An Apple a Day Keeps the Lawyer Working Efficiently! How Macs, , and can be Used Effectively in a Law Practice

September 18, 2019

Brett Burney Burney Consultants LLC www.burneyconsultants.com www.macsinlaw.com www.appsinlaw.com

Why Lawyers Switch to a Mac There are many reasons why lawyers switch from a computer running to one running the Mac .

Here are the main reasons we've observed from most Mac-using lawyers:

§ “Macs are more stable” § “Macs are more reliable” § “Macs are more secure” § “Macs are just beautiful machines”

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The reasons why people switch to a Mac are reflected in the 2013 Clio Apple in Law Firms Survey Results (http://www.goclio.com/blog/2013/11/2013-apple-in-law-firms- survey-results-show-continued-growth-for-idevices/). The survey received a total of 886 responses with a full 66.09% of respondents reporting that they currently use a Mac in their office.

Ninety percent of the respondents were practicing lawyers and 10% were law students or non-lawyers. Eighty-five percent of respondents were lawyers at firms with 10 attorneys or less. Sixty percent of respondents have been using Macs in their law offices for 2 years or less, while nearly half the respondents this year stated that they have been using Macs for 3 years or more.

So why the dramatic growth amongst Mac usage this year? Coupled with a number of exciting product releases and OS updates, 52% of respondents stated they chose Apple options because the technology was more reliable and secure, with Usability coming in at 28%. Familiarity due to home use of Apple/Mac products was 10%, and aesthetics and design climbed back up to the 3% mark set 2 years ago.

http://www.goclio.com/blog/2013/11/2013-apple-in-law-firms-survey-results-show-continued-growth-for-idevices/

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The “Problems” with Switching to a Mac While many people think their computing life will be immediately easier when they switch to a Mac, there are several issues that Mac-using lawyers must overcome to successfully and smoothly switch to a Mac:

§ Understand and realize that there is very little legal-specific software for the Mac.

§ You must always be cognizant that you are using a "different" and take that into consideration when purchasing software, sending to others, etc.

§ You will find it a little more difficult to find technical support and consultants aware of the rigors of a law practice.

§ There is a "learning curve" for users switching from Windows to Mac.

Tips for Those Switching from Windows to Mac Here is a non-exhaustive list of tips for folks switching from Windows to Mac:

§ Backspace v. Delete – there is a "Delete" key on most Mac keyboards in the upper right corner, but it functions like a "Backspace" key on Windows machines. To "delete forward" (similar to a Delete key on Windows) you must hold down the Function (Fn) key on a Mac keyboard and then hit the "Delete" button.

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§ Dock vs. Taskbar – Mac OS provides the "Dock" which functions as 1) a place to launch applications and 2) a place to access running applications. The Windows taskbar is usually used only for running applications, although Windows 7 & 8.1 changes this slightly.

§ Command Key – this is a special key on Mac keyboards that has no real equivalent on Windows machines (except some would argue that it functions similar to the "Windows key"). The Command Key is used for many on the Mac OS such as Command (⌘) + for Copy and Command (⌘) + V for Paste.

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§ Menu Bar – in the Mac OS, there is a constant "menu bar" at the top of the screen that changes according to the software currently in use. In Windows, each software application has its own menu bar (i.e. File, Edit, View, etc.).

§ Close vs. Quit – in Windows, when you click the "X" in the upper right corner, the software application shuts down. In Mac OS, there is a difference between "closing" an application and "quitting" an application.

§ No Start Menu – there is no "Start Menu" in Mac OS such as what you find in Windows … or used to find in Windows. Instead, the Dock takes the place of most functionality found in the Start Menu.

§ vs. Explorer – In Mac OS, the "Finder" replaces much of the functionality found in the "Explorer" in Windows.

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Mac Software for a Law Practice Here is a non-exhaustive list of software that should be considered for every Mac-using lawyer:

§ 2016 for Mac (www.microsoft.com/mac) which includes Word, Excel, and PowerPoint for Mac. Today, you may consider purchasing a subscription for Office 365 that includes licenses for both Windows and Mac machines as well as iPads.

§ iWork from Apple (http://www.apple.com/iwork/) which includes , , and Keynote. All of these apps can now be purchased separately in the Mac .

§ Adobe Acrobat DC Professional for Mac (http://www.adobe.com/products/acrobatpro/) . The advantage with Acrobat Pro for Mac over less expensive alternatives is that it is interface and feature- identical between Mac and Windows versions. Thus, Googling for help makes it easy to find relevant results.

§ PDFpen (www.smileonmymac.com) which is a viable (and less expensive) option to Adobe Acrobat. If you want additional features, I suggest buying PDFpenPro, which, among other things, lets you create custom fillable forms that clients can then complete.

§ PDF Expert (www.pdfexpert.com) is another excellent PDF application that continues to add important features for legal professionals such as headers/footers (for Bates stamping). PDF Expert comes from Readdle which also makes PDF Expert and other apps for iOS devices.

§ Evernote (www.evernote.com) is best defined as an online note-taking service. You can sign up for a free account which can be accessed from any computer or .

§ OneNote (www.onenote.com) is well-known from its 13 year run on the Windows side. In early 2014, Microsoft released a version of OneNote for the Mac; and they had iPhone and iPad versions before that. The biggest difference between Evernote and OneNote, apart from OneNote being free (Evernote

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charges $45/yr for some features), is that OneNote uses a “notebook” metaphor where you have notebooks divided into sections and then further into pages. Evernote has only notebooks and then . Additionally, OneNote’s formatting abilities greatly exceed those of Evernote.

§ Default Folder X (www.stclairsoft.com) allows you to quickly find a folder or location when you need to save a file.

§ BEEDOCS Timeline 3D (www.beedocs.com) is a beautiful timeline creation tool that provides superb looking 3D timelines.

§ TextExpander (www.smileonmymac.com) is a tremendous time-saver in that it allows you to create "snippets" that expand into longer text when typed.

§ 1Password (www.agileswebolutions.com) is one of the best password managers available for the Mac, and they now offer versions for Windows and iOS devices.

§ LastPass (www.lastpass.com) is an alternative to 1Password. Instead of 1Password’s larger upfront cost (~$45), LastPass’ pro version is $12/yr (forever). I find LastPass harder to use, but it has two compelling features: 1) the ability to disable access to passwords from a particular mobile device (if you lose it, for example); and 2) the ability to control access to your “vault” via 2-factor authentication.

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Is it possible to use a Mac in a law practice? The answer is yes! Apple has successfully cornered the consumer and education market and now they're making in-roads into the business world, including the legal profession. As more people use Macs at home, or climb into the via the iPhone or iPad, the Mac starts to look more and more appealing. In this session, we'll provide direction for those that are considering moving to a Mac, as well as some tips for the folks that are already "Mac-heads."

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Introducing the iPad into Your Practice

Announced in January 2010, the iPad has become the most successful tablet in the world. Not only has the iPad become a popular gaming platform, but it has also developed into a serious business and professional tool.

For lawyers, the iPad can become a limitless digital folder carrying hundreds of thousands of documents.

The iPad can also replace your yellow legal pad, portable scanner, newspaper, , camera, player, and much more.

As of August 2019 the current lineup of iPads include:

1) The iPad Pro (12.9” & 11”) 2) The iPad Air (10.5”) 3) The iPad (9.7”) 4) The iPad mini (7.9”)

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The “Must-Have” Apps for Every iPad-Using Lawyer

Every iPad-using lawyer has their favorites apps for work and fun (and crushing candy) but we’ve developed a list of the “must-have” apps that every lawyer should have on their iPad. These are the apps that we consistently see being used by lawyers to organize files, give presentations, edit documents, and more.

Microsoft Word (Free) In March 2014, Microsoft finally released the Microsoft Word app (Free) for the iPad nearly four years after the iPad hit the market. Before the official Microsoft Word app, there were about a dozen aps for editing Word documents but they all had shortcomings, and many times messed up the formatting of your Word documents.

The official Microsoft Word app for the iPad is spectacular and allows you to view and edit Microsoft Word documents effortlessly. When Microsoft released the app, they emphasized their commitment to keep the “fidelity” of documents across computing platforms. That means Microsoft focused on making sure a document created on a Windows computer looked exactly the same when pulled up on the iPad.

Since the introduction of the Microsoft Word iPad app, Microsoft has continually improved its functionality by adding more features, and integrating cloud-based file- sharing services.

The best part is that Microsoft gives the Microsoft Word app away for free. You can perform basic edits on a Word document with the free version of the app, but in order to take full advantage of all the features you’ll need to obtain an Office 365 subscription (www.office365.com). The “Premium” features that require an Office 365 subscription include inserting section breaks, adding text columns, track & review changes, add shadows to pictures, etc.

Depending on your needs, the Office 365 subscription plans can range from between $99 per year (includes 5 computers for personal & home use) to $150 per user per year (for business). The good news is that for the subscription you receive full versions of

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Microsoft Office software for Windows or Mac, as well as the ability to access the full functionality of the iPad Microsoft Office apps. Your Office 365 subscription also includes storage space on OneDrive, Microsoft’s cloud-based document storage service although the app now connects to other services such as Dropbox, Box, ShareFile, and iCloud Drive from Apple.

If you regularly work in Microsoft Word on your computer, then you will feel right at home in the Microsoft Word iPad app. The “Ribbon” has been tweaked to work superbly as a “tappable” interface (as opposed to a mouse & cursor). The Microsoft Word iPad app offers many features including the ability to insert pictures, add headers & footers, Track Changes, and much more (some features require a subscription to Office 365).

Microsoft Excel (Free) The app for the iPad is free to download and is the best app for viewing Excel on the iPad. The free app allows you to navigate an Excel and perform some basic edits, but some “Premium” features are only available if you have an Office 365 subscription (e.g. customizing PivotTables, inserting WordArt, modifying chart elements, etc.).

While it can be a bit cumbersome to actually edit Excel spreadsheets on the iPad, we absolutely recommend downloading the free Microsoft Excel app for anytime that you need to view a spreadsheet that may be sent to you via e-mail or a cloud service.

Microsoft PowerPoint (Free) The Microsoft PowerPoint app for the iPad is also free and is a fantastic app for giving presentations from the iPad. You can create, edit, and view PowerPoint presentations from the iPad, but some “Premium” features are only available if you have a subscription to Office 365 (e.g. viewing Speaker Notes while presenting, adding custom colors to shapes, adding shadows to pictures, etc.).

While some iPad users may prefer to use Apple’s Keynote app (see below) to give presentations from the iPad, we recommend downloading the free Microsoft

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PowerPoint app for those times that you have a PowerPoint presentation and would like to view it on your iPad.

Keynote (Free with a new iPad or $9.99) Depending upon when you purchased your iPad, you may already have Keynote installed on your iPad. Keynote is Apple’s version of PowerPoint and Apple now pre-installs the app on new iPads and iPhones. If you do not already have the Keynote app on your iPad, you can purchase it for $9.99 from the App Store.

The Keynote app will accept either Keynote presentations made on a Mac, or PowerPoint presentations made on a Windows computer. If you are a Mac user, it’s a no-brainer to have the Keynote app on your iPad. You can create a Keynote presentation on your Mac and then seamlessly open the same presentation on your iPad and start the presentation.

PDF Expert 7 (FREE with PRO subscription $49.99/yr.) PDF Expert 7 will allow you to view and organize files and you can also annotate PDF files. PDF Expert also allows you to fill out PDF forms, and you can easily add signatures to the bottom of documents.

TrialPad ($129.99) TrialPad is the best app available for trial presentation and more. Where Microsoft PowerPoint and Apple’s Keynote are designed for “linear” presentations moving slide to slide to slide, TrialPad allows you to pull up any document or image and then “callout” a section or paragraph, highlight text, and draw arrows or circles. TrialPad is easy to use and extremely powerful.

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TranscriptPad ($89.99) TranscriptPad allows you to read and review legal transcripts on your iPad. As you read, you can highlight text and sections and “tag” those passages with an issue code or designation. TranscriptPad keeps track of all your codes and designations and allows you to generate a comprehensive PDF report at any time.

Notability ($3.99) Notability is one of the best all-around note-taking apps available for the iPad. You can either type or hand-write your notes, and choose from a wide variety of features and options. You can import a PDF file and write notes on it, or your can create a note from scratch and insert images or pictures. Notability also allows you to record audio while you write and syncs the audio with your notes so you can replay it later.

Rulebook (Free but rules cost $1.99 - $3.99) Rulebook is a free app that allows you to download and access various rules and statutes on your iPad such as the Federal Rules of Civil Procedure, the Federal Rules of Evidence, and various state and local rules. You can choose which rules to download from the “library” and have the accessible even when you’re not connected to the Internet.

Microsoft Office on the iPad

Microsoft released the official Office apps for the iPad in March 2014 and they are the best apps available for any lawyer that needs to view and/or edit Word documents, Excels spreadsheets, or PowerPoint presentations.

Since the introduction of the iPad Office apps, Microsoft continues to update them and add important features. For example, when the apps were first introduced, they only connected to Microsoft’s cloud-based storage solution OneDrive. Today, all of the apps

www.burneyconsultants.com (216) 245-1414 13 [email protected] now connect to Dropbox, Box, ShareFile, and even Apple’s iCloud Drive. This means you can store your documents in the cloud storage service of your choice and still edit the documents in the Microsoft Office apps on the iPad.

To access the full functionality of the Microsoft Office apps on the iPad, you’ll need to subscribe to Office 365 (www.office365.com). Not only does this open up additional features on your iPad for the Office apps, but you will also receive additional storage space in OneDrive.

Even if you don’t think you’ll be editing Word documents and Excel spreadsheets on your iPad, we still recommend downloading the free apps as they are the best option for VIEWING Office files (i.e. all formatting is preserved).

In addition to Word, Excel, and PowerPoint, Microsoft also offers apps for Outlook, OneNote and OneDrive. All of these apps are free and worth downloading on your iPad.

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Suggested “Workflow” for Editing Microsoft Word Documents on the iPad There are several “workflows” that one can use to edit Microsoft Word documents on your iPad depending on where you are storing the document (e.g. Dropbox, network drive, etc.) and what you intend to do with the document once you’re done editing.

Here, we offer a suggested workflow for first creating a Microsoft Word document on your computer (Windows or Mac), then using Dropbox to access the document on your iPad and use the Microsoft Word app to accomplish further edits.

1) Create a Microsoft Word document on your laptop or (Mac or Windows).

2) Save the document to your Dropbox folder on your computer.

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3) Open the Dropbox app on your iPad and navigate to the same folder.

4) In the Dropbox app, tap the “Edit” button in the bottom right corner and select “Microsoft Word.”

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5) The document will automatically open in the Microsoft Word app on your iPad and be ready for editing.

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6) When you are finished with your edits, tap the “Back” button in the upper left corner. The edited document will automatically upload back to your Dropbox folder and be ready to open on your Windows or Mac computer.

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