– Input method

• Dialog Boxes

– Considerable coding effort

– Visibility

– Repopulation

86

Feedback

• Templates

– Still difficult to design

– Difficult to achieve

• Links to databases

• Dynamic Input / Output

• Document Creation process

– Difficult to implement

– Difficult to change

87

88

DEMO

Summary

– Easy to link Content Controls

– Visible in one place

– Alternative to dialog boxes

– Easy to manipulate

– Content can be added / changed quickly

– Content Controls easily populated from a database

– Able to build dynamic information

– Building up workflows

89

90

Any Questions?

Nuggets

What’s the difference between

• AutoText

• Quick Parts

• Building Blocks

92