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The Solution Vol 2
 
THE SOLUTION
Software Tips for Law Offices Volume 1, Issue 2 
IN THIS ISSUE
Who Knew?
Quick Table Tips
Webinars
Three Things...
Stop the Madness!
WHO KNEW?
MS Excel Tips
Have you ever been working in a large worksheet and lost track of which column or row you were looking at?
 
Use the Freeze Panes feature to lock a row and/or column permanently in view.  To do this:

1) Select a cell below any rows to lock, and to the right of any columns to lock.  (For example, select cell B2 to lock the top row and first column; select cell A2 to lock just the top row.)

Excel Freeze Panes
 
2) Choose Window, Freeze Panes.
 
Now, as you scroll down or to the right, the top row and first column will always remain in view.

Note: In Excel 2007, the Freeze Panes feature is in the Windows group on the View tab.
 
Would you also like to print those columns and rows on all pages?  Click here for Excel 97 -- 2003; here for Excel 2007.
TABLE TIPS
(MS WORD 2002/3)

¦ To Tab inside a table: Press CTRL+TAB.

¦ To put text above a table that is at the top of a document: Press CTRL+HOME, then ENTER.

¦ To repeat a table's title row(s) on every page: Select the row(s) then choose TABLE, HEADING ROWS REPEAT.
 
¦ To insert multiple rows in a table (or Excel Worksheet):  Select the quantity of rows to insert in the existing table, right click the selected area, and then choose Insert Rows.  The new rows are inserted above the selection.

 Insert Multiple Word Table Rows


We are excited to offer Webinars as our newest training solution.
 
Relax at your own computer or gather with colleagues in the conference room to take in a convenient class on the specific subject you need.
 
First Session Free!
Register for one of our upcoming sessions for free.  (one per firm)
 
We welcome your topic suggestions at:
THANK YOU
For Reading The Solution
 
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Dear Laura,
 
Welcome to Issue 2 of The Solution!  This e-zine of tips, tricks and solutions is designed to help legal professionals get maximum results from their computer software with minimal effort.
 
We expect most Legal Secretaries will benefit from all the tips, but additionally, our goal is to include something of value for all legal professionals in each issue of The Solution.  For example, Lawyers often ask about Track Changes metadata (see Three Things) and Administrators, Paralegals and File Clerks typically want to know more about Word Tables (Quick Table Tips) and Excel (Who Knew?).
 
We would love to hear from you.  Please e-mail us with comments and suggestions for future issues.
 
Best regards,
Word Object Browser
Laura Leader
THREE THINGS TO KNOW
About Word's Track Changes Feature
Concerned Man
 
A. Of course not, don't be silly!  I mean, not exactly....  This common question references MS Word's Track Changes feature. 
 
Track Changes is a very handy tool to use when you need to see what text has been added to or deleted from a document.  It is also a much maligned and often misunderstood feature that has caused a lot of embarrassment and grief for way too many lawyers.  

The biggest problem with Track Changes has been people not realizing they were using it. 
 
There are three concepts you should be crystal clear on before using Track Changes on documents you plan to exchange with others.
 
1) When you turn on Track Changes, it starts tracking.  When you turn it off, it stops.  But turning off Track Changes does not remove changes that have already been tracked.
 
2) You can choose to view or hide changes you have tracked.  Switching the view to hide tracked changes is not the same as removing them.  Tracked changes can be re-displayed by anyone who changes the view to show markup.
 
3) You must accept or reject tracked changes to remove them.  That is how you remove them.  That is the only way to remove them.  (Usually people accept them to incorporate the changes into the document.)

Track Changes Reviewing Toolbar
To remove tracked changes from a document prior to e-mailing it to someone:
 
1) Turn off Track Changes.
2) Accept all changes.
 
E-mail us with your version of Word to receive a complimentary handout that covers all features associated with track changes.
Q. Is it true that Word keeps track of all my edits and that people I e-mail a document to can see text I deleted if they know where to look?
 
STOP THE MADNESS!
Are MS Word's Toolbars Driving You Crazy?
 
When you open Word, your toolbars should be right where you left them.  But instead, they are often strewn all over the place, occupying half your Word window. Madness!
 
We can't always eliminate this problem completely, but understanding what causes it enables you to practice "defensive toolbar arranging."
 
Follow these tips to tame your toolbars:
 
1. Put Word First.
When Word opens, it loads built-in toolbars first.  Most people want to display the Standard and Formatting toolbars.  Put those at the top so that any custom toolbars that are loaded next don't "knock them around."
 
Word Standard and Formatting toolbars
 
2. Try different arrangements for remaining toolbars.
Often, Word add-ins (third party software) will force toolbars to show in a specific position.  If the software is displaying and positioning its toolbar each time you open Word, it doesn't matter where you left it or if you hid it.  Yes, this practice is obnoxious.  (Not cause trouble for our competitors, but I urge you to contact all software makers who do this and complain!)
 
3. Place Auto-loading toolbars where they can't wreak havoc.
Word automatically displays relevant toolbars when you perform certain actions.  For example, click an image and the Picture toolbar usually displays.  Open a document from a colleague and there's the Reviewing toolbar.
 
Word Reviewing Toolbar Undocked
 
These toolbars appear where you last left them.  So leave them where they won't throw your entire toolbar area into disarray. 
 
I always drag the reviewing toolbar into the Word Window and the click the X in its upper right corner to close it.  That way when it shows again (and it willl...) it won't mangle my toolbar arrangement and I can click the X to quickly close it if I don't want to use it.