MS Office PowerTips:MS Word

Appy Hour/Prepare for PracticeSeptember 2014

About this Document Styling Your Document Adding References Reviewing Documents Prepare Document for Sharing Convert to PDF Learn more about Word

Contents

Notes and samples from Appy Hour/Prepare for Practice session on MS Office PowerTips for Word.

Provides advanced tips for lawyers and law students.

Primarily focused on Word 2013.

Not comprehensive training—see the penultimate slide for a great source!

About this Document

Instructions in this document appear as:◦ Tab > Ribbon section > Command

Links to detailed Microsoft instructions are preceded by this symbol:

About this Document

Styling Your Document

Cover pageHeadingsSectionsPage numbers

Why? ◦ Add a professional looking cover page to your

document.

How? ◦ Insert > Cover page > [Select a cover page style] ◦ Multiple styles, vary across versions of Word.

Add a Cover Page

Styling Your Document: Cover Page

Why? ◦ Headings make your document look better and

are essential for Tables of Contents.

How? ◦ Select text◦ Home > Styles > [Choose the appropriate

heading type]

Add a heading

Styling Your Document: Headings

Why?◦ Section breaks allow you to use different page

numbering and headers/footers in different parts of your document

How?◦ Page Layout > Page Setup > Breaks >

Section Breaks > [Choose the type of break]

Add section breaks

Section Breaks

Document codes shown with formatting marks.

TIP: Use Shift + F1 to view codes & marks.

Why?◦ Allows you to insert text or page number in the

header or footer section of a document.

How?◦ Insert > Header & Footer > Page Number >

[Choose location & style]

Add page numbers

Header/Footer & Page Numbers:Adding page numbers

Why?◦ Choose a style of numbering that works for you:

Arabic numerals, Roman numerals, or even letters.

How?◦ Once you have inserted page numbers, click on the

Header or Footer where your number is located so that it appears in black text.

◦ Header & Footer > Page Number > Format Page Numbers > [Select number format] [Select page numbering]

Header/Footer & Page Numbers:Format page numbers

Why?◦ Used with section breaks, it allows you to use different

styles of numbers in different parts of your document.

How?◦ Click on the Header/Footer where the first page of the

section is located. ◦ Design > Navigation > Deselect “Link to Previous”◦ Design > Options > Select “Different First Page”

Add different page numbers or number formats to different sections

Header/Footer & Page Numbers:Numbering different sections

Adding ReferencesFootnotesTable of AuthoritiesTable of Contents

Why?◦ Footnotes are used in law review articles instead

of inline citations.

How?◦ Place cursor where you wish to insert the

footnote.◦ References > Footnotes > Insert Footnote

Add footnotes and endnotes

References: Footnotes

Why?◦ Used in legal documents to list all of the authorities

cited in a document. ◦ Generates and formats the table automatically!

How?◦ References > Table of Authorities > Mark Citation

Choose the Category (type) of citation Enter the Short citation that is used throughout the

document Mark All Repeat for each authority

References: Table of Authorities Step 1– Mark Citations

How?◦ Go to the page in your document where you wish

to insert the Table of Authorities.◦ References > Table of Authorities > Insert Table of

Authorities◦ Label the Table of Authorities, if desired

Create a table of authorities

References: Table of Authorities Step 2 – Generate the TOA

Why?◦ Create a table of contents for a long document that allows

readers to find content more easily. ◦ Generates and formats the table automatically!◦ Carries over, with links, to a PDF created from a Word

document!

How?◦ Mark all of your headings and insert page numbers before you

start. See Styling Your Document: Headings.◦ Go to the page in your document where you wish to insert the

Table of Contents.◦ References > Table of Contents > Table of Contents > [Choose a

style]

Create a table of contents

References: Table of Contents

You may format the TOA or TOC without changing the page numbers. ◦ Select the text and add bold, underline, etc. as

needed.

If you later add more authorities or headings, you can update the TOA or TOC.◦ References > TOA or TOC > Update Table

Two Tips on TOAs and TOCs

Reviewing Documents

Track changesCommentCompare/Combine

Why?◦ Work collaboratively with others on a document,

while flagging any additions/deletions.

How?◦ Before you start editing!◦ Review > Tracking > click on Track Changes◦ Changes by different collaborators will appear in

different colors.

Track changes

Review: Track Changes

Why? ◦ Allows you to choose how your changes will appear

to others.

How? ◦ Review > Tracking > Show Markup◦ Default: As you add or delete text, it will appear as

a strikethrough (deletion) or underlined (addition). Formatting changes appear in a balloon to the right.

Change options for track changes

Review: Track Changes > Options

Review > Tracking > [View]◦ You can choose how to view an edited document:

Simple markup All markup = Shows where edits have been made. No markup = View document as edited Original = View original document

Review > Tracking > Show Markup◦ Allows you to choose what types of markup to

display: comments, insertions and deletions, formatting changes, etc.

Change options for track changes

Review: Track Changes > View & Show Markup

Review > Changes > Previous/Next◦ Allows you to navigate through the proposed changes.

Review > Changes > Accept/Reject◦ As you are navigating the changes, you can choose to:

accept/reject and move to the next accept/reject accept/reject all the changes in the document

Once all changes have been accepted or rejected, you can finalize the document by clicking on Track Changes.

Review, accept, reject and hide tracked changes

Review: Track Changes > Review Changes and Finalize Document

Why?◦ Use this to add comments to a document without changing the

text itself.

How?◦ Place the cursor where you want the comment:

At the end of a word, OR Select a series of words/sentence/paragraph

◦ Review > Comments > New Comment◦ The word or selected text will be highlighted and a balloon for your

comments will appear to the right.◦ Comments by different collaborators will appear in different colors.

Insert or delete a comment

Review: Add Comments

Why?◦ If you have multiple similar versions of a document, this

tool allows you to compare or combine two versions.

How?◦ Review > Compare> [Compare or Combine]◦ You will be asked to select the documents you wish to

compare or combine.◦ You will be given the opportunity to review all versions

(originals and compared/combined versions).

Merge edits from different copies of a document

Review: Compare/Combine

Original Revised

Prepare Documents for Sharing

ProtectEdit Document PropertiesInspectFinalizePassword ProtectConvert to PDF

Why?◦ When you want to share a document, without

allowing others to edit, comment, etc.

How?◦ Review > Protect > Restrict Editing*

Select restrictions, exceptions, and add a password to allow you to “unprotect” the document later.

Restrict changes to files in Word and Excel

*Compare to Prepare Document: Mark as Final

Review: Protect Document

Why?◦ Allows you to view and edit “metadata” about a document:

author, title, subject, keywords, category, status, and comments. This information is then searchable when you have hundreds of documents.

How?◦ File > Info > Show All Properties. ◦ As necessary, edit the various fields.◦ To search a file folder using the metadata fields, add the field

and content to the search. For example: [search term] subject:[search term]

View or change the properties for an Office file

Prepare Document: Properties*

Why?◦ Remove “metadata” and other information that may be lurking

behind a document that you plan to share electronically. For example, document information, hidden text, comments, etc.

How? ◦ Be sure that the document has been saved.◦ File > Info > Check for Issues > Inspect Document ◦ Review the inspector results.◦ Remove any data that you don’t want to share.◦ Re-inspect the document to ensure that all changes were removed.

BEWARE Some changes cannot be undone. For this reason, you may want to save a document as an “original” and then inspect a copy of it. That way if you inadvertently remove something you did not mean to remove, you can always go back to the original.

Remove hidden data and personal information by inspecting documents

Prepare Document: Inspect Document

Why?◦ Allows all collaborators to have a “read-only” finished

version of a document.

How?◦ File > Info > Protect Document > Mark as Final ◦ Note that “Mark as Final” can be turned off by a

collaborator by repeating the step above.◦ If you want to share a more restricted document, see

Review: Protect Document.

Help prevent changes to a final version of a file

Prepare Document: Mark as Final

Why?◦ To send an electronic document securely or to prevent

others who can access your files from opening the document.

How?◦ File > Info > Protect Document > Encrypt with Password.

Use a phone number or something else easy for you to remember.

If not, SAVE the password in a safe place.◦ Share the password (not in the same email!) or, better yet,

a hint with anyone who needs to open the document.

Password protect a document

Prepare Document: Encrypt Document

Convert to PDF

Why?◦ Share a document as you intend it to be seen. People with different

printers may see different page breaks in a document. ◦ Prepare a document to post it on a website.◦ Save a version that you can easily read using an eReader or mobile

device.

How?◦ Office button > Save As◦ Office button > Print > Select Adobe PDF as your printer.

* This feature is included in Word 2010 and newer versions. Otherwise, you will need to have Adobe Acrobat installed on your computer.

Convert a document to PDF

Save/Print Word Document as PDF*

Current RWU students, faculty and staff have access to a campus-wide subscription to Lynda.com. This is an excellent collection of self-paced video tutorials on hundreds of office and software programs.

Start at https://lyndalog.rwu.edu/◦ Log in with your RWU username and password.

Learn more about Word…

RWU Law students, faculty, and staff:◦ Contact the RWU law librarians for assistance with

Word and other Microsoft Office programs.

We will do our best to help you!

For Additional Assistance…