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The Finer Points of Word’s Styles, Templates & Building Blocks

The Finer Points of Word’s Styles, Templates & Building Blocks. Featuring: a few of the devilish details… Sherry Kappel ( sherryk@microsystems.com ) Sr. VP, Chief Innovation Officer Microsystems. Agenda. There’s more to it than meets the eye…. Styles.

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The Finer Points of Word’s Styles, Templates & Building Blocks

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  1. The Finer Points of Word’s Styles, Templates &Building Blocks Featuring: a few of the devilish details… Sherry Kappel (sherryk@microsystems.com)Sr. VP, Chief Innovation OfficerMicrosystems

  2. Agenda

  3. There’s more to it than meets the eye… Styles

  4. “I thought I understood styles in Word.Why do I feel so lost working in Word 2010?”

  5. Style Relationships

  6. Everything in orange is new… What’s New in Office…

  7. What’s New in Templates… Everything in orange is new…

  8. It starts with what you can see, and what you can’t… How Do I Spy Styles?

  9. Also New: The Style Inspector Launch Home | Styles (dialogue launcher) | Styles Pane | Style Inspector Requires File | Options | Advanced | Keep Track of Formatting be enabled

  10. What hurtsand what helps… Quick Styles & Aliases

  11. Quick Styles NEW On right-click in 2010 Also on right-click in Outlook 2010 Set up in NormalEmail.dotm Use Word to modify

  12. TheQuick Styles Gallery Design Guidance • Attributes are unique to each document, template • Definition travels with the document • Sorts using Priority value • Provides guidance on document structure, recommended formatting: aids consistency • Default for newly-created styles Important to Note: Inaccuratein a .doc document Introduced in Word 2007 Extended in Word 2010

  13. Word 2010 Quick Styles Gallery: Aliases Word 2010 Styles Pane:Full Styles Name + Aliases Aliases hurtin this scenario… Keyboard shortcut aliases create confusion in the Quick Styles Gallery

  14. Word 2010 Quick Styles Gallery:Revised .dotx Word 2010 Styles Pane:Revised .dotx Aliases help in this scenario… Descriptive aliases resolve challenges presented when long style names are promoted to the Quick Styles Gallery

  15. A complete sentence? You decide… Linked Styles

  16. New:LinkedStyles in Interface, Default for Most Built-in Styles…

  17. LinkedStyles Generate TOC w/o w/o hidden ¶ Styles must be configured AutoFormats on 2nd levels only…

  18. Linked Styles Showcase of a new method for marking lead-in emphasis for the Table of Contents

  19. Using Linked Styles Benefits, Behavior Requirements Encourages consistency Native Word behavior Eliminates need for Style Separator or historic methods of manual marking Existing styles, TOC codes must be configured to use User must apply on 1st occurrence or on existing text AutoFormats on 2nd and subsequent occurrences Requires Format beginning of list item like the one before it be enabled

  20. Styles anomalies we have seen “That’s interesting…”

  21. Interesting: Visibility of LegacyTable Styles

  22. “Just How Many List Templates Can I Create?” Gallery  Define New List Style (+3) All Styles  List Bullet & List Number (+10)

  23. Styles Aliases Can Cause Duplicate Style Names Using[Ctrl-Shift-S]

  24. New Features, Best Practices Templates

  25. Best Practice: Rebuild

  26. Rebuild Templates Microsystems | Resources |Tips & Tricks | here

  27. Revisit:WordAddinsLoad Behavior

  28. Word 2010:How Legal Should Use Normal.dotm No AutoText No Keyboard Shortcuts No Macros No Ribbon Customizations No Quick Access Toolbar Establish Table Style Defaults (Little to) No Numbering Reference Theme & Quick Style Set

  29. New File Locations Normal.dotm Quick Style Sets C:\Users\(username)\AppData\Roaming\Microsoft\Templates Outlook: You’ll also findNormalEmail.dotm here Application Level Style Sets:C:\Program Files\Microsoft Office\Office14\(langID)\QuickStyles Personally‐Defined Style Sets:C:\Users\(username)\AppData\Roaming\Microsoft\QuickStyles

  30. …and: (same as previous) Normal isNOT Customization to the Normal template is lost in upgrade to Word 2010 [HKEY_CURRENT_USER\Software\Microsoft\Office\14.0\Word\Options] "MigrateNormalOnFirstBoot"=dword:00000001 http://support.microsoft.com/kb/2408845

  31. Be sure to create your Firm’sQuick Style Set…

  32. How to Manage the Word 2010 Quick Access Toolbar See Manage the Word 2010 Quick Access Toolbar http://www.microsystems.com/resources/wordtips/wordtip069.php

  33. Word Templates Promoted in New, Improved File New

  34. Steps for the creation of custom templates

  35. Steps for Creating a Firm Theme • Read Themes SDK .docx • http://office.microsoft.com/en-us/redir/XT102620903.aspx • Build with the ThemeBuilder or PowerPoint • http://connect.microsoft.com/themebuilder • Connect to Template, Content • Word Defaults • Building Blocks

  36. Additional Theme Resources • Location • Default Themes: C:\Program Files (x86)\Microsoft Office 2010\Document Themes 14 • Modified/Added Themes: C:\Users\(username)\AppData\Roaming\Microsoft\Templates\Document Themes • Microsoft Theme Builder For Microsoft Office 2007 and Office 2010 • The SDK (Software Development Kit) you’ll use to build your firm’s .THMX file… • http://connect.microsoft.com/themebuilder • Creating Document Themes with Office Open XML Formats • Supporting information regarding Word Themes… • http://msdn.microsoft.com/en-us/library/cc964302.aspx

  37. File Format Impact on Styles…. The “X” Makes a Difference…

  38. Set Defaults Ties to (severs from?) Themes Sets defaults for Styles in the Template/Document

  39. Styles Management Priority & Visibility

  40. Step 2:Open/Edit/Save in Word 2003 • Assumption: .doc opens natively, DM integration saves normally into .doc • Preserves • Quick Styles • Style Priority • Style Visibility • Document Defaults • Loses • Content Controls • Become Static Text File Format Impact Step 1:Save As  .doc in Word 2KX Step 1:Save As  .docx with Word 2KX Step 2:Open/Edit/Save in Word 2003 Assumption: .docx opens w/the Compatibility Pack, then DM integration forces save to .doc Loses Quick Styles Style Priority Style Visibility Document Defaults Content Controls Become Static Text

  41. Set Defaults Ties to (severs from?) Themes Sets defaults for Styles in the Template/Document

  42. Making Word Work for Legal

  43. Thank you

  44. Next Steps Attend DocXcellence: Migrating to the New Reality June 14, 20119:00AM - 11:30AM Host: Bracewell & Giuliani LLP 1251 Avenue of the Americas, 49thFloor

  45. Next Steps View Office 2010 Under the Microscope: Word Styles http://www.microsystems.com/resources/webinars.php • ~90 minutes • Download the accompanying PDF…

  46. Resources • Planning: • Migration and Upgrade Strategy for Office http://support.microsoft.com/kb/2283230 • Case Studies: microsystems.com/resources/case-studies.php • Nixon Peabody Improves productivity & reduces third-party costs • White Papers: microsystems.com/resources/white-papers.php • Evolution & Next Generation of Document Comparison • Filling the Metadata Gap • Microsystems: Microsoft Office Planning Engagement

  47. Making Word Work for Legal

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