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Word 2007/2010: A Complete Solution?

By:

Barron K. Henley Affinity Consulting Group, LLC

Presented at: ACLEA 48th Mid‐Year Meeting January 28 ‐ 31, 2012 New Orleans, LA Barron K. Henley Affinity‐HMU Consulting Columbus, OH

Barron K. Henley is an attorney, a "legal technologist" since 1990, and a founding member of Affinity Consulting Group (formerly Henley March & Unger Consulting, Inc.) which handles all aspects of law practice automation including document assembly, case management, document management, legal accounting software, trial presentation/litigation support, paper reduction/scanning, hardware, networks/servers and security. Barron received his Bachelor of Science in Business Administration (majoring in marketing and economics) and J.D. from The Ohio State University and is a member of the American, Ohio and Columbus Bar Associations, and the Worthington Estate Planning Council. He is a member of the ABA Law Practice Management and is the former Chair of the Ohio State Bar Association Law Office Automation & Technology Committee. Barron heads Affinity’s HotDocs document assembly and software training departments; and has authored legal‐specific manuals on HotDocs document assembly, Microsoft Word, Microsoft Excel and Adobe Acrobat. Barron teaches continuing legal education (CLE) classes throughout the U.S. and Canada covering practice management, document management, file management, server and personal computer issues, remote access, mobile lawyering, scanning and paper reduction strategies, electronic case filing, Word, Excel, Outlook, WordPerfect, HotDocs document assembly, Adobe Acrobat, malpractice avoidance, voice recognition, and many other topics.

Microsoft Word 2007/2010 as a Publishing Solution

Chapter 1. File Formats in Word 2007 & 2010 ...... 1 Description of the New File Types ...... 1 Benefits of the New File Types ...... 2 Structure of the Office XML Formats ...... 2

Chapter 2. How Word Handles Formatting ...... 3 The Microsoft Word Approach to Formatting ...... 3 Formatting ...... 3 Formatting ...... 3 Section () Formatting ...... 4 Reveal Formatting ...... 4 Important Word Concepts ...... 4 Default Template - Normal.dotm ...... 4 Un-Hiding The Templates Folder ...... 5 Default Style - Normal ...... 6 What Happens When You Create A New Document ...... 7

Chapter 3. Font Formatting ...... 8 Font Group on the Home Ribbon ...... 8 Formatting Specific Characters ...... 8 Symbols ...... 8 Insert a Symbol ...... 8 Legal Tip - Symbols Used in Legal Documents ...... 8 Assign Your Own Shortcut Keys to Symbols ...... 8 Other Font Formatting Tips ...... 9 Change the Case of Text You've Already Typed ...... 9 Stretch Your Text for Titles ...... 9 Hide Text for Comments or Questions ...... 9 Non-Breaking Spaces and ...... 10 Changing the Font For the Entire Document ...... 10 The Wrong Way to Do It ...... 10 The Right Way to Do It ...... 11 Determine the Default Font ...... 11 Determine If the Default Font Is Applied ...... 12 Changing the Applied Font If It Is the Same as the Default Font ...... 12 Changing the Applied Font when the Default Is Not Applied ...... 13 "" Problem Actually Related to Font Selection ...... 13

Microsoft Word 2007/2010 as a Publishing Solution Page 1 Table of Contents The Problem ...... 13 True Type and Printer ...... 13

Chapter 4. Paragraph Formatting - Fundamentals ...... 15 Paragraph Group of the Home Ribbon ...... 15 Paragraph Alignment ...... 15 Line Spacing ...... 15 Spacing Between ...... 15 Spacing Measurements ...... 16 Spacing Before ...... 16 Spacing After ...... 16 Keeping Text and/or Paragraphs Together ...... 16 To Keep Paragraphs Together ...... 16 To Keep Text within a Paragraph Together ...... 18 Automatically Start a Paragraph at the Top of a New Page ...... 18 What To Do If You Experience Bizarre Page Breaks ...... 18 Setting Indents ...... 19 First line Indent ...... 19 Hanging Indent ...... 19 Left Indent ...... 19 Right Indent ...... 19 Dual Indent ...... 19 Indent Using the Horizontal Ruler ...... 19 Indent Using the Tab Selector ...... 20 Indent Using Keystrokes ...... 20 Indent with the Paragraph Dialog Box ...... 20 Tabs ...... 20 Change the Default Tab Stops ...... 21 Types of Tabs ...... 21 Set Specific Tab Stops ...... 21 Clear Specific Tabs ...... 21 Clear All Tabs ...... 21 Tab Leaders ...... 22 Signature Lines ...... 22 Borders and Shading ...... 23 Borders around Text ...... 23 Shading inside a Border ...... 24

Chapter 5. Paragraph Formatting - Paragraph Numbering and Bullet Points ...... 25 Bullets and Numbering - a Warning ...... 25 Bullet Points ...... 25

Microsoft Word 2007/2010 as a Publishing Solution Page 2 Table of Contents What Is a Bullet ? ...... 25 Apply Bullets Using Toolbar Button ...... 25 Turn Off Bullets ...... 26 Bullet List Styles ...... 26 Single-Level Paragraph Numbering ...... 27 Draw Back of Single Level Paragraph Numbering ...... 27 Apply Numbering Using Toolbar Button ...... 28 Restart Numbering ...... 29 Adjust Indents for Bullets and Single-Level Numbered Lists ...... 29 Multi-Level Paragraph Numbering ...... 30 How Multi-Level Paragraph Numbering Works ...... 30 Set Up a Multi-Level Paragraph Numbering Scheme ...... 30 Add Spacing Between Numbered Paragraphs ...... 33 Make All Paragraphs Double Spaced ...... 33 Restart Numbering at 1 ...... 33 Make Changes To Your Numbering Scheme ...... 33 Turn Numbering Off ...... 33

Chapter 6. Font and Paragraph Formatting Tips and Tricks ...... 34 Using Format Painter ...... 34 Wipe Out All Paragraph and Font Formatting ...... 35 Strip Font Formatting ...... 35 Strip Paragraph Formatting ...... 35

Chapter 7. Page Formatting (Sections Part 1) ...... 36 Non-Section Breaks ...... 36 Types of Non-Section Breaks ...... 36 How to Insert a General Break ...... 36 Section Breaks ...... 37 In General ...... 37 How to Insert a Section Break ...... 37 Types of Section Breaks ...... 37 Multi-Section Documents ...... 37 Page Setup ...... 37 Setting Margins ...... 38 Different for the First Page of a Document ...... 38 Orientation ...... 39 Pages ...... 39 Change Paper Size ...... 40 Setting Up Your Document for Manual Feed ...... 40 Headers and Footers ...... 41 Vertical Alignment ...... 41 Line Numbering ...... 41

Microsoft Word 2007/2010 as a Publishing Solution Page 3 Table of Contents Borders ...... 42 Legal Tip - Printing Specific Sections and Pages ...... 42

Chapter 8. Headers, Footers & Page Numbering (Sections Part 2) ...... 43 Header and Footer Ribbon ...... 43 Create a Header or Footer ...... 43 Page Numbering in General ...... 43 Page Numbers Using the Page Number Button ...... 43 Page Numbers Manually Inserted into a Header or Footer...... 44 Insert the Total Number of Pages in the Document ...... 45 Number All Pages Except The First ...... 45 When This Is Appropriate ...... 45 How To Set It Up ...... 45 Create Page Numbering within Multi-Section Documents ...... 46 What Is a Multi-Section Document? ...... 46 Page Numbering Rules ...... 46 Example ...... 47 Insert the Total Number of Pages in a Particular Section of the Document ...... 50 Add Filename and Path to Last Page Footer (Automatically) ...... 51 Insert the Filename and Path in the Footer of Your Document ...... 51

Chapter 9. Styles - The Basics ...... 53 What Are Styles? ...... 53 Advantages of Styles ...... 53 Speed ...... 53 Easy Updating ...... 53 Enforce Formatting Consistency and Make Easier...... 53 Tables of Contents ...... 53 Navigation ...... 53 Types of Styles ...... 53 Paragraph ...... 53 Character ...... 54 Table ...... 54 List 54 Default Style ...... 54 Normal Style...... 54 Extremely Useful Shortcut Key ...... 54 Change Normal ...... 54 Clear Formatting ...... 55 Using Existing Styles ...... 55

Microsoft Word 2007/2010 as a Publishing Solution Page 4 Table of Contents Styles and Formatting Task Pane ...... 55 Apply Existing Style ...... 56 Create and Apply New Styles ...... 56 Style to Work Only within the Current Document ...... 56 Style to Work within All New Documents ...... 57 Modify an Existing Style ...... 57 Using Styles ...... 57 Formatting Without Styles ...... 57 Formatting With Styles ...... 57 Which Method You Should Choose ...... 58 When You Must Use Styles ...... 58 Existing Styles Into Documents You're Working On ...... 58 Copy Styles From Your Default Template ...... 58

Chapter 10. Styles - Advanced ...... 60 The Key to Success ...... 60 Tips and Things to Remember before We Get Started ...... 60 STEP 1 - Modify the Heading Styles or Create Your Own ...... 60 Modify Heading Styles ...... 61 Create Your Own Styles ...... 62 STEP 2 - Create Your Outline Numbering ...... 62 STEP 3 - Apply Styles to Your Paragraphs ...... 64 STEP 4 - Subsequent Formatting Changes ...... 64 Other Items To Consider ...... 64

Chapter 11. Table of Contents in Legal Documents ...... 65 Table of Contents - Three Methods ...... 65 Table of Contents Using Marked Entries ...... 65 Drawbacks of Marking Entries ...... 65 Recommendation - Don't Use This Method ...... 65 Using Marked Entries to Create a Table of Contents ...... 65 Mark the Entries ...... 65 Generate a Table of Contents Based upon Marked Entries ...... 66 Update the Table of Contents ...... 66 Add New Sections to the Table of Contents ...... 66 Table of Contents Using Styles with Segregated Headings ...... 67 Setup Your Document ...... 67 Using Styles to Create a Table of Contents with Segregated Headings ...... 67 Table of Contents Using Styles with Non-Segregated Headings ...... 67 Problem If You Use Word 2000 or Prior Versions ...... 67 Setting Up the Style Separator ...... 68 Using the Style Separator ...... 68

Microsoft Word 2007/2010 as a Publishing Solution Page 5 Table of Contents Table of Contents Using Linked Styles ...... 69 Formatting the Table of Contents ...... 73

Chapter 12. Table of Authorities ...... 74 In General ...... 74 Using a Third Party Program ...... 74 Using Word's Built-In Feature ...... 74 Mark the ...... 74 Generate a Table of Authorities Based on Your Marked Citations ...... 75 Page Number Warning ...... 75 Editing Table of Authorities Entries by Editing TOA Fields ...... 76 Long Fields ...... 77 Short Citation Fields ...... 78 How Word uses Long and Short Citation Fields ...... 78 Changing the format or text of the case citation in the Table of Authorities ...... 79 Table of Authorities Styles ...... 80 Changing or Renaming Categories ...... 80 Changing a Citation's Category ...... 81

Chapter 13. Cross Referencing Paragraph Numbers ...... 82 Cross References ...... 82 Insert a Cross Reference Using the Standard Method ...... 82 Insert a Cross Reference Using Bookmarks ...... 82 Update Cross References ...... 83

Chapter 14. Templates ...... 84 General Template Information ...... 84 Template Definition ...... 84 Why You Need to Use Templates ...... 84 Two Basic Types of Templates ...... 84 Global Templates ...... 84 Where Global Templates Must Be Stored ...... 84 Document Templates ...... 85 Where Document Templates Are Stored ...... 85 Normal Template (Default) ...... 85 Working with Templates ...... 87 Load a Template ...... 87 Global Templates ...... 87 Creating and Using Templates ...... 88 Creating Templates ...... 88 Using Your Template ...... 88

Microsoft Word 2007/2010 as a Publishing Solution Page 6 Table of Contents Modify a Template ...... 89 Sharing Templates ...... 90

Chapter 15. Fixing Documents Which Are A Total Mess ...... 91 We’ve All Been There ...... 91 Step One - Turn On Show Hide ...... 91 Step Two - Take Notes About What You’re Trying To Replicate ...... 91 Step Three - Decide If You Start Over or Fix the Document ...... 92 When To Start Over ...... 92 When To Fix What You Have ...... 93 How To Start Over ...... 93 How To Fix What You Have ...... 93 Step Four - Fix Your Section Formatting ...... 93 Delete All Sections Breaks ...... 93 Fix Default Page Settings ...... 94 Add Back In Section Breaks You Need ...... 95 Step Five - Fix Page Numbering ...... 96 Step Six - Fix Default Font Settings ...... 96 Step Seven - Fix Default Paragraph Settings ...... 97 Step Eight - Remove Manual Tab Settings - If You’re Fixing the Existing Document ...... 98 Step Nine - Remove Tabs - If You Started Over ...... 99 Step Ten - Delete Any Manually Compiled Reference Tables ...... 99 Step Eleven - Build and Apply Styles To Handle Formatting ...... 100 Step Twelve - Deal with Footnotes ...... 100 Step Thirteen - Add Paragraph Cross References ...... 100 Step Fourteen - Generate Tables of Contents and Authorities Properly ...... 100

Chapter 16. Endnotes and Footnotes ...... 101 Insert a Footnote ...... 101 Edit a Footnote ...... 101 Delete a Footnote ...... 101 Convert Endnotes to Footnotes, or Vice Versa ...... 101 To Convert Just One Note ...... 102 Force Each Footnote To Stay Together On One Page...... 102 Change the Footnote Separator Line ...... 102

Microsoft Word 2007/2010 as a Publishing Solution Page 7 Table of Contents Chapter 17. Auto Numbering (Lettering) Exhibits and Schedules ...... 104 Auto-Numbering/Lettering Exhibits or Schedules To A Document ...... 104 Fixing The Caption Style ...... 105 Cross Referencing to Exhibits and Schedules ...... 105

Microsoft Word 2007/2010 as a Publishing Solution Page 8 Table of Contents Chapter 1. File Formats in Word 2007 & 2010

Description of the New File Types Word 2007 introduced four (4) new types of files .docm, .docx, .dotm and .dotx (designated by Microsoft as the "Office XML Formats"). These file types were carried over to Word 2010 as well. The first two are document files, the last two are templates. The difference is in whether or not they can contain macros. .docx and .dotx cannot contain macros. .docm and .docm can contain macros. The ability for macros to be stored in the old file types opened the door to many types of "macro viruses." By creating files which cannot contain macros, you gain a significant measure of protection against such things. These new file types have a completely different structure from the old .doc and .dot files from Word 97-2003. In addition, they are compressed automatically, so they take up less space than older Word files. Here is Microsoft's explanation of the new format: Following the advent of XML in the 1990s, corporate computing customers began to realize the business value in adopting open formats and standardization in the computer products and applications that they relied on. IT professionals benefited from the common data format possible with XML because of its capacity to be read by applications, platforms, and Internet browsers. Likewise, with the adoption of support for XML in Microsoft Office 2000, developers began to see the need to transition from the binary file formats seen in previous versions of Microsoft Office to the XML format. Binary files (.doc, .dot, .xls, and .ppt files), which for years did a great job of storing and transporting data, were not able to meet the new workplace challenges that included easily moving data between disparate applications, and allowing users to glean business insight from that data. The 2007 Microsoft Office system continues with this transition by adopting an XML- based file format for Microsoft Office Excel 2007, Microsoft Office Word 2007, and Microsoft Office PowerPoint 2007. The new file format, called Office Open XML Formats, addresses these workplace issues with changes that affect the way that you approach solutions based on Microsoft Office documents. The new formats improve file and data management, data recovery, and interoperability with line-of-business systems. They extend what is possible with the binary files of earlier versions. Any application that supports XML can access and work with data in the new file format. The application does not need to be part of the Microsoft Office system or even a Microsoft product. Users can also use standard transformations to extract or repurpose the data. In addition, security concerns are drastically reduced because the information is stored in XML, which is essentially plain text. Thus, the data can pass through corporate firewalls without hindrance.1

1 See http://tinyurl.com/7kdstcn for more information.

Microsoft Word 2007/2010 as a Publishing Solution Page 1 Affinity Consulting Group LLC Benefits of the New File Types Without going into a big techno-babble description, the new formats are much less likely to get corrupted, and they're smaller than the old file types (in terms of bytes). The text of the new documents is stored as XML2 which is effectively plain text. The exclusion of macros offers a measure of protection against viruses and the text being stored as XML further reduces security concerns. This additional security means that the new files can pass through corporate firewalls without being intercepted as a security risk. Finally, the XML format allows any application supporting XML to access and work with data in the new file format. The application does not need to be part of the Microsoft Office system or even a Microsoft product. This was a distinct shortcoming of the .doc file type since the format is proprietary to Microsoft and they do not release their source code to the public. For Microsoft's explanation of the benefits of the new file formats, please see http://tinyurl.com/2j2g8s. Structure of the Office XML Formats The new file format container is based on the simple and parts-based compressed ZIP file format specification. At the core of the new Office XML Formats is the use of XML reference schemas and a ZIP container. Each file is comprised of a collection of any number of parts; this collection defines the document. Document parts are stored in the container file or package using the industry-standard ZIP format. Most parts are XML files that describe application data, metadata, and even customer data, stored inside the container file. Other non-XML parts may also be included within the container package, including such parts as binary files representing images or OLE objects embedded in the document. In addition, there are relationship parts that specify the relationships between parts; this design provides the structure for an Office file. While the parts make up the content of the file, the relationships describe how the pieces of content work together.3 To see what is contained in a Word file, create one and save it to your desktop. Rename the file so that it has a .zip extension rather than .docx. Double click the resulting file and you'll see the contents of it. So, if you need XML, Word will give it to you. However, I'm not an XML programmer so I can't teach you how to manipulate the XML files Word produces from an XML perspective. However, I can show you how to get your formatting on long, complex publications to do exactly what you want!

2 XML stands for Extensible Markup Language. It is a programming language developed by the World Wide Web Consortium which is an "open" standard (not proprietary to any one company) accepted around the world. XML is designed to facilitate the sharing of structured data (such as text in a Word document) across different information systems, particularly via the Internet. 3 See http://tinyurl.com/84prmnn.

Microsoft Word 2007/2010 as a Publishing Solution Page 2 Affinity Consulting Group LLC Chapter 2. How Word Handles Formatting

The Microsoft Word Approach to Formatting Break It Down Into Components: A Word document is composed of the following parts and keeping them separate in your head is key to understanding how Word handles formatting. The three formatting components in Word documents are 1) Font; 2) Paragraph and 3) Section. Font Formatting In order to access the dialog in Word where you make changes to Font formatting, you must click launcher in the Font group on the Home ribbon. Fonts may have several formatting attributes including:  Font name (Arial, Times New Roman, etc.)  Font style (regular, italic, bold, bold italic)  Font size (measured in points)  Font color  Underline style  Underline color  Font effects (, double strikethrough, superscript, subscript, shadow, outline, emboss, engrave, , , hidden)  Character spacing (scale, spacing, position, )  Text effects (animations) - note this only exists in Word 2003 and prior versions  Case () You apply font formatting by selecting text and choosing the formatting attributes you would like to apply. Paragraph Formatting Paragraphs are the basic building blocks of a Word document and, as such, there are many formatting attributes that may attach to entire paragraphs. To Word, any string of characters with a hard return after it (Enter key) is a paragraph, even if it is only one word or one character and a hard return. Paragraph formatting attributes include:  Indents and spacing (alignment, outline level, indentation, spacing)  Line and page breaks including widow/orphan control, keep lines together, keep with next, hyphenation, etc.  Tabs  Borders and shading  Bullets and numbering In order to apply paragraph formatting, simply click anywhere in a paragraph and apply the formatting. Paragraph formatting will be applied to the entire paragraph in which your cursor is located. To apply paragraph formatting simultaneously to multiple paragraphs, select, at least,

Microsoft Word 2007/2010 as a Publishing Solution Page 3 Affinity Consulting Group LLC a part of each paragraph, then apply the formatting. Most paragraph formatting options can be found by clicking the launcher in the Paragraph Group on the Home ribbon. Section (Page) Formatting A Word document can be broken into separate sections by inserting Section Breaks. Think of section breaks as invisible fences in your document (you can see them if you click the Show/Hide button on the Home ribbon or if you switch to the Draft document view on the View ribbon). Once the fences are up, you can format the text between the fences differently and the applied formatting will not affect the other sections unless you tell Word to apply it to the whole document. To insert a section break, click the button on the ribbon. You can choose from Next Page, Continuous, Even Page or Odd Page section breaks (which are explained in greater detail later. NOTE: If you do not insert section breaks into a document, then the entire document is considered one section. As a result, many people refer to "section formatting" as "document formatting" since the formatting applies to the entire document if there are no section breaks. However, you can make as many additional sections as you would like. Section breaks are not the same as page breaks. Page breaks are simply physical breaks between pages in a document. Formatting attributes that can apply to different sections include:  Columns  Margins  Paper size  Page orientation (portrait or landscape)  Paper source (set which paper tray your printer pulls from)  Line numbering  Headers and footers Reveal Formatting In order to see what formatting is applied to text in your document, place your cursor in the text and hit Shift + F1 which will open the Reveal Formatting pane on the right side of your screen. As you will see, it breaks down the formatting into Font, Paragraph and Section, explains what is being applied and allows you to make adjustments. Important Word Concepts Default Template - Normal.dotm A template is a special kind of file that provides you a model of a document. Whenever you create a new document in Word, you're always using a template, even if you don't know it. Unless you direct otherwise (by choosing a specific template as the basis of your new document), Word uses a default template called "normal.dotm" to create every new document. Every template contains default font, paragraph and section formatting and these formatting characteristics are automatically applied to every new document created from the template.

Microsoft Word 2007/2010 as a Publishing Solution Page 4 Affinity Consulting Group LLC Default document settings are still stored in the Normal template (as they were in previous versions of Word). However, the template is now called "Normal.dotm" as opposed to "Normal.dot". In Microsoft Vista and 7, this template is usually located in: C:\Users\USERNAME\AppData\Roaming\Microsoft\Templates In Windows XP, this template is usually located in: C:\Documents and Settings\USERNAME\Application Data\Microsoft\Templates Un-Hiding The Templates Folder Unfortunately, by default, Windows hides the folder where your templates are stored. Follow these steps to un-hide the folder: 1. Open Windows Explorer by right clicking the Start button and choosing Explore (Windows XP & Vista) or Open Windows Explorer (Windows 7) 2. If you have Windows Vista or 7, click the Organize button at the top, left corner of the Explorer Window  Layout  Menu bar. If you have Windows XP, proceed to the next step. 3. Click the Tools menu  Folder Options 4. Click the View tab  tick the radio button for “Show hidden files, folders and drives” 5. While you’re here, I’d also recommend checking or clearing the boxes so your screen looks like this:

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6. Click the Apply to Folders button  click the Yes button when it asks you if you want all folders of this type to match this folder’s view settings. 7. Click the OK button. Default Style - Normal A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats at once. In Word 2007, you can view styles by clicking the launcher in the Styles group on the Home ribbon to reveal the Styles task pane. At any rate, the default style that is applied to all text in every document (unless you specify otherwise) is called Normal and it controls font and paragraph formatting. As with templates, you're using styles whether you know it or not. Keep the default template (normal.dotm) and the default style (normal) separate in your mind because they're two completely different things. To re-iterate, the normal template (normal.dot) is the default template that Word uses for new documents. The normal style controls the default font and paragraph formatting which is applied to text in every document you create, regardless of the template that was used to create the document. The important thing to understand is that everyone has defaults which may or may not be the ones originally installed with Word. As such, every new document has a default font which typically reflects the defaults of the individual who created it. More importantly, the document's

Microsoft Word 2007/2010 as a Publishing Solution Page 6 Affinity Consulting Group LLC default settings do not automatically change just because someone with different defaults opens the document in Word. Finally, Styles are the most important feature in Word, period. Mastery of Styles will allow you to word process without ever having formatting problems you cannot fix. Furthermore, almost all formatting issues are avoided in the first place if Styles are skillfully utilized. We'll discuss them in much greater detail in later chapters. What Happens When You Create A New Document When you create a new document in Word, your default settings are embedded into the new document. As a result, if someone else opens the document you've created, their defaults do not magically apply themselves to your document. The same rule applies when you open a document that someone else has created. Your defaults are only for new documents you create. Once a document is created, it has its own defaults. Of course, you can change the defaults of a document that someone else has created. The easiest way to change the default font and paragraph formatting for a document is to determine which style is applied to the text in the document and simply modify that style as appropriate. The document will automatically update itself pursuant to your changes, but more on that later. To change the section formatting of a document, simply click the launcher on the Page Setup group on the Page Layout ribbon, make your changes and click OK.

Microsoft Word 2007/2010 as a Publishing Solution Page 7 Affinity Consulting Group LLC Chapter 3. Font Formatting

Font Group on the Home Ribbon Many common character formatting attributes can be quickly adjusted by using the Font group on the Home ribbon.

Formatting Specific Characters If you want to change the font formatting for specific characters in a document, simply select the characters by any methodclick the launcher in the Font group on the Home ribbonmake any adjustmentclick OK. Symbols There are a number of legal symbols which are available in Word. These should be made readily available so they can be produced quickly through keystrokes (or the toolbar if you prefer using a mouse). Insert a Symbol Click the Insert ribbonSymbol buttonMore symbolsClick the font and symbol you wantclick the Insert button Legal Tip - Symbols Used in Legal Documents Some legal symbols already have shortcut keys assigned. Below is a list of commonly used legal symbols and their default keystrokes. © ...... Ctrl + Alt + C ® ...... Ctrl + Alt + R ™ ...... Ctrl + Alt + T … ...... Ctrl + Alt + . ° ...... unassigned ² ...... Alt + 0178 (with Num Lock on) § ...... Alt + 21 (with Num Lock on) ¶ ...... Alt + 20 (with Num Lock on)

Assign Your Own Shortcut Keys to Symbols To create easier shortcut keys to these symbols, or others: 1. Click Insert ribbonClick the Symbol buttonMore Symbols 2. Select (normal text) or any other font in the list.

Microsoft Word 2007/2010 as a Publishing Solution Page 8 Affinity Consulting Group LLC 3. Click once on the symbol you for which you want to assign a shortcut key (so it is highlighted). 4. Click on the Shortcut Key… button. 5. Press the new shortcut keystrokes to assign to the symbol. If those keys are already assigned to another symbol or function, you should assign different keystrokes. We recommend Ctrl + Alt + S for the § symbol, and Ctrl + Alt + P for the ¶ symbol. 6. Click Assign to cement the keystroke assignment. 7. Click Close to close the dialog. 8. Close the Symbol dialog by clicking Close. 9. Test the new keystroke in your document. Other Font Formatting Tips Change the Case of Text You've Already Typed Accidentally leave Caps Lock on or just want to change case without re-typing? Select the text you want to change and go to the Format menu and down to Change Case…. Pick your case option and click OK. Try the speed keys Shift + F3 which will toggle your selected text through the case options. You can also click the Change Case button in the Font Group of the Home ribbon - Stretch Your Text for Titles If you would like to increase or decrease the spacing between letters, as in the title of a document of pleading, Word makes it easy. Simply select the text you would like to contract or expand, click Launcher on the Font Group on the Home Ribbon. Click the Character Spacing tabchoose Expanded and increase the point size to your liking. The following screenshot settings produce the text below:

MOTION FOR SUMMARY JUDGMENT Hide Text for Comments or Questions Use Hidden Text to insert comments or questions. This is particularly useful when more than one person is working on the document. For example, if the would like his law clerk to research an issue or research a case cited in the document, she could insert hidden text asking her law clerk to check it out. 1. Select the text that you want to hide.

Microsoft Word 2007/2010 as a Publishing Solution Page 9 Affinity Consulting Group LLC 2. Click Launcher on the Font Group on the Home Ribbon 3. Click the Font tabcheck the Hidden boxclick OK 4. To view hidden text on your screen, either:  Office buttonWord OptionsDisplaycheck Hidden text

 Click the Show/Hide button in the Paragraph Group on the Home Ribbon - The text will now appear on the screen, but will not print, and will not affect other formatting in your document. WARNING: Do not use hidden text in documents you're negotiating or emailing to opposing counsel unless you absolutely remember to delete it before sending the document back to the other side. Non-Breaking Spaces and Hyphens If you want to keep characters or words together so they won't be separated by a natural line break, use a non-breaking space. The speed key for this is Ctrl + Shift + Space instead of a regular space bar. You can tell whether it worked by clicking the Show/Hide button. Non- breaking spaces appear as a degree symbol between the words rather than a dot (which is what a regular space produces). You can accomplish the same thing with a by using Ctrl + Shift + -. Changing the Font For the Entire Document The Wrong Way to Do It Most Word users would select the entire document, then click FormatFont… and manually change the font (paint over the wallpaper). The problem with this approach is that the applied font is not the same as the default font. Since the default font is still lurking behind the scenes, if the applied font is stripped off, the default font will reveal itself (typically to the user's

Microsoft Word 2007/2010 as a Publishing Solution Page 10 Affinity Consulting Group LLC surprise). In fact, one of the top 3 things we hear users complain about is when the font seems to randomly switch when they're editing documents. The Right Way to Do It Instead of the foregoing approach of manually selecting the document and applying font formatting, change the default font for the document. If you do it this way, your font will never change unexpectedly. The instructions for this method are as follows: To change the font, you first have to figure out whether the applied font is the default font. Once you make that determination, you'll know how to proceed because we always want to simply change the default. Therefore, if the applied font is the same as the default font, you simply change the default and the document is automatically updated. If the applied font is not the default font then we want to make them both the same (the new font selection). Determine the Default Font To determine the default font for any particular document, follow these steps: 1. Click the Styles launcher in the Styles Group of the Home ribbon to open the Styles and Formatting pane on the right side of your screen. 2. Now scroll down until you see Normal listed. Hover your cursor over Normal, click the down arrow that appears to the right of it and click on Modify….

3. The next dialog will reveal the default font. Below, it is Times New Roman, 12 pt.

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Determine If the Default Font Is Applied As previously mentioned, it is common for people to simply select the text in a document and manually apply a new font (ignoring the default). You need to determine if that method has been applied to the document you're working with. First, determine the default font as described above. Now click in the text of a paragraph and observe the Font group in the Home ribbon to see what font and size has been applied.

If the applied font and size shown on the toolbar is the same as the default font, then the default font has been applied. If they're different, then the applied font is not the default. Changing the Applied Font If It Is the Same as the Default Font To change the text in the document, follow these steps:

Microsoft Word 2007/2010 as a Publishing Solution Page 12 Affinity Consulting Group LLC 1. Click the Styles launcher on the Home ribbon to open the Styles and Formatting pane on the right side of your screen. 2. Now scroll down until you see Normal listed. Hover your cursor over Normal, click the down arrow that appears to the right of it and click on Modify…. 3. Change the font and size to whatever you would like and click OK. Changing the Applied Font when the Default Is Not Applied In this case, you need the default font and the applied font to match. The first step is to follow the steps above and change the default font to whatever you would like it to be by modifying the Normal style. The second step is to change the applied font to the default. After you've modified the default, then select the text of the document and do one of the three things to strip the font formatting back to the default:  Click on Normal in the list of styles under Styles and Formatting.  Click on Clear All in the list of styles under Styles and Formatting.  Hit Ctrl + Space bar simultaneously. "Printing" Problem Actually Related to Font Selection The Problem Many users complain that printing the same document on different printers sometimes results in different page breaks and overall layout. This issue is most often caused by documents which use PRINTER fonts rather than TRUE TYPE fonts. True Type and Printer Fonts The scalable fonts that are incorporated into Windows are called True Type fonts. They are designated in your font drop down menu, on the Formatting Toolbar, with the to the left of the font. Since True Type fonts are integrated with Windows, they will look the same regardless of which printer you use. Printer fonts, on the other hand, are printer-specific. Therefore, printing a document which uses Printer fonts on different printers will often result in different page breaks, layout, etc. The screen shot below shows a font list with a mix of True Type and Printer fonts. The printer fonts are designated with the printer icon. Just remember to with True Type fonts and your documents will print consistently.

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Microsoft Word 2007/2010 as a Publishing Solution Page 14 Affinity Consulting Group LLC Chapter 4. Paragraph Formatting - Fundamentals

Paragraph Group of the Home Ribbon Many common paragraph formatting attributes can be controlled easily from the Paragraph group on the Home ribbon.

Paragraph Alignment For the next three sections, use the document called Alignment and Line Spacing. By using the toolbar alignment buttons or the preset keystrokes, this formatting can quickly and easily be accomplished. To set your paragraph alignment, click on the desired toolbar buttons before typing the paragraph, or select multiple paragraphs or simply put your cursor on a single paragraph and click on the desired button format.

Ctrl + L Left Alignment

Ctrl + R Right Alignment Ctrl + E Center Alignment

Ctrl + J Full Justification Line Spacing To change the line spacing:  Highlight the desired text, if already typed. Single space = Ctrl + 1; Double space = Ctrl + 2; One and a half space = Ctrl + 5 or  Click the launcher in the Paragraph group on the Home ribbon and click on the Indents and Spacing tab. In the Line spacing drop down, select the desired option. or  Use the line spacing button in the Paragraph group on the Home ribbon. Spacing Between Paragraphs If you want your paragraphs single spaced but you want a double space between each paragraph, you could hit Enter twice after each paragraph. However, this wastes time and creates a lot of unnecessary paragraph marks in your document. A better solution is to let Word control spacing not only within but, also, between paragraphs.

Microsoft Word 2007/2010 as a Publishing Solution Page 15 Affinity Consulting Group LLC Spacing Measurements Generally, 6 points of space is a half line; 12 points is a full line; 18 points is one and a half lines and 24 points is two lines. Spacing Before If you would like Word to automatically insert an extra space above each paragraph, use Spacing Before. Click the launcher in the Paragraph group on the Home ribbon, click the Indents and Spacing tab and make the Spacing Before 12 pt. (Or go to the Paragraph group on the Page Layout ribbon. This will add a double space above each single spaced paragraph. If you find the point system confusing, you can always erase the "pt" measure and type "1 line." If you switch from points to lines, the up and down arrows will make adjustments in those terms.

Spacing After You can do the same thing as above, but the space will occur after each paragraph. Just follow the steps listed for Spacing Before only add the points to Spacing After. Keeping Text and/or Paragraphs Together Sometimes, you may not want text (paragraphs) separated by a page break. In other words, you want to glue the text together so it always appears on the same page. If you have a paragraph heading at the bottom of one page and the paragraph it should be attached to at the top of the next page, it is always wrong to To Keep Paragraphs Together This function keeps different paragraphs together on the same page. 1. Click your cursor into the paragraph under which you want to apply glue. Don’t select anything, just click. In the screen shot below, you would simply place your cursor in the paragraph entitled “Loans”. You would not select paragraphs 3.3 and (a) because that would result in gluing together more paragraphs than you intend.

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2. Either right-click the paragraph and choose Paragraph from the menu that appears - or - click the launcher in the Paragraph group on the Home ribbon. Once you’re in the Paragraph dialog, click the Line and Page Breaks tab. 3. Check the Keep lines together box and the Keep with next box and click OK. Leave the Orphan/Widow box selected.

Microsoft Word 2007/2010 as a Publishing Solution Page 17 Affinity Consulting Group LLC To Keep Text within a Paragraph Together This function keeps the lines from a paragraph or paragraphs from being broken by a natural page break. For example, in the screen shot below, I don’t necessarily want to glue paragraph (e) to paragraph (f); but I want to keep (e) together on the same page since it’s only 3½ lines.

1. To take care of this issue, place your cursor anywhere in the paragraph in which you’d like to keep the lines together. 2. Either right-click the paragraph and choose Paragraph from the menu that appears - or - click the launcher in the Paragraph group on the Home ribbon, and click the Line and Page Breaks tab. 3. Check the Keep lines together box. Leave the Orphan/Widow box selected. Automatically Start a Paragraph at the Top of a New Page Instead of inserting hard page breaks before paragraphs which you want to begin at the top of a page, use the “page break before” formatting option.

What To Do If You Experience Bizarre Page Breaks Sometimes, if they're applied to too many consecutive paragraphs, Keep with next and Keep lines together can conspire to produce strange page breaks. To visually determine whether

Microsoft Word 2007/2010 as a Publishing Solution Page 18 Affinity Consulting Group LLC this is the source of the problem, click the Show/Hide button and look for "Paragraph Position Marks." These are black dots which appear in the left margin which indicate that Keep with next or Keep lines together have been applied. You can double-click the dots to quickly access the Line and Page Breaks dialog. Setting Indents First line Indent This paragraph is an example of a first line indent. The first line of the paragraph, and the first line only, is indented at one-half inch. First line indents are most common in letters, memos, and pleadings. Hanging Indent This paragraph is an example of a hanging indent. The first line of the paragraph is not indented, but the second and remaining lines are. Hanging indents are most commonly used in numbered lists or bullet point lists. Another example: 1. This is another example of a hanging indent. This sentence, and the remaining sentences are indented by highlighting this portion of the text, grabbing hanging indent tab on the ruler and dragging it over to the desired position.

Left Indent This paragraph is an example of a left indent. All the lines in the paragraph are set away from the left margin. This is very commonly used in outlines, pleadings, or case-law summaries. Right Indent This paragraph is an example of a right indent. All the lines in the paragraph are set away from the right margin. Dual Indent This paragraph is an example of a dual indent. This indent is very commonly used for quotes in pleadings, articles, and briefs. Indent Using the Horizontal Ruler If you do not see the ruler on the screen, check Ruler from the Show/Hide Group of the View ribbon. You should see three gray triangles and a box on the ruler. The triangles and the box are indent markers and each represents a different type of indent. See below.

First line indent Right indent Hanging indent

Left indent

Microsoft Word 2007/2010 as a Publishing Solution Page 19 Affinity Consulting Group LLC To indent using the ruler, follow these steps: 1. Click anywhere inside the paragraph or highlight all of the desired paragraph(s). 2. Drag the indent marker(s) to the desired position. Indent Using the Tab Selector You can also set the first line and hanging indents by clicking the tab alignment box (which is above the vertical ruler and to the left of the horizontal ruler) until you see the first line or hanging indent symbols and then clicking on the ruler to insert them. Click the alignment box until it looks like this (first line indent) or like this (hanging indent) and then you can click on the horizontal ruler.

Indent Using Keystrokes Click anywhere inside the paragraph or highlight all the desired paragraph(s). Ctrl + T ...... Hang the indent to next tab position Ctrl + Shift + T ...... Un-hang the indent to the previous tab Ctrl + M ...... Shift the left indent to the next tab Ctrl + Shift + M ...... Return the left indent to the previous tab

Indent with the Paragraph Dialog Box 1. Click anywhere inside the paragraph or highlight all the desired paragraph(s). 2. Click the launcher in the Paragraph group on the Home ribbon. 3. Select Indents and Spacing tab. 4. Select the desired Alignment, Indentation and, under Special, specify if you want the first line of the paragraph to have a hanging indent a first-line indent, or no indent.

Tabs Word's tab stops are set, by default, every one-half inch. So, unless you specify otherwise, every time you hit the Tab key, the cursor will advance to the next half-inch mark on the Horizontal Ruler. The default tab stops are Left tabs (described below).

Microsoft Word 2007/2010 as a Publishing Solution Page 20 Affinity Consulting Group LLC Change the Default Tab Stops 1. Click the launcher in the Paragraph group on the Home ribbon, and click the Tabs… button in the dialog. 2. Change the Default tab stops dropdown setting to the desired increment (perhaps every one inch). 3. Click OK when finished. Types of Tabs Word has five types of tab stops: Left, Center, Right, Decimal and Bar. These tab stops are easily inserted into a document by clicking on the Tab Alignment Box and clicking on the Horizontal Ruler. Set Specific Tab Stops It is important to note that when you manually insert a tab stop, it nullifies all of the default tab stops to the left of the manually inserted tab stop.

1. Click the Tab Alignment Box (the small box at the far left of the Horizontal Ruler) until you see the type of tab stop you want to insert. Repeatedly clicking on the Tab Alignment Box will cycle you through all the available tab stops. 2. When the type of tab stop you want to insert is displayed in the Tab Alignment Box, click on the Horizontal Ruler at the place you want to set the tab stop (see below for examples).

As you can see from the previous screen shot, the tab stops line up the text beneath them by their name (right, left, center, decimal). The bar tabs are not really tab stops; they merely insert vertical lines wherever they're placed. Clear Specific Tabs Click and drag the undesired tab from the Horizontal Ruler into the document area. Once you release the left mouse button, the tab will disappear. Clear All Tabs 1. Highlight the desired paragraphs or the entire document (Ctrl + A). 2. Click the launcher in the Paragraph group on the Home ribbon, and click the Tabs

Microsoft Word 2007/2010 as a Publishing Solution Page 21 Affinity Consulting Group LLC 3. Click the Clear All button. If you want to clear all of the tabs from this point forward, hit Ctrl + Q. Tab Leaders Tab Leaders fill the empty space before tab stops with dots, or . For an example, follow these steps: 1. Click the launcher in the Paragraph group on the Home ribbon, and click the Tabs… button in the dialog. Add a RIGHT tab at 6" and click the #2 dot leader.

2. Now type "Chapter 1", hit a Tab key, then type "13" so it looks like this: Chapter 1 ...... 13

3. As you can see, the tab leader filled in the blank between "Chapter 1" and the page number. Signature Lines You should use tab stops to create signature lines in your documents. For an example, follow these steps: 1. Set your left and right page margins at 1 inch (Page Layout ribbonMargins). 2. Click Paragraph launcher from the Home ribbonclick Tabs at the bottom 3. Set a left tab stop at 3 inches, 3.5 inches, and 6.5 inches with NO leader. 4. Click OK. 5. Now turn on Underline (Ctrl + U), hit a tab key; hit Ctrl + U to turn off Underline and hit another tab key; hit Ctrl + U again to turn on Underline and hit another tab key. Hit Enter

Microsoft Word 2007/2010 as a Publishing Solution Page 22 Affinity Consulting Group LLC twice, then another tab key. You should have perfect witness and signature lines as shown below:

Borders and Shading Borders around Text You can apply borders to text or paragraphs. Law firms don't often use this feature, but it's a nice way to add to the title of a document or an Exhibit number. In order to apply a border to text, follow these steps: 1. Select the text around which you would like to place the border. 2. Go to the Page Layout ribbon, click on the Page Borders icon, and then click on the Borders tab.

3. Choose the appropriate Setting, Color and Width and click OK.

Microsoft Word 2007/2010 as a Publishing Solution Page 23 Affinity Consulting Group LLC Shading inside a Border You may want to apply shading to text or more typically, inside a border you've created. To apply shading, follow these steps: 1. Select the text you would like to shade. 2. Go to the Page Layout ribbon, click on the Page Borders icon, and then click on the Shading tab.

3. Now click on a color under Fill and click OK. If you want to shade the text gray, be careful because anything darker than 10% shading becomes difficult to read.

EXHIBIT A

Microsoft Word 2007/2010 as a Publishing Solution Page 24 Affinity Consulting Group LLC Chapter 5. Paragraph Formatting - Paragraph Numbering and Bullet Points

Bullets and Numbering - a Warning To completely control numbered or bulleted paragraphs, you need to link your numbering scheme to “styles” in Word. A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats at once. Linking numbers and styles allows you to simultaneously control the formatting of the number/letter and the formatting of the paragraph that follows the number. If you use bullets or numbering in isolation (without linking them to styles), the only thing you can control with the numbering scheme is the format of the number itself. To read more about styles, see Chapter 9 - Styles - The Basics on page 53 and Chapter 10 - Styles - Advanced on page 60 below. Having said all of that, we appreciate the fact that most Word users just want paragraph numbering and don’t understand how to control Styles. This chapter is designed to help you get paragraph numbering and/or bullets to work the way you want even though you may not fully understand how to control styles. Bullet Points What Is a Bullet Point? Bullets are symbols that appear to the left of text and are usually used to highlight the text that follows it or simply to help separate items in a list. Bullets can be applied as you type or afterwards. An example of bullets is shown below: 13. Conflicts of Interest. Employee shall conduct business in an ethical manner by:

 Avoiding any conflicts of interest; and

 Refusing to accept, and reporting to the Company the offering of, anything of value, including a gift, loan on preferential terms, reward, promise of future employment, favor or service intended to, or which possibly could, influence a person to discharge his duties for the Company, or which is based on any understanding that his actions would be influenced.

Apply Bullets Using Toolbar Button 1. Click the button in the Paragraph group on the Home ribbon. If you're not happy with the default bullet that appears, click the down arrow next to the button to choose another style, or create your own.

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2. Click OK and the bullet will be inserted into your document. 3. Type some text after your bullet and hit Enter. 4. The bullet style carries down the page with each hard return. 5. If you want extra lines between each bulleted paragraph, use paragraph spacing (see Spacing Between Paragraphs on page 15 above. Turn Off Bullets When you insert a bullet, each time you hit Enter another bullet will automatically be inserted at the beginning of the next line. You can turn off bullets several different ways:  Click the button again; or  Hit Enter twice at the end of a bulleted list; or  Hit the Backspace key; or  Hit Ctrl+Shift+N (which applies the default style called normal). Bullet List Styles As will be discussed in greater detail in Chapter 9 (page 53), styles are groups of formatting attributes that can be saved, named and then re-applied at any time thereafter. Word 2007/10 includes five pre-defined Bullet List Styles which can be easily applied and/or modified. In order to see the pre-defined bullet styles and apply them: 1. Click the launcher in the Styles group of the Home ribbon. Click Options…, then select styles to show as All styles, and click OK.

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2. Scroll down and you'll see the following styles to choose from:

3. Click on the List Bullet style you want and it will be inserted into your document. Single-Level Paragraph Numbering Draw Back of Single Level Paragraph Numbering The problem with this particular feature is that it is only capable of one level of numbering. If you use this and later realize that you need a few sub-level paragraphs like the example below, single-level paragraph numbering can’t help you and you’ll have to start over with a Multilevel paragraph list. 7. The Master Commissioner of the Todd Circuit Court is ordered to sell the real property upon the terms and conditions provided in this Judgment, and the Master Commissioner will, from the proceeds this sale on the interest upon the sale bond, if any, pay the following items in the priority indicated:

a. First to be paid shall be the cost of the sale and cost of this action;

b Second to be paid shall be any real property taxes due and owing to the City of Allensville, the County of Todd or the Commonwealth of Kentucky for the years 2005 and all years prior thereto;

Microsoft Word 2007/2010 as a Publishing Solution Page 27 Affinity Consulting Group LLC c. Third to be paid shall be the judgment amount due and owing to the Plaintiff, First Bank of Todd, in the amounts adjudicated hereinabove, together with any additional amounts equal to advances made, if any, by the Plaintiff for the purpose of the protection of the property, payment of taxes, or hazard insurance premiums, such additional amounts to be evidenced by affidavits of the Plaintiff presented to and approved by the Court prior to payment, as well as the Plaintiff’s court costs herein expended; and

d. Any amounts then remaining shall be held by the Master Commissioner of the Todd Circuit Court, pending further order of this Court as to the distribution of said proceeds.

In view of the foregoing, we generally recommend that you use multi-level paragraph numbering as described in the section entitled Multi-Level Paragraph Numbering on page 30 below. If you set up a multi-level paragraph numbering scheme but only use the top level 99.99% of the time, there is no penalty for doing so. The big benefit of this is that if you ever need a sub-level, it’s already there and ready to use. Apply Numbering Using Toolbar Button 1. Click the button in the Paragraph group on the Home ribbon. If you're not happy with the default number or letter scheme that appears, click the down arrow next to the button and choose a different style or create a new format.

2. Type some text after your number and hit Enter. 3. The number style carries down the page with each hard return. 4. If you want extra lines between each bulleted paragraph, use paragraph spacing (see Spacing Between Paragraphs on page 15 above.

Microsoft Word 2007/2010 as a Publishing Solution Page 28 Affinity Consulting Group LLC Restart Numbering If you have a numbered list earlier in your document and now you want to insert another numbered list, clicking the button will continue your numbering from the previous list. If you would like the new list to start numbering over again, you can either a) right-click on the first line of the new list and choose Restart Numbering; or b) click the down arrow next to the numbering button and select Set Numbering Value. Adjust Indents for Bullets and Single-Level Numbered Lists You will notice that when you add bullets or numbering, Word automatically sets your indents and you may not like what you get. If you change the indents using the Paragraph dialog, Word will reset them whenever you re-start numbering or change anything else about the list. In order to get them to stick, you need to: right-click in the list  choose Adjust List Indents  change the Number position and Text indent, as applicable.

The settings in the Adjust List Indents dialog above mean:  Number Position: This how far from the left margin you would like the automatic paragraph number to appear  Text Indent: This is how far from the left margin you would like the text of the paragraph following the number to appear.

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Multi-Level Paragraph Numbering How Multi-Level Paragraph Numbering Works Word allows you to set up automatic paragraph numbering schemes up to 9 levels deep. For example, below is a 4 level deep outline: IX. TERMINATION. A. Termination Without Cause. This agreement may be terminated by either party without cause upon ninety (90) days written notice to the other party, it being understood and agreed that such term and notice are reasonable in relation to the scope of this agreement and the undertakings herein provided for. B. Termination With Cause. 1. Default. If either party shall default in the performance of any obligation or payment of any indebtedness under this agreement, it shall have 30 days after delivery to it of written notice of such default within which to cure such default. If such defaulting party fails to cure its default within such period of time, then the other party shall have the right to terminate this agreement without further notice. 2. Other. This agreement may be terminated by either party at its option and without prejudice to any other remedy to which it may be entitled at law or in equity, or elsewhere under this agreement, by giving ten (10) days written notice of termination to the other party if the latter should. i. Be adjudicated a voluntary or involuntarily bankrupt under any chapter of the Bankruptcy Act, as now or hereafter amended; ii. Institute or suffer to be instituted any proceeding for a dissolution, reorganization or rearrangement of its affairs; iii. Make an assignment for the benefit of creditors; iv. Become insolvent or have a receiver of its assets or property appointed; or v. Allow any money judgment against him to remain unsatisfied for a period of thirty (30) days or longer.

Set Up a Multi-Level Paragraph Numbering Scheme If you already have paragraphs typed and want to apply paragraph numbering after-the-fact, you can do so by selecting the paragraphs and following the steps below. Otherwise, set up the scheme before you start typing:

1. Click the down arrow adjacent to the button (Home ribbon, Paragraph group). 2. Choose Define New Multilevel List (not Define New List Style) at the bottom of the drop down menu.

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3. You will now see the dialog shown above. Here are a couple of things to keep in mind:  You can make adjustments to any of the 9 levels by simply clicking on the level you want to modify on the top, left side of the dialog.  You NEVER type a number in the Enter formatting for number box. Instead, you use the code for the paragraph number which will be inserted when you choose something from the drop down below Number style for this level.  Font button should only be clicked if you want the formatting for the paragraph number to be different from the paragraph that follows it. Therefore, you should not click the Font button in most cases.  Number alignment must always be set to Left, even if you’re centering an article number.  Aligned at means how far away from the left margin you want your number to appear.  Text indent at means how far from the left margin you want the text following the number to appear.

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4. Below I have configured the dialog for a 3 level deep outline. Since I’m not going to use levels 4 - 9, there’s no need to format them at this point.

5. After you’ve set up the levels the way you want, click OK and you’ll see a paragraph number appear in your document. Just begin typing. When you hit Enter for the next paragraph, you’ll get the next subsequent number automatically. 6. If you want to change the level of the next paragraph to a sublevel (level 2 rather than level 1), you can use any of the following methods:

 You can promote or demote a paragraph by clicking the buttons

Microsoft Word 2007/2010 as a Publishing Solution Page 32 Affinity Consulting Group LLC  If your cursor is at the beginning of a paragraph you can demote it by hitting the Tab key on your keyboard. Promote by hitting Shift+Tab.  If you right-click the paragraph, you can promote it by choosing Increase Indent or demote it by choosing Decrease Indent. Add Spacing Between Numbered Paragraphs If you want to add spacing between the numbered paragraphs, select all of the paragraphs you’ve typed, right-click and choose Paragraph. Add a 12 pt After and uncheck Don’t’ add space between paragraphs of the same style. Then click OK.

Make All Paragraphs Double Spaced The explanation for adding spacing between numbered paragraphs above assumes you have single spaced paragraphs and would like extra space between each one. If you just want every paragraph double-spaced, don’t add space between them or you’ll end up with too much space between each paragraph when you apply the double space formatting. Instead, select all of the paragraphs you’ve typed, and hit Ctrl + 2 (speed key for double-spacing). Of course, you can also apply double spacing by using the button; or right-clicking the selected paragraphs, choosing Paragraph, then switching Line Spacing from single to double. Restart Numbering at 1 Right click the paragraph you want to start over again at 1 and choose Restart at 1. Make Changes To Your Numbering Scheme If you decide you want to change something about the numbering scheme you’ve created, right-click any paragraph and choose Adjust List Indents. You’ll be presented with the Multilevel list dialog again and you can make changes. Note that you do not have to be in the first paragraph to do this. For example, let’s say I have 3 pages of numbered paragraphs when I decide that I want to change the top level of the outline from Arabic (1.) to (I.). Right click any paragraph in the numbered list, choose Adjust List Indents, click on Level 1, and change Number style for this level from 1, 2, 3, … to I, II, III, ... and click OK. As you’ll see the entire list will change (above and below the paragraph that you right-clicked in the first place. Turn Numbering Off There are several ways to do this:  Hit the Backspace key twice; or

 Click the button once

Microsoft Word 2007/2010 as a Publishing Solution Page 33 Affinity Consulting Group LLC Chapter 6. Font and Paragraph Formatting Tips and Tricks

Using Format Painter If you find text formatted the way you like in a document, you can easily replicate it elsewhere using the Format Painter button in the Clipboard group on the Home ribbon . This is particularly useful when you have some rogue paragraphs which are formatted incorrectly. To use this feature, follow these steps: 1. Click anywhere in the text which is formatted the way you would like. In the example below, paragraph 4 is formatted correctly and paragraph 3 is not. Put your cursor somewhere in the middle of paragraph 4. Do not select anything.

2. Single click the Format Painter button on the Home ribbon - . You'll notice that your mouse pointer turns into a brush. 3. Apply the same formatting to other text by left-clicking, holding down the left mouse button and dragging the mouse pointer over the text (i.e., select the entire paragraph). Make sure you include the hard return at the end of the target paragraph. In the example referenced above, select paragraph 3. Now it looks like this:

After you release the mouse button, the Format Painter automatically turns off. If you want to turn on the Format Painter and keep it on until you're done selecting multiple sections of text,

Microsoft Word 2007/2010 as a Publishing Solution Page 34 Affinity Consulting Group LLC double-click the Format Painter button. When you're done, single click the button and it will turn off again. Wipe Out All Paragraph and Font Formatting This really means that you strip off any manually applied formatting and take the text back to whatever formatting exists in the style applied to the text. Try these techniques:

 Select the textclick the Clear Formatting button on the Home ribbon - .  Select the textclick the Clear All style at the top of your list of styles.

Strip Font Formatting Select the textCtrl+Space Bar Strip Paragraph Formatting Select the textCtrl+Q

Microsoft Word 2007/2010 as a Publishing Solution Page 35 Affinity Consulting Group LLC Chapter 7. Page Formatting (Sections Part 1)

Non-Section Breaks Types of Non-Section Breaks There are several types of non-section breaks in Word: Soft Page Break: ...... Inserted automatically when you have entered enough text to fill the page. (Hard) Page Break: ...... Inserted manually (Ctrl + Enter) to force the start of a new page. Break: ...... Forces the start of a new column (newspaper style) Text Wrapping Break: ...... Ends the current line and forces the text to continue below a picture, table or other item. How to Insert a General Break Go to the Page Layout ribbon, then click on Breaks The following will appear:

Microsoft Word 2007/2010 as a Publishing Solution Page 36 Affinity Consulting Group LLC Section Breaks In General A document can be broken into separate sections by inserting Section Breaks into the text. Think of section breaks as invisible fences around sections of your document (you can see them if you click the Show/Hide ¶ button on the Standard Toolbar or if you go to the Draft view. Once the fences are up, you can format the text between the fences differently and the applied formatting will not affect the other sections. If you do not insert section breaks into a document, then the entire document is considered one section. Section breaks are not the same as page breaks. Page breaks are simply physical breaks between pages in a document. Formatting attributes that can apply to sections include:  Columns  Margins  Paper size  Page orientation (portrait or landscape)  Paper source (for printing)  Line numbering  Headers and footers How to Insert a Section Break To insert a section break, click on Breaks in the Page Setup group of the Page Layout ribbon and choose a type of section break. Types of Section Breaks Next page ...... (forces a hard page break and starts the new section at the top of the next page) Continuous ...... (new section without breaking the page) Even page ...... (inserts a section break and starts the new section on the next even numbered page) Odd page ...... (inserts a section break and starts the new section on the next odd numbered page). Multi-Section Documents Use Section Breaks to create different page numbering, and headers & footers in Appellate Briefs (Table of Contents, Memorandum, Appendix). Page Setup The Page Setup group in the Page Layout ribbon controls document margins, paper size, orientation and paper source. All of these settings can be applied to the current section, to the entire document (regardless of how many sections there are), or to a designated point forward.

Microsoft Word 2007/2010 as a Publishing Solution Page 37 Affinity Consulting Group LLC Setting Margins 1. Click the launcher in the Page Setup group on the Page Layout ribbon, and click the Margins tab. 2. Fill in the desired margins and click OK. 3. If you want these margins to be set as the default for all your future documents (generated from the normal.dot template), click the Default… button in the lower left corner of the dialog box. or Click the Margins button in the Page Setup group on the Page Layout ribbon. Different Margin for the First Page of a Document 1. Let's assume you want a 2" top margin for the first page and a 1" top margin for all subsequent pages. To accomplish this, follow these steps: 2. Place the cursor at the top of page 1 of your document. 3. Click the launcher in the Page Setup group on the Page Layout ribbon, and click on the Margins tab. 4. Change the top margin to 2" and click OK. 5. Now click BreaksContinuous from the Page Layout ribbon right where your cursor is at the top of the document. This creates a 1 line section at the top of the document and the entire rest of the document is section 2. 6. Now click the down arrow key a few times so you're into section 2. Now click the launcher in the Page Setup group on the Page Layout ribbon and change the top margin for Section 2 back to 1" and make sure the Apply to drop down is on This Section. Since the first place Word can make this margin change is the top of page 2, your margins will be correct for the balance of the document.

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Orientation If you want to change the orientation of your document, click Portrait or Landscape. Pages Normal pages are the standard for most legal documents. Mirror Margins creates mirror margins on the left and right pages. Used for printing double- sided documents like or magazines. 2 Pages Per Sheet is useful for folded place cards or handouts. Fold is useful for creating a folded booklet.

Microsoft Word 2007/2010 as a Publishing Solution Page 39 Affinity Consulting Group LLC Change Paper Size Click the launcher in the Page Setup group on the Page Layout ribbonclick the Paper tabselect from the document types listed in the Paper Size drop down menu, or manually choose the Width and Heightclick OK.

Setting Up Your Document for Manual Feed If you would like to automatically print your document from the manual feed tray (for letterhead and the like), click the launcher in the Page Setup group on the Page Layout ribbon, click the Paper tab and you can choose manual feed for the first and/or subsequent pages.

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Headers and Footers The Layout tab of the Page Setup dialog contains options for controlling headers and footers. These options will be discussed in greater detail later in this section. Vertical Alignment You can now control how text is vertically aligned on a page by clicking the Vertical alignment drop down box and choosing top, center, justified or bottom. Line Numbering To insert line numbering, click the Layout tab on the Page Setup dialog and then click the Line Numbers… button.

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Borders The Borders and Shading dialog can also be accessed from within the Page Setup…Layout tab by clicking the Borders… button. Legal Tip - Printing Specific Sections and Pages  If you want to print the entirety of section 3 of a document (for example), press Ctrl+Penter the section like this: S3

 If you want to print specific pages of a particular section (such as pages 1 through 13 of Section 3), then enter them like this:

Microsoft Word 2007/2010 as a Publishing Solution Page 42 Affinity Consulting Group LLC Chapter 8. Headers, Footers & Page Numbering (Sections Part 2)

Header and Footer Ribbon Whenever you edit a header or footer, the Header/Footer contextual tab and ribbon appear.

Create a Header or Footer 1. Click on the page or in the section in which you would like to create a header or footer. 2. On the Insert ribbon, click FooterEdit Footer. The Header/Footer ribbon will appear and the header and footer spaces will be outlined with dashed lines. 3. Place your cursor in the appropriate header or footer and type your text. Note that you will not be able to type in the body of document until you close the Header/Footer Ribbon. Page Numbering in General Word allows you to easily create page numbering in footers or headers of documents. There are two methods for inserting page numbers. The first method is to use the Page Numbers button in the Header & Footer group on the Insert ribbon. The second method is to insert it directly into the header or footer. Page Numbers Using the Page Number Button 1. Place the cursor anywhere inside the open document. 2. Click Page NumberBottom of Page, and choose a page number style such as Plain Number 2.

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Page Numbers Manually Inserted into a Header or Footer Place the cursor anywhere within a document (it does not have to be on the first page where you want the header to start) Click FooterEdit Footer on the Insert ribbon. 1. Type Page, followed by a single space. 2. Click on the Page Number button, select Current Position and select a page number style from the gallery, to insert the page number. 3. Click the Close button to close the Header/Footer Toolbar.

Microsoft Word 2007/2010 as a Publishing Solution Page 44 Affinity Consulting Group LLC Insert the Total Number of Pages in the Document When you're viewing the headers and footers, click the Quick Parts button, select Fields and choose NumPages. Number All Pages Except The First When This Is Appropriate We often do not want to page number the first page, but want to number second and subsequent. Another relevant example would be a letter in which you want no page numbering on the first page because it will be printed on letterhead, but you would like to add a header on all subsequent pages that looks something like this:

How To Set It Up This is most easily illustrated with an example. Assume you have a 3 page document and you'd like to number pages 2 and 3 only. Simply follow these steps: 1. Open the document in Word that you want to page number. 2. Click the Insert ribbon  Page Number button  Bottom of Page  Plain Number 2 (which will insert a page number at the bottom, center of each page. 3. Your cursor will now appear in the footer (most likely on page 1). You will also note that a new ribbon has appeared (Header and Footer Tools Design ribbon on the far right side of the ribbon bar); and as you can see, every page is numbered. 4. In order to turn off the page numbering for page 1 (but leave it for all of the other pages), click on the Header and Footer Tools ribbon mentioned previously, then check the box adjacent to "Different First Page".

5. The foregoing step will remove the page number from page 1 but leave it on all subsequent pages.

Microsoft Word 2007/2010 as a Publishing Solution Page 45 Affinity Consulting Group LLC 6. Note that this technique adds a hard return after the page number which you can delete. To see the unnecessary hard return, move down to page 2 of the document and click the Show/Hide button on the Home Ribbon ( ). Just delete the hard return circled in the screen shot below:

7. Click the Close Header and Footer button on the Header and Footer Tools ribbon and you're done! Create Page Numbering within Multi-Section Documents What Is a Multi-Section Document? A multi-section document is any document which contains section breaks. In this particular case, we're talking about documents in which you must start the page numbering over or switch the page numbering format somewhere in the middle of the document. Page Numbering Rules Page numbering in multi-section documents is not particularly easy, so we've devised the Affinity Page Numbering Rules to help you. Following these rules will save your hours of frustration. You'll see their application as we walk through the example below:  First Page Numbering Rule: If you don't want to number the first page, then you must click the Page Layout ribbon  click the Launcher in the Page Setup Group (see screen shot below)  click the Layout tab  check the Different first page check box.

 Start Over Section Break Rule: Within a document, if you want to start page numbering over again at 1, change the numbering format, or turn off page numbering altogether, then you must insert a Section Break into your document. Insert the Section Break immediately before the place you intend to make the numbering change.  Always Read The Labels Rule: Always read the header/footer labels. They will tell you where you're at in the document and what's going on. Read first, THEN act. The labels you're looking for look like this:

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 Same as Previous Is Evil Rule: If you see the "Same as Previous" label, then the header or footer you're looking at is LINKED to the one in the previous section. That means that if you modify it while it's linked, it will change the header/footer in the previous section. Therefore, you'll almost always want to turn this evil feature off. You turn it off by clicking (turning off) the "Link to Previous" button on the Header & Footer Tools ribbon.

 Cut The Link, Then Act Rule: If you see the evil Same as Previous label, you must resist the temptation to modify the header or footer until you cut the link between the sections. The purpose of this rule is to remind you that you need to cut the link FIRST, then make your changes. If you change first, then cut the link, it's too late and you've already changed the header or footer in the previous section.  Always Click Into The Header/Footer You Want to Modify Rule: If you want to make a change to a particular header or footer, you must remember to insert your cursor into that header or footer before you do anything. This is an important rule because you can be VIEWING a footer in section 2 (for example), but your cursor is still in the footer in section 1 of the previous page. If you make any changes, section 1 is going to be affected since that's where your cursor is. Example In this example, we've got a Physician Recruitment Agreement which is comprised of a 2 page table of contents on physical pages 1 - 2 of the document. The body of the Agreement begins on physical page 3 and runs 11 more pages. Therefore, the document has a total of 13 pages. On every page of the table of contents, we want page numbers with Roman numerals. On physical page 3 of the document, which is the first page of the body of the Agreement, we want no page number at all. Thereafter (beginning on physical page 4 of the document), we want page numbering with the format "2 of 11," "3 of 11," etc. for the remainder of the document. None of these page numbers will be typed, they will all be fields that auto-calculate. Follow these steps: 1. First, since we intend to start page numbering over between the table of contents and the body of the document, the Start Over Section Break Rule above dictates that we must have a section break after the table of contents for that to be possible.

Open your document, turn on the Show Hide button so you can see page and section breaks and go to the bottom of the table of contents to see what is there. We see the

Microsoft Word 2007/2010 as a Publishing Solution Page 47 Affinity Consulting Group LLC following screen shot, so we know this is not a section break, it's just a page break and that won't help us.

2. Place your cursor immediately to the left of the page break line and hit the Delete key on your keyboard. Now you'll see the title of the body of the document, "PHYSICIAN RECRUITMENT AGREEMENT," appears immediately to the right of your cursor. 3. Leave your cursor where it is, then click Page Layout ribbon  Breaks button in the Page Setup group  click Next Page under Section Breaks. Now you've got the necessary section break between the table of contents and the body of the document. Your table of contents is now Section 1 and the rest of the document is Section 2. 4. Go to page 1 of your document (hit Ctrl + Home), then click the Insert ribbon  Footer button  Edit Footer. You cursor should be in the Footer, Section 1. If that isn't what the label says, then move up or down as necessary to get into the first page footer of section 1. 5. Remember that we want every page of the table of contents to have a page number on it. Therefore, we must remember the First Page Numbering Rule which says that if you don't want to number the first page, then you must check the Different First Page checkbox which you can easily access from the Header & Footer Tools ribbon. Click on that ribbon and check to see if the box is checked (it shouldn't be). Since we do want to number the first page, we need to make sure this box isn't checked. Once you become familiar with how Word handles headers and footers, you would know immediately that the box wasn't checked because of the label on the footer. Our label says Footer -Section 1-. If the Different first page box were checked, the label would have read First Page Footer - Section 1-. 6. We want to put a page number in the footer of page 1 so follow the Always Click Into The Header/Footer You Want to Modify Rule and click into that footer. Now click the Page Number button on the Header & Footer Tools ribbon  Current Position  Plain Number. Now center it by hitting Ctrl + E. 7. To switch the number from Arabic to small Roman Numerals (i, ii, iii...), click the Header & Footer Tools ribbon  Page Number button  Format Page Numbers and switch to small Roman Numerals with the drop down menu adjacent to Number format. 8. Scroll down to page 2 and you should see that there is a "ii" in the footer of that page. Section 1 is done.

Microsoft Word 2007/2010 as a Publishing Solution Page 48 Affinity Consulting Group LLC 9. Now scroll down to the footer on page 3 and follow the Always Read The Labels Rule. This footer is not at all what we want:

10. Remember that we don't want a page number on the first page of the body of the document, so we need to follow the First Page Numbering Rule. In the Header & Footer Tools ribbon  in the Options group, check Different First page. Once you do that, your label changes as in the following screenshot and the page number disappears. Word assumes that if you check the Different first page box, then you don't want to number the first page. You can always insert a page number if you want to, but in this case, Word's assumption is correct.

11. Now scroll down to the footer on physical page 4. Again, this is not at all what we want because it should say Page 2 of 11, not 4.

12. Now, three rules come into play: the Start Over Section Break Rule, the Same As Previous Is Evil Rule and the Cut The Link, Then Act Rule. 13. First, by being labeled "Same as Previous," the section 2 footer is telling you that it is still linked to the footer we established in the table of contents (section 1). Therefore, if you delete or make changes to this page number, you're going to simultaneously delete or change the page number in section 1. To avoid this, first follow the Always Click Into The Header/Footer You Want to Modify Rule. Now cut the link by clicking the Header & Footer Tools ribbon  click the Link To Previous button (to turn it off). The "Same as Previous" label should disappear. 14. Second, we need to tell Word that we're starting page numbering over again in Section 2. In order to do that, click the Header & Footer Tools ribbon  Page Number button  Format Page Numbers  click Start at, then OK.

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15. After you click OK in the previous step, you need to revisit the Always Read The Labels Rule. It looks as if your page number disappeared, but actually, Word jumped you back up to the footer at the bottom of page 3 and you were previously in the footer at the bottom of page 4. Don't be alarmed, just scroll back down to the bottom of page 4 and you should see that the page number has changed from 4 to 2. 16. Place your cursor in front of the page number and type the word "Page" plus a space. Now click after the page number and add " of. " Now we're ready to insert the code for the total number of pages. However, we don't want the total number of pages in the document because that would include the table of contents. Instead, we want the total number of pages in Section 2. To do this, click the Insert ribbon  Quick Parts button  Field  SectionPages  OK:

17. Click the Close Header and Footer button on the Header & Footer Tools ribbon and you're done!! Insert the Total Number of Pages in a Particular Section of the Document However, if you're in the second section of the document and you want the page numbers to read Page 1 of 5, Page 2 of 5, etc., then you'll need this trick: 1. Position your cursor where you would like to insert the total number of pages in a particular section. 2. Click Quick PartsFields. 3. Under Field names, choose SectionPages and click OK.

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Add Filename and Path to Last Page Footer (Automatically) Insert the following field into the footer of a document. Use Ctrl + F9 to insert the brackets shown below and type it exactly as shown. Here, underscores represent spaces (there are no actual underscores in the field). This will drop the file and pathname in lower case on ONLY the last page footer. {_IF_{_PAGE_}_=_{_NUMPAGES_}_"{_FILENAME_\*_Lower_\p_\*_MERGEFORMAT}"_""}

Insert the Filename and Path in the Footer of Your Document  Place the cursor in the footer where you would like the path to appear.  From the Header/Footer Contextual Tab, click Quick Parts in the insert group, and select field. In the dialog that pops up, select “Filename” and check whether you would like the path included. Click OK.

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Microsoft Word 2007/2010 as a Publishing Solution Page 52 Affinity Consulting Group LLC Chapter 9. Styles - The Basics

What Are Styles? A style is a set of formatting characteristics that you can apply to text, tables, and lists in your document to quickly change their appearance. When you apply a style, you apply a whole group of formats at once. In Word 2007, you can view styles by clicking the launcher in the Styles group on the Home ribbon to reveal the Styles task pane. Advantages of Styles Speed You can assign very complex combinations of character and paragraph formatting to a particular style and then apply that style with a single keystroke. As such, styles are much faster to use than manual formatting. Easy Updating Assume you've used styles throughout your document and then decide you don't like the way something is formatted. Instead of manually reformatting every paragraph, all you have to do is change the style definition. Once changed, all the text to which the style had been applied, throughout the document, immediately updates without any manual formatting on your part. Enforce Formatting Consistency and Make Editing Easier Once styles are setup, users don't have to remember complex formatting techniques; they can simply select a style from the drop-down list. This pre-fab formatting also ensures that all of the documents created with the same styles will look the same. Tables of Contents If you use styles for the headings and numbered paragraphs in a document, you do not need to mark text for inclusion in a table of contents because Word can generate tables of contents directly from the styles used in the document. Anyone who has had to mark entries for a table of contents in a long document will appreciate this. Navigation If you've used Heading styles (explained below) to control formatting in your document, you can click the Document Map checkbox in the View ribbon to quickly navigate your document. Where Styles Are Stored Styles are stored inside templates. Templates are very much like containers which can contain text as well as styles, macros, toolbars and the like. We'll discuss templates in greater detail later in this manual. Types of Styles Paragraph Paragraph styles apply formatting to the entire paragraph and can also be used to apply font formatting in addition to paragraph formatting.

Microsoft Word 2007/2010 as a Publishing Solution Page 53 Affinity Consulting Group LLC Character Character styles apply formatting to individual characters only (see Font Formatting earlier in this manual). Table Applies border, shading, alignment and character formats to tables. List Applies outline number and bullet formats to lists. Default Style Normal Style The default style applied by Word is called Normal. When you create a new document, this styles is applied. If you are unhappy with the way your documents are formatted by default, you can edit the Normal style and permanently change its formatting attributes (if you check Add to template after you make a change). Extremely Useful Shortcut Key If you want to wipe out formatting and change something back to the document default (apply the Normal style), just select the text and hit Ctrl+Shift+N. Change Normal If you want to change the Normal style, click the launcher in the Styles group on the Home ribbon and scroll down the Styles list until you see Normal. Right-click Normal and choose Modify… from the drop down list that appears. Now you should see the following:

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You can make changes to the document's Normal style by clicking the formatting buttons or clicking Format and choosing a format category to modify. If you want to make the changes affect all future documents, click the New documents based on this template box at the bottom of the dialog before you click OK. This adds your modifications to the default template (normal.dot) and therefore affects all future documents you create. If you only want your changes to affect this document, then leave the box blank. Clear Formatting If you want to clear the formatting of any text and remove any style applied other than Normal, select the text and hit Ctrl + Shift + N. Using Existing Styles Styles and Formatting Task Pane Open the Styles and Formatting task pane by clicking the launcher in the Styles group on the Home ribbon.

Microsoft Word 2007/2010 as a Publishing Solution Page 55 Affinity Consulting Group LLC To see all of the styles that are available, click on Options… and choose All styles at the next dialog. Apply Existing Style To apply an existing style to text in your document, simply click into the paragraph and single- click the style name you would like to apply from the Styles task pane. If you've assigned shortcut keys to your styles, they can also be applied by hitting the appropriate key combination. Create and Apply New Styles Style to Work Only within the Current Document 1. Type and format text in block quote format. "An arbitration mode equivalent to that in the Rules of Civil Procedure or Evidence would destroy the benefits of private arbitration. Final and binding arbitration finds its principal virtue in circumvention of the complexities and delays inherent in the court procedures. An intention to destroy that virtue will not be inferred from a statement which is only hortatory adoption of fair process for an arbitration hearing." Lochart v. American Reserve Ins. Co. (1982), 2 Ohio App.3d 99. 2. Select the entire paragraph or simply click your cursor somewhere in the paragraph. 3. Open the Styles task pane and click the New Style button

Microsoft Word 2007/2010 as a Publishing Solution Page 56 Affinity Consulting Group LLC 4. Call the style "Block Quote." As you can see, the new style definition automatically configured itself consistently with the formatting of the paragraph you selected before clicking New Style…. 5. Click OK. 6. To apply the style in a document, place the cursor in the paragraph and click on the style. Style to Work within All New Documents Follow all of the steps above except that in step 6, check the box adjacent to New documents based on this template. Doing this will add the style your normal.dot template, thereby making it available in all future documents created from normal.dot template. Modify an Existing Style To quickly modify an existing style, follow these steps: 1. Find one instance of the style and change the formatting. 2. Select the newly formatted text. 3. Open the Styles task pane. The style you've modified should be highlighted. 4. Right click the name of the style in the task pane and choose Update to Match Selection. Using Styles You are using Styles every time you use Word. If you don't overtly choose a particular style, then a default style called Normal is applied to the text you type (see Default Style on page 54). Let's assume you're typing a letter which will contain three paragraphs. Each of the paragraphs must be single spaced, with a double space between each paragraph, full justified, Times New Roman 12 point, first line half-inch indent. You have 2 choices to achieve that formatting. Formatting Without Styles The first option is to do it manually. You could type the paragraphs, put a tab in front of each paragraph and two hard returns after each one. You could make them justified by hitting Ctrl+J or choosing that setting from the Paragraph formatting dialog. If the font isn't already Times New Roman 12 point, then you could select the paragraphs and choose those options from the Formatting toolbar. Formatting With Styles The second option is to create a style (other than Normal) to handle that formatting or simply modify one of the Styles that Word includes automatically in every document you create. Let's say you want to create a new style. You would open your Styles pane (FormatStyles and Formatting), and click the New Style button. Name the style "Letter Paragraph." Click FormatFont, then make the font Times New Roman 12 pt. Click FormatParagraph and set a first line, half inch indent, set the justification to full, set the space after to 12 pt. Now your style will handle all of the formatting for you. Simply select the paragraphs and single click the Letter Paragraph style in the Styles and Formatting task pane.

Microsoft Word 2007/2010 as a Publishing Solution Page 57 Affinity Consulting Group LLC Which Method You Should Choose If you're creating a simple document and not using paragraph numbering or bullets, then I don't think it matters whether you use styles or not. Some Word instructors insist that you always use a customized style no matter what; and that's it's never okay to use "direct formatting" or leaving everything in the normal style and formatting the text manually. I simply disagree. While I do advocate using as much autoformatting as possible, if I'm typing a simple letter, it often isn't necessary to create custom styles to handle every type of formatting that may exist in that letter. By "autoformatting," I mean that instead of putting a tab in front of each paragraph, I'd use a first-line, half-inch indent (FormatParagraphIndents and Spacing). Instead of hitting two hard returns at the end of each paragraph, I'd use automatic paragraph spacing (12 point after). When You Must Use Styles Generally speaking, you can set up bullets and paragraph numbering without using Styles. However, you're likely to have problems with them unless you use Styles to control the numbering and bullets. Common issues which arise if you don't use Styles include a) random re-starting of the numbering, b) bizarre indents that seem to set themselves, c) problems with sublevels in the paragraph numbering scheme, and d) paragraph letters (A, B, C, etc.) switching to numbers or numbers to letters inexplicably. In addition, if you use Bullets and Numbering in isolation, then the only formatting you control with the formatting attached to the numbering itself. You have no automatic control over the balance of the text that follows the paragraph number or bullet. So the general rule is that if you're generating complex documents without using Styles, but a) you're doing it wrong, and b) you're spending two to ten times the amount of time necessary to handle the formatting. In fact, the appropriate use of styles when drafting complex documents can eliminate formatting issues you might otherwise encounter except issues involving Section formatting (like page numbering). Copy Existing Styles Into Documents You're Working On When you go through the trouble of creating new styles or modifying existing styles in your default template (normal.dot), you'll be able to see and utilize those styles in future documents you create (they're automatically deposited into all new documents). However, if you open a document that you created previously or one you received from someone else, your wonderful new styles don't automatically show up in those documents. In those cases, you'll want to copy your custom styles into the document you're working on so you can easily format the text contained therein. Copy Styles From Your Default Template One fast way to change the formatting is to copy styles from your Normal.dot template into the document you're working on and apply them (if necessary). For example, let's say I've opened a document and the default formatting is Courier New, 12 point, single spaced, left justified and I want it to be Times New Roman, 12 point, single spaced paragraphs, but double spaces between paragraphs and full justified. Furthermore, let's assume that the text of the document is governed by the normal (default) style and that the normal style in my new documents reflects my preferences. My choices for reformatting the document would be to modify the normal style already embedded in the document OR simply copy my normal style into the document and over-write the existing one. You already know how to handle the former so this is how you would accomplish the latter:

Microsoft Word 2007/2010 as a Publishing Solution Page 58 Affinity Consulting Group LLC 1. On the Styles task pane, click the Manage Styles button. 2. Now click the Import/Export button in the lower, left-hand corner of the dialog. 3. Now you see this:

4. As you can see, the styles stored in your default template (normal.dot) appear on the right and the styles embedded in the document that is currently open are listed on the left. Therefore, simply locate "Normal" on the right side (in normal.dot) and click once on it. The Copy button will un-gray in the middle. 5. Click the Copy button. It will ask you if you would like to overwrite and you say Yes, then click Close.

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Note that this is difficult and somewhat confusing. However, if you get things setup correctly, it's virtually impossible to screw up your paragraph numbering or anything else related to formatting in your document. Follow these steps closely and eliminate future annoyances and frustrations. The Key to Success The key here is to use styles to control the paragraph numbering and the formatting of the text that follows the numbering. There are good reasons for using Word's built-in Heading styles (named Heading 1, Heading 2, etc.) so that's what we're going to do here. Tips and Things to Remember before We Get Started  Notwithstanding anything stated previously in this manual, DO NOT USE the numbering

or bullet toolbar buttons. They'll only cause you problems.  Styles must be applied to your outline styles, and we strongly recommend using Word's built-in Heading styles (Heading 1, Heading 2, etc.). Simply modify the built-in Heading styles to create the font, paragraph and other formatting you want.  Using "Heading" styles doesn't mean that these styles should only apply to the headings. For example, if my paragraphs look like the one below, in almost every case, I would apply Heading 2 to the entire paragraph 1.1. (not just the word Formation). However, if I wanted to automatically pull out a table of contents and only include "1.1. Formation" in it (and not the rest of the paragraph), then I would only apply Heading 2 to the word Formation. If you're reading the full manual (and not a subset thereof), then this process is described in greater detail under the Table of Contents chapter. If you don't have a Table of Contents chapter in your book, then contact me and I'll email you that chapter as a PDF (Barron K. Henley - [email protected]). ARTICLE 1 ORGANIZATION

1.1. Formation. The Company was organized as an Ohio Limited Liability Company pursuant to the Ohio Limited Liability Company Act (the "Act") by the filing of Articles of Organization (the "Articles") with the Ohio Secretary of State on February 19, 2000.

STEP 1 - Modify the Heading Styles or Create Your Own Open the document you want to apply paragraph numbering to. You have two choices. You can either modify Word’s existing styles to suit your purpose (the Heading styles, for example), or you can create your own custom styles. In either case, the only settings you want to alter are the font settings and the paragraph settings for those styles. However, you do not want to modify the paragraph indent settings because the numbering scheme you apply to your styles will take care of that. So don’t modify any of the settings you see in the screen shot below:

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Modify Heading Styles  Setting Style Properties: Open the Styles pane. Make sure the Heading 1 style is based on the "Normal" style. Another Property item to edit in each style is the Style for the following paragraph. This means that if someone is at the end of a paragraph with this style (the style you are currently modifying) and hits a hard return (Enter), what will the style of the next paragraph be? For example if I'm at the end of a paragraph numbered 1.2., then I would want a 1.3 if I hit a hard return following that paragraph. If this level of the outline was controlled by Heading 2, then I would want Heading 2 for the Style for the following paragraph after a Heading 2.

 Setting Font Formatting: Click the Format button, then Font… for each style and make sure the font is setup the way you would like.  Setting Paragraph Formatting: While you're still editing each Heading, click the Format button at the bottom, then Paragraph…Indents and Spacing. Set the left and right indents to 0 and the Special indent to (none). NOTE: Do this even if you want your headings to be indented from the left margin, and even if you want a hanging indent. This is because for outline-numbered styles, we will set the paragraph indent and the hanging indents (if any) when we set up the numbering.

Don't forget to click the Line and Page Breaks tab in the Paragraph dialog and make sure Widow/Orphan Control is checked. If Level 1 of your outline numbering is always a stand-alone article number, you will probably also want to check Keep With Next so that those headings won't be separated from the paragraphs immediately following them by a natural page break. Continue the foregoing steps for each Heading style you intend to use in your document.

Microsoft Word 2007/2010 as a Publishing Solution Page 61 Affinity Consulting Group LLC Create Your Own Styles Let’s say I want to create a set of styles to handle paragraph formatting and numbering when I draft contracts. If you want your outline to go 4 levels deep, then I’d create 4 styles called Contracts1, Contracts2, Contracts3 and Contracts4. Each of them would be based on the Normal style.

STEP 2 - Create Your Outline Numbering Outline numbering changed in Word 2007. Previously, in Word 2003, the Format button in the Paragraph style was the way to access the Outline numbering scheme. In Word 2007, DO NOT USE the FormatNumbering option in the paragraph style to create the outline numbering. Instead, Word 2007 requires a List Style to create the Outline numbering. The list style can then be attached to the paragraph style. The process looks something like this:

Apply List Style Paragraph controls the Paragraph Styles to numbering and attaches to Styles document indents/tabs

List Style Heading 1 Document ------1. Heading 2 ------a. - Heading 3 ------

1. Create a new List Style. You do this by clicking the button in the Paragraph Group of the Home ribbon. You’ll be presented with a list of options, go all the way to the bottom of that list and click Define New List Style.

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2. Give the list a name - for example, Contracts Numbering:

3. Now click the Format button (bottom left corner of dialog)  Numbering. If you see a button on your screen, CLICK IT! 4. Set up the first level numbering. Choose a number format. Link level 1 to the Heading 1 style (or Contracts1 if you’ve set up your own styles) and set up the number, tab stop and text indent positions:

Microsoft Word 2007/2010 as a Publishing Solution Page 63 Affinity Consulting Group LLC 5. Next, set up levels 2 and 3 on the same screen. Select each level from the Click level to modify list. 6. Once the numbering levels are set up and attached to the Headings, click OK. STEP 3 - Apply Styles to Your Paragraphs  Point and Shoot Approach: With the Styles pane open on the right side, you can apply styles to your paragraphs by simply clicking into them (don't select the paragraphs unless you want to format more than one at a time), then single clicking the name of the style you want to apply to the text.  Shortcut Key Approach: When modifying each style, you can click FormatShortcut key… and assign a speed-key to each of the styles you're using. I prefer to use Ctrl + F1 for Heading 1, Ctrl + F2 for Heading 2, etc. After they're set, you can simply click into the paragraph you want to format, then hit your speed key to apply the correct formatting. STEP 4 - Subsequent Formatting Changes  EXTREMELY IMPORTANT NOTE #1: If you want to change your font or paragraph formatting in the future, modify the applied style, not the individual paragraph.  EXTREMELY IMPORTANT NOTE #2: Note that you should NOT change the left indents of numbered styles by changing the Paragraph Style. Instead, change the indents in the List Style. Other Items To Consider  Automatically Update Should Be Off: Make sure that the Automatically update box, in the Modify Style dialog, is NOT checked for any of your Heading styles. This may sound like a good thing, but unless you understand what you're doing with it, it's not worth the risk.

 Making Your Styles Available in the Future: If you want all of those great styles to be automatically available in future documents you create, modify each Heading style and tick the Add to template box. That will save your style settings in your Normal.dot template. Next time you create a new file, your outline numbering settings will be available.  Creating a Template to Hold the Styles: You can create a new template just for outline numbered documents. Setup the styles and numbering the way you would like, delete all the text and click FileSave As…. At the bottom of the Save As dialog, in the Save as type box, change the setting from Word Document to Word Template. This will save the file as a document template, not a document. The next time you click FileNew… your new template will be available, complete with your outline numbering settings.

Microsoft Word 2007/2010 as a Publishing Solution Page 64 Affinity Consulting Group LLC Chapter 11. Table of Contents in Legal Documents

Table of Contents - Three Methods Automatically generating a Table of Contents ("TOC") from a large document can be the biggest time-saver of any feature in Word. If you create a table of contents manually, you're wasting hours unnecessarily because one minor change in the document can throw off the entire table. There are three ways to create a Table of Contents:  Marking Entries  Using Styles  Using Linked Styles Table of Contents Using Marked Entries Drawbacks of Marking Entries Marking an entry means that you must manually select each heading to be included in the TOC. There are significant disadvantages in using this method of generating a TOC. One is that depending upon the complexity and length of the document you're working on, it can be extremely time consuming. Another is that you cannot get the TOC to include the paragraph numbers if you've used automatic paragraph numbering. Since most people like the paragraph numbers to be included in the TOC, this is a big problem. Third, if you add a new paragraph, you have to remember to mark the heading of the new paragraph so that it gets into the TOC. This is something users often forget to do and no error message is generated if you forget. That paragraph is simply omitted from the TOC and it's easy to overlook the problem. Recommendation - Don't Use This Method In view of the foregoing, we recommend NOT using this method for generating a TOC. Notwithstanding that fact, the steps you must follow in order to do so are listed below. Using Marked Entries to Create a Table of Contents The following are the steps you'll need to follow if you still want to create a Table of Contents by marking entries. There are two steps required to generate a Table of Contents with marked entries: 1. Mark the Entries 2. Generate a Table from Marked Entries Mark the Entries 1. Select the text for the first entry in the Table of Contents. 2. Hit Alt + Shift +O to pull up the dialog box entitled Mark Table of Contents Entry. 3. If desired, modify the text as you want it to appear in the Table of Contents. For example, you may want it to be in ALL CAPS (Alt + F3), or bold (Ctrl + B).

Microsoft Word 2007/2010 as a Publishing Solution Page 65 Affinity Consulting Group LLC 4. The Table identifier setting allows you to work with multiple tables. The default setting is C. For purposes of creating a Table of Contents, C is fine. 5. Repeat the above steps until all entries are marked. Generate a Table of Contents Based upon Marked Entries 1. Place the cursor in the document where you want the Table of Contents to appear. 2. If you haven't already done so, make sure that you have set up different sections in your document. You must also format your page numbering so that the section containing the body of text does not use the numbering continued from the previous section. 3. Select Table of ContentsInsert Table of Contents from the References tab. 4. Click Options. 5. Deselect the option for both Styles and Outline Levels. 6. Select the option for Table Entry Fields.

7. Click OK, then OK. The Table of Contents should now appear. Update the Table of Contents 1. Right-click anywhere in the Table of Contents to pull up the shortcut menu. 2. Select Update Field from the menu. 3. Select Update page numbers only IF you simply added text to the document that threw the page numbers off or if you added different sections. Add New Sections to the Table of Contents 1. Add the text and the section. 2. Mark the entry as instructed above.

Microsoft Word 2007/2010 as a Publishing Solution Page 66 Affinity Consulting Group LLC 3. Instead of updating your fields, generate a new Table of Contents through InsertReference and Tables… from the menu bar (as described above) and choose to replace the existing table. This will automatically reorder the marked entries and renumber the pages. Table of Contents Using Styles with Segregated Headings Setup Your Document Again, segregated headings means your paragraphs look like this: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. Using Styles to Create a Table of Contents with Segregated Headings If your headings are not part of the paragraph (that is, they are segregated headings as shown above), generating a TOC using Word's built-in styles or custom styles is easy. Follow these steps: 1. Apply heading styles to ALL the sections you want to include in the TOC. You can also do this by hitting Ctrl + Alt + 1 for Heading 1 style, Ctrl + Alt + 2 for Heading 2 style, and so on. You can also use customized styles or styles you've created yourself. 2. Select Table of ContentsInsert Table of Contents from the References tab.. 3. If you are using customized styles, click the Options… button and locate the customized styles and assign each style a table of contents level if needed. Click OK. 4. Click the OK button again to insert the table of contents. 5. If you need to edit and update, follow the same rules outlined above for updating table of contents generated from marked entries. Table of Contents Using Styles with Non-Segregated Headings Problem If You Use Word 2000 or Prior Versions In Word 2000 and prior versions, you could only use styles to generate a table of contents if your headings were segregated from the following paragraphs. In other words, your document had to look like this: ARTICLE I. - PAYMENT OF DEBTS, EXPENSES AND TAXES: A. Payment of Debts and Expenses:

Microsoft Word 2007/2010 as a Publishing Solution Page 67 Affinity Consulting Group LLC I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. If your document looked like the following example (bodies of the paragraphs immediately following the headings), styles didn't work well for tables of contents because it would bring in the entire paragraph into your table of contents. That was because only ONE style could be applied to a paragraph. Therefore, if Heading 2 applied to "Payment of Debts and Expenses," it also applied to the balance of the paragraph. There was no way to have two different styles applied to text within the same paragraph. ARTICLE I. - PAYMENT OF DEBTS, EXPENSES AND TAXES: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all - forceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. In Word 2002 and subsequent versions, they finally fixed this problem. Now you can use styles to generate tables of contents, regardless of how your paragraphs look, thanks to a new feature called the Style Separator which enables you to have two different styles within the same paragraph. Setting Up the Style Separator This feature is rather hidden, so to add it to your Quick Access toolbar as a button, follow these steps: 1. Click Office ButtonWord OptionsCustomize. 2. Under Categories, select All Commands; and under Commands, locate InsertStyleSeparator and add it to your Quick Access toolbar - . 3. Close the dialog. Using the Style Separator In order to use the Style Separator successfully, you'll need to setup your document in a certain way. Even if you want your paragraphs to look like this: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts

Microsoft Word 2007/2010 as a Publishing Solution Page 68 Affinity Consulting Group LLC (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. You have to initially set them all up with segregated headings, like this: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. We recommend using the styles called Headings 1, 2, etc. for the "Payment of Debts and Expenses" text above and the style called for the text that follows it. To use the Style Separator, position your cursor immediately after the paragraph heading (see asterisk below). Now click the Style Separator button and you'll see that it pulls the paragraph below up next to the heading. Repeat this for every heading in your document. It's also a good idea to start this process at the bottom of the document and work your way up rather than starting at the top and working down. A. Payment of Debts and Expenses: (*) I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. Now you can generate a table of contents just as you did with segregated headings. Table of Contents Using Linked Styles Word 2007 offers a third option to generate a table of contents with non-segregated headings and we like it the best and recommend that you use it. Just follow these steps: 1. First, set up the heading and list styles, and apply them to the paragraphs: A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the

Microsoft Word 2007/2010 as a Publishing Solution Page 69 Affinity Consulting Group LLC administration of my estate. However, if any such enforceable debt shall be secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. 2. Next create a set of styles for each level of the table of contents. Make sure these are all linked styles. For example Table of Contents 1, Table of Contents 2, etc. Make sure the font is formatted for how the text is to appear in the document.

3. Select the text to appear in the table of contents and apply the linked style to the selected text. A. Payment of Debts and Expenses: I direct my Executor to pay from my Residual Estate, (or if my Executor shall determine it to be appropriate, from funds available to my Executor from other sources), all enforceable debts (including all expenses for my medical care), funeral expenses, and costs of the administration of my estate. However, if any such enforceable debt shall be

Microsoft Word 2007/2010 as a Publishing Solution Page 70 Affinity Consulting Group LLC secured by a lien or encumbrance on real or personal property (whether or not such property is owned by me), my Executor may elect, in my Executor's sole and continuing discretion, to pay any part or all of any such debt, or may elect to continue to hold and to eventually distribute such property subject to such lien or encumbrance. 4. Next insert the table of contents, and click Options…

5. Change the options so that the only levels are the new linked Table of Contents styles:

Microsoft Word 2007/2010 as a Publishing Solution Page 71 Affinity Consulting Group LLC

The table of contents should then look like this:

6. Click OK. The table of contents should be inserted.

Microsoft Word 2007/2010 as a Publishing Solution Page 72 Affinity Consulting Group LLC Formatting the Table of Contents DO NOT try to manually format your table of contents. The formatting of the table of contents is controlled by built-in Word styles called TOC 1, TOC 2, etc., which correspond to each level of the TOC. If you want to change the way the TOC looks, simply modify the TOC styles. If they don't appear in your list of styles, then switch to All Styles at the bottom of the Styles and Formatting task pane.

Microsoft Word 2007/2010 as a Publishing Solution Page 73 Affinity Consulting Group LLC Chapter 12. Table of Authorities

In General Automatically creating a Table of Authorities can be very helpful, especially when the document will likely be changed subsequently. One minor change can throw off the entire Table. Your options for creating a table of authorities that will automatically update are to use Word's built- in feature or purchase a third-party add-in program. Using a Third Party Program An excellent program for this purpose which is faster, easier and actually provides more flexibility than Word's built in functionality is Best Authority by Levit & James, Inc. For more information about this program, see www.levitjames.com/Products/Best-Authority.aspx. There are two versions of Best Authority, Light and Premium. You definitely want Premium. The only drawback of Best Authority is their bizarre "per litigator" pricing structure. The pricing is shown below, but you'll have to contact them for clarification on calculating your license cost (contact Ian Levit at [email protected] or 703.771.1549). Number of Litigators Price per Litigator 1 to 4 $360 5 to 9 $330 10 to 19 $300 20 to 49 $275 50 to 99 $250 100 to 249 $225 250 to 499 $200 500 to 999 $190 1000 + $180 Using Word's Built-In Feature The process of creating a table of authorities using Word's built-in feature involves two steps: 1. Marking the citations 2. Generating the table of authorities based on the marked citations. Mark the Citations 1. Click the Mark Citations… button on the References tab. A dialog box should appear. 2. Click on the Next Citation button. 3. Word will find the first citation in your document. Click back in the document and highlight the text with the full citation. 4. With the citation highlighted, click in the Selected Text area in the dialog box. Word will insert the highlighted text. 5. Select the proper category (Cases, Statutes, etc.) 6. In the Short Citations box, edit the cite as it appears in the document as the short citation.

Microsoft Word 2007/2010 as a Publishing Solution Page 74 Affinity Consulting Group LLC 7. Click the Mark button, or Mark All to mark all. Note: We believe that Word falls short when it tries to update newly added citations. It was inconsistent, at best, when we tested this feature. As such, we recommend that you create the table of authorities at the very end of the drafting process. 8. Repeat the above steps to mark all citations and close the Mark Citation dialog box. Generate a Table of Authorities Based on Your Marked Citations 1. Place the cursor where you want to insert the table of authorities. 2. Select Insert Table of Authorities from the References tab. 3. Pick the desired format. 4. Deselect the Use passim option. 5. Deselect the Keep original formatting option. 6. Select All under Category so that Cases, Statutes, etc. will appear in the table of authorities. 7. Click OK to insert the table of authorities. Page Number Warning NOTE: When the Table of Authorities fields are visible, the page numbers will not accurately reflect the actual page numbers of the document. This is because the Table of Authorities fields, when visible, take up significant additional space which will make your document appear longer than it is (and seemingly make the Table of Contents or Table of Authorities page number appear to be incorrect). Simply click the show/hide formatting marks button in the ribbon. This will hide the Table of Authorities fields, and display accurate page numbers. Sample Paragraph with TOA Fields Showing (bold added for emphasis)

Microsoft Word 2007/2010 as a Publishing Solution Page 75 Affinity Consulting Group LLC Same Sample Paragraph with TOA Fields Hidden

Editing Table of Authorities Entries by Editing TOA Fields Microsoft Word "marks" entries by placing a Table of Authorities field immediately before or after the citation. There are two types of Table of Authorities fields (1) long citation fields and (2) short citation fields. Once the fields are in the document, edit the fields directly to change the Table of Authorities entry.

Microsoft Word 2007/2010 as a Publishing Solution Page 76 Affinity Consulting Group LLC Long Citation Fields Long citation fields are used by Word to mark the first instance of a citation. Long citation fields have the following format: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1}

TA is the \l designates how the Table \s is the \c is the field code of Authorities entry should short citation category of for Table of be displayed in the actual form that the citation; Authorities Table of Authorities. Word will use i.e. Case, to search for Statute or TA is the \l designates how the Table and mark Rule additional entries. \c is the

\s is the short citation form that

Microsoft Word 2007/2010 as a Publishing Solution Page 77 Affinity Consulting Group LLC Short Citation Fields Short citation fields are used by word to mark additional instances of a citation in a document. Short citation fields have the following format: { TA \s "Smith"}

TA is the field code \s is the short citation form for Table of that Word will use to search Authorities for and mark additional entries.

How Word uses Long and Short Citation Fields Word uses the long citation field to mark the first instance of a citation, and the short citation field to mark additional instances. Therefore, there should be only one long citation field per unique citation, and multiple short citation fields for additional instances of that unique citation. See the example below (emphasis added):

Microsoft Word 2007/2010 as a Publishing Solution Page 78 Affinity Consulting Group LLC Example Text Showing Long and Short Citation Fields Before the Act was adopted to promote this objective, public labor relations were characterized by wide and irrational variations among various local governmental entities relating to all manner of terms and conditions of employment. Not long ago, this court recalled that deplorable time. In Kettering v. State Emp. Relations Bd. (1986), 26 Ohio St.3d 50, 56, 26 OBR 42, 496 N.E.2d 983{ TA \l "Kettering v. State Emp. Relations Bd. (1986), 26 Ohio St.3d 50, 56, 26 OBR 42, 496 N.E.2d 983" \s "Kettering" \c 1}, this court stated **** The decision below represents precisely the sort of return to the pre-Act “system” that this court condemned in Kettering{ TA \s "Kettering" }, supra. This court’s holding in Kettering{ TA \s "Kettering" } makes clear that, under the Act, a collective bargaining agreement binds the municipality and all of its agencies. No municipal agency can operate independently of that agreement; nor can it render the agreement a nullity by purporting to assume control over a term or condition of employment that is governed by the agreement. Changing the format or text of the case citation in the Table of Authorities Edit the long citation field to change the format or text of a case citation entry in the Table of Authorities, . So for example, if the case name has to be in italics in the Table of Authorities, then make the case name italics in the long citation field. Select the name of the case contained within the quotation marks and make the text italics: Change: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} To: Change the text format to italics { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} This will cause the case name to display with italics in the actual Table of Authorities entry. To force the case name to be on a separate line within the Table of Authorities, you need to insert a line break (SHIFT + ENTER) into the long citation field where you want to start a second line. Change: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} To: Line Break { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1} Don't worry if the field looks strange in your document. The field does not print, but it will force a line break in your Table of Authorities.

Line Break

Microsoft Word 2007/2010 as a Publishing Solution Page 79 Affinity Consulting Group LLC Table of Authorities Styles There are two Table of Authorities styles to be aware of (1) Table of Authorities, and (2) TOA Heading. These two styles control how the Table of Authorities is actually formatted. So, for example, to add a space between the word "Cases" and the citations, you need to modify the TOA Heading style to add a 12 pt space after the paragraph. Similarly, to add a space between each citation, edit the Table of Authorities style to add a 12 pt space after the paragraph.

Changing or Renaming Categories Word supports up to 16 different categories of citations, numbered 1 through 16. The labels for these categories can be changed on the "Mark Citations" dialog. Open the dialog and click "Category…"

This will open the "Edit Category" dialog to rename (replace) any of the 16 categories. So to replace the "Cases" category with "Ohio Case Law", simply select "Cases" (i.e. category number 1), type "Ohio Case Law" in the "Replace with" box, and click "Replace":

Microsoft Word 2007/2010 as a Publishing Solution Page 80 Affinity Consulting Group LLC

Now update the Table of Authorities to update the label:

Changing a Citation's Category Sometimes a citation gets placed into the wrong category. For example, a case gets marked as a statute. To change a citation's category, edit the long citation field, and change the category to the correct number. For example, if "Cases" is category 1, and "Statutes" is category 2, then to change the citation from being listed in "Statutes" to being listed in "Cases", change the category from 2 to 1. The category is defined in the Long Citation field after the "\c": Change: { TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 2} To: Change the 2 to a 1

{ TA \l "Smith v. Jones (1988), 85 Ohio St.3d 123, 54 N.E.2d 98" \s "Smith" \c 1}

Microsoft Word 2007/2010 as a Publishing Solution Page 81 Affinity Consulting Group LLC Chapter 13. Cross Referencing Paragraph Numbers

Cross References Now that you have mastered automatic paragraph numbering, you are ready to insert cross references. Cross references are used in legal documents quite frequently. Word provides a simple and convenient way to use cross references, automatically updating them if a paragraph is moved. For instance, in a contract, you may have a reference that looks something like "see paragraph II.B.3" at the end of a paragraph. Anyone can type "see paragraph II.B.3" without creating a cross reference, but what happens if paragraph II.B.3 is moved – and it now becomes paragraph II.B.4? Word can solve this problem with 100% accuracy. To use Cross References, there are several steps. First, you apply automatic paragraph numbering as outlined above. Second, select numbered item as the Reference type. Third, find and insert the Cross Reference. Insert a Cross Reference Using the Standard Method 1. Go to the location where you would like to insert a cross reference. 2. Place the cursor exactly where the cross reference will be inserted. 3. Select Cross reference from the Links group on the Insert tab. 4. Under Reference type, select Numbered item. (You can also cross reference numbered lists, headings, bookmarks, footnotes, endnotes, equations, figures, or tables). 5. Under Insert reference to select Paragraph number. 6. Under For which numbered item, highlight the correct paragraph that you are cross- referencing. 7. Click Insert to insert the cross reference. 8. If you have a multiple section cross reference, such as 4(g) be sure to reference both section 4 and g, and then insert both references as the cross reference. Insert a Cross Reference Using Bookmarks Former WordPerfect users are accustomed to inserting a "target" code, a "reference" code and then clicking a button to "generate cross reference." The same methodology can be applied to Word's cross references by using bookmarks and this is a better method for inserting cross references than the Standard Method described above. Just follow these steps: 1. Go to the paragraph in the document that you want to reference elsewhere. Click Insert Ribbon  Bookmark button  enter a bookmark name without spaces  click the Add button. 2. Now go to the spot in the document where you would like to insert the cross reference. 3. Place the cursor exactly where the cross reference will be inserted. 4. Click the Insert ribbon  Cross reference button. 5. Under Reference type, select Bookmark. 6. Under "Insert reference to," make sure you select Paragraph Number.

Microsoft Word 2007/2010 as a Publishing Solution Page 82 Affinity Consulting Group LLC 7. Click Insert to insert the cross reference.

Update Cross References Ctrl + A to select the whole documentHit F9 to update.

Microsoft Word 2007/2010 as a Publishing Solution Page 83 Affinity Consulting Group LLC Chapter 14. Templates

General Template Information Template Definition A template is a special kind of file that provides a model for the underlying structure (or pattern) of a particular finished document (such as a Deed or Lease or Revocable Trust). Templates may also contain document settings such as AutoText entries, Quick Parts, fonts, key assignments, macros, menus, page layouts, special formatting and styles. When you create a new document based upon a template, you get a copy of the template, but not the template itself. In that manner, templates are protected and cannot be accidentally over-written with changes a user makes to a new document based upon one. In Word 2007, a template can be a .dotx file, or it can be a .dotm file (a .dotm file type allows you to enable macros in the file). Why You Need to Use Templates Maybe you think you have never used templates before, but in reality, every single document you've ever created in Word was based on a template. More importantly, templates are the basic component of any forms system and, if you aren't using a forms system in your practice, you're missing out on one of the fundamental benefits of a word processor. A forms system is important because: 1. It saves an enormous amount of time; 2. It ensures consistency in your firm's documents, the style of which is part of your firm's identity; 3. It increases accuracy; and 4. It helps you convey your knowledge to others in your firm and makes it easier for new employees to learn your firm's drafting style. Two Basic Types of Templates The two basic types of templates are global templates and document templates. Global Templates Global templates contain settings that are available in every Word document. The Normal.dotm template is considered a global template. Remember that templates can store styles, AutoText entries, AutoCorrect entries, macros, toolbars, custom menu settings, and shortcut keys. If you have additional of those items (except styles) you would like to make available at any time in Word, then you can store them in global templates. Where Global Templates Must Be Stored In Windows Vista, global templates must be stored in: C:\Users\USERNAME\AppData\Roaming\Microsoft\Word\STARTUP In Windows XP, global templates are stored in: c:\Documents and Settings\USERNAME\Application Data\Microsoft\Word\STARTUP

Microsoft Word 2007/2010 as a Publishing Solution Page 84 Affinity Consulting Group LLC Document Templates Document templates contain settings that are available only to documents based on that particular template. For example, if you create a fax cover sheet using a fax cover sheet template, you'll have access to the settings from both the fax cover sheet template as well as the settings in any global template. Word comes with many sample document templates and you can, of course, create your own. Where Document Templates Are Stored In Windows Vista, document templates are normally stored in: C:\Users\USERNAME\AppData\Roaming\Microsoft\Templates In Windows XP, document templates are usually located in: C:\Documents and Settings\USERNAME\Application Data\Microsoft\Templates Normal Template (Default) Unless you specify a different template, Word bases every new document on the Normal template. Calling the template Normal doesn't mean that it's just some ordinary template. The Normal template is actually a file called normal.dotm and it can be customized and modified just like any other. Since normal.dotm is the default global template, much of your Word customization is stored in it (such as AutoText entries, fonts, key assignments, macros, menus, page layouts, special formatting, and styles). If the file normal.dotm is deleted, Word simply creates a new one the next time you run it, but you'll lose all of your macros and other items which were stored in it. Therefore, it is a good idea to make a backup copy of normal.dotm just in case something happens. To determine where Word is storing your normal.dotm file, click the Office ButtonWord OptionsAdvancedFile Locations button under the "General" heading.

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If you click on User Templates, and then click Modify, you'll see the folder where normal.dotm is stored.

Microsoft Word 2007/2010 as a Publishing Solution Page 86 Affinity Consulting Group LLC Working with Templates Load a Template Sometimes you're working on a document in which you need the automation and customization features you've created in some other template (i.e., something not the template your current document is based on). To load a template, follow these steps: 1. Click the Microsoft Office Button 2. Click Word Options 3. Click Add-Ins 4. In the Manage list, select Word Add-ins and click Go 5. Click Add 6. Switch to the folder that contains the template or add-in you want, click it, and then click OK. Global Templates The default global template is normal.dotm and its features are available regardless of the document you're working in. However, you can create other global templates which would also be available no matter where you are in Word. To see a list of your current global templates, add new ones or remove existing ones, follow these steps: 1. Click the Microsoft Office Button 2. Click Word Options 3. Click Add-Ins 4. In the Manage list, select Word Add-ins and click Go

Microsoft Word 2007/2010 as a Publishing Solution Page 87 Affinity Consulting Group LLC You'll see a dialog similar to this:

Creating and Using Templates Creating Templates 1. Create or open a document you would like to use as a template. 2. Click Office ButtonSave As. 3. Change to the Trusted Templates folder (button on the left side of the Save As dialog) 4. Change the Save As Type drop down at the bottom of the dialog to .dotm or .dotx as appropriate. 5. Enter a file name. 6. Click the Save button. 7. Close the template before trying to use it. Using Your Template In order to create a new document based upon your template, you must follow these steps: 1. Click Office ButtonNew….

Microsoft Word 2007/2010 as a Publishing Solution Page 88 Affinity Consulting Group LLC 2. Click My Templates

3. You'll now see the following dialog. Choose your template and click OK.

4. You'll now have a new, unnamed document on your screen which is based upon the template you chose. Modify a Template To edit a template, go to File, then Open… and change the Files of type designation (at the bottom of the Open dialog) to All Files or Document Templates. Browse to the folder that contains the template want to edit. Click once on the name of your template and click Open. Make whatever changes you would like to the template, save it and you're done.

Microsoft Word 2007/2010 as a Publishing Solution Page 89 Affinity Consulting Group LLC Sharing Templates You can designate a "public" folder on your server where public templates are stored which are accessible by everyone. Follow these steps: 1. First, create the folder into which you'll save future public templates on a drive that everyone has access to (on your server). Note that only those who add or edit templates need full access to that folder. Everyone who simply uses those templates must only have read and list rights to the shared template folder. We recommend a folder name like x:\Word Templates (where "x" is a network drive.) 2. Now you need to tell Word where to look for these public templates. To do this, open a blank document in Word, click the Office buttonWord OptionsAdvancedFile Locations button under the "General" heading. You'll see the following dialog:

3. Note that the Workgroup Templates location is blank. Simply click on that line, then click the Modify button below it. Choose the folder you created on the server and click OK. 4. Note, you'll need to repeat step #3, above, on everyone's computer who will need access to these templates. 5. Add a template to the public folder, then click FileNew…On my computer… and make sure it shows up in the list of available templates. 6. You're done!

Microsoft Word 2007/2010 as a Publishing Solution Page 90 Affinity Consulting Group LLC Chapter 15. Fixing Documents Which Are A Total Mess

We’ve All Been There You receive a document which is a train-wreck but you need to work with it. Every time you touch it, the formatting gets worse. This chapter will give you a detailed progression for fixing even the biggest mess of a document. Yes, this will take a bit of time, but it is worth it. Remember these points:  Once the document is fixed, it will be easy to work on and edit; otherwise you can waste hours trying to get an incorrectly constructed document to look the way you want.  If you don’t de-construct the document and fix it, the problems you’re experiencing will persist and likely become worse.  The more you fix documents, the better you’ll understand Word and the faster you’ll be at this task. Here we go! Step One - Turn On Show Hide Even if you can’t stand to have it on normally, you must have Show/Hide turned on when you’re trying to fix a document. Otherwise, you’re going to miss a lot of things that are going to cause you problems later. In the Home ribbon, click the button. Step Two - Take Notes About What You’re Trying To Replicate Most of the time, I can look at a train-wreck document and get a pretty good idea of the formatting intent of the original author. You can replicate anything, but it will help you to take a few notes about what you see in the original document. For example, see the sample section of a document below. Here are the things I would note:  Font formatting: Arial 11 pt.  Paragraph formatting: single spaced paragraphs with double space between each one (12 pt after).  Outline: 3 level auto-paragraph numbered outline  Level 1 of outline: ARTICLE I with heading on the next line, centered, 12 pt after, all caps, bold.  Level 2 of outline: 1.1. compound paragraph numbering scheme, first line 0.5” indent, full justified, headings underlined, 12 pt. after.  Level 3 of outline: (a), first line 0.5” indent, left 0.5” indent, full justified, no headings, 12 pt. after.

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ARTICLE I. MANAGEMENT

1.1. Management Rights. The business and affairs of the Company shall be managed by the Members who may delegate certain responsibilities for the operation of the Company to the Chief Operating Officer as specified in this Article or to any other Member or group of Members. Any actions required to be taken or approved by the Members shall be subject to the provisions of Article V hereof.

1.2. Chief Operating Officer. The Members may, by a Majority-In-Interest, designate one of the Members as the Chief Operating Officer. The provisions of Sections 1.2, 1.3 and 1.4 shall govern the rights and responsibilities of the Chief Operating Officer. The Chief Operating Officer shall serve for a term of one year or until his successor has been designated at a meeting of the Members and shall be subject to removal at any time by a Majority-In-Interest of the Members. The Chief Operating Officer shall be responsible for the day-to-day operations of the Company's business and, subject to the provisions of Section 4.4, shall have full and complete power and discretion to make all decisions and to do all things reasonably necessary or convenient to carry out the business of the Company.

1.3. Specific Powers. Subject to the restrictions of Section 1.4, the Chief Operating Officer shall have the power and authority on behalf of the Company to engage in the following activities:

(a) To appoint employees and agents of the Company and define their duties and fix their compensation;

(b) To borrow or raise money from banks, other lending institutions, from Members or their affiliates from time to time as required by the Company; to execute, accept, endorse, and deliver, as evidence of such borrowing, all kinds of securities, including, but without limiting the generality thereof, promissory notes, drafts, bills of exchange, letters of credit, warrants, bonds, debentures, and other negotiable instruments and evidences of indebtedness; and to secure the payment and full performance of such securities by giving a security interest in, or a mortgage, pledge, conveyance or assignment in trust of, the whole or any part of the tangible or intangible assets of the Company, including leases or other contract rights, whether at the time owned or thereafter acquired;

Step Three - Decide If You Start Over or Fix the Document When To Start Over Sometimes the document is such a mess that you just want to pull the text out, wipe out all existing formatting (and other baggage and potential corruption) and start over with the formatting in a brand new document. There’s no definite road map I can give you to make this determination. Sometimes it’s faster to start over and sometimes it’s faster to simply fix the document you’ve started with. The more you do this, the better you’ll become at knowing

Microsoft Word 2007/2010 as a Publishing Solution Page 92 Affinity Consulting Group LLC whether it will be faster to start over or try and just fix the issues with the document you’ve started with. The big negative of this approach is that you’re going to lose all footnotes, endnotes and any manually applied formatting like bold, italic and underline. Sometimes, reinserting footnotes and reapplying font formatting takes so long that it will make this method much slower than just trying to fix the document you started with. When To Fix What You Have If the document isn’t too much of a mess and you feel confident you can more quickly fix the issues present than to start over, then keep what you have and correct the problems. Many times, the document you’re working on has a “problem” section that is causing issues, but the rest of the document is fine. In that case, you’re usually better off just fixing the problem section rather than starting over. How To Start Over Just follow these steps: 1. Open the document you want to fix in Word. 2. Hit Ctrl+A (selects entire document), then Ctrl+C (copies all of the text) 3. Hit Ctrl+N (creates a new, blank document) 4. In the Clipboard group of the Home ribbon, click the drop down arrow at the bottom of the Paste button and choose Paste Special 5. In the next dialog, choose Unformatted Text, then click OK. This will give you the text, but absolutely no formatting. Save the document and make this your starting point. NOTE: If you’re starting over, then skip ahead to Step Nine on page 99 and follow the instructions from that point forward. How To Fix What You Have The steps for fixing the document follow, but the first thing you need to do before starting is to make a copy of what you started with in case you need to go back and look at the original formatting to figure something out. So before you get started, make a copy of the original document (Office Button  Save As) as your working copy. This is the document you’ll fix. NOTE: If you’re fixing the existing document, then follow all of the remaining steps except for Step Nine on page 99 which is relevant only if you started over and created a new document with no formatting. Step Four - Fix Your Section Formatting A common problem is too many section breaks in a document. Remember, you need section breaks if you want to change section formatting in the same document. See Chapter 7 and Chapter 8 for more information about this. I prefer to delete all section breaks in a document I’m fixing and then re-insert them as needed. Delete All Sections Breaks If you’re not sure if there are section breaks in the document you’re trying to fix, just hit Ctrl + End which will take you to the last page of the document. If your Status Bar (blue bar at the bottom of the Word screen) doesn't show you what Section you're in, just right-click the status

Microsoft Word 2007/2010 as a Publishing Solution Page 93 Affinity Consulting Group LLC bar and click Section from the list that appears. Now, you'll see your section in the Status Bar. If it says anything other than Section: 1, then your document is cut into multiple sections. In the screen shot below, a reading of Section 50 would indicate that there are 49 sections breaks in the document.

If you see more than one Section in your document and you want to get rid of all of them quickly (as I recommend), then just follow these steps: 1. Go to the top of the document (Ctrl + Home key) 2. Hit Ctrl + H which opens the Find and Replace dialog. You can also click the Replace button in the Editing Group of the Home ribbon. If you see a button, click it. 3. Click your cursor into the Find what: box. Now click the Special button at the bottom of the dialog and choose Section Break from the menu that appears. This will place ^b into the Find what box. Leave the Replace with box blank.

4. Click the Replace All button at the bottom of the dialog. You will now see a dialog explaining how many Section breaks were replaced with nothing (and thereby deleted):

Fix Default Page Settings Now that you’ve got the document down to a single section, it’s easy to fix the page settings such as margins and the like. To open the appropriate dialog, click the launcher at the bottom, right corner of the Page Setup group on the Page Layout ribbon.  Margins Tab: First, click the Margins tab of the Page Setup dialog and make sure your margins are correct (most likely, they should be 1” for all settings).

Microsoft Word 2007/2010 as a Publishing Solution Page 94 Affinity Consulting Group LLC  Paper Tab: Second, click the Paper tab of the Page Setup dialog and make sure you have the correct paper size selected. If some of the pages of your document do not need to be the same as all of the rest, you can make that change after we re-divide the document with section breaks.  Layout Tab: Third, click the Layout tab of the Page Setup dialog. Common problems include the following:  Different first page should be checked if you do not intend to number the first page of your whole document or of any particular section.  From Edge: Header & Footer settings should almost always be 0.5” although these often get set to 1” or something larger than 0.5”. The problem this creates is that most documents have 1” top and bottom margins. If that is the case and your From Edge settings are also 1”, then text is in your header or footer also be 1” from the edge of the page. Since Word won’t let the text of your document and the text in a header or footer overlap one another, it will move the text so that they don’t overlap. For example, if I had my page number 1” from the edge of the page and also had a 1” bottom margin, then Word would automatically move up the text at the bottom of each page so that it doesn’t overlap the page numbering. The net effect of this is that the page number appears too high in the bottom margin and I’m not really getting a 1” bottom margin because the text has been moved up.  Vertical Alignment: Another setting I often see messed up is the Vertical Alignment. Unless you’re working on a cover page and truly want the text centered vertically, this should always be set to Top.

Add Back In Section Breaks You Need Let’s assume the document I’m working on is a brief which contains a , a table of contents, table of authorities, the body of the brief and then one exhibit at the end. In that case, I would likely put a Next Page Section break between each of those sections of the document.

Microsoft Word 2007/2010 as a Publishing Solution Page 95 Affinity Consulting Group LLC Step Five - Fix Page Numbering After deleting and re-inserting section breaks, you may or may not have page numbering. If you see page numbering in a header or footer, edit that header or footer and make sure it isn’t a page number in a text box. For example, see the screen shot below. The paragraph mark on the left side indicates that the page number is inserted in a text box (otherwise, the paragraph mark would appear immediately to the right of the page number). Further, by click on the page number, you can see that a box appeared around it - further indicating that the page number is in a text box. The point of all of this is that if your page numbering is in a text box, you should delete the text box and re-insert it properly (see Chapter 7 on page 36 for the proper way to do this). Chapter 7 also explains how to start page numbering over, change the format, turn it off, etc.

Step Six - Fix Default Font Settings Remember from the preceding Styles chapters that Normal is your default style for your document and if its default font is different than what you’re using in your document, you’ll have problems with random font switching. For more information on this issue, see Changing the Font For the Entire Document on page 10 above. Below is a screen shot of a document formatted with Times New Roman 12 pt. However, the Normal style is clearly something else. Until and unless the default for the document is converted to Times New Roman 12, the font will continue to randomly switch to Sakkal Majalla while it is being edited.

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To fix the foregoing problem, follow these steps: 1. Open the Styles pane in Word by either hitting Ctrl+Alt+Shift+S or click the Launcher in the Styles group on the Home Ribbon. 2. Locate the Normal style, right-click it and choose Modify. 3. Click the Format button in the bottom, left corner of the dialog and choose Font. 4. Change the default font to what you would like it to be for the document, then click OK, then OK. Step Seven - Fix Default Paragraph Settings Next, we need to make sure that the default Paragraph formatting settings are consistent with what you want in your document. To make sure, follow these steps: 1. Open the Styles pane in Word by either hitting Ctrl+Alt+Shift+S or click the Launcher in the Styles group on the Home Ribbon. 2. Locate the Normal style, right-click it and choose Modify. 3. Click the Format button in the bottom, left corner of the dialog and choose Paragraph. 4. The Indents and Spacing tab contains several settings which must be correct. In most cases, the following screen shot will be what you need for Normal with the possible exception of Alignment (many people prefer Left rather than Justified).

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5. The Line and Page Breaks tab contains more settings and the following screen shot should be accurate for most cases:

Step Eight - Remove Manual Tab Settings - If You’re Fixing the Existing Document When a WordPerfect document is converted to Word, the conversion process often creates lots of manual tab settings in the document which are completely unnecessary and can only make formatting more difficult. Look at the ruler in your document (if you don’t see the ruler at the

Microsoft Word 2007/2010 as a Publishing Solution Page 98 Affinity Consulting Group LLC top of each page, turn it on by checking the Ruler box on the View ribbon). If you see something like the screen shot below, then you need to get rid of these things:

To knock out all of these manual tab settings, follow these steps: 1. Hit Ctrl+A to select the entire document. 2. Click the launcher in the Paragraph group of the Home ribbon, then click the Tabs button in the subsequent dialog. 3. In the Tabs dialog, click the Clear All button, then the OK button. Step Nine - Remove Tabs - If You Started Over If you are fixing an existing document rather than starting over, skip this step. Many times when I start over with a bad document, I end up with a lot of tabs in the new document I create. By a “tab”, I mean what one gets when you hit the Tab key on the keyboard. For example, with the Show/Hide button turned on, I can see the manual tabs inserted before and after the paragraph number below:

Your paragraph formatting and styles will eliminate the need for these. Word users who don’t understand how Word handles formatting often use tabs in the manner shown above even though they are wholly unnecessary since the same “look” can be achieved using a first line indent. Rather than manually deleting every tab as you encounter it, it will save time to simply delete them all at once. To do this, follow these steps: 1. Go to the top of the document (Ctrl + Home key) 2. Hit Ctrl + H which opens the Find and Replace dialog. You can also click the Replace button in the Editing Group of the Home ribbon. If you see a button, click it. 3. Click your cursor into the Find what: box. Now click the Special button at the bottom of the dialog and choose Tab Character from the menu that appears. This will place ^t into the Find what box. Leave the Replace with box blank. 4. Click the Replace All button at the bottom of the dialog. You will now see a dialog explaining how many Tab Characters were replaced with nothing (and thereby deleted): Step Ten - Delete Any Manually Compiled Reference Tables If the document you’re working with had a manually compiled table of contents, table of authorities or index, delete them now. My manually compiled, I mean that someone looked up the references and manually typed them into the table. Once the document is set up correctly, these things can be automatically compiled and updated with very little effort. We’ll re- generate them later, but delete them for now.

Microsoft Word 2007/2010 as a Publishing Solution Page 99 Affinity Consulting Group LLC Step Eleven - Build and Apply Styles To Handle Formatting Of course, for this you should read Chapter 9 and Chapter 10 which begin on page 53. Step Twelve - Deal with Footnotes There are a couple of issues at play with Footnotes. If your original document was once a WordPerfect document which was converted to Word, the footnotes can be a complete mess. The numbering may not work correctly, the footnotes may break across pages and there are many other issues. If you elected to start over as described above, then the act of pasting unformatted text into your new document simultaneously removed all footnotes from your document. Therefore, you’ll have to manually re-insert them by copying them from the original document. For more information, see Chapter 16 - Endnotes and Footnotes on page 101. I’ve seen the Footnote separator line at the bottom of the page go haywire on many occasions. If that happens to you, see the paragraph entitled Change the Footnote Separator Line on page 102. If the footnotes are really problematic, my strategy is to remove and re-insert them one at a time. This can take awhile, but I find that it usually solves all problems. To do this to a footnote, follow these steps: 1. Select the text from a footnote that you want to remove and re-insert, then hit Ctrl + C (which copies the text). 2. Locate the numbered reference in the page above the footnote, select the number and hit the Delete key on your keyboard. This should remove all trace of the footnote (including the text at the bottom of the page). Leave your cursor where it was since this is where we want to re-insert the footnote. 3. Click on the References ribbon, then click the Insert Footnote button. Your cursor will appear at the bottom of the page where you need to enter the text of the footnote you’re replacing. 4. To ensure that the text you’re re-inserting doesn’t bring any baggage with it from the one that was causing problems, click the down arrow under the Paste button on the Home ribbon, choose Paste Special, then Unformatted Text from the subsequent dialog, and click OK. You may have to re-apply any formatting like bold, italic or underline, but this will ensure that your footnote comes out right. Step Thirteen - Add Paragraph Cross References If your original document contained paragraph cross references, now is the time to insert them so that they’ll automatically update if numbered paragraphs are added or deleted later. For a full explanation of this, see Chapter 12 on page 74. Step Fourteen - Generate Tables of Contents and Authorities Properly If either or both of these were present in your original document, see Chapter 11 - Table of Contents in Legal Documents on page 65 and/or Chapter 12 - Table of Authorities on page 74.

Microsoft Word 2007/2010 as a Publishing Solution Page 100 Affinity Consulting Group LLC Chapter 16. Endnotes and Footnotes

Lawyers regularly use footnotes and endnotes in legal documents. Word makes this process simple. Perhaps the most appreciated quality of using footnotes and endnotes in Word is the automatic renumbering if you add, move, or delete them. Footnotes and endnotes work nearly identically. Since this is so, we will illustrate the footnote, which we believe is more commonly used. Insert a Footnote 1. Under the View tab, switch to Print Layout, which is the preferred view when working with notes. In Print Layout, you can view the footnote or endnote at the bottom of the page, exactly the way it will appear when printed. In Draft view, in order to see the actual note, you must click Show Notes on the References tab. The screen will then split to show you note. 2. Place the cursor where you would like to insert the footnote reference number. 3. Choose Insert Footnote… on the References tab. Note that in order to create an endnote, you choose Insert Endnote… from the References tab. You will be taken to the location of the actual footnote or endnote. Type the desired text in the footnote. When you are finished, click anywhere within the body of your document. If you are in Draft view, click on the Close button to close the note screen. 4. If you want to change the formatting or position of the footnote on the page, you can do it in the Footnote and Endnote dialog by clicking the Footnotes launcher:

. Edit a Footnote 1. In Print Layout view, simply click anywhere inside the note and start editing. 2. In Draft view, either double click the footnote reference number in the text, or select Show Notes from the References tab. Use the F6 key to switch between the split screens. Delete a Footnote 1. Don't try to delete the footnote itself, this won't work. Instead, highlight the footnote reference number in the body of the document and hit the Delete button. 2. Word will automatically renumber the remaining notes. Convert Endnotes to Footnotes, or Vice Versa 1. Click the Footnotes launcher from the menu bar.

Microsoft Word 2007/2010 as a Publishing Solution Page 101 Affinity Consulting Group LLC 2. Select Convert… to convert all endnotes to footnotes, or vice versa. 3. Click OK to perform the conversion. To Convert Just One Note 1. Right-click on the footnote itself (at the bottom of the page or in the note pane if you are in Draft view). 2. A shortcut menu should appear. Select Convert to Endnote and the conversion will occur. Do the same for converting endnotes. Force Each Footnote To Stay Together On One Page By default, Word will allow long footnotes to span across several pages. If you do not like this behavior, then you can change the style that controls them so that they always stay together on the page they’re inserted in. To do this, follow these steps: 1. Open the Styles pane by clicking the launcher in the Styles group on the Home ribbon.

2. Click the Manage Styles button at the bottom of the Styles pane - . 3. Locate the Footnote Text style and modify it. 4. Click the Format button  Paragraph  Line and Page Breaks tab  check “keep lines together” 5. When you’re back at the Modify Styles dialog, make sure you tick the radio button for “New documents based upon this template” if you want to make the change permanent for all new documents you create.

Change the Footnote Separator Line If you are unhappy with the two inch line that separates the body of your document from the footnotes at the bottom of each page, you can change it to something else. To do this, follow these steps: 1. Edit the document for which you want to change the footnote separator. 2. Click the View ribbon  Draft.

Microsoft Word 2007/2010 as a Publishing Solution Page 102 Affinity Consulting Group LLC 3. Click the References ribbon  Show Notes. At the bottom of the page, you’ll have an option to select the footnote separator and change it to a different type of line or series of characters.

Microsoft Word 2007/2010 as a Publishing Solution Page 103 Affinity Consulting Group LLC Chapter 17. Auto Numbering (Lettering) Exhibits and Schedules

Legal documents often contain exhibits or schedules which are attached to the end of the document and are typically numbered or lettered (i.e., Exhibit A). These exhibits and schedules are often referenced in the body of the document. Problems can arise when you insert a new exhibit or schedule which necessitates the renumbering of the existing ones. Auto-Numbering/Lettering Exhibits or Schedules To A Document The following instructions show you how to automatically number/letter your exhibits, schedules, etc. A particular style called Caption will automatically be applied to those titles and you are not going to like how they look. So first, follow the steps below to insert the titles to your exhibits or schedules, then see the instructions following this (entitled Fixing the Caption Style) which explain how to get the titles formatted properly (by modifying the Caption style). To insert an auto numbered or lettered exhibit, follow these steps: 1. Place your cursor at the top of your exhibit and click Insert Caption on the References tab. 2. Choose your Label (i.e., Figure, Equation, Table). If you don't see one you like (such as Exhibit), click New Label… and make your own.

3. Click the Numbering… button to change the label (A B C, 1 2 3, I II III, etc.).

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Each time you add an exhibit, repeat the above steps to insert the exhibit number or letter. If you insert exhibits in front of one you've previously setup, the letters or numbers will automatically adjust. Fixing The Caption Style As indicated above, you’ll want to reformat your caption by modifying the Caption style. The default formatting in Word 2007 is blue text, left justified. To fix this: 1. Open your styles pane by clicking the launcher in the Styles group on the Home ribbon (or hit Ctrl+Alt+Shift+S). 2. Locate the Caption style in the styles pane, right-click it and choose Modify. 3. Click the Format button at the bottom of the dialog and choose Font. Change the font to what you would like in your document (for example, Times New Roman, Bold, All Caps, change the color from blue to black), then click OK. 4. Click the Format button again and this time choose Paragraph. Change the paragraph formatting to what you would like (for example, centered, 12 pt. after, keep with next), then click OK. 5. Once you’ve made all of your changes, click OK to exit the Modify Style dialog and get back to your document. Your captions should now all look the way you want them to. If not, re- edit the Caption Style and make further changes. Cross Referencing to Exhibits and Schedules After you've setup your exhibits as outlined above, you can cross reference to them anywhere in the document they're attached to. To do this, follow these steps: 1. Click Cross-Reference on the Insert or References tab. 2. Under Reference type, choose Exhibit (or whatever label you chose). Your exhibits will appear in the For which caption window. 3. Choose the Caption you want to reference and then choose the appropriate item under the Insert reference to label, such as “Only Label and Number”. 4. Click Insert.

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