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Washington Trainers' Forum |
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Updated
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Hostess: |
Kathy Valentine |
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Metro: |
Federal Triangle or Metro Center |
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Presenter: |
Stacy Gittleman, Consultant for |
A link to Stacy’s presentation outline (in .pdf format) can be found at the bottom of this page as well as on the WTF Downloads page. The following are notes of her presentation taken by Jennifer Holehouse and Pam Thompson. Feel free to email corrections or additions to Pam.
Microsoft created a Legal Advisory Council which identified and ranked 100 issues of Word "features" that needed revamping. Microsoft addressed 25 of those requests, including:
This enhances all of the Office Suite programs’ integration with document management software.
Word’s native paragraph numbering feature was also revamped. The "Jason Tab" has been addressed by adding a new option which allows the user to set the tab spacing between the paragraph number and the start of the text.
Word’s built in comparison feature is now so strong that companies may not feel the need to buy third party software.
Word can now be launched in Safe Mode. Additionally, document recovery has been improved. If a document’s corruption is on binary level, Word will show repairs highlighted.
Pre-built web solutions where you can store document, templates, and discussions on your own web server. Your co-workers are ‘team members’ and you can invite clients to collaborate directly on your files.
The Clipboard has its own TaskPane and can now hold 24 separate items. You can see the actual text saved, not just an icon.
You can checkmark records you want to include in a merge.
Much like Thesaurus, you can highlight a word and the language translation pane will offer the word in one of several common languages (for example, Spanish and French). Other language add-ons can be purchased from Microsoft, of course. This will not translate an entire document accurately, however.
Word now also has voice recognition. Of course your mileage will vary based on speed of your vehicle.
Smart Tags have a wide range of uses. For AutoCorrect, you can right click on a red underlined word and even turn off that particular AutoCorrect function (quicker than going into the tools/AutoCorrect menu). A Smart Tag of a person’s name could take you to their address in your contacts list or add them to the contacts list. Microsoft is sharing the code for Smart Tags with other vendors so future development will be limitless.
When you paste information, you’ll see a little symbol on the screen (which goes away when you begin typing) for paste options. With this button you can choose from a variety of pasting options. You can have the incoming text adopt the formatting of the receiving document or you can have it keep its prior formatting or you can choose to have it come over as plain text. If plain text is selected for text with coding such as paragraph numbers, the numbers come over as well as plain text.
You can now select non-contiguous text by holding down the Ctrl key. This feature, in conjunction with the Styles and Formatting TaskPane makes it very simple to highlight all paragraphs with the same formatting – whether the formatting was accomplished via a style or direct formatting.
This view now has the ability to hide headers, footers and the space between pages while still showing all other formatting and graphics.
There are several task panes that are helpful for specific functions like working with styles or to reveal formatting. The speaker suggested you do not turn this feature off because you aren’t used to it. A little patience and you won’t be able to live without it.
On each pane, there are items which are standard for all panes in all office programs, such as Cut, Copy and Paste. Other items are context sensitive and can be completely customized.
This is not like reveal codes because there are still no codes to remove or see in the document. However, this task pane gives detailed information about how a paragraph and character based formatting. You can also see section based formatting. Hyperlinks take you to the appropriate dialog box to change items quickly.
You can also compare the formatting of two different areas of the same document.
In the paragraph numbering gallery, there is a new tab called "list styles". This is not based on styles. These are equivalent to working with the paragraph numbering buttons on the formatting toolbar.
Hidden paragraph marks are still needed to separate a legal term from its definition but this is now referred to as a "Style Separator". If a user has the forethought to include them while typing, the feature is much easier to use and can be put on a toolbar (Tools…Customize…Tools…InsertStyleSeparator) or they can use the keystroke Ctrl+Alt+Enter. If was not put in during the initial construction of the document, then it must be added in the same convoluted way we’ve been inserting hidden paragraph marks. Make sure, however, that the font attribute for the paragraph doesn’t change to "hidden" or only the paragraph number will show up in the TOC
They have eliminated the "Jason Tab" problem by including a new option to set the spacing for the tab between the number and the start of the text. This number must be calculated from the left margin, not the last level’s equivalent.
Another great feature is that if you click on a paragraph number, all paragraphs on that level will also be highlighted.
Greatly improved. Many more options available. If your redlining needs are basic, you will no longer need CompareRite or DeltaView. Track Changes will now offer to create a third document. It also has the option to show changes in call-outs in the margins rather than within the body of the text. This means that pagination is no longer affected by additions or deletions. The comparison pane offers the user four views of the document: the original, the revised version, the "standard Word 97" Track Changes look and the new call-out version. It also provides a summary of changes screen.
There is some rudimentary built-in document security to remove MetaData from a document. These include removing personal information from the document summary; warning of tracked changes or hidden text in a document when the Send To feature is used; and an offer to store a random serial number for individual documents so they can be tracked more effectively.
Law firms however should still be careful to remove MetaData from sensitive documents before transmitting outside of the office.
Office XP Presentation (a part of 2001.zip)
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