UNIT 6: SECURITY MEASURES IN WORD PROCESSORS

1. UNIT 6: SECURITY MEASURES IN WORD PROCESSORS

2. Seminar Topics • Assignments due this week • Functions of word processing software • Microsoft Word features

3. Assignments Due This Week • Seminar • Discussion • Using security features in Microsoft Word • Test

4. (Microsoft) Word • What version(s) do you use on your work, home, library, etc. computer(s)?

5. Functions of Word Processing Software • Preparing written forms of communications for clients, other lawyers, and courts • Allow multiple parties to work on and revise documents • Examples Corel WordPerfect or Microsoft Word • Typing functions and built-in software tools, such as grammar check, spell check, and formatting • Microsoft 2007 contains an user interface, called the Ribbon

6. Navigating in Word Processors • Menus and Toolbars are the way you use the features of a word processing program. Menus show a list of commands and are located on the tool bar. Toolbars contain menus, buttons, or a combination of both. • Most word processing programs offer a “help” button to assist you in using the various features offered in that program

7. Ribbon for Word 2007

8. Ribbon for Word 2010

9. Ribbon for Word for Mac 2011

10. Word 2003 Menu Bar (partial)

11. Help Button Microsoft Word

12. Online and Program Resources • Usually word processing programs have online resources for instruction and help using them. • Updates are also available via the online websites. • Guides and instructions are built into the programs and are available online and through the vendors. • Examples of the tutorials for Word 2003 and 2007 appear in your textbook. Microsoft website has tutorials for Word 2010 as well. • Courses are also available for in-depth instruction on the features of these programs.

13. Creating and Saving a Document • When you open your word processing program, you will be asked (usually) whether you want to open an existing document or whether you want to create a new one. • The file menus to create and save a document in Word and WordPerfect are in your textbook. • WordPerfect offers compatibility with Word. • When saving, you can choose “Save” or “Save As” features. The “Save As” allows you to save in an earlier version if you are using Word 2007.

14. Creating a New Document

15. Templates • A template is a preset or pre-designed page. • These can save you a lot of time and ensure that your document is organized and professional looking. • When you are working in a law office, you will undoubtedly use templates for pleadings and other type of legal documents that are filed in court.

16. New Document from a Template

17. Fill in the Blanks

18. Give it a Try! • Open a new document from a template. • Do you have any questions?

19. Identifying Document Format • File extensions are tags of three to four letters (preceded by a period) that identify a data’s file format – the application used to create the file. • Word 2003 = .doc; Word 2007 and 2010 = .docx • WordPerfect = .wpd • Words = .wps • Web documents = .htm • Generic = .txt • Adobe Acrobat Reader file = .pdf

20. Document Formats • WordPerfect usually converts documents from other formats into the WordPerfect (.wpd) format. • You can save to an earlier version of Word, but if you are using the earlier version of Word you cannot save to the 2007 or 2010 version.

21. Track Changes • In order to make corrections to a document that you want others to see you need to know how to use the track changes button. • In Word 2007, you click on Review, then Track Changes (highlight). • You can strike out and make comments either in the body or in the margin • In Word 2003, click on Tools, Track Changes, Highlight changes

22. Track Changes

23. Example of Track Changes

24. You Try! • Try opening your word processing software right now to see if you can find and turn on the track changes button! • Were you able to get it going? Is this something you think you might use?

25. Security Features • Why is it important for a law firm to protect or secure word processing documents?

26. Security Features • Now that you have created, converted, edited and/or saved your document, you can also include some protections for your document • Protecting your document will help to ensure that others will not have unrestricted access to what you have created. • Using “Protect Document” helps you do that – you find it by clicking on Review, and then Protect Document • Read only • Limited editing • Track changes • Encryption

27. Protect Document Word 2007 Word 2010

28. Encryption

29. You Try! • Open up a document and try engaging some of the protections afforded by your word processing program. • Did they work? • What benefits do you think these provide?

30. Document Comparison • Go to the Review tab and click the Compare command. Use Browse to select the two documents. Accept or reject changes.

31. Mail Merge • Used for form letters, labels, and mass mailings. • In Word 2007, select Start > Mail Merge • For Word 2003, see http://office.microsoft.com/en-us/word/HA010349201033.aspx

32. Table of Authorities • New in Word 2007 • Find an explanation here: http://swlawsba.com/TOATOC/TableofAuthorities2007.pdf • Word allows you to make your own categories or save seven types of citations; cases, statutes, rules, treatises, regulations, constitutional provisions, and other authorities.

33. Ethical Issues • Always remember to remove any track changes before sending out the final version to your opponent! If not, the reader can see your thought process – which can be very telling when it comes to what is not included in your final version! • This is not the same as removing metadata. Refer to our previous discussion about metadata.

34. Ethical Considerations • So what do you think? • What ethical considerations must be made before some of the word processing features, particularly those related to protection, are used? • Do you think it is better to use them or not use them?

35. QUESTIONS?