ADVANCETO

MS Office Legal and Corporate - They Want Me To Insert A QR Code Into My Word Document…

Scenario: Secretary has the request that the client wants at the end of a letter, to have a link to their website (the clients website), and a bar code at the end of the letter as well. This is all very doable, and we will go after a number of ways to do so.

Using the "QR4Office" Add-in (Recommended)

This is the most flexible method, allowing you to customize the color, size etc.

Open the Word document.

Go to the Insert tab and select Get Add-ins(or Store).

Search for "QR4Office" and click Add.

Open the add-in (usually appears on the right side).

Select HTTPS or HTTP and paste your link into the text box.

Customize the color, size, and background if that is necessary most probably not.

Click Insert to add the QR code to your document.

Method 2: Using A Built-in Field Code (Not an Add-in)

You can use MS Word's built-in field codes to generate a QR code directly.

Place your cursor where you want your QR code.

Press Ctrl + F9 to insert special curly brackets { }.

Inside the brackets, type the following code:

DISPLAYBARCODE "YourURLHere" QR \q 3

Right-click the code and select Toggle Field Codes to show the QR code.

Note: To adjust the size, right-click and edit the \s parameter (e.g.\s 100).

Method 3: Using Third-Party Tools (External)

If you prefer not to use add-ins, you can use an external tool to generate the code and paste it in.

Use a website like QR Code Monkey or Adobe Express to generate your code from the URL.

Download the QR code image (PNG or SVG “Scalable Vector Graphics” which retains its clarity as it gets larger more so than PNG).

In Word, go to Insert > Pictures and select the downloaded image

Now that we have 3 possible ways to generate the QR Code I want to bring to your attention some other items you should be aware of.

Converting from Word to PDF

The QR code remains a functional image in the PDF.

Recommended : Use File > Save As > PDFor File > Export to retain high-quality images and hyperlinks.

Avoid "Print to PDF": Using the "Print to PDF" option can “sometimes” result in lower-quality images that are harder for phones to scan.

Flattening the PDF

What it does: Flattening merges all layers (forms, images, text) into a single, uneditable layer. All PDF programs have the ability to flatten. In Nuance, look for the Advanced Processing Tab and select "Flatten".

In Adobe Pro, Click the Layers button, and select "Flatten Layers" from the options menu

Result: A QR code is an image. Flattening does not destroy the image; it just locks it. The code remains fully scannable.

Advantage: Flattening is recommended to ensure the QR code doesn't shift or disappear when printed or viewed on different devices.

One of the very few that offer top-tier style training for legal and corporate firms.

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Raise Your Hand If You Need Adobe/Nuance PDF Editing, MS Word Document Cleanup and Related Procedures Class

Scenarios For Track Changes

Unlike a Document Comparison that compares two separate versions of a document or compares two independent documents in order to produce a Black Line, a Track Changes document produces an instantaneous Black line within one document as the changes (edits) are made.

Below are 5 Common Scenarios when dealing With Track Changes:

1. Attorney says leave Track Changes active and make current round of edits. In that case, if the Show Changes option is on, you will see the Red (Deletions) and Blue (Additions) as you edit. For those of you that don't want to see the changes as you edit, simply change the setting to Final or No Markup depending on the version of MS Word..

2. Attorney asks you to print the Black Line document but not the changes. For one, we could change the setting to Final or No Markup which will hide the Black Line changes and go to print or you can leave the changes showing but we could have taken this approach:

Under File, Print, go to File Print Settings.

Under Settings, look for the Down Arrow to the right of "Print all Pages".

Click on the Down Arrow and "Uncheck" "Print Markup".

3. Scenario No. 3: Attorney asks you to Accept all changes and to turn off the Track changes option followed by then doing the edits. Accepting All Changes will make all Deletions disappear and will then make the Additions become part of the document text. The document wil no longer Track as you edit the document.

4. Scenario No. 4: Attorney asks you to 1) Dupe the document, 2) Accept all changes in the duped doc, 3) 4) Turn off the Track changes option followed by then doing the new edits. Once done, run a document compare on the original doc vs. the duped document. Give the attorney back a PDF of the Redline, the clean (the doc that you did your work in) and the original mark-up.

5. Send this document out to the following five attorneys. Let them all make their suggestions with Track Changes on. When they send their input back, combine all 5 documents with the various changes into 1 big document.

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Teacher Connected Books and Video…

Hey Students:

Your Ruler Will Tell You What You Need To Know. Just Take A Look...

https://www.tumblr.com/advancetotraining/706356102512738304/your-ruler-will-tell-you-what-you-need-to-know

MS Office Legal and Corporate - How Can I Tell What Version of Word I Am Working In?

Scenario: An attorney calls and asks me what version of MS Word is she using. The standard answer is directly underneath but I am going to give you a bit more insight that will be very helpful.

Standard Answer: Note: If you don't see Account or you already have a file or document open, choose File from the menu, and then select either Account or Help from the list on the left.

If you are using MS Word 2007. In place of the File Tab ,you will see a “Windows” button. That is your telltale sign you are in the 2007 version.

If you are using MS Word 2010. MS Word 2010 has a File button in place of the round Windows Button. 2007 and 2010 both use a Page Layout Tab and Watermark and Page Borders selections can be found under the Page Layout Tab as well.

If you are using MS Word 2013, you now have a Design Tab where Page Borders and Watermarks have been moved to the right of this Ribbon. You still have a “Page Layout Tab”.

From 2016 onward they now have the “Layout” tab in place of “Page Layout”. The items in the “Layout Tab “are the same as what you saw in the “Page Layout” tab in 2013.

In all of the above, the Options selection under File is closer to the top of the left side selections.

In MS Word 365, under File, you will find “Options” at the bottom of the left side listing. The menus are essentially intact but for 365 the following has changed:

In 365, to copy the formatting to the clipboard, we now use Control Alt C to copy the formatting and Control Alt V to bring it forth again and again. If not 365, then Control Shift C and Control Shift V to Copy and Paste Formatting.

In 365, we use Alt Shift Hyphen to Apply a hard hyphen. If not 365, then Control Shift Hyphen.

In 365, in order to get to the Track Changes Options Menu to make changes to the colors or methods of showing Track Changes you:

Under the Review Tab:

For 365: Go to Review Tab - look for Markup - Track Changes Options, Advanced Options - Track Changes Dialog Box

MS Word 7 and 10 - Click on Track Changes Button Drop Down arrow and access like "Change Tracking Options..."

For 2013 and Above look for Tracking, go to Track Changes Options, go to Advanced Options, and then that takes you into the Track Changes Options Dialog Box

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Basic - Advanced Top-Tier Style Legal and Corporate MS Office Training for Secretaries, Word Processing Operators, Paralegals, Law Students, Attorneys and Business Professionals. Unique Courses for Individuals as well as Law Firms, Corporate Firms and Groups.

Hey Students:

AdvanceTo offers a unique hands-on 3 class set through Zoom or Phone that covers the Formatting and Styling of both Litigation Style Documents as well as the Formatting and Styling of Corporate Style Documents.

We cover thoroughly List Numbering, Multilevel Outlines, Cross References, Footnotes, Caption Boxes, TOC, TOA, IOT Sections, Multiple Page Numbers, and a load of procedure as well as tips and tricks.

MS Office Legal and Corporate: A “Quotes Situation”…

Scenario: A document had a mixture of both straight quotes and smart quotes. Normally, we would, under Auto Format and Auto Format As You Type, under Auto Correct Options, decide if we want straight or smart quotes followed by running a global replace for a change over to all straight or all smart. But, that is not our situation. In this particular case, the attorney just wants a right quote changed to a smart quote on one particular word.

How can we deal with this?

If you have a number pad on your keyboard:

To get smart quotes using the numeric keypad in MS Word, hold down the

Alt key and type the corresponding four-digit code on the numeric keypad (with Num Lock on). Use Alt + 0147 for a left double quote (“), Alt + 0148for a right double quote (”), Alt + 0145 for a left single quote (‘), and Alt + 0146 for a right single quote (’).

How to insert smart quotes

Left double quote (“): Hold Alt and type 0147 on the numeric keypad.

Right double quote (”): Hold Alt and type 0148 on the numeric keypad. Our scenario

Left single quote (‘): Hold Alt and type 0145 on the numeric keypad.

Right single quote (’): Hold Alt and type 0146 on the numeric keypad.

I Don’t Have A Numeric Keypad So Now What?

How can we deal with this if we do not have a number pad on our laptop or desktop keyboard?

Well, I would go to Insert. On the right side I would look for “Symbols”. It will initially give you commonly used symbols. Under Symbols, look for More Symbols and that will open up the Character Sets.

Make sure you choose the Times New Roman Character Set and look for a Smart Right Quote and select it and bring it into the document. That’s it. An unorthodox situation but not a big deal.

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Hey Students: AdvanceTo offers a very informative and information packed Litigation Formatting and Styling class. This 4.5 hour hands-on Zoom class will go through a number of litigation documents piece by piece. You get to learn and experience a number of procedures, vocabulary and reasoning as to why things are constructed the way they are.

MS Office Legal and Corporate Secretarial and Word Processing Training by AdvanceTo

Question: If you are going to take a full course, specialty class, tailored class or workshop (all of which we offer), do you want a generic class or would you rather be taught by those who have worked in legal and corporate firms on all shifts and have held and hold top positions in top-tier firms for a combined 40 plus years.

If you are looking to break into the legal industry and attain a legal support position, you want to be guided by those who are from the inside, by those who produce book after book, by those who produce video on demand and by those who do corporate training, legal staff outsource training and training for the public.

AdvanceTo can offer you the following:

We can train you from basic through advanced or target specific areas that you need help with. We also do test prep classes as well. We will give you the best chance of breaking into the industry and/or making sure your skills are up to date. Legal is a very different set of word processing skills and we thoroughly cover both Litigation and Corporate formatting and procedures.

For those of you that are already working, take advantage of what we have to offer and make sure that your skills are at their best. When your skills are really good, law firms and corporate firms will always be interested in you!

Basic-Advanced:

We do a thorough Basic - Advanced Microsoft Office for Word, Excel, PowerPoint and Adobe Pro/Nuance set of classes. These classes comfortably and substantially raise your awareness level and place you within the top 10% of the knowledge base.

Specialty Class:

We offer Specialty Classes such as Litigation vs. Corporate, Merge and Fillable Forms, PDF Editing and Adobe Pro/Nuance related procedures, Power Point Presentations and many more.

Tailored Class:

Our Tailored Classes allow you to mix and match so that you get the blend of material that suits your needs across the spectrum of possible topics and procedures. We do Tailored Classes for legal firms as well as individuals.

Video on Demand:

Finally we do video on demand for any particular subject matter. Just let us know what subject matter you need and we will produce that for you.

We also do walkthroughs for any procedure as well as Help Desk related questions.

Classes of all types can be done in person (for firms) or by Zoom or Phone. Whether your firm needs to upgrade their skills as a whole or certain staff needs assistance with certain areas of the law or training on specific procedures relating to litigation or corporate law, we are here to help. Most of our individual classes are 4.5 hours, (can be split into two sessions), includes homework and post class follow up. The cost is $175.00 and if you purchase two or more, the price goes down to $150.00 per class. All groups receive a discount!

Give us a call to see how we can help with the training needs of your firm!

AdvanceTo Training and Consulting

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https://advancetoffice.com/

www.awalkinthecenter.com

888-422-0692 Ext. 1 or 2

Email:

[email protected]

Raise Your Hand If You Need Adobe/Nuance PDF Editing, MS Word Document Cleanup and Related Procedures Class

Besides our unique MS Office Legal and Corporate Training, we offer a very thorough Adobe Pro or Kofax/Nuance class along with the tricks of the trade for quick MS Word document cleanup. If you are going to work in a legal firm of any size, you need a comfort level with PDF Editing, Document Conversion and Cleanup and other procedures that one will need to use when working day to day in a busy legal firm.

We offer a great class that will go over the following topics with you:

Document Conversion Cleanup Class (Separate Class For WP Operators)

Bookmarks

Fillable Forms

Signatures

Redactions

Security

Cleanup

Conversions

And Much Much More!

This class meets for 4.5 hours. This is a thorough hands on live Zoom or Phone class not short mini videos as you might see on YouTube. The cost of this class is $175.00. This is the very material that you would need to step in a law firm and be able to perform comfortably.

If you are a Secretary, Word Processing Operator, Paralegal or a freelance worker, you NEED to know these functions which will go hand in hand with your MS Word knowledge. Take advantage of this great class! When finished, you will have gained a comfort level and knowledge with a number of softwares that you can now add to your existing resume

Contact us today! One of the very few who offer top-tier legal training to the public, legal firms and Outsourcing Companies that supply support staff to many of the major firms across the country.

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888-422-0692 Ext. 1

[email protected]

Line Numbering Stemming from the Header

This is one of those requests that crop up once in a while but if it is you who needs to deal with it, you will surely want to know how.

The situation: A WP operator working for a top legal outsource firm is nervous because an attorney has requested that she fix the line spacing because it is not matching the text itself. She goes over to the line spacing area and it is greyed out and she cannot access it. When she goes to the traditional Line Spacing under “Layout” under “Page Set Up” it is acting as if Line Spacing has NOT been deployed. Of course, time is of the essence, so we needed to solve this minor dilemma.

Line numbering places a number next to each line whether we are using single or double space. When we use line numbering, anytime that it comes across a table, there will be a gap in the line numbering until it gets past the table. Upon coming across the text, it will again start to number picking up where it left off. Here is the problem: Some attorneys do not like the gaps as it pertains to not numbering tables. They want uniformity.

They want every page to be uniform so that for example every page has the numbers 1-25 page after page and all pages look the same uninterrupted no matter what is going on that page. So, in order to get around this problem that exists when using “traditional line numbering”, we will insert our own line numbering that will be consistent on every page no matter whether there is text or tables. In case you did not know, under the Layout Tab (“Page Layout” - MS Word 2007-13), look for Page Set Up, go to “Layout” under Page Set Up and at the bottom of the dialog box, you will see the “Line Numbering Button”. As I said, that is for “traditional line numbering”. We have to do something different.

Back to our operator in distress: She did not realize they were using a text box stemming from the header which could only be accessed by going to the header.

So, how do we go about setting this up if not set up already?

1.​ Open up your Header on Page 1 of the main part of the document.

2.​ Create a Text Box while the Header is open

3.​ Double Click on the text box and size it approximately 9.00 inches long and 0.50 wide.

4.​ Position (line up), the empty text box to the edge of the first line of text on page 1 where the No. 1 in your text box will be. You can use the Control Key and the Directional Arrows for micro moving of the text box if need be. Note: once your Header is open you can position the text box with the numbers anywhere you need to. It will always be associated with the Header regardless of where you position the text box. You may need to copy the completed text box to the next header in the same section if using the Different First Page Option.

5.​ I am going to assume that we are using double spacing for the paragraphs of the document. Go into the text box and type 1-25 and/or 1-27 with a hard return after each number. I say 1-25 or 27 because you may have variations with your top and bottom margins. Let us also assume that we are using 1 inch top and bottom.

After you type in the numbers, highlight the contents of the text box by clicking inside the text box and using Control A. Format the text box to have 12 Pts. after each number. Yes the text box should be using single space but 12 Pts. After (Home, Paragraph). Also, choose Right Alignment for the numbers in the text box. Note: if you have problems lining up the numbers, use exact line spacing. So, maybe the text is using double but you used Exact 13 after spacing for the line spacing of the line numbering. Using Exact Line Spacing for the after spacing of the line numbers, you can keep incrementally adjusting until you are happy with the line numbers but you will get it.

6.​ In my opinion, this method works best for Double Spaced documents. The line numbering should go up until it right before the Footer area.

7.​ Last step is to remove the Lines of the Text Box. Double click on the border of the box and in the Format Text Box Dialog Box go to lines and select "No Line"

8. ​Make sure that your text box that stems from the Header repeats on each and every page so that the numbering acts as a template and every page has uninterrupted line numbering throughout the entire main portion of the document.

9. Three things: if you have a cover page, TOC, TOA, Index of Terms then you do not have to start the line numbering until the first page of the actual document. Some people might say, why don't you just use pre-lined paper? You can but pre-lined usually has a double red line after the numbers, you may not have numbered paper available and you may not have enough time to make a template type page to make your own pre-numbered paper.

Finally if you wish to make the page more aesthetically pleasing, you can do a page border that only uses the left and right (no top or bottom) where you place a double line on the left where the numbers will line up and a single line on the right for a more traditional look.

Training From An Inside Perspective…

Basic through Advanced Training, Test Prep, Books and Placement Assistance

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MS Word Legal and Corporate: Using the “Clipboard History” to Your Advantage…

Anyone who works in the legal industry, and works on very heavy edited documents, know that there are many repetitive snippets of text that you may not want to totally retype. You also most probably do not want to have to go back to a prior instance of that piece of text within the document to copy it to a new location.

The “Windows Clip Board” is a good additional tool to make editing a bit easier. Below, I give you the “Google” breakdown but take note of a few things:

- You can pin an item that comes up again and again.

- It will retain the formatting of a clipped item, but you can use a Paste Special like feature to strip the formatting if need be.

- It can be synchronized to other devices.

Windows clipboard history, accessed by pressing WinKey + V, stores and displays multiple recent items you've copied (text, images, etc.) in order. You can enable this feature in Settings > System > Clipboard, then paste items by selecting them from the history panel. You can also pin frequently used items for permanent storage, clear the entire history, or paste items without formatting.

How to Use Clipboard History

Enable the Feature:

Go to Settings > System > Clipboard.

Turn on the Clipboard history toggle.

Copy Items:

Use Ctrl+C to copy text or images as you normally would.

Access History:

Press Windows key + V simultaneously to open the clipboard history panel.

The most recent items will be at the top.

Paste Items:

Click on an item in the history panel to paste it into your current application.

The last item copied is still accessible with Ctrl+V.

Key Features and Actions

Pinning:

Click the pin icon next to an item to keep it in your history even after you've cleared it or restarted your computer.

Clearing:

Click "Clear All" at the top of the history panel to remove all items (except pinned ones).

Deleting Specific Items:

Select the ellipses (...) next to an item and choose "Delete" to remove it individually.

Pasting Without Formatting:

For text, select the option to "paste as text" from the three-dot menu to remove any original formatting.

Syncing Across Devices:

With a Microsoft account, your clipboard history can sync across your Windows devices.

What Can Be Stored? Text and formatted text and Images and HTML content.

Limitations

The history stores a limited number of items, typically up to 25.

Items must be under a specific size, such as 4 megabytes.

I also did an article on using the spike

which is a very powerful tool. That article is

below.

https://www.tumblr.com/advancetotraining/659698900100415488/advanceto-office

Training From An Inside Perspective…

888-422-0692 Ext. 1 and 2

www.advanceto.com

https://advancetoffice.com/

www.awalkinthecenter.com

Email:

[email protected]

[email protected]

AdvanceTo Offers Tailor Made Classes For Your Area of The Law — For You Individually, or Your Group!

Scenario: I work in the Litigation Department. I work in the Corporate Sector of Legal. I don’t need a full class, but I would like to take a class that covers those procedures having to do with my area of the law.

Depending on the area of law you work within, we can tailor make a class that would clear up a number of issues. Classes can be very small or large makes no difference. We get results and all classes include homework which we critique for you.

For instance, a Specialty class for a Litigation Paralegal, Secretary or WP Operator might take the form of documents dealing with everything related from Table of Authorities to Caption Boxes Footnoting, and lots more.

For those people dealing with Corporate Law, a tailor made class might take the form of Cover Pages to Cross References, Multilevel Outlines and lots more.

For Non Legal class, a specialty class might go through, letters, memos, signatures, merge, fillable forms, financial tables, brochures, basic websites, PowerPoint Presentations and streaming video, social media development.

For Beginners, we cover a multitude of subjects and when we are done, you have a comfort level you never had with MS Word. We cover Styles, Menus, Hard Space, Analyzing Haed Copy, Creating, Modifying, Signature Blocks, Small Caps, IOT, and tons more. The beginner class is a great beginning and places you well on your way. Homework is included so that you can master whatever we covered in class.

For all scenarios these are examples of possible classes and your actual needs are what determines the actual class. Whatever class you take, we guarantee that you will learn a ton. We share as much information that we can for each class.

Each 4.5 hour information packed class costs $175.00 as well as the inclusion of homework so you can master the material! We give discounts when you purchase 2 or more classes.

For legal and non legal we also can include using MS Word for letters, formatting of your documents, converting documentation over to PDF format, putting on watermarks, putting on document passwords, setting up Merge Letters and Labels, running document comparisons to see Blackline changes, Fillable Forms and more.

Our classes can be done over the phone, Zoom or in person! .

Ask about our new “A Walk In The Center” class that goes through a number of documents as found in WP Centers as well as heavy document production type secretarial positions.

You can contact us at

888-422-0692 Ext. 1 and 2

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[email protected]

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LinkedIn: “AdvanceTo Legal and Corporate Word Processing Training Forum”

Why The Bracket Around The [L]etter and Bracket Around The Paragraph

Some of you might say, I am not an attorney therefore I don't care. But, you are in this line of business therefore, it will help you in your day to day work the more you know about the construction of the documents.

I try to have my students comfortable with every aspect of legal such as items like interior quotes, use of [Sic], Hard Space, Hard Hyphen, Defined Terms vs. Definitions, use of Short Cites, Case Sites vs. Rules and Statutes and Bracket before the Section Number such as [Section 1.0 and the end of the paragraph, and on and on. It actually helps you as a Paralegal, Secretary or Operator to be as familiar as possible with the reasons for these various items being used.

So let's examine the Bracket around an Upper Case [L]etter.

Scenario: We have selected a section from a quoted piece of text whereby the initial letter of the chosen section of the quoted text was not the real beginning of the sentence.

For Example: "Louis informed us that the reference to the firm merging with ABC Corp. in the Fall season turned out to be a rumor."

The attorney has decided to lift the quote from the point of "the reference"...

Therefore, it would look like this:

"[T]he reference to the firm merging with ABC Corp. in the Fall season turned out to be a rumor."

Easy enough but now you know.

Square Brackets Within a Quote:

Use square brackets to include words within a quote that are not part of the original quote. For example, if a quoted passage is not entirely clear, words enclosed in square brackets can be added to clarify the meaning.

For Example: “The defendant was attending school that year in California. [Berkly]. That is when I was requested to represent her.”

What about Bracket Around the paragraph?

When the attorney requests a Bracket Before and at the end of The Paragraph, it means that within that paragraph, there are unresolved issues.

1. Maybe things are being researched, language is being tinkered with, etc. When the issue is resolved, then we remove the brackets.

2. To get the Bracket before the number, place yourself within the boundaries of the particularHeading 2 paragraph.

3. Go into your Multilevel Dialog Box and place a left Bracket before the gray field code. At the top of the Dialog Box, choose Apply To "This Paragraph" and that paragraph alone will have the Bracket.

4. Once the issue is resolved, remove the Bracket at the beginning and end of the paragraph. The Bracket will be in your TOC as well until you have removed it.

Training From An Inside Perspective…

Basic through Advanced Training, Test Prep, Books and Placement Assistance

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MS Office Legal and Corporate - Setting Up Shortcuts For Texting On The Phone…

Scenario: Attorney uses her iPhone phone to key in notes and draft text and ideas that she will later use in her documents. She wants to set up short cuts to help speed up the process when she is creating materials or even answering an email. She asked her secretary to take care of finding the method to do shortcuts. The secretary came up with the answer and other useful shortcuts as well for composing related issues and shared with me. For those of you that use your phone to draft ideas or answer emails this is good to know,

Set up text shortcuts for phrases you use a lot on your iPhone.

Go to Settings > General > Keyboard > Text Replacement. You can create custom shortcuts that expand into full phrases. For example, type “omw” and your phone can fill in “On my way!”—or anything else you want.

Create a shortcut for your email

In that same Text Replacement section, you can make a quick shortcut for your email address. Some people use “@@” as the trigger—type that, and your full email pops in automatically.

Access symbols without switching keyboards

Instead of tapping the “123” key, lifting your finger, then picking a symbol, you can hold the “123” key and slide directly to the symbol you want. Release your finger and it types it in—then jumps back to the regular keyboard.

Caps-Lock:

Turn on Caps Lock with a double-tap

Need to type something in all caps? Just double-tap the on Caps Lock. You’ll know it’s on when the arrow fills in. Tap once more to return to normal.

Selecting Words and Sentences:

Tap to quickly select words or sentences

To highlight a single word, double-tap it. Triple-tap to select the full sentence. This is a simple way to copy, delete, or edit chunks of text without dragging selection handles around.

For Google Android setting up text shortcuts for phrases

Looking up in Google. Here's a general guide using Gboard, Google's default keyboard:

Open the keyboard: Launch any app where the keyboard appears (like a messaging app or email).

Access keyboard settings: Tap the settings icon (usually a gear or cogwheel) on the top row of the keyboard.

Navigate to Dictionary: Find and tap on "Dictionary" (or "Personal dictionary" depending on your version).

Select your language: Choose the language for which you want to create the shortcut.

Add a new shortcut: Tap the "+" button (or "Add") to create a new entry.

Enter the phrase and shortcut: In the "Type a word" field, enter the full phrase you want to use (e.g., "I'll be there in five minutes"). In the "Shortcut" field, enter the abbreviation you'll type to trigger the phrase (e.g., "ibe5").

Save the shortcut: Tap the back button or "Save" to store the new shortcut.

Now, when you type "ibe5" in a text field, you should see "I'll be there in five minutes" as a suggestion. Tap the suggestion to quickly insert the full phrase.

Now, when you type "ibe5" in a text field, you should see "I'll be there in five minutes" as a suggestion. Tap the suggestion to quickly insert the full phrase

Training From An Inside Perspective…

Basic-Advanced MS Word Legal Training, Testing, Test Prep and Placement Assistance for Secretaries, WP Operators, Paralegals, Administrative Assistants, Law Students, Attorneys and Business Professionals…

www.advanceto.com

https://advancetoffice.com/

www.awalkinthecenter.com

888-422-0692 Ext. 1 and 2

Email:

[email protected]

[email protected]

Hey Students! AdvanceTo teaches a great “Back To Basics” Class for Legal and Corporate Secretarial and Word Processing related documents. This is an information packed class and you will walk away with a ton of material, homework and new found knowledge. Read about it at the link below.

MS Office Legal and Corporate: Placing Text on Pictures On Your IPhone or Android.:

Scenario: Attorney calls secretary. He is out and about. He received a photo by email to his iPhone that will be part of an Exhibit. He wants to place the words “Exhibit C” on the picture on his iPhone followed by sending it by email to the paralegal involved in the case. The secretary recommended he send the picture to the Help Desk and ask them to do it but the attorney wants to do it himself. That is our situation.

Since there are so many iPhones, I will describe how to do this with an iPhone 8 whereby most of the later releases will be similar.

- Download the photo from your email.

- Go to Photos.

- Select all photos

- Find the photo you need

- Select it.

- Select Edit which should be at the top, and Look for Adjust. Next to “Adjust”, there are 3 icons. You want the middle icon that looks like a little triangle in a circle right before the ellipses.

- When you select that icon you will see markers and an eraser in the middle at the bottom of your screen. Click on the Plus Sign to the right.

- Clicking on the + sign opens up a number of selections. Choose the “Text” option.

- You will get a little text box. With your finger, position the text box to where you want it to be displayed on the picture.

- Look for the double Aa. It should be on the left side. Up comes a few fonts and a bar at the bottom that you can use to size the text box to your liking. The bar is in the form of a circle and you tug the circle until happy with the size of your box. When you go back to the text box there are handles to let you size the text box manually as well.

- Double click on the text box and your keyboard will open on your phone. Place the text on the photo as needed.

- Once you key in your text, select DONE and use the icon on the bottom to send the photo by email to the intended recipient.

For the Android:

Here is a link for the Android phone: Very similar process.

https://youtu.be/f3zKTF_tgWE?si=v5jtAgCUQiBt-YRp

From day to day in law firms and corporate firms you are asked to do things that you may have never dealt with but that helps you to grow.

Training From An Inside Perspective…

Basic-Advanced Legal Word Processing Training using MS Office, Adobe Pro/Nuance and Outlook. Training Secretaries, Word Processing Operators, Paralegals, Law Students, Attorneys and Business Owners

888-422-0692 Ext. 1 and 2

www.advanceto.com

https://advancetoffice.com/

www.awalkinthecenter.com

Expert Test Prep Classes as well…

Email:

[email protected]

[email protected]

MS Office Legal and Corporate - I Want The Search Bar Like You Have On Your Screen…

Scenario: Here’s one more to cross off of the list. The attorney noticed that the secretary has a search bar above the Ribbon on her screen in Power Point. He happened to ask her why he does not have a search bar like she does? She responded that most probably, it is your MS Power Point Version.

For starters, even if your Search Window is not available, over to the right, above the ribbon, you have a very tiny “spy glass” 🔍 that would let you search out buttons, menus etc. But, if you have a real search bar, that is obviously more desirable. The question then becomes, how do I get the search bar to appear?

My search bar in Power Point allows me to do the following:

“In PowerPoint, the search bar can be used to find various things, including content within your presentation, files on your computer, settings, and information on the web. You can use it to locate specific text, shapes, or even reuse content from other files. Additionally, it can help you find help documentation, online images, and definitions”. Google

Let’s get our search bar back:

Go to File, Options, General:

Under General:

“Collapse the Search Bar by Default”, should NOT be checked.

When you go back to the “Normal View”, your big Search Bar above the ribbon should now be present.

These things do come up so make sure you go through the motions so you are familiar with this routine.

Training From An Inside Perspective…

Basic-Advanced Legal Word Processing Training using MS Office, Adobe Pro/Nuance and Outlook. Training Secretaries, Word Processing Operators, Paralegals, Law Students, Attorneys and Business Owners

888-422-0692 Ext. 1 and 2

www.advanceto.com

https://advancetoffice.com/

www.awalkinthecenter.com

Expert Test Prep Classes as well…

Email:

[email protected]

[email protected]

MS Office Legal and Corporate - Using "Lorem Ipsum" For Quick Sample Text:

Scenario: The Word Processing Center was creating a Macro having to do with applying a specific style to a group of paragraphs. The supervisor said we need about 10 paragraphs or so to test our macro. The operator said he would go into another document and grab text. The supervisor then said do not do that, just use “Lorem Ipsem”. The operator then said Lora who? The supervisor then said forget it, I will do it myself.

Well, I myself have been exposed to this and it is simply a way to get “dummy text” so you have a placeholder of text or as they were doing in this center, using the dummy text to apply styles using a macro. So here is a little explanation of Lorem Ipsem:

“Lorem Ipsem” is not a meaningful phrase in Latin or any other language. It is a placeholder text, or "dummy text," used in graphic design and publishing to demonstrate the visual form of a document or typeface. It is a scrambled version of a Latin text, specifically from Cicero's work "De finibus bonorum et malorum," with words altered, added, and removed to make it nonsensical.” “Its main purpose is to visually represent how text will look without distracting the viewer with actual content”. From Google

So, if you ever have to produce dummy text paragraphs, you can do so in MS Word or Power Point. It is useful and will allow you to use the text to determine how something will look after applying a style or to use as a placeholder if you need to determine how much room you have on a page etc.

To bring forth dummy text in MS Word:

Type the command: =lorem() (between the parentheses, you can place the amount (number) of paragraphs) you would like and press return”. Important: You must have a space between the parentheses. In place of a space, you can put in a number such as 2 so that when you press the return, you get two dummy paragraphs.

(or =lorem(paragraphs, sentences), if you want to customize the output).

For Power Point:

Here is the syntax for generating Lorem Ipsum text in Power Point: Note: they are essentially the same.

=lorem(x)

Here, x is the number of paragraphs you want to generate. That means, if you wanted to generate two paragraphs, you would put in the number 2 and hit the Enter key:

Give it a try…

www.advanceto.com

https://advancetoffice.com/

www.awalkinthecenter.com

Training From An Inside Perspective...

MS Office Legal and Corporate Secretarial and Word Processing Training.

Test Creation, Placement Assistance, Upgrade of current skill level for your firm.

Teacher Connected Books and Video…

Email:

[email protected]

[email protected]

Hey Students: AdvanceTo offers a unique hands-on 3 class set through Zoom or Phone that covers the Formatting and Styling of both Litigation Style Documents as well as the Formatting and Styling of Corporate Style Documents.

For the Corporate side, we cover thoroughly List Numbering, Multilevel Outlines, TOC, IOT, Cross References, and a load of procedure as well as tips and tricks. For the Litigation side, we cover Captions, Footnotes, TOC, TOA, IOT citations and a lot more!

Getting Rid of Extra Space Between Between Words Within Your Document.

Scenario:. An attorney comes down to the center with a document that has extra spacing between the words of the paragraphs all throughout the document. The document is about 90 pages and this problem seems to be all throughout the document. Apparently, pieces of the document were copied from PDF files and parts of files that were on the internet. The extra spaces only became apparent after the secretary copied the text over to the MS Word document. Either way, they want the extra spaces to be removed throughout the document. If

Highlight the entire document using Control + A.

Go to Find and Replace (Control H).

Click on the "More" button and then on the "Special Button". Under “Special”, look for the “White Space”. selection. You will now have a special character and a "w" (for white space) in your Find What area. By the way, you can get that special character (circumflex), by using "shift 6" in order to get the ^ character. You should know that just selecting the "white space" selection under “Special”, will give you the entire ^w code.

4. Now go to the "Replace With" area. Tap your spacebar once 1x and then click on Replace All.

All of the extra space should be gone from the document. A lot of grunt work that your staff will not have to do.

Training From an Inside Perspective...

Basic through Advanced as well as Works Shops spanning from working in a word processing center to merge, fillable forms and adobe/nuance PDF Editing as well as classes on Outlook.

www.awalkinthecenter.com for details!

We can train at your office, or we do phone class as well as Zoom on-line. All live classes hands on.

For Individuals:

Phone and Zoom are $175.00 per class. Discounts are available for two or more classes and al groups receive discounts,

LinkedIn Group: AdvanceTo Legal and Corporate Word Processing Training Forum.

Give Yourself The Edge Over Others In The Industry. The more you know, the more opportunities will come your way.

www.advanceto.com

https://advancetoffice.com/

www.awalkinthecenter.com

888-422-0692 Ext. 1 and 2

Email:

[email protected]

[email protected]

Hey Students: